The workflow 'Forward posts to Outlook' in Teams has changed - is there a fix?

The change in behavior is due to how Teams Workflows (Power Automate flows) run and how they are configured, not something that each user must recreate individually.

Key points about how these workflows run

• Teams Workflows are Power Automate flows.
• Power Automate runs with the connections and permissions of the flow’s owners (makers). There is no user impersonation or elevation of privileges.
• Email delivery behavior (who gets notified) is entirely controlled by the flow’s email action configuration (e.g., the To field) and the Outlook connection used.

Because of this design:

• The workflow will always send email from, and on behalf of, the account whose Outlook connection is configured in the flow.
• If it now only notifies the flow owners, the email action is likely targeting those owners (or their group) instead of all team members.
• There is no built-in “send to all team members automatically regardless of who owns the flow” capability.

A single, centrally managed workflow can still be used. The fix is to adjust that workflow’s configuration and ownership rather than asking everyone to build their own.

Step-by-step: inspect and fix the existing workflow

1. Open the workflow in Teams
   1. Go to the affected team’s channel where the workflow runs.
   2. Next to the channel name, select More options (…).
   3. Select Workflows.
   4. Scroll down to Your workflows and locate the “Forward New Posts in a Channel To Outlook” workflow.
   5. Select the workflow to open its details page.
2. Check who owns the workflow
   1. On the details page, scroll to the Owners section.
   2. Confirm which accounts are listed as owners.
   3. If only a subset of people (e.g., a couple of admins) are owners, that is expected; the workflow still can send to everyone if configured that way.
3. Edit the workflow configuration
   1. On the workflow details page, select Edit.
   2. In the flow designer, locate the Outlook action that sends the email (for example, an action like “Send an email” or similar).
   3. Inspect the To field:
      • If it contains only the owners’ addresses or a group that includes only owners, that explains why only owners receive the mail.
      • Replace this with a distribution list, shared mailbox, or explicit list of all intended recipients (e.g., a mail-enabled security group or Microsoft 365 group that represents the team).
   4. Save the workflow.
   After this change, the single workflow will continue to run under its owner’s connection but will send email to the broader audience defined in the To field, without requiring each member to create their own workflow.
4. Manage who can maintain the workflow (optional) If multiple people should be able to maintain or troubleshoot the workflow without duplicating it:
5. On the workflow details page, in the Owners section:
   • Add co-owners by typing their names and selecting them.
   • Co-owners can edit the workflow, update recipients, and turn it on/off.
6. This still keeps one central workflow; it does not require each team member to create their own.

Alternative: create a new centralized workflow If the original template has changed or is unreliable, create a new workflow that is clearly configured to notify everyone:

1. In the relevant channel:
   1. Select More options (…) → Workflows.
   2. Select Build from scratch or choose a template that forwards posts.
2. Configure the trigger:
   • Use the channel’s “new post” trigger as provided by the workflow template.
3. Configure the email action:
   • Set the To field to a team-wide distribution list, shared mailbox, or Microsoft 365 group.
4. Save the workflow.
5. Add co-owners so others can maintain it.

This approach ensures:

• Only one workflow exists per channel/team.
• All members are notified via the group address.
• No requirement for each user to create their own personal workflow.

Why it cannot automatically send “as each user” From the Power Automate design:

• Flows target “Power Users (Makers)” and run using their own connections.
• There is no user impersonation or elevation of privileges.

Therefore, the system cannot automatically run the same workflow as if it were owned by every team member and send from each user’s mailbox. The supported pattern is:

• One (or a few) owners.
• A single flow.
• Email sent to a group or list that represents all intended recipients.

References:

• Use Workflows from chats or channels in Teams
• From SharePoint Add-in model Workflow Apps to Microsoft Power Automate