How to Change the Sender in Power Automate Planner and Approval Emails
Question details
The user needs to change the sender email address for Planner notifications and approval confirmation emails generated by a Power Automate flow.
- Product
- Microsoft Power Automate
- Device & OS
- not provided
- Scenario
- Configuring email notifications and approval routing in automated workflow flows.
- Observed behavior
- Emails are being sent from the flow owner's personal account instead of the submitting user, reviewer, or a generic organizational address.
Ensure you have the necessary Microsoft 365 administrator permissions to create shared mailboxes or grant 'Send As' permissions for the desired sender accounts.
Use a Shared Mailbox or Service Account Connection
To prevent emails from coming from your personal account, reconfigure the flow's email or approval actions to use a shared mailbox or a dedicated service account connection.
By default, Power Automate actions run under the connection account configured when the flow was created. To change the visible sender, you must either use an action that supports a 'From' address (requiring specific permissions) or change the connection entirely.
In the Microsoft 365 admin center, create a shared mailbox and assign 'Send As' or 'Send on Behalf' permissions to your main flow creator account.
Open your Power Automate flow in edit mode, click the three dots (...) on the email or approval action, and select 'Add new connection'.
If using the 'Send an email from a shared mailbox (V2)' action, enter the shared mailbox address in the 'Original Mailbox Address' field. If using standard email actions, enter the authorized address in the advanced 'From (Send as)' field.
Because Planner and Approvals connectors have specific identity requirements, post your exact scenario in the dedicated Microsoft Power Automate Community (powerusers.microsoft.com) if standard connections do not resolve the issue.
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Frequently Asked Questions
Why do Power Automate emails show my name as the sender?
By default, Power Automate actions use the connection credentials of the user who originally created or last authenticated the action within the flow. Therefore, emails are sent from that user's account.
Can I use the 'Send an email (V2)' action to send as someone else?
Yes, but only if your account has been granted 'Send As' or 'Send on Behalf' permissions for that specific email address by your IT administrator. You can then specify that address in the 'From (Send as)' field under the action's advanced options.
Do approval requests in Power Automate always come from the flow owner?
Generally, standard approval requests are sent using the connection of the person who set up the approval step. To route the approval creation and sending from a generic identity, you typically need to set up the connection using a dedicated service account credentials.
