You may need to send emails from a different address without switching accounts. This is common for support roles, shared mailboxes, or personal branding. An email alias lets you receive and send mail from another address linked to your primary account. This article explains how to add an alias and configure Outlook to send from it.
Key Takeaways: Managing Email Aliases in Outlook
- Account Settings > Email Accounts > Change: Adds a new sending address to your Outlook profile for Microsoft 365 or Exchange accounts.
- From button in a new message: Lets you select which alias to use for sending an individual email.
- File > Options > Mail > Always use this account: Sets a default sending address for all new messages in Outlook.
Understanding Email Aliases and Send-As Permissions
An email alias is a secondary email address that delivers messages to your primary mailbox. You can reply from the alias, making it appear as the sender. This setup differs from having multiple separate accounts. All mail arrives in one inbox, and sent items are stored in your primary Sent folder.
For Microsoft 365 or work accounts, an administrator often creates the alias in the admin center. You then add it to your Outlook profile. For personal accounts like Outlook.com or Gmail, you create the alias within your webmail settings first. Outlook needs the correct permissions to send from another address.
Prerequisites for Adding an Alias
You must have a mailbox on Microsoft Exchange or Microsoft 365. The alias must already be provisioned by your IT admin or created in your webmail service. You also need Send-As or Send on Behalf permissions for that address, which are usually granted automatically for personal aliases.
Steps to Add a Sending Alias in Outlook for Desktop
Use these steps to configure a new sending address in the Outlook desktop application. This process links the alias to your account profile.
- Open Account Settings
Go to File > Account Settings > Account Settings. Select your primary email account and click Change. - Add the New Email Address
In the Change Account window, click More Settings. Go to the Outgoing Server tab and confirm your settings are correct. Then, navigate to the General tab. In the User Information section, type the alias email address into the Email Address field. Do not change the account name. - Complete the Configuration
Click Next. Outlook will test the account settings. Once complete, click Close and then Finish. Restart Outlook for the change to take full effect.
How to Send an Email from an Alias
After adding the alias, you can choose it when composing a message. The From field is not always visible by default.
- Create a New Message
Click New Email to start a blank message. - Display the From Field
Go to the Options tab on the ribbon. In the Show Fields group, click From. The From field will appear above the To line. - Select Your Alias
Click the From address. A dropdown list will show your primary account and all configured aliases. Select the alias you want to use for this email. Compose and send your message as usual.
Setting a Default Sending Address
If you always want to send from your alias, you can set it as the default. This changes the account used for all new messages.
- Access Mail Options
Go to File > Options > Mail. Scroll to the Send messages section. - Choose the Default Account
Find the dropdown menu labeled “Always use this account:”. Select the email address you want to set as the default for new messages. - Apply the Change
Click OK to save the new default. Now, every new email you create will originate from that chosen address.
Common Mistakes and Limitations
“From Field is Missing or Grayed Out”
If the From button is unavailable, your account type may restrict it. Some corporate policies disable this field. Verify with your IT department if you have Send-As permissions for the alias. In Outlook, ensure you are not using a shared mailbox as your primary account.
“Recipients See the Wrong Sender Name”
Outlook uses the display name from your primary account. To change the name for an alias, you must edit the alias’s contact information in the global address list, which requires an admin. For personal accounts, change the sender name in the alias settings on the web portal.
“Alias Not Working in Outlook on the Web”
Settings for Outlook desktop do not sync to Outlook on the web. To send from an alias in a browser, click your profile picture, select View account, and add the alias under Account info. The From dropdown in a new message will then include it.
Alias vs Separate Account: Key Differences
| Item | Email Alias | Separate Email Account |
|---|---|---|
| Inbox Management | All mail delivers to one primary inbox | Has a separate, distinct inbox |
| Sign-in Process | Uses primary account credentials only | Requires separate username and password |
| Sent Items Storage | Messages sent from alias save in primary Sent folder | Messages save in the Sent folder of that account |
| Outlook Profile Setup | Added as a sending address within one profile | Requires adding a second account to the profile |
| Best Use Case | Managing multiple roles or public-facing addresses | Keeping work and personal communications fully separate |
You can now send emails from different addresses using one Outlook profile. Remember to use the From button on the Options tab to select an alias for any message. For frequent use, set a default sending account in File > Options > Mail. An advanced tip is to create a Quick Step that automatically populates the From field with your most-used alias, saving you a click each time.