I have noticed quite several queries on the make.com community about whether it is even possible to use M365 Shared mailboxes in your Make.com scenarios:
All of them have been closed without Solving, so I decided to start a new thread and explain how you can do this for your projects.
The problem: When users try to create a connection and add an M365 shared mailbox to their scenario, they get redirected to the Microsoft login page. If they simply try to
sign in using their shared mailbox email address they will get an error and a connection will never be created.
Solution: To solve this issue you need to be an administrator in your Microsoft 365 account. If you are an administrator simply navigate to https://admin.microsoft.com/. Then using the left pane menu proceed to Users > Active users > Choose the shared mailbox you wish to connect to your Make.com scenario. On the top right corner click “Reset password” (read - Set password as you have never set a password for your Shared mailbox before).
After you reset(/set) the password, return to the Make.com scenario page. Now you can add a connection and sign in to Shared Mailbox using the Email address and Password that you have just set on Microsoft 365 Admin Page. The procedure itself is the same as if you connect your personal Email address.
P.S. Maybe the M365 will also ask you to install their Authenticator app and log in with a Shared email account. The procedure itself is quite simple.
P.S. 2. Please note that you will require this password to create a Make.com connection only. You will not need that password to log into the Outlook application.
This might happen if you have any active Rules in your outlook (i.e. your email being auto moved from inbox folder to some other folder after receipt etc).
As a workaround I would recommend the following: Create one more folder and name it “For make.com”. Setup one more rule and place it on the very top of all others. You will need to copy all incoming emails to folder “For make.com”. Do not tick “Stop processing all other rules”. Now in make.com setup triger for the specific folder - “For make.com”.
I don’t believe the above solution will work for most users. This is because it requires Authenticated SMTP to be enabled. However, this can only be done on actual mailboxes, not shared mailboxes.
I managed to get this working using the following steps:
Ensure your own email is added to the shared mailbox and you have access
Go to Microsoft Admin, navigate to Users->Active Users, and then open your own email account (NOT THE SHARED MAILBOX), click Mail at the top and then Manage Email Apps. From here you should enable Authenticated SMTP.
Go back to make.com and add an outlook module. Use your own own email as the authenticating user (NOT THE SHARED MAILBOX). If you would like the saved email to be saved to the shared mailbox send folder, use your Shared Mailbox user/password as a SECOND connection here. (see instructions from OP as to how to create password for share mailbox).
In the advanced settings, you can change the from and sender addresses. You should have no problems with authentication, since you are authenticated to send from those addresses.
Solution: To solve this issue you need to be an administrator in your Microsoft 365 account. If you are an administrator simply navigate to https://admin.microsoft.com/. Then using the left pane menu proceed to Users > Active users > Choose the shared mailbox you wish to connect to your Make.com scenario. On the top right corner click “Reset password” (read - Set password as you have never set a password for your Shared mailbox before).
