I’ve got a single Exchange mailbox which holds multiple email addresses. I can receive mail sent to any of these addresses just fine, but I cannot find a way to choose which address to send out with.
I’ve tried setting the From field with another address but that got automatically replaced with my default address or a bounce message saying that I don’t have permission to do so.
How can I send out a message with one of my mailbox aliases?
Unfortunately, there is no native way to choose which one of your Exchange mailbox addresses (or aliases) to use when sending out an email. The outgoing address that will be used will be the address that has been set as the “Reply address” for your user account by your Exchange administrator.
A client-side workaround would be to configure an additional “dummy” POP3 account for your Exchange server but this could be blocked in your Exchange environment.
Other workarounds are possible but they would require the cooperation of your Exchange administrator as it involves reconfiguring your alias or the purchase of an Exchange and Outlook add-in.
Outlook solution: POP3 dummy account
If POP3 connections to your Exchange server are allowed, then you can use that to send out as one of your aliases;
- In your account settings, choose to add a new account and select to configure it manually.
- Choose for a POP3 account and fill out the server details. Ask your Exchange administrator if you do not know these.
For most Exchange servers, the settings are as follows (port and encryption settings can be configured by clicking More Options…-> tab Advanced);
- Your Name: your display name
- E-mail Address: the alias address of your Exchange mailbox
- Incoming mail server: name of the Exchange server
- Outgoing mail server (SMTP): name of the Exchange server
- Username: yourdomain\username
- SPA: disabled
- Port number POP3: 995
- POP3 Encryption (SSL): Enabled
- Port number SMTP: 25
- SMTP encryption: TLS
- When configuring your account, make sure you configure it to leave a copy of the messages on the server and not to remove it after x-days.
- Once configured, you must go into your Send/Receive settings and disable this account from receiving mail to prevent duplicate messages coming in.
- If you are using Outlook 2007, Outlook 2010 or Outlook 2013, you must set the POP3 account to deliver new messages to your Exchange mailbox instead of a pst-file. This might sound a bit superfluous, as we just disabled the receiving of mail for the POP3 account anyway, but by doing so, you can get rid of the pst-file that the adding of the POP3 account created and (more importantly) your sent messages will be stored in the Sent Items folder of your Exchange mailbox.
- In the Account Settings dialog, select your POP3 account.
- At the bottom of the dialog, click the “Change Folder” button.
- Select the Inbox folder of your Exchange mailbox.
- After restarting Outlook, you can remove the pst-file via the Data Files tab in Account Settings.
After all this configuring, you can now create a new message and switch between your Exchange account (holding your main address) and the POP3 account (holding your alias address) via the Accounts button (Outlook 2003/2007) or the From button (Outlook 2010/2013).
Additionally, you could Rename your accounts to easily
distinguish between them.
Note: IMAP can be used as an alternative to POP3 as well but then there is no way to remove the additional folder set and you must make this configuration change instead of step 5 to make sure that your Sent Items are saved on the Exchange server.
Exchange solution 1: Alias via an AD Contact or Distribution Group
If you cannot connect to your Exchange server via POP3, then there is no solution available which doesn’t require the help of your Exchange administrator.
As an alternative to setting the alias on your mailbox directly, your Exchange administrator could create a mail enabled Contact or Distribution Group in Active Directory. This would then hold the alias address and your Exchange administrator can set it to forward all the emails to your main address and provide your with Sent As rights for it.
Whenever you would then want to send out a message with this alias, you can simply put it in the From field.
Exchange administrators can find more technical details about this method, in the guide; About mailboxes, addresses and aliases.
Exchange solution 2: ChooseFrom and SmartReply tools
Even though the aforementioned Exchange solution is effective, it does add quite a bit of additional overhead and would break with the “centralized management” principle; instead of having a single user object with all its addresses, you have the addresses for a single user spread out over multiple objects.
By installing ChooseFrom on the Exchange server and SmartReply on the Outlook client, you can leave all the aliases on the single user object and have the option in Outlook to select from your list of aliases when sending a message.
- ChooseFrom for Exchange 2000/2003
- ChooseFrom for Exchange 2007/2010
- SmartReply for Outlook 2003/2007
- SmartReply for Outlook 2010
Note: There is also an OWA version of ChooseFrom; ChooseFromOWA for Exchange 2007/2010