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How to send from an email alias in Outlook 2007/2010

You can configure Outlook to use an email alias as the reply-to address when sending email.

Before You Begin

If you have an email alias, you can configure Outlook 2007 or Outlook 2010 to use that email address as the reply-to address when sending email.

Example of When to Send From an Email Alias

Reggie Redbird's department has the email alias, illinoisathletes@ilstu.edu. Reggie receives email sent to illinoisathletes@ilstu.edu in his regular rrredbi@ilstu.edu account. When he replies to those emails, he wants the messages to come from illinoisathletes@ilstu.edu instead of from his personal email account. Outlook can be configured to do this for Reggie.

Configure Outlook 2007/2010 with an Email Alias

To configure Outlook 2007 or Outlook 2010 so you can send from an email alias, do the following:

  1. Launch Outlook.
  2. Do one of the following:
    • If you have Outlook 2007, click Tools > Account Settings...
    • If you have Outlook 2010, click File > Account Settings > Account Settings...
  3. Click New...
  4. You may be prompted to select an account type. If not, skip this step.
    • Select Microsoft Exchange, POP3, IMAP, or HTTP and click Next.
  5. Select Manually configure server settings or additional server types and click Next.
  6. Select Internet E-mail and click Next.
  7. Complete the Internet E-mail Settings page as follows:
    • Your Name: Type a name for the email alias. This name will appear when you send email using the alias.
    • E-mail Address: Type the email address for the email alias.
    • Account Type: Choose POP3.
    • Incoming mail server: Type mail.ilstu.edu
    • Outgoing mail server (SMTP): Type smtp.ilstu.edu
    • User Name: Type the first part of the email address before the @ symbol.
    • Password: Leave this box blank, and remove the check mark next to Remember password.
    • Remove the check mark next to Test Account Settings.
  8. Click Next and then click Finish.
    • If Outlook asks you for the password for the new account, click Cancel.
  9. Close the Account Settings window.
  10. Do one of the following:
    • Within Outlook 2007, click Tools > Options.... Then click the Mail Setup tab.
    • Within Outlook 2010, click File > Options.  Click Advanced on the left-side of the Outlook Options window.
  11. Click Send/Receive....
  12. Select the group named All Accounts and click Edit....
  13. Select the new email alias account from the list on the left.
  14. Remove the check mark from the box labeled, Receive mail items.
  15. Click OK. Then click Close. Then click OK.

Outlook is now configured with an alias address you can use to send email. When you send email from the alias address, a copy of the sent message will be placed in the Sent Items folder for that account. This is a 'local' Sent Items folder which means it exists only on the computer where this instance of Outlook is installed.

You may want to have a copy of sent messages placed in the Sent Items folder for your regular email account as well. This way, all your sent messages will be kept in the same place and will be stored on the server. Follow the instructions below to create a rule to copy sent messages to your regular account's Sent Items folder.

Create Rule for Sent Items

You can create a rule that will copy email sent From: your alias address to the Sent Items folder on your regular account. If you don't do this, your sent email won't all be stored in the same folder. If you use a different folder to store sent email (for example, "Sent"), you can choose that folder when creating this rule.

To create a rule to copy sent messages to your regular account's Sent Items folder, do the following:

  1. Do one of the following:
    • Within Outlook 2007, click Go > Mail to ensure you are in the email portion of Outlook.  Click Tools > Rules and Alerts....
      • If you don't see Rules and Alerts in the Tools menu, select the Inbox for your regular address and try again.
    • Within Outlook 2010, click Home > Rules > Manage Rules &Alerts...
  2. Select Inbox [<alias address>] from the drop-down menu labeled Apply changes to this folder:.
    • For example, if your alias address is illinoisathletes@ilstu.edu, select Inbox [illinoisathletes@ilstu.edu] from the menu.
  3. Click New Rule....
  4. Do one of the following:
    • In Outlook 2007, select Check messages after sending.
    • In Outlook 2010, select Apply rule on messages I send.
  5. Click Next.
  6. Put a check mark next to the option, through the specified account.
  7. In the box at the bottom of the window, click specified.
  8. Select your alias address from the drop-down menu labeled Account:. Then click OK.
    • For example, if your alias address is illinoisathletes@ilstu.edu, select that from the Account: menu.
  9. Click Next.
  10. Put a check mark next to the option, move a copy to the specified folder.
  11. In the box at the bottom of the window, click specified.
  12. Click the plus (+) sign next to your regular email address (i.e. yourULID@ilstu.edu). Then browse to the Sent Items folder for that account, select it, and click OK.
    • If you use a different folder to store sent mail, select that folder instead.
  13. Click Next.
  14. The next screen asks if there are any exceptions, but there are none. Click Next.
  15. Enter Copy Sent Email for <alias address> to Sent Items on <regular address> in the box labeled Step 1: Specify a name for this rule.
    • For example, Reggie Redbird would name his rule, Copy Sent Email for illinoisathletes@ilstu.edu to Sent Items on rrredbi@ilstu.edu.
  16. Click Finish.
  17. You will see the message, This rule is a client-only rule, and will process only when Outlook is running. Click OK.
  18. Click Apply. Then click OK.

You have created a rule that will copy email sent From: your alias address to the Sent Items folder on your regular account. This will help ensure all of your sent email is stored in the same Sent Items folder.

Send Email using an Email Alias Account

To send email using the alias address, do the following:

  1. Click New to compose a new email message.
  2. Click the Account drop-down menu located beneath the Send button.
  3. Select the alias address from the list of accounts.
  4. Compose your message like normal and send it. The email will be sent from the address you selected.
    • We recommend sending a test message to yourself or a coworker to verify that everything is working as expected.