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Home » How to send on behalf of someone in Outlook 365?

How to send on behalf of someone in Outlook 365?

June 10, 2025 by TinyGrab Team Leave a Comment

Table of Contents

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  • Mastering “Send on Behalf Of” in Outlook 365: A Comprehensive Guide
    • Frequently Asked Questions (FAQs)
      • 1. What is the difference between “Send As” and “Send on Behalf Of” permissions?
      • 2. Can I grant “Send on Behalf Of” permission myself, without an administrator?
      • 3. How do I enable the “From” field in Outlook if it’s not visible?
      • 4. What happens if I don’t have the correct permissions?
      • 5. Can I set up “Send on Behalf Of” permission for a distribution group?
      • 6. How can I verify that the “Send on Behalf Of” permission is correctly configured?
      • 7. Is it possible to automate sending emails “on behalf of” someone in Outlook?
      • 8. What are the security considerations when granting “Send on Behalf Of” permissions?
      • 9. Can I revoke “Send on Behalf Of” permission?
      • 10. How does “Send on Behalf Of” permission work with mobile devices?
      • 11. What if I’m using a shared mailbox?
      • 12. Are there any limitations to using “Send on Behalf Of” in Outlook 365?

Mastering “Send on Behalf Of” in Outlook 365: A Comprehensive Guide

So, you need to send emails on behalf of someone else in Outlook 365? It’s a common requirement, whether you’re an executive assistant, part of a team handling shared responsibilities, or covering for a colleague. The process involves granting you “Send on Behalf Of” permissions on their mailbox. Here’s the breakdown:

  1. The Mailbox Owner or Administrator Must Grant Permission: The person whose mailbox you need to send from, or their Exchange administrator, must delegate the necessary permission to your account. This is the crucial first step.
  2. Using the Exchange Admin Center (EAC): An administrator (typically someone from IT) can grant “Send on Behalf Of” permission via the Exchange Admin Center. They’ll need to navigate to Recipients > Mailboxes, select the mailbox of the person delegating the permission, then choose Mailbox Delegation. Here, they can add you to the “Send on Behalf” list.
  3. Using PowerShell (For Administrators): For larger organizations or bulk operations, PowerShell is the preferred method. The command Add-RecipientPermission <MailboxIdentity> -Trustee <UserIdentity> -AccessRights SendAs grants “Send on Behalf Of” permissions. <MailboxIdentity> represents the mailbox you’re granting permission to and <UserIdentity> is the user receiving the permission.
  4. Sending the Email in Outlook: Once the permission is granted, open Outlook. When composing a new email, click on the “Options” tab, then select “From.” If you don’t see the “From” field, you might need to enable it by clicking the “From” button again (sometimes it toggles on and off). Choose “Other Email Address…” and type in the email address of the person you’re sending on behalf of. Alternatively, start typing their name and Outlook should auto-populate the address if the permission is set up correctly.
  5. Verify the “On Behalf Of” Label: When the recipient receives the email, it will show something like “Sender Name on behalf of Delegate Name.” This clearly indicates that the email was sent by you, but with the authority of the other person.

Now, let’s delve into the nuances with some frequently asked questions.

Frequently Asked Questions (FAQs)

1. What is the difference between “Send As” and “Send on Behalf Of” permissions?

Understanding the distinction is crucial. “Send As” permission allows you to send emails that appear to come directly from the mailbox you have permission to. The recipient won’t see any indication that you sent the email; it will look as if the mailbox owner sent it themselves. “Send on Behalf Of,” as described above, clearly shows the recipient who actually sent the email, using the “Sender Name on behalf of Delegate Name” format. “Send As” is a much higher level of permission, requiring careful consideration before granting.

2. Can I grant “Send on Behalf Of” permission myself, without an administrator?

Generally, no. Standard users typically lack the necessary administrative rights to modify mailbox delegation settings directly in the Exchange Admin Center or via PowerShell. The mailbox owner can grant permissions for their own mailbox, depending on organizational policies, but usually only administrators can grant it for others.

3. How do I enable the “From” field in Outlook if it’s not visible?

In the email composition window, go to the “Options” tab. Look for the “From” button. Click it. If the “From” field wasn’t visible, clicking this button will enable it. Sometimes it can appear hidden by default.

4. What happens if I don’t have the correct permissions?

If you attempt to send an email “on behalf of” someone without the proper permissions, you will likely receive a Non-Delivery Report (NDR) or a bounce-back message indicating that you are not authorized to send on behalf of that user. The error message will typically include details about the missing permission and might reference “Sender address rejected: not owned by user” or similar authentication failures.

5. Can I set up “Send on Behalf Of” permission for a distribution group?

Yes, you can grant “Send on Behalf Of” permissions to a distribution group. This allows members of the distribution group to send emails on behalf of a specific mailbox. The process is similar to granting permission to an individual user, but you select the distribution group instead. However, this can become complex to manage and is generally not recommended.

6. How can I verify that the “Send on Behalf Of” permission is correctly configured?

The easiest way is to send a test email. Send an email “on behalf of” the other person to your own email address. Check the received email’s header. It should clearly show “Your Name on behalf of Other Person’s Name.” If it doesn’t, the permission isn’t correctly configured, and you’ll need to re-check the settings in the Exchange Admin Center or via PowerShell.

7. Is it possible to automate sending emails “on behalf of” someone in Outlook?

While you can’t fully automate the process within Outlook itself without complex scripting, you can create email templates with the “From” field pre-populated. This speeds up the process of sending emails on behalf of someone, especially if you frequently send similar messages. Consider using third-party add-ins for more advanced automation features, but be mindful of security and organizational policies.

8. What are the security considerations when granting “Send on Behalf Of” permissions?

Granting any permission to a mailbox carries inherent security risks. It’s essential to limit the number of users with “Send on Behalf Of” permissions to only those who genuinely require it. Regularly review the delegated permissions to ensure they are still necessary and remove access when it is no longer needed. Implement strong password policies and multi-factor authentication (MFA) to further protect the accounts involved.

9. Can I revoke “Send on Behalf Of” permission?

Yes, administrators can revoke “Send on Behalf Of” permissions at any time. In the Exchange Admin Center, navigate to the mailbox, select Mailbox Delegation, and remove the user from the “Send on Behalf” list. Via PowerShell, the command Remove-RecipientPermission <MailboxIdentity> -Trustee <UserIdentity> -AccessRights SendAs (with appropriate modifications) can be used to remove the permissions.

10. How does “Send on Behalf Of” permission work with mobile devices?

The functionality should work seamlessly on mobile devices using Outlook mobile or the native mail app, provided the account is properly configured and the permissions are correctly set. The “From” field should be available when composing new emails, allowing you to select the desired “Send on Behalf Of” account.

11. What if I’m using a shared mailbox?

Shared mailboxes are designed to be accessed by multiple users, and by default, users often have “Send As” permissions on them. However, you can also configure “Send on Behalf Of” permissions. The key difference is that when sending as a shared mailbox, the email appears to come directly from the mailbox itself (e.g., “info@example.com”). With “Send on Behalf Of,” it will show the individual user’s name on behalf of the shared mailbox (e.g., “John Doe on behalf of info@example.com”). Manage shared mailbox permissions through the Exchange Admin Center, just like regular mailboxes.

12. Are there any limitations to using “Send on Behalf Of” in Outlook 365?

While generally robust, “Send on Behalf Of” functionality can be affected by caching issues. If you’ve recently been granted permission, it might take some time for Outlook to recognize it. Restarting Outlook or even your computer can often resolve this. Also, certain third-party add-ins or custom configurations can sometimes interfere with the proper functioning of “Send on Behalf Of.” Finally, ensure your Outlook client is up-to-date, as older versions might have compatibility issues.

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