Email Migration

How to Save Shared Mailbox Emails to SharePoint

Maira Mehtab Sep 21, 2026 868 views

Question details

The user needs to move older messages from nearly full shared mailboxes into specific SharePoint folders instead of deleting them.

Product: Microsoft Outlook, SharePoint
Device & OS: not provided
Scenario: Managing storage limits on shared mailboxes by migrating important older emails to organized SharePoint directories rather than local archive folders.
Observed behavior: Native automatic archiving only creates a local Archive folder, which does not meet the requirement of automatically routing emails into corresponding SharePoint folders.

Before you start

Ensure you have administrative access to the shared mailbox, Edit permissions for the destination SharePoint site, and an active Microsoft Power Automate license.

Solution 1Recommended

Use Microsoft Power Automate to Route Emails to SharePoint

Since Outlook and SharePoint lack a built-in auto-save feature for this scenario, Microsoft Power Automate is the recommended method to build custom flows that route emails to specific document libraries.

Microsoft Outlook and SharePoint do not feature native integrations to automatically route archived emails from a shared mailbox into specific SharePoint folders. To achieve this, you must set up a custom workflow using Microsoft Power Automate.

This method allows you to define rules so that incoming or selected emails in a shared mailbox are saved as files (such as .eml) directly into your designated SharePoint document library.

Sign in to Power Automate

Navigate to Microsoft Power Automate online and sign in using your Microsoft 365 credentials.

Create a New Flow

Click on 'Create' from the left sidebar and select 'Automated cloud flow', or use the search bar to find a pre-built template like 'Save email to SharePoint'.

Configure the Trigger

Set the trigger to 'When a new email arrives in a shared mailbox (V2)' and specify the original shared mailbox address in the settings.

Add the SharePoint Action

Click 'New step' and search for the SharePoint connector. Select the 'Create file' action.

Set Destination and File Details

Configure the 'Site Address' and 'Folder Path' to match your target SharePoint directory. Use dynamic content (such as the Email Subject and Message Id) to generate unique file names and insert the email body as the file content.

Save and Test

Click 'Save' at the top right, then run a test by sending an email to the shared mailbox to ensure the file correctly appears in your SharePoint folder.

Power Automate Community Support: If you are new to Power Automate and need help designing complex routing rules, you can seek expert advice and templates in the Microsoft Power Automate Community forums.

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Frequently Asked Questions

Can I drag and drop emails from Outlook directly to SharePoint?

Yes, you can manually drag and drop emails from the Outlook desktop application directly into a SharePoint document library that is open in a modern web browser. However, this is a manual process and is not suitable for bulk or automated archiving.

Why doesn't the default Outlook Archive button send emails to SharePoint?

The default Archive feature in Outlook is strictly designed to move emails to a designated Archive folder within the same mailbox or to an Exchange Online Archive. It is not built to interface with external file storage services like SharePoint.

Do I need a premium license to use Power Automate for this migration?

Using standard Office 365 connectors like Outlook and SharePoint usually falls under the standard licensing included with most Microsoft 365 business plans. A premium license is generally only required if you add third-party or premium connectors to your flow.

Migration & Recovery