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How to Set a Default From Address Without 'On Behalf Of' in Outlook 365
Question details
The user wants to send emails from another mailbox in Outlook 365 and have it display only the sender's address, without showing the 'on behalf of' designation.
- Product
- Outlook 365
- Device & OS
- not provided
- Scenario
- Sending an email from a shared or secondary mailbox where the recipient sees a clean sender address.
- Observed behavior
- Emails sent from the secondary mailbox currently display an 'on behalf of' tag next to the sender's name instead of just the email address.
Ensure you have Microsoft 365 administrator privileges, as modifying mailbox delegation and permissions requires access to the Microsoft 365 admin center.
Assign 'Send As' Permissions in the Microsoft 365 Admin Center
Replace the 'Send on Behalf' permission with 'Send As' in the admin center so that the recipient only sees the secondary email address.
To remove the 'on behalf of' designation, the user's account must be granted 'Send As' permission for the target mailbox rather than 'Send on Behalf' permission. This ensures the email appears exactly as if it was sent directly from that mailbox.
Sign in to the Microsoft 365 admin center using an account with administrator privileges.
In the left-hand navigation menu, expand the 'Users' section and click on 'Active users'.
Find and click on the specific user or shared mailbox from which you want to send emails.
In the properties pane that slides out on the right, click on the 'Mail' tab, then select 'Read and manage permissions' or 'Mailbox permissions'.
Under the 'Send As' permissions section, click 'Add permissions', select the user who needs to send the emails, and click 'Save'.
After waiting for the changes to propagate, open a new email in Outlook, click the 'From' field, and select the newly configured mailbox address.
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Frequently Asked Questions
Why does my sent email say 'on behalf of' in Outlook?
This happens when your account has been granted 'Send on Behalf' permissions instead of 'Send As' permissions for the shared or secondary mailbox. 'Send As' hides your primary email address and only shows the address you are sending from.
How long does it take for 'Send As' permissions to take effect?
It typically takes a few hours, but it can take up to 24 hours for mailbox permission changes to fully sync and propagate across Microsoft 365 servers and your local Outlook client.
Can I change 'Send As' permissions directly in the Outlook desktop app?
No, 'Send As' permissions cannot be modified from the local Outlook application. They must be configured by an administrator within the Microsoft 365 admin center or Exchange admin center.
How do I show the 'From' button in Outlook to select my new address?
Open a new email window, go to the 'Options' tab on the ribbon, and click 'From' in the Show Fields group. The 'From' drop-down menu will now appear above the 'To' field in your email.
