Send as an alias in Microsoft Office 365

Unfortunately in Microsoft Exchange 2010 and therefore Office 365 you are unable to send from any email address other than your primary email address, even if you can receive email from multiple email addresses.  If you try to send from another email address attached to your account you will get the following error:

You can’t send a message on behalf of this user unless you have permission to do so. Please make sure you’re sending on behalf of the correct sender, or request the necessary permission. If the problem continues, please contact your helpdesk.

There are two ways around this.  One is to setup a fake POP3 connection in Outlook.  This is kind of messy and only works from Outlook.
http://blogs.technet.com/b/hot/archive/2012/04/26/how-to-add-an-alias-to-an-office-365-account-and-how-to-set-up-outlook-to-send-email-messages-as-this-alias.aspx?utm_source=twitterfeed&utm_medium=twitter&goback=%2Egde_3724282_member_110689075

The other option is to set up a new distribution list  with the email address you want to send and receive from.

Firstly, create a new Distribution List in the Microsoft Office Portal by clicking the Distribution Groups link in the Admin section of the portal. For this example we will be using the email address newsletter@cogmotive.com

New Distribution list for newsletter@cogmotive.com

You can see that I have given it the name newsletter and added myself as an owner.  By default, new Distribution Lists will only accept emails from other people inside your organisation.  You can change this by double clicking the newly created Distribution List in the Exchange Control Panel and changing the delivery management options

 

Distribution List Delivery Management

Now that we have set up this new distribution list we can send a test email to newsletter@cogmotive.com from my Gmail account and it is received in my Office 365 mailbox.

Email Received to Custom Address

Finally, we have to give my user account send as rights to this new distribution list.  This has to be done by using Powershell to connect to Office 365.

Once you are connected to Office 365, you need to run the following Powershell cmdlet.  Obviously, you will need to substitute the email addresses for your own.

Add-RecipientPermission newsletter@cogmotive.com -AccessRights SendAs -Trustee alan@cogmotive.com

You will be asked to confirm your command, and then shown a summary of the permissions which were set.

PS C:\> Add-RecipientPermission newsletter@cogmotive.com -AccessRights SendAs -Trustee alan@cogmotive.com

Confirm
Are you sure you want to perform this action?
Adding recipient permission 'SendAs' for user or group 'alan@cogmotive.com' on recipient 'newsletter@cogmotive.com'.
[Y] Yes  [A] Yes to All  [N] No  [L] No to All  [?] Help (default is "Y"): y

Identity                Trustee                 AccessControlType       AccessRights            Inherited
--------                -------                 -----------------       ------------            ---------
Cogmotive Newsletter    alan                    Allow                   {SendAs}                False

PS C:\>

Now that this is set up, you need to wait 15-30 minutes for this all to replicate.
After that, you can open up Outlook or Outlook Web Access and use the newsletter@cogmotive.com address as your From address.

To show the From field in Outlook 2010, create a new email message click the Options button at the top followed by the From button.

You should then see the From field in your new email message.

Send button in Outlook

Click this From button and select the Other Email Address option.

Make sure you select your Distribution List from the Address Book

The important thing here is to make sure you select the distribution list from the Address Book, don’t just type the email address in.

Address

You can do the same thing in Outlook Web Access by creating a new email, clicking the Options button at the top and then ticking the Show From button.

Here you have it, an email from your newsletter@cogmotive.com address!

Email Received from our Custom Address

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18 Responses to Send as an alias in Microsoft Office 365

  1. Thank you. This was very helpful!

  2. Justin says:

    That was novel but the fact you can’t type the address or select the distribution email address from the dropdown “from list” thereafter reduces the viability of real world use.

  3. Alan Byrne says:

    I agree Justin, and it doesn’t look like it’s improved on the new Office 365 Preview. In the new version you can set the send as permissions in the web interface, but you still can’t add additional aliases to them!

  4. Antal Delahaije says:

    Please take a look at my script, it gives permissions to sendas the distribution group for each user in the group. This is easier to maintain once every group is made, just add the user to the group and he got all permissions.

    http://community.office365.com/en-us/forums/146/p/18676/190343.aspx#190343

  5. Stanley says:

    Hey Alan,
    Would you happen to know what commands I can use to see who has SendAs rights on a Distribution Group?
    -Stan

  6. Alan Byrne says:

    Hello Stanley,

    Try this command. It will return all users with send as rights on the Distribution Group newsletter@cogmotive.com.

    Get-RecipientPermission newsletter@cogmotive.com | where {($_.AccessRights -contains 'SendAs')} | fl
    

    It should spit out something like this:

    PS C:\> Get-RecipientPermission newsletter@cogmotive.com | where {($_.AccessRights -contains 'SendAs')} | fl
    
    
    RunspaceId        : cd0ca3cf-4955-49c7-8c86-2cd680ed103a
    Identity          : Cogmotive Newsletter
    Trustee           : alan
    AccessControlType : Allow
    AccessRights      : {SendAs}
    IsInherited       : False
    InheritanceType   : None
    IsValid           : True
    
    
  7. Sam says:

    I see a major problem with this approach though:
    1. I send a mail to my friend and select a different e-mail address to “send as”
    2. They receive and reply to my mail.
    3. I reply to their reply. But my default e-mail domain will be used – so I have to re-select the correct “send-as”
    4. I have to do step 3 every time for every response I may make in that thread. If I forget, my default e-mail address will be used instead.

    Am I right?

  8. Alan Byrne says:

    Yes, you are absolutely right. It’s a painful thing, but unfortunately I know of no other options at this time.

  9. Gautier says:

    Thanks a lot, crystal clear !

  10. This solution is perfect and totally solved the issue of sending emails from any email address other than my primary email address. I have several domains connected to my Office365 account, and using your method I can now send mail from each domain name. A totally brilliant solution. Well done and thank you.

  11. Brian Denslow says:

    This article is exactly what I was looking for. The Microsoft forums are something of a mess on this issue. Thank you!

    bd

  12. S Patterson says:

    Is there anyway to set the alias as the default Send As?

  13. C Severt says:

    S Patterson,
    There is no traditional way to set a Distribution List’s alias as the default Send As address. There is however a nasty workaround and would work on both Desktop & Mobile. You simply leverage the POP3 method mentioned above and just choose to use that account when drafting an email. The unfortunate piece of this puzzle are a few drawbacks you have to be careful of and that includes making sure the POP3 settings are setup correct or you’ll download all of your mail and mark them for deletion on the server. It’s really messy and involves a bit of overhead managing this sort of solution for the request you’ve made. Unfortunately there is no change for this in Outlook/Exchange 2013. I certainly wish this was supported, however several things would have to be updated first and it probably just doesn’t meet the “Bug Bar” in retrospect to all of the other functionality/feature requests out there.

  14. RaymondC says:

    Is there a way to give ALL USERS the ‘send as’ permission for a particular distribution group?

    • Alan Byrne says:

      Hi Raymond,

      The easiest thing to do would be to create a Distribution Security group called ALL USERS, then give that group Send As rights to the distribution group.

      Then you can give the permissions one time and manage them by adding and removing people to the ALL USERS group.

  15. RaymondC says:

    Thanks, Alan. That works and is easy.

  16. charlotte says:

    This works and I can send emails from my email address that I created with the distribution group, but how do I make that my DEFAULT email address?

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