Sending email as, or on behalf of, a person or group (for Outlook users)

You can send email as a person or group if you have been granted Send As permissions to that specific user's mailbox or group. You can send email on behalf of a person or group if you have been granted Send on Behalf permissions to that specific user's mailbox or group.

Permission to act on behalf of another user or group is commonly referred to as delegate access. The Send As permission is an example of a delegate access permission that can be granted to a user by an administrator. The Send on Behalf permission is another example of a delegate access permission that can be granted to a user by another user.  With Send on Behalf permissions, a user may send emails that are marked as, "on behalf of" another user. This is not the same as Send As permissions, which allow emails to be sent as if they actually came from another user. Other delegate access permissions that can be granted to a user include the permission to open and manage another user's calendar and email.

Note:
This feature is only available if you're using Office 365 email or other Microsoft Exchange-based email.

This article describes how to send email as, or on behalf of, a person or group using Outlook. For information about how to send email as, or on behalf of, a person or group using Outlook on the web (previously known as Outlook Web App, or OWA) see, KB0011019, Sending email as, or on behalf of, a person or group (for Outlook on the web users).

This article describes how an Outlook user may:

Prerequisites

The steps in this article assume that you have Outlook open on your desktop and have been granted Send on Behalf permissions, or Send As permissions, to the other person's mailbox or group.

 

Sending a message as, or on behalf of, a person

To send a message as, or on behalf of, a person, proceed as follows.

  1. From within Outlook, click New Email.

A new Message window opens, with your email address in the From field.

  1. In the new Message window, click, From, and select the required sender email address from the list of sender email addresses shown.

  1. If the required address is not shown, then:
    1. Click, Other E-Mail Address.

The Send From Other E-Mail Address dialogue box appears.

  1. In the text box, start typing the required email address.

A list of email addresses appears beneath the text box.

  1. Click on the required email address.
  2. Click, OK.

The new email address now replaces your email address in the From field.

  1. In the To field, add recipients then, in remaining fields, add a subject and the contents of the message as required.
  2. Click, Send.

The recipient receives the email message sent on behalf of the user. For example, the From field on the received email is marked as:

From: Billy On Behalf Of David.

 

 

Sending a message as, or on behalf of, a group

To send a message as, or on behalf of, a group, proceed as follows.

  1. From within Outlook, click New Email.

A new Message window opens, with your email address in the From field.

  1. In the new Message window, click, From, and select the group email address from the list of sender email addresses shown.
  2. If the required address is not shown, then:
    1. Click, Other E-Mail Address.

The Send From Other E-Mail Address dialogue box appears.

  1. In the text box, start typing the required email address of the group.

A list of email addresses appears beneath the text box.

  1. Click on the required email address.
  2. Click, OK.

The new group email address now replaces your email address in the From field.

  1. In the To field, add recipients then, in remaining fields, add a subject and the contents of the message as required.
  2. Click, Send.

The recipient receives the email message sent on behalf of the group. For example, the From field on the received email is marked as:

From: Billy On Behalf Of Technical Support Group.