How to create a send-only POP3 account

Last reviewed on July 21, 2014   —  10 comments

The Problem: You have two email accounts. One is configured in Outlook and auto-forwarding enabled on the other, forwarding account to the personal one. You want to add the second account to Outlook, but just as an address to send messages from.

Gmail and Office 365 (and possibly others) allow you to configure multiple accounts online and select the From account when sending, however, only Office365 lets you choose these secondary addresses as a From address in Outlook without adding a second email account to Outlook. (Office365 will reply from the correct address too.)

Note: If you are using Outlook 2010 with an IMAP account set as default and one or more POP3 accounts in your profile, this method is not necessary when Outlook 2010 SP1 or greater is installed. Mailto's will correctly use the default account. See Multiple Accounts and the Default Account for details.

Create a Send-only Email Account in Outlook

The solution: Create a "send only" account in Outlook.

To do this, you need to add the account as a POP3 account and use a fake Incoming server name.

  1. In the Account Settings dialog, click Add.
  2. On the first page of the dialog, select Manually Select Server Settings and click Next
  3. Select Internet E-Mail
  4. Add the account as a POP3 account (1)
  5. Enter a fake Incoming server name, such as "mail" (2)
  6. Use the correct SMTP info for the server and logon information. (3)
  7. configure multiple accounts

  8. Select the data file where you want sent messages to be stored (4)
  9. Click More Settings and select the Outgoing server tab. (5)
  10. Configure authentication for the outgoing server, then close the dialog.

    Outgoing server tab

  11. Uncheck Test account settings before clicking Next to complete the dialog since the fake POP3 server name will fail.

Configure Send and Receive Settings

Back in Outlook, open the Send and Receive dialog by pressing Ctrl+Alt+S on your keyboard then select the All Accounts send and receive group. Click Edit.

Send and receive settings dialog

Select the account and remove the check from Receive Mail Items.

send only account

Close the dialog and return to Outlook.

When you check for mail, this account will be skipped. When you select this account while composing a message, it will be sent according to your setting (either immediately or on the next mail pass).

More Information

To create an email account to download mail and send all mail using a different account, see Choose the account to send a reply from.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

10 responses to “How to create a send-only POP3 account”

  1. David

    Diane,

    You are clearly the right person to answer my question. I have a gmail account and an outlook.com account. I have setup outlook.com to consolidate email from both accounts, (by forwarding my gmail account to outlook.com and setting up a send only account in outlook.com) and would like to use Outlook 2013 as my primary desktop email client with only one account to manage. When I receive a gmail email in the web gui for outlook.com, I can reply from the gmail address, or choose the outlook.com address. My problem is that I can't do the same thing in Outlook 2013.

    My question is: how can I setup Outlook 2013 to automatically select the sending email address as the reply from address, or is there another technique that will work? Will the solution you've listed above solve my problem?

    I've tried several things that haven't worked and thought you might have the solution before I draw blood from continuing to beat my head against the wall.

  2. Zoltan

    Hi All,

    Thanks for Diane's solution. With this solution when creating the "fake" POP account, you need to create a new .pst, as you cannot choose the .ost associated with the EAS account to store messages. This means you cannot keep your sent emails synced with your Outlook.com account. Is that right?

  3. David

    Diane--I love your site. I'm hoping you can clear something up for me. In earlier version of Outlook I created "send only" POP3 accounts that did not create a new data file. Thus, the "account" did not show up in the folder pane, but the account was listed as a "From" option and the sent items just went to the default sent items folder. Is this no longer possible in 2013? I create a new POP3 account but it seems to require a new data file. I want to simply have my outlook.com EAS files in the folder pain and nothing else (as before). Any ideas?

  4. Aviv Hassidim

    Hi Diane!

    I have created a prf file that create an exchange account and a pop3 send only account.
    this prf import every time a user opens outlook 2010 on RDS 2008 R2.
    i did not figured how to remove the check from "Receive Mail Items" globaly by command ,gpo or registry.
    i think that because the pop3 account try to send mail when outlook start the users gets outlook "not responding" for a few seconed until it released.

    please suggest me how to solve my problem.

    Thanks,

    Aviv Hassidim

  5. Jon Weban

    Using Outlook.com, I can set up additional send-only accounts online, with 3rd-party address domains and corresponding SMTP outgoing servers. Then I simply choose the desired From address, and the receiver sees the e-mail as coming from that address (with no 'on behalf of'). On my side, the mail is stored in Outlook.com's Sent folder. That's what I want, and it works fine, relaying through the appropriate 3rd party SMTP server -- as long as I am using the Outlook.com web interface, or my Outlook.com app for Android. BUT, when I set up send-only accounts in Outlook 2013 -- configured as described on this page, using either smtp-mail.outlook.com or smtp.live.com -- the receiver only sees my Outlook.com DEFAULT e-mail address, and there is no sign of the alternate address that was configured in both Outlook 2013 and Outlook.com. It appears from MIME headers that the alternate From address is just discarded by the Microsoft SMTP server during the relay process.

    Is there a better way to do this (maybe with a different Microsoft SMTP server name or using some feature of EAS or IMAP?), that will both (a) preserve the alternate From address chosen in Outlook 2013, and (b) still store the outgoing mail in my Outlook.com Sent folder?

    (And thanks, Diane, for your many helpful tips on this site!)

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