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Using Send As in Outlook

How to send email from a different email address than your own in Exchange Online.: the 'Send as' and 'Send on behalf of' features.

Send as

In most cases, 'Send as' is the appropriate choice for delegating mailbox access or sending from a role-based address:

  • Enables a person or group (i.e. distribution lists) to send email from their own mailbox that appers to come from a different email adress.
  • Replies go to the 'Send as' email address.
  • If you are sending as a shared mailbox, a copy of the sent message goes to the Sent folder in the shared mailbox. If you added the shared mailbox it as an additional mailbox in your own Outlook, the sent item will appear in your own mailbox's Sent folder. If necessary, you can move the message to the 'correct' Sent folder.
  • Works when sending both internal and external email, displayuing the 'Send as' email address in the 'From' field.
  • Members of shared mailboxes are given 'Send as' permissions and can then send mail as the primary email address of that mailbox.
  • If a mailbox doesn't exist in Exchange Online, – e.g. for an external domain such as @botolphs.cam.ac.uk – UIS creates a contact object in Blue AD and assigns 'Send as' permissions on that (contact the to request this.)

How to 'Send as' another email address

Assuming you have 'Send as' privileges the email address, select the 'Send as' address when compsing an email. The replies go to 'Send as' address.

Outlook Windows

  1. Click the Options tab, click From > More options to display the From field in your new email.

  2. Click the From button and select Other Email Address:

    Send As Outlook Win 1

  3. Click on the From... button, search for and select the email address entry in the GAL (Global Address List)

  4. Click OK to get back to composing the email:Send As Outlook Win 2

NB - If you can't see the address in the GAL you may need to manually update your offline address list. Click on the Send/Receive tab in Outlook then Send/Receive Groups. Select Download Address Book.. then OK and allow the sync to complete before trying to add the address again.

Outlook for Mac

Select an email address in the pull-down menu beside the From button:

Send As Outlook Mac

Outlook Web App

Click the From button to open the drop-down menu showing the email addresses from which you can choose to Send As:

Send as OWA

Outlook mobile app (iOS)

Open a new email message and tap the arrow beside your email address at the top of the screen to open the drop-down menu to choose a Send As address:

send as ios

 

Send on behalf of

We don’t recommend using this option. It gives someone full rights to manage your mailbox. It lets them to send email as you, directly from your mailbox - this can be set up as purely Send On Behalf by an Admin, but users can use Outlook to Delegate Access to one or more users. Delegate Access gives Send On Behalf rights, access to folders in that user's mailbox and will change how meeting requests are received by the user.

  • Only works on email that is internally routed inside the Exchange Online environment (Exchange to Exchange email) – it does not take effect on email that gets externally routed via the internet. External recipients will not see the Sent on behalf of address in the From field – they will see the actual sender's email address. 
  • Replies go to the Send on behalf of address (although recipients inside the Exchange Online environment will also see the actual sender’s address displayed).
  • Send On Behalf emails will end up in the sender's mailbox's Sent Items folder.
  • The mailbox owner needs to assign permissions to other people before they can Send on behalf of them. 

     NOTEDelegated Access and Send As permissions can cause conflict if used together: if you grant both Delegated Access and Send As permissions to someone, the Send As feature stops working.

If you Delegate Access rights to your mailbox, the nominee is automatically given Send on behalf of rights.

 

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