Sending from an additional email alias in Office 365 using Outlook

Although it is possible to assign many email aliases to a single account in Office 365 it is not possible to send from these aliases using Outlook and be able to select that address when composing a new email.

There are two workarounds to this:

The first is to use a distribution group and assign yourself send as permissions to the group.  This procedure is well documented here: http://help.outlook.com/en-us/beta/ff852815.aspx

The second, which is the method documented in this post is to set-up a second mail account within outlook and use the account to send mail via the Office 365 SMTP servers.  This will give you the ability to easily select the alias using the “From” button when composing a new email.

How to setup a second account in Outlook to send from an email alias in Office 365

Before you can proceed, you need to find your SMTP settings.  To do this, login to Outlook Web App, click on the little cog in the top right of the screen to bring up the options menu and click on options.

This will bring you into your account options page:

Office 365 Outlook Web App Account Settings

 

Click on “Settings for POP or IMAP access…”

Office 365 POP and IMAP settings

 

I expect your settings will be the same as mine, which means your Office 365 SMTP Server will be smtp.office365.com.

Before proceeding ensure you have added the alias that you want to send from to your Office 365 account.  Otherwise it will fail when you try to send a message.

This example is done using Outlook 2013, but the procedure is very similar for all versions.

Go to “File” and then “Account and Social Network Settings”.  Click the “Account settings” button and choose “Account Settings”.

Outlook 2013 Account Settings Button

 

This will bring up the list of your accounts, click new:

Outlook 2013 Create a New Account

 

On the account Setup screen, select “Manual setup or additional server types”

Outlook 2013 - Choosing manual account settings

On the next screen choose “POP or IMAP” and then press “Next”.

Correct Settings for sending email via an alias in Office 365

As the picture above shows, change the following settings:

  • “Your name” is the display name that will be presented to the recipient.
  • “Email address” is the address that you added to your account in Office 365.
  • Account Type should be POP3
  • Incoming Mail Server “127.0.0.1” (We don’t want this account to receive email and we are going to remove it from the send/receive group later).
  • Username should be your actual Office 365 username, not an email alias.
  • Password should be set to your Office 365 Password
  • Untick the option “Automatically test account settings when Next is clicked”

Now click on “More Settings …”

Click on the “Outgoing Server” Tab and then tick the box “My outgoing server (SMTP) requires authentication”

Outlook 2013 SMTP Authentication for Office 365

 

Click on the “Advanced” tab and then change the “Outgoing Server (SMTP)” setting to 587 and the encryption type to “TLS”.

Outlook SMTP TLS Settings for Office 365

 

Click OK to return to the previous screen and then click next to add the account.  On the next screen click finish.

When the account was created Outlook created a new PST file for the new account.  We don’t need that as we are not going to be receiving any emails on this account.  You should now be back at the E-Mail accounts screen.  Click on your new account to highlight it and then click on “Change Folder” option.

Select your inbox from your main Exchange account.  Click OK and then Close.  The new PST file will still be in your folder list, but you can remove it by right clicking on it and choosing close.

Now your account is set-up and you will be able to send email from this address by simply selecting the from address when composing a new email.

Selecting an alternate from address in Outlook 2013 using an Office 365 email alias

 

Although you are now in a position to send emails using this address there is one additional step to ensure that Outlook does not attempt to receive email.

Click on the “Send / Receive” tab and then click on “Define Send/Receive groups”

In the Send/Receive Groups settings, click on “Edit”.  Select your newly created account and untick the box which says “Include the selected account in this group”.  Like the following picture:

Removing an account from the send/receive group in Outlook 2013

Hope this helps, leave a comment if you need any further help.

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28 thoughts on “Sending from an additional email alias in Office 365 using Outlook

  1. thanks for the post. But what do you do about replying from your mobile? Will you have to setup a seperate pop outgoing account on all devices?

  2. Hello, I followed above instructions but I get this email system administrator message after I change reply to email

    “550 5.7.1 Client does not have permissions to send as this sender”

  3. I have been looking around for ages trying to resolve this issue. So thanks!

    The only modification to your instructions is that in Outlook 2013 you do not have the option to close the account, you can only remove it and is will delete the email account you have just created.

    So what you need to do is access your “Accounts Settings” windows (FILE > ACCOUNTS SETTINGS) and then click on the “Data Files” tab from here just delete the .pst file relating to the newly created email account. MAKE SURE YOU DON’T DELETE THE WRONG DATA FILE. When you go back to your folders you will see the account has disappeared, but you can still send from that email address.

    I hope this helps.

  4. Thanks, this works. It’s too bad the right “from” address isn’t automatically selected by Outlook when you reply to an email that was sent to an alias.

  5. Umm, isn’t the point of Office 365 Exchange to get away from POP/SMTP? This seems like a huge step in the wrong direction.

    It doesn’t make sense to use this hack workaround when domain aliases has been a feature of exchange server ever since version 4.5. Surely there must be a proper answer.

  6. I agree it is not ideal, but as far as I am aware, it is the only way. If you have a better way of doing it, please share!

  7. Thanks so much! This is the solution I’ve been looking for for a long time!

    @James: If you get the error “550 5.7.1 Client does not have permissions to send as this sender”, just use the smtp-server of your other mail provider (eg. smtp.mail.yahoo.com) instead of the smtp.office365.com. Then it should be fine.

    @Mike: Just go the account settings and set your POP account you use for sending as your default account. Then this reply address will be preselected.

  8. Thank you! My Office 365 partner (Telstra Australia) said it just simply wasn’t possible.. Your method worked perfectly.

  9. This method is useful, the annoyance I have with it is that sent items are put into the PST file of the dummy account by default. If you go into account settings and highlight the dummy account, look for the “selected account delivers new messages to the following location” – press the “change folder” button and select the inbox of your Exchange account – this actually affects where your sent items are stored. You can now close the dummy PST file which was created when opening the account. Hope this helps someone.

  10. Hi,

    I’m using Office 365 and after clicking on ‘options’ (via Outlook > little cog) I don’t see the same list of options. Under Account, I only see Bloc or allow; Connected Accounts; Forwarding; and POP and IMAP.

    Any help greatly appreciated; like most, as a small business, I really need to be able to send from multiple email aliases. Surprised MS are making this so difficult, doesn’t really feel like they’ve thought much about the needs of this market.

  11. Hi Phil

    I was using Outlook Web Access (correct, that’s what I was referencing) but also I have desktop version as part of Office 365 premium, but can’t find the relevant links/pages there either.

    Mark

  12. Hi Mark,

    I thought so, these directions will certainly not work in OWA and I don’t believe it is possible to do from OWA. However if you also have Outlook 2013 then you should be able to follow these instructions quite accurately. I don’t really have any explanation as to why you wouldn’t see these options.

    Paul

  13. That would be wonderful, Paul! And, thanks for your help so far, even if you can’t get the function working for Mac – all very much appreciated.

  14. Hi Paul

    Wondered if you ever thought about creating this helpful post, but relating it to Office 365 for Macs?

    Best

    Mark

  15. Hi, I keep getting the error:

    0x800CCC13. Cannot connect to the network. Check your network connection or modem

    Am I missing something here?

    An urgent response would be appreciated as I have someone waiting for a fix.

  16. YES you can send from an alias. First make sure the alias email is listed under the user in the admin center, users, active users. Is it listed for that user, if no, add it, if yes, next.
    In OWA:
    click on new mail, click on the little dots next to Discard and show from
    In the “from” drop down, you will only have your email address, right click and remove it, then type in the alias email address.
    Send a test message. When you send from the alias email address once it will now show up in your drop downs for from.

    Happy sending. This has been available for 3 years 🙂

  17. Same for Outlook
    Click on new mail, Options, and show From (if you do not see the “from” field).
    Once you see the “from” field, arrow drop down, if you do not see the alias email address, click on other email address add it.

    Happy sending.

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