Task: Sending an email message from a group/shared email can help establish for the recipient that this group is the point of contact for that part of the agency, and encourages replies in the email chain to remain addresses to the group instead of just an individual member of the group.

Note: the instructions below should work both for the desktop Outlook program and Outlook for the web. This article is not intended to instruct on how to send as on a mobile/phone Outlook app.

Instructions:

  1. When sending an email, open the Outlook message Options to show the From field. This will show an additional field in the message details.

    BEFORE:
     OR

    AFTER:
     OR
  2. Change the From address. If you have used an email address previously in the application, it should remember this as an option in the dropdown. If this is your first time sending as that address, you will need to select Other Email Address and type the address you want to send from. Additional permissions must be added to your account in Exchange Administration by IT to allow you to send as this email address, so you may need to request [email protected] for these permissions to be updated if they are not already enabled.
     
  3. It is suggested as good practice to replace your default email signature when sending as another email address, to avoid confusion by the recipient. You can even save an alternate email signature to use when you are sending as this address, if you do so frequently.

Outcome: 

The recipient of this email will see the From address as the group email, not your personal email address.