Send & Receive Issues

How to Send SharePoint News by Email Using a Shared Alias

Elise Williams Oct 9, 2026 870 views

Question details

The user wants to distribute SharePoint news posts via email using a shared department alias rather than their personal account name.

How to Send SharePoint News by Email Using a Shared Alias

Product: SharePoint / Power Automate
Device & OS: not provided
Scenario: Distributing company or department news through SharePoint and email to team members or stakeholders.
Observed behavior: Currently, the SharePoint news emails are being sent displaying the user's personal name instead of the desired shared alias, such as Marketing Staff.

Before you start

Ensure you have a shared mailbox set up in your Microsoft 365 Admin Center and verify that your personal account has 'Send As' or 'Send on Behalf' permissions for that specific shared alias.

Solution 1Recommended

Create a Power Automate Flow with a Shared Mailbox

Use Power Automate to intercept the news post creation and route the email distribution through a designated shared mailbox alias.

The native SharePoint 'Send by email' function defaults to the logged-in user's credentials. To bypass this and use a shared alias, you must build a custom workflow in Power Automate.

Trigger the flow

Log into Power Automate and create a new automated cloud flow. Select the trigger 'When an item is created' or 'When a file is created (properties only)' and point it to your SharePoint Site Pages library where news posts are stored.

Add the Shared Mailbox action

Click 'New step' and search for 'Send an email from a shared mailbox (V2)'. Add this action to your workflow.

Configure the sender alias

In the 'Original Mailbox Address' field, type the exact email address of your shared alias (e.g., marketing@yourdomain.com).

Populate the email content

Fill in the 'To', 'Subject', and 'Body' fields. Use dynamic content from the SharePoint trigger to automatically pull the news post title, description, and a link to the full article.

Save and test

Click 'Save' at the top right. Run a manual test by publishing a new news post in SharePoint to verify the email is successfully delivered from the shared alias.

Create a Power Automate Flow with a Shared Mailbox

Permission Requirement: If the flow fails during testing, it is highly likely that your Microsoft 365 account lacks the necessary permissions to send emails from the selected shared mailbox. Contact your IT administrator to grant you 'Send As' access.

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1. Download the software: Visit the WPS Office official website and click the 'Download WPS Office Free' button.
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Frequently Asked Questions

Is there a built-in way to change the sender in SharePoint without using Power Automate?

No, the native 'Send by email' feature in SharePoint automatically uses the credentials of the user who clicks the button. You must use Power Automate to customize the sender alias.

Why does my Power Automate flow give a 'Forbidden' or 'Unauthorized' error when sending?

This error occurs because the account running the Power Automate connection does not have 'Send As' permissions for the shared mailbox. You must request your Microsoft 365 administrator to grant these permissions.

Can I use a Microsoft 365 Group instead of a Shared Mailbox for the sender alias?

Yes, you can use a Microsoft 365 Group alias, but you must ensure the group is configured by an admin to allow members to 'Send As' the group. Depending on your configuration, you may use the standard 'Send an email (V2)' action instead.

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