Outlook actions

For machines with an installation of Outlook, you can manage your mailboxes with the Outlook actions.

After creating an Outlook instance with the Launch Outlook action, use the Retrieve email messages from Outlook action to get the messages from a specified account and mail folder.

The following example retrieves all the email messages from the folder Tickets, a subfolder of the Inbox. The specified filters limit the results to messages from a specific sender that contain particular words in their subject and body.

Screenshot of the Retrieve outlook emails action.

The Process email messages in Outlook action processes email messages retrieved by the Retrieve email messages from Outlook action. To use this action, you must provide an Outlook instance, an account, and a variable with retrieved emails. Then, you can select whether to move, delete or mark as read the selected messages.

Store Outlook email messages locally using the Save Outlook email messages action. Specify an Outlook instance, an account, a variable with the messages to save, and the format and location for the created files.

To close an open Outlook instance, use the Close Outlook action.

Launch Outlook

Launch Outlook and create a new Outlook instance.

Input parameters

This action doesn't require any input.

Variables produced

Argument Type Description
OutlookInstance Outlook instance The specific Outlook instance for use with later Outlook actions

Exceptions

Exception Description
Failed to launch Outlook Indicates a problem launching Outlook

Retrieve email messages from Outlook

Retrieve email messages from an Outlook account.

Input parameters

Argument Optional Accepts Default Value Description
Outlook instance No Outlook instance The Outlook instance to work with. Specify this variable in a 'Launch Outlook' action
Account No Text value The name of the Outlook account (data file name) to work with
Mail folder No Text value The name of the folder to retrieve messages from. Enter the full folder path for subfolders (ex: Inbox\Work)
Retrieve N/A All email messages, Unread email messages only, Read email messages only All email messages Specifies whether to retrieve all messages in the folder or only the unread ones
Mark as read N/A Boolean value True Specifies whether to mark as read all the unread messages retrieved
From contains Yes Text value The full email address of the sender whose messages to retrieve. Leave this attribute blank to retrieve all messages regardless of the sender
To contains Yes Text value The full email address(es) of the recipient(s) (separated by space or semicolon if more than one) for the messages to retrieve. Leave this attribute blank to retrieve all messages regardless of the recipient(s)
Subject contains Yes Text value The key phrase to find within the email subject. Leave this attribute blank to retrieve all email messages regardless of their subject
Body contains Yes Text value The key phrase to find within the email body. Leave this attribute blank to retrieve all email messages regardless of their content
Attachments N/A Save attachments, Do not save attachments Do not save attachments Specifies whether to save the attachments of the email messages retrieved or not
Save attachments into No Folder The path to save the attachments of the retrieved emails into

Variables produced

Argument Type Description
RetrievedEmails List of Outlook mail messages The retrieved email messages for later processing. The variable contain a list of Outlook message objects

Exceptions

Exception Description
Failed to find Outlook account Indicates that the specified Outlook account doesn't exist
Mail-folder specified not valid in Outlook Indicates that the specified mail folder isn't valid
Directory for saving attachments not found Indicates that the directory to save the attachments into doesn't exist
Failed to retrieve email messages from Outlook Indicates a problem retrieving the email messages from Outlook

Send email through Outlook

Create and send a new email message through Outlook.

Input parameters

Argument Optional Accepts Default Value Description
Outlook instance No Outlook instance The Outlook instance to work with. Specify this variable in a 'Launch Outlook' action
Account No Text value The name of the Outlook account (data file name) to work with
Send email from N/A Account, Other mailbox Account Specifies whether to send the email using the specified account or a different one, for example from a shared mailbox
Send from No Text value The name of the Outlook account to send the email from; for example, a shared mailbox.
To No Text value The email address(es) of the recipient(s). To enter more than one email address, separate the list of addresses by spaces or semicolons
CC Yes Text value The email address(es) of the CC recipient(s). To enter more than one email address, separate the list of addresses by spaces or semicolons
BCC Yes Text value The email address(es) of the BCC (hidden) recipient(s). To enter more than one email address, separate the list of addresses by spaces or semicolons
Subject Yes Text value The subject of the email
Body Yes Text value The text of the body
Body is HTML N/A Boolean value False Specifies whether to interpret the body of the email as HTML coding
Attachment(s) Yes List of Files The full path of any attachment(s). Enclose multiple files in double quotes (") and separate them by a space character

Variables produced

This action doesn't produce any variables.

Exceptions

Exception Description
Failed to find Outlook account Indicates that the specified Outlook account doesn't exist. Power Automate doesn't throw this error for the email addresses populated in the Send from input parameter
Failed to send email Indicates a problem sending the email
Attachment not found Indicates that the specified attachment(s) don't exist

Process email messages in Outlook

Move or deletes an email (or a list of email messages) retrieved by a 'Retrieve emails from Outlook' action.

Input parameters

Argument Optional Accepts Default Value Description
Outlook instance No Outlook instance The Outlook instance to work with. Specify this variable in a 'Launch Outlook' action
Account No Text value The name of the Outlook account (data file name) to work with
Email messages to process No List of Outlook mail messages The email message(s) to process. Use a variable populated by a 'Retrieve email messages from Outlook' action
Operation N/A Delete email messages, Move email messages to mail folder, Mark as unread Move email messages to mail folder Specifies which operation to perform on the specified email messages
Mail folder No Text value The name of the folder to retrieve messages from. Enter the full folder path for subfolders (for example, Inbox\Work)

Variables produced

This action doesn't produce any variables.

Exceptions

Exception Description
Failed to find Outlook account Indicates that the specified Outlook account doesn't exist
Specified mail-folder doesn't exist Indicates that the specified mail folder doesn't exist
Failed to process email messages in Outlook Indicates a problem processing the specified email messages in Outlook

Save Outlook email messages

Save Outlook email messages given an account.

Input parameters

Argument Optional Accepts Default Value Description
Outlook instance No Outlook instance The Outlook instance to work with. Specify this variable in a 'Launch Outlook' action
Account No Text value The name of the Outlook account (data file name) to work with
Email message(s) to save No List of Outlook mail messages The email message(s) to save. Use a variable populated by a 'Retrieve email messages from Outlook' action
Save format N/A Text only (.txt), Outlook template (.oft), Outlook message format (.msg), Outlook message format - Unicode (.msg), HTML (.html), MHT files (.mht) Outlook message format (*.msg) Specifies the format to save the messages
File name N/A Default, Custom Default Specifies whether to save the messages using the default name (subject) or provide another
Save as No Text value Specifies the custom name for messages' name, which differs from message to message by an automatically added suffix
Save email message(s) to No Folder The folder to save the messages to

Variables produced

Argument Type Description
StoredMessagesFiles List of Text values The file paths of the saved email messages for later processing

Exceptions

Exception Description
Failed to find Outlook account Indicates that the specified Outlook account doesn't exist
Directory not found Indicates that the specified email message(s) couldn't be saved because the directory doesn't exist
Email message is deleted or moved to another folder Indicates that the specified email message(s) couldn't be saved because they're moved or deleted
Failed to save email message(s) Indicates a problem saving the specified email message(s)

Respond to Outlook mail message

Respond to an Outlook message, by replying, replying to all or forwarding it.

Input parameters

Argument Optional Accepts Default Value Description
Outlook instance No Outlook instance The Outlook instance to work with. Specify this variable in a 'Launch Outlook' action
Account No Text value The name of the Outlook account (data file name) to work with
Mail message No Outlook mail message The mail message to act upon. Use a variable populated by a 'Retrieve email messages from Outlook' action
Response action N/A Reply, Reply all, Forward Reply Specifies whether to reply (to sender or all) with a message or forward the received message
To No Text value The email address(es) of the recipient(s). To enter more than one email address, separate the list of addresses by spaces or semicolons
CC Yes Text value The email address(es) of the CC recipient(s). To enter more than one email address, separate the list of addresses by spaces or semicolons
BCC Yes Text value The email address(es) of the BCC (hidden) recipient(s). To enter more than one email address, separate the list of addresses by spaces or semicolons
Body Yes Text value The text of the body
Attachment(s) Yes List of Files The full path of any attachment(s). Enclose multiple files in double quotes (") and separate them by a space character

Variables produced

This action doesn't produce any variables.

Exceptions

Exception Description
Failed to find Outlook account Indicates that the specified Outlook account doesn't exist
Failed to send email Indicates a problem sending the email
Attachment not found Indicates that the specified attachment(s) don't exist

Close Outlook

Close a previously launched Outlook instance.

Input parameters

Argument Optional Accepts Default Value Description
Outlook instance No Outlook instance The Outlook instance to work with. This variable is specified in a 'Launch Outlook' action

Variables produced

This action doesn't produce any variables.

Exceptions

Exception Description
Failed to close Outlook instance Indicates a problem closing the Outlook instance