Outlook Email Shared Mailboxes

Outlook Email Shared Mailboxes

Use this skill only when the user is working with a delegated or shared Outlook mailbox. These actions are separate from signed-in-user mailbox actions on purpose.

Required Target

• Require the exact delegated/shared mailbox owner email address or UPN before reading or writing shared mail.
• Pass that identity as mailbox_user_principal_name.
• Do not discover, infer, or guess mailbox identities from display names alone.

Action Routing

• Read signed-in user's mailbox: use the base Outlook Email skill, not this workflow.
• Read shared mailbox messages: list_shared_messages.
• Browse shared mailbox folders: list_shared_mail_folders.
• Fetch one shared mailbox message: fetch_shared_message.
• Send a new plain-text email from or on behalf of the shared mailbox: send_email_on_behalf.
• Mark shared mail read or unread: mark_shared_email_read_state.
• Move shared mail: move_shared_email.

Workflow

1. Confirm the mailbox target and preserve the exact mailbox_user_principal_name.
2. For folder-specific work, list shared folders first and use exact folder IDs instead of guessing folder paths.
3. For message reads, keep the shared mailbox target attached to every message ID. A message ID from a shared mailbox should later be fetched or mutated with the corresponding shared action.
4. For sends, drafts, moves, and read-state changes, say which mailbox is being used before performing the write.
5. If the user shifts from a shared mailbox to their own mailbox, switch back to the signed-in-user actions.

Safety

• Treat send_email_on_behalf as high impact. It sends immediately from another mailbox and supports plain text only.
• Do not use send_email when the user said to send from a shared mailbox.
• Do not use move_email or mark_email_read_state on message IDs obtained from shared mailbox actions.
• If a write fails because shared/delegated scopes are unavailable, say the shared-mailbox action or scope is the blocker rather than claiming the normal mailbox action cannot work.

Example Requests

• "List unread mail in the support shared mailbox support@example.com."
• "Send this status note from ops-notices@example.com to the incident responders."
• "Move that message in the billing shared mailbox to its Escalations folder."