Tracking Real Time Data from Email send every Friday

[damit23183]

Hi,

I need some advise on how to access data in real time for specific email sent by my management every friday to 3000 employees.

I want to know about,

1) How would i get info to specific email only (Sent by Management with Emailid)? 

2) I would like to know open rate of that Email?

3) Would like to know know which employee belong to which department.

For example: Email send from mgmngt@outlook.com to all 3000 employees.

I tried with Microsoft Exchange Onlinec onnection with my email id but ofcourse it will not work. I want to specific email id in Power BI. If i tried to use management email in connection it's asked for password which I dont have it and I will not get it.

Any advise or suggestion will be helpful. This is first time i got these type of requirement so not much advance on this topic.

Thanks

[Idrissshatila]

hello @damit23183 ,

you need to use microsoft exchange with an email that has read access on all other emails and get them in a loop in M language.

and you only sign in with the main email that have access to all.

it would look something like this

let
    AliceData = Table.AddColumn(
        Exchange.Contents("alice@example.com"){[Name="Meeting Requests"]}[Data],
        "Emails",
        each "alice@example.com"
    ),
    BobData = Table.AddColumn(
        Exchange.Contents("bob@example.com"){[Name="Meeting Requests"]}[Data],
        "Emails",
        each "bob@example.com"
    ),

    // Combine only Alice and Bob mailboxes
    Combined = Table.Combine({
        AliceData,
        BobData
    })
in
    Combined

[damit23183]

Thanks for your response.

I tried but didnt work...however one follow up question is without Authirization How would i connect to different email id?

Thanks

[v-sgandrathi]

Hi @damit23183,

Without proper authorization, it’s not possible or permitted. Microsoft 365 and Exchange Online have strong security protocols, so you’d need explicit consent or delegated access to view another user’s mailbox. If you need access to an account like mgmngt@outlook.com, you should request your IT or Exchange admin to grant you delegate access or set up a shared mailbox. With the right permissions, you can then use Power BI or Power Query to connect and retrieve the data you need.

For a more scalable solution, consider using the Microsoft Graph API with application-level permissions, which requires an Azure AD app registered by your admin. This is useful for automation and real-time tracking. If your main goal is to track open rates or engagement, it might be better to have management send emails through a platform like Microsoft Viva, Dynamics 365 Marketing, or Mailchimp, as these offer built-in analytics for tracking engagement.

Thank you.