How To Add From Field In Outlook

Sending an email on behalf of someone else in Outlook requires setting up the “From” field correctly. If you’ve ever needed to send a message that appears to come from another person or department, you might be wondering how to add from field in outlook. This feature is essential for assistants, managers, or anyone managing shared mailboxes.

Many users find the default Outlook interface hides the From field. It’s not visible by default in new messages. But once you know where to look, it’s a quick fix. This guide walks you through every step for Outlook 2016, 2019, 2021, and Microsoft 365.

We’ll cover desktop, web, and mobile versions. You’ll also learn how to set up permissions. By the end, you’ll send emails from any address you manage.

What Is The From Field In Outlook

The From field shows the sender’s email address. Normally, it’s hidden because you always send from your own account. But when you have delegate access or a shared mailbox, you need to change it.

Adding the From field lets you send as another user. This is common for executive assistants. It also helps with team inboxes like support@company.com.

Without this field, you can only send from your primary address. That’s why learning how to add from field in outlook is so valuable.

Here is the core section of this article. Follow these steps carefully. The process is similar across Outlook versions.

For Outlook Desktop (Windows)

This works for Outlook 2016, 2019, 2021, and Microsoft 365.

Open Outlook and click “New Email” to create a message.
In the new message window, go to the “Options” tab.
Look for the “Show Fields” group. Click “From”.
The From field now appears above the To field.
Click the “From” button and select “Other Email Address”.
Type the email you want to send from, or choose from your address book.
Click OK. Now compose and send your email.

That’s it. The From field stays visible for future messages. You don’t need to repeat step 3 every time.

For Outlook On The Web (OWA)

Outlook Web App works slightly different. But it’s still simple.

Log into Outlook on the web at outlook.office.com.
Click “New message” to start a new email.
In the new message pane, click the three dots (more options) in the toolbar.
Select “Show From” from the dropdown menu.
The From field appears. Click it to choose a different address.
Pick the address you want. If it’s not listed, click “Other email address”.
Enter the address and click OK.

Remember, you need permission to send from that address. Otherwise, Outlook will reject it.

For Outlook For Mac

Mac users have a similar process. Here’s how.

Open Outlook for Mac and click “New Email”.
Go to the “Options” tab in the ribbon.
Check the box that says “From”.
The From field appears. Click the dropdown arrow next to it.
Select the account or email address you want to use.
If you don’t see it, choose “Other Email Address” and type it in.

One tip: Mac Outlook sometimes hides the Options tab. If you can’t find it, click the message window first.

For Outlook Mobile (IOS And Android)

Mobile apps have limited features. But you can still change the From field.

Open the Outlook app on your phone.
Tap the compose icon (usually a pencil or plus).
In the new message, tap the “From” line at the top.
A list of your accounts appears. Choose the one you want.
If you have a shared mailbox, it should appear here.

Mobile doesn’t support typing a custom email. You can only pick from accounts already set up.

Setting Up Permissions To Send From Another Address

Before you can use the From field, you need permission. This is called “Send As” or “Send on Behalf” rights. Your IT admin or the mailbox owner must grant it.

Send As Vs Send On Behalf

These two options work differently.

Send As: The email appears to come directly from that person. No indication you sent it.
Send on Behalf: The recipient sees “on behalf of” in the From line. It shows both names.

Most organizations use Send As for shared mailboxes. Send on Behalf is for delegation.

How To Request Permission

You can’t set permissions yourself. Only an admin can. Here’s what to ask for.

Contact your IT support team.
Tell them which mailbox you need to send from.
Specify “Send As” or “Send on Behalf”.
Wait for them to confirm the setup.

Once granted, the address appears in your From field dropdown. If it doesn’t, restart Outlook.

Common Issues And Fixes

Sometimes the From field doesn’t work as expected. Here are frequent problems.

From Field Not Showing

If you followed the steps but don’t see it, try these fixes.

Make sure you’re in a new message window, not a reply.
Check the Options tab again. Sometimes it resets.
Restart Outlook completely.
Update Outlook to the latest version.

Cannot Find The Other Email Address

When you click “Other Email Address”, nothing happens? This is common.

Type the full email address manually.
Check for typos.
Ensure you have permission for that address.

Error Message: You Don’t Have Permission

This means the admin hasn’t granted access yet. Contact them again. Also, check if you’re trying to send from a distribution group. You can’t send from a group.

From Field Disappears After Sending

This happens sometimes in Outlook Web. It’s a glitch. Just repeat the steps each time. In desktop Outlook, it should stay.

Using The From Field With Shared Mailboxes

Shared mailboxes are common in teams. For example, sales@company.com. Here’s how to add them.

Adding A Shared Mailbox In Outlook

Go to File > Account Settings > Account Settings.
Select your email account and click “Change”.
Click “More Settings” > “Advanced”.
Under “Open these additional mailboxes”, click “Add”.
Type the shared mailbox name and click OK.
Restart Outlook. The mailbox appears in your folder list.

Now you can send from it. Just use the From field steps above.

Auto-Complete Issues

When you type a shared mailbox address, Outlook might not suggest it. That’s normal. Type it manually the first time. After that, it saves.

How To Make The From Field Permanent

If you use the From field daily, you want it always visible. Here’s how.

In Desktop Outlook

Once you click “From” in the Options tab, it stays for that session. To make it permanent for all new messages, you need a template.

Create a new email and show the From field.
Set the default From address if needed.
Go to File > Save As. Choose “Outlook Template (*.oft)”.
Name it something like “Email with From field”.
To use it, go to New Items > More Items > Choose Form.
Select “User Templates in File System” and pick your template.

This is a workaround. Microsoft doesn’t offer a permanent setting.

In Outlook Web

Web version doesn’t save the setting. You must click “Show From” each time. No workaround exists.

Best Practices For Using The From Field

Using someone else’s email address comes with responsibility. Follow these tips.

Always get written permission before sending as someone else.
Double-check the From address before hitting send.
Use a clear subject line so recipients know it’s legitimate.
Avoid sending personal emails from a shared mailbox.
If you use “Send on Behalf”, it’s transparent to recipients.

Misusing the From field can lead to trust issues. Be careful.

Advanced Tips For Power Users

If you manage multiple mailboxes, these tips save time.

Keyboard Shortcut

In desktop Outlook, you can quickly show the From field. Press Alt + H + F + F. That opens the From dropdown. No need to click through menus.

Using Rules To Auto-Select From Address

Outlook rules can’t change the From field automatically. But you can use third-party add-ins. Or, create separate profiles for each mailbox.

Multiple Accounts In One Profile

If you have several email accounts, add them all to one Outlook profile. Then the From field shows all of them. Go to File > Add Account to add more.

Frequently Asked Questions

Why Can’t I See The From Field In Outlook?

The From field is hidden by default. You need to enable it from the Options tab in a new message. If it’s still missing, restart Outlook or update your software.

Can I Add A From Field In Outlook Without Permission?

No. You must have “Send As” or “Send on Behalf” rights. Without them, Outlook will show an error. Contact your admin to grant access.

Does The From Field Work On Outlook Mobile?

Yes, but only for accounts already added to the app. You can’t type a custom email. Tap the From line in a new message to switch accounts.

How Do I Remove The From Field After Adding It?

In desktop Outlook, go to Options tab and click “From” again to uncheck it. In web, click “Show From” to hide it. The field disappears.

What’s The Difference Between Send As And Send On Behalf?

Send As makes the email look like it’s directly from that person. Send on Behalf adds “on behalf of” in the From line. Recipients see both names.

Final Thoughts On Adding The From Field

Now you know how to add from field in outlook for any version. It’s a simple toggle in the Options tab. But permissions are the real key. Without them, the field is useless.

Practice with a test email first. Send to yourself to verify it works. Then use it for real business communication. Your team will appreciate the flexibility.

If you run into issues, check your Outlook version. Some older versions have different menus. Microsoft 365 users get the smoothest experience. Keep your software updated.

One last tip: always verify the From address before sending. It’s easy to forget and send from the wrong account. That can cause confusion. Stay organized and double-check.

With this guide, you’re ready to manage multiple identities in Outlook. Go ahead and enable that From field today.