This question is from a user with a shared mailbox in his profile:
When I send new messages from the shared mailbox, the default address is my own address, not the shared mailbox address and I need to select the shared mailbox as From address. Other accounts default to using their own address. How can I set the shared mailbox account as default 'From address'?
Outlook will use the address assigned to the currently selected mailbox or data file as the default address if it is configured as an account in File, Account Settings. Because a shared account is a secondary account in your profile, Outlook won’t use that address by default when viewing the mailbox.
The only way to get around this is to add the shared mailbox to your profile as a mailbox. There can be issues if you have delegate permissions on the shared mailbox or it’s automapped (eg, is added to your profile automatically), so you or your admin will need remove delegate permissions or disable automapping before you add it to your profile. To avoid these problems, create a new profile for the shared mailbox instead.
If the mailbox is added using the Open Additional mailbox command in Account Settings, remove the mailbox from your profile in File, Account Settings, More Settings, Advanced.
- Close Outlook and open Control panel then search for Mail.
- Select your Profile and click Properties to open your profile
- Click Email Accounts
- Click New to add a new account to your profile.
- Type in the email address of the shared mailbox and anything for the password.
- After autodiscover finds the account, the password dialog will come up. Enter your own email address and password this time.
- After the wizard finishes, reopen Outlook.
Outlook will now treat it like any other folder. When you send new mail while viewing the folder, Outlook will send it from the account.
Create a Profile for a Shared Mail Video Tutorial
This video shows how to create a new profile for a shared mailbox. With the exception of creating a new profile, the steps are the same to add the account to an existing profile.
You must have FullAccess permissions on the account for this to work.
Office 365 mailbox may have multiple SMTP addresses and receive mail sent to any of the secondary addresses but Exchange Online always uses the primary SMTP address for sending messages. ChooseFrom 365 application allows Office 365 users to send a message with any of their own SMTP addresses as the From address. The application is a cloud service.
Exchange transport event sink that allows Exchange users to specify any From address, including the secondary addresses on their mailbox. For Exchange 2007; Exchange 2000/2003 version also available.
Exchange server mailboxes can have multiple SMTP addresses and receive mail sent to any of these addresses but Exchange will always use the primary SMTP address for sending messages. ChooseFrom allows users to send a message with any of their SMTP addresses as the From address.
ChooseFromOWA for Microsoft Exchange 2007/2010 application allows users to send a message with any of their own SMTP addresses as the From address.
Exclaimer Email Alias Manager for Exchange is the simple and robust way to send from multiple email addresses and a single Exchange mailbox. Use the Outlook Add In to select your sending address when composing and for phone or OWA, add a simple tag to the message subject to choose which address to use. Alias Manager is licensed per active user. Site licenses are available and the 30 day free trial lets you test the product for all users.
Lucatec Mask Add-in for Outlook is used with Exchange server accounts, allowing replies from a shared mailbox or public folder, automatically entering the folder or mailbox's email address in the From field. Lucatec Mask will automatically determine the correct sender address to use based on the mailbox or public folder the user is currently using in Outlook. It also offers the option to move or copy the sent message to the relevant account's Sent Items folder (or Public Folder). It supports shared Exchange Server accounts and Public Folders with email addresses. Works with Outlook 2000-2010. Version 3
Proxy Manager lets you send emails using any proxy SMTP address from your Exchange account. There are no server components, everything is done on the client side - just install Proxy Manager, and you are ready to go! Select the address to send from and click the Send button. For Outlook 2010 and up.
COM add-in for Outlook 2003/2007 that automatically fills in the correct From address when the user is responding to a message in another user's Exchange mailbox. (Use it with the UniSent add-in from the same site. UniSent keeps the outgoing messages in the Sent Items folder of the other users mailbox.) Version 220.127.116.11
Outlook COM add-in that lets you automatically insert in the "From:" or "Have replies sent to:" field any address/alias that you need for each outgoing message. If you're mainly concerned with getting From right when replying to mail from another user's Exchange mailbox, RightFrom, from the same author, would be more appropriate.
This utility allows an Outlook user the ability to easily select the From address of the new, replied or forwarded message. The message can be replied with the same From address as original message has been sent to. You can also set a different signature for each e-mail address.
SmartReply 2010 is a utility for Exchange Server users who need to send email using different addresses. This utility provides an Outlook user with the ability to easily select the From address of the new, replied or forwarded message. The message can be replied with the same From address as original message has been sent to. Also you can set a different signature for each e-mail address. Supports Office 365 Exchange Online.