outlook send on behalf

2025

3 min read 30-03-2025

Sending emails "on behalf of" another person in Outlook is a powerful feature, streamlining communication and enhancing team collaboration. This comprehensive guide will walk you through the process, covering various scenarios and troubleshooting common issues. Whether you're a seasoned Outlook user or just starting out, this guide will help you confidently leverage this functionality.

Understanding "Send on Behalf" in Outlook

The "Send on Behalf" feature lets you send emails from another user's mailbox, appearing as if *they* sent the message. This is different from "forwarding," which clearly indicates the original sender. It's particularly useful for assistants managing multiple inboxes or team members collaborating on projects. Properly using this feature maintains a professional and consistent brand image.

How to Configure "Send on Behalf" Permissions

Before you can send emails on behalf of someone else, that person needs to grant you the necessary permissions. This is typically done through Outlook's administrative settings. These steps vary depending on your email provider and the type of Outlook you're using (desktop app, web version, etc.). We'll cover common scenarios below.

Setting Up "Send on Behalf" Permissions in Outlook Desktop (Exchange Server)

Access Mailbox Permissions: The account owner must access their mailbox settings, usually through the "File" menu. They'll need administrator or delegate permissions.
Delegate Access: Look for options related to "Delegates," "Permissions," or "Account Settings." These settings may vary depending on the version of Outlook.
Add Delegate: Add the user's email address whom you want to grant "Send on Behalf" rights. Clearly select the "Send on Behalf" option. Ensure this permission is explicitly granted.
Save Changes: The mailbox owner must save the changes to activate the new permission.

Setting Up "Send on Behalf" Permissions in Outlook on the Web (OWA)

The process for Outlook on the Web (OWA) is similar, but the exact location of the settings may differ based on your organization's configuration and the OWA version. Generally, it involves navigating to account settings and managing delegated access permissions.

Consult your organization's IT department for precise instructions if you encounter difficulties navigating your specific OWA setup. This is especially important if you use a customized version of Outlook provided by your workplace.

How to Send an Email "on Behalf Of" Someone

Once the permissions are set up correctly, sending emails is straightforward.

Compose a New Email: Open a new email message in Outlook.
From Field: Instead of your email address, select the "From" field. A dropdown menu will appear.
Select the "on Behalf Of" Address: Choose the email address you have permission to send from.
Compose and Send: Finish composing your email and send it as usual.

The recipient will see the email as originating from the account you selected in the "From" field, not your own.

Troubleshooting Common "Send on Behalf" Issues

Sometimes, the "Send on Behalf" feature might not work as expected. Here are some common problems and their solutions.

Error Message: "You do not have permission…"

This usually means the account owner hasn't granted you "Send on Behalf" permissions. Double-check with them to ensure the necessary settings are configured correctly. This requires them to explicitly grant you the necessary access in their mailbox settings.

Email Not Appearing From the Correct Address

Verify the "From" field when composing the email. Ensure that you've correctly selected the desired "on behalf of" address before sending. A simple mistake here can lead to incorrect sender information.

Best Practices for Using "Send on Behalf"

Transparency: While "Send on Behalf" allows sending from another's address, maintain transparency. If appropriate, consider adding a signature indicating your role (e.g., "Sent on behalf of [Name] by [Your Name]").
Security: Handle "Send on Behalf" permissions carefully. Only grant this access to trusted individuals. Review these permissions periodically.
Compliance: Understand your organization's policies regarding email usage and permissions. Using "Send on Behalf" incorrectly could violate company regulations.

Conclusion

Mastering Outlook's "Send on Behalf" feature can significantly improve your team's efficiency and communication flow. By following these steps and best practices, you can confidently use this powerful tool while maintaining a professional and secure email environment. Remember to always respect the permissions granted and adhere to your organization's guidelines.