You may need to send an email from a different address than your default account. This often happens when you manage multiple email accounts in one Outlook profile. The default sending account is set in your profile settings, but you can override it for any individual message. This article explains how to select a different From address while composing or replying to an email.
Key Takeaways: Changing the Sending Account for an Email
- From button in a new message: Click this button in the message ribbon to select a different sending account before you send the email.
- Account dropdown in the Send/Receive group: Use this dropdown on the main Outlook ribbon to temporarily change the default account for all new messages.
- File > Account Settings > Change Profile: This method is for permanently changing the default account associated with your Outlook profile.
How the From Field Works in Outlook
Outlook allows you to add multiple email accounts from various providers like Microsoft 365, Exchange, Gmail, or POP/IMAP services. One account is designated as the default. When you create a new email, the From field automatically shows your default account’s address. However, you can manually choose any other configured account for that specific message. This feature is essential for maintaining separate professional and personal identities or for sending on behalf of a shared mailbox you have permissions to use.
Before you can change the sending account, the account must already be added and set up in your Outlook profile. You can check this by going to File > Account Settings > Account Settings. The feature is available in the desktop versions of Outlook for Windows and Mac, as well as in Outlook on the web, though the interface differs slightly.
Steps to Select a Different From Address
Follow these steps to change the sending account for an email you are composing.
- Create a new email
Click the New Email button on the Home tab to open a blank message window. - Locate the From button
In the message window, look at the ribbon above the message body. Find the Options tab. Within the Options tab, you will see the From button in the Show Fields group. Click it. - Choose your sending account
Clicking the From button reveals a dropdown list of all email accounts configured in your Outlook profile. Select the account you want to use for sending this specific message. The From field will now appear above the To field, showing the selected address. - Compose and send your email
Finish writing your email as usual. When you click Send, the message will be sent from the account you selected, not your default account.
Alternative Method: Using the Main Outlook Ribbon
If you plan to send several emails from a non-default account, you can change the default temporarily.
- Go to the Send / Receive tab
In the main Outlook window, not a message window, click the Send / Receive tab on the ribbon. - Use the Account dropdown
In the Send/Receive group, find the dropdown menu that likely shows your default account name. Click it and select a different account. All new emails you create will now default to sending from this account until you change it back or restart Outlook.
Common Mistakes and Limitations
The From Button Is Missing or Grayed Out
If you cannot see the From button, it may be because you only have one email account set up in Outlook. The button only appears when multiple sending accounts are available. If you have multiple accounts but the button is still missing, ensure you are in a new message window and have the Options tab selected. For some account types like certain POP3 accounts, the feature may not be supported.
Sent Items Save to the Wrong Folder
A message sent from a non-default account might save a copy in the Sent Items folder of your default account. To fix this, go to File > Options > Mail. Under the Save messages section, ensure the option ‘Save copies of messages in the Sent Items folder of the account you are sending from’ is checked. This directs the sent copy to the correct folder.
Cannot Send from a Shared Mailbox
To send an email showing a shared mailbox address as the sender, you must first have Send As or Send on Behalf permissions granted by an administrator. After permissions are set, add the shared mailbox to your Outlook profile as an additional account. It will then appear in the From dropdown list. Without proper permissions, the send will fail.
Changing the Default Account vs. Per-Message Selection
| Item | Changing the From Field for One Email | Changing the Default Sending Account |
|---|---|---|
| Scope of change | Applies only to the single email being composed | Affects all new emails created until changed again |
| Method | Use the From button on the Options tab of a message | Use File > Account Settings or the Send/Receive tab dropdown |
| Best for | Occasional use of a different address | Switching primary work context for an extended period |
| Persistence | Setting resets after the email is sent | Setting may persist across Outlook restarts |
You can now send individual emails from any account in your Outlook profile. Use the From button on the Options tab for quick changes. If you frequently switch between accounts, consider using the Send/Receive tab to set a temporary default. For more control over where sent items are saved, review the settings under File > Options > Mail.