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How to Send Power Automate Approvals to Teams Without Email
Question details
The user wants to configure Power Automate to send approval notifications exclusively to Microsoft Teams and mobile devices, without receiving standard automated email alerts.
- Product
- Power Automate
- Device & OS
- not provided
- Scenario
- Setting up an automated workflow using the 'Start and wait for an approval' action.
- Observed behavior
- The built-in approval action sends notifications to email, Teams, and mobile devices simultaneously. Disabling notifications in the action's settings turns off all channels rather than isolating and disabling only the email notifications.
Ensure you have edit access to your Power Automate flow and the Microsoft Teams channels where you intend to route the custom approval messages.
Use Custom Teams Actions and Outlook Rules
Since the built-in approval action bundles email and Teams notifications together, the most effective workaround is to manage the emails using an Outlook rule while relying on a custom Teams message step in your flow.
Currently, Power Automate does not offer a standalone toggle to disable only email notifications for the 'Start and wait for an approval' action. Turning off the master notification toggle disables mobile and Teams alerts as well.
To achieve a Teams-only notification experience, keep the default notifications enabled, use Outlook rules to hide the system-generated emails, and add a custom action to post directly to your Teams channel.
Open your Power Automate flow and verify that the 'Start and wait for an approval' action has its default notifications enabled so that mobile and system alerts continue to function.
Click the '+' icon below your approval step to add a new action. Search for and select 'Post a message in a chat or channel' to send a customized notification directly to your preferred Microsoft Teams channel or specific user.
Open your Outlook desktop or web application, navigate to 'Settings', and select 'Rules' (or 'Manage Rules & Alerts').
Set up a new rule that triggers when an email arrives from the Power Automate approval sender (usually maccount@microsoft.com). Configure the rule to automatically move these specific emails to an Archive folder or delete them to keep your primary inbox clear.
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Frequently Asked Questions
Can I disable only the email notifications in the 'Start and wait for an approval' action?
No, currently, the notification setting in this action functions as a master switch. Turning it off will simultaneously disable emails, Teams alerts, and mobile push notifications.
How can I notify a specific Teams channel about a pending approval?
You can add the 'Post a message in a chat or channel' Microsoft Teams action to your Power Automate flow. Place it immediately after the approval creation step to alert users directly in your designated channel.
If I use an Outlook rule to delete the approval email, will it cancel the actual workflow?
No. The email is simply a notification alert. The actual approval task remains active and can still be completed via the Power Automate web portal or through the Microsoft Teams Approvals app.
