How to Add a From Address in Outlook

Adding a From address in Outlook

To add a From address in Outlook, you need to set up an additional email account or alias within your existing Outlook profile. The steps depend on whether you are using Outlook on the web, Outlook desktop, or Outlook on a mobile device. Most people add a From address because they manage multiple email accounts, use a business alias, or need to send mail on behalf of another account.

The fastest route for most users is to add the address as an alias in Outlook on the web, which takes about five minutes. Desktop versions of Outlook require a few more steps but give you more control over how the address appears to recipients.

Key Takeaways

Outlook on the web lets you add an alias in Settings under Your Email Addresses, and the new address appears in your From dropdown when ready.
Outlook desktop requires you to add the account through File > Account Settings > Email Accounts, then configure it as a send-only account or linked mailbox.
You must have permission to send from the address you are adding — your administrator must grant it, or the account must be one you own.
Once added, the From address appears in a dropdown menu when you compose a new message, and you can set a default if you use one address most often.
Mobile Outlook apps do not let you add a From address directly; you must set it up on the web or desktop version first.

Adding a From address in Outlook on the web

Open Outlook in your web browser and sign in. Click the gear icon in the top right corner, then select View all Outlook settings. In the left sidebar, click Mail, then Accounts, then Your email addresses.

Click Add another email address. Type the email address you want to send from in the field provided. Outlook will send a confirmation link to that address — you must click the link within seven days to verify ownership. Once verified, the address appears in your From dropdown when you compose a message.

If the address you are adding belongs to someone else or another account you manage, your administrator must grant you send-as permission first. Without that permission, the verification will fail. Ask your IT department or the account owner to add your email address to their delegate list.

Adding a From address in Outlook desktop

Open Outlook and click File in the top left. Select Account Settings, then Account Settings again from the dropdown menu. In the Email tab, click New.

Choose Manual setup or additional server types and click Next. Select POP or IMAP and click Next. Enter the email address, your name, and your password. Outlook will try to detect your server settings automatically — if it succeeds, click Next and then Finish. If it fails, you will need to enter the incoming and outgoing server addresses manually, which your email provider can give you.

Once the account is added, it appears in your From dropdown. If you want Outlook to remember which address you use most often, compose a message, click the From field, select the address, and Outlook will suggest it next time you write to that same recipient.

Setting a default From address

In Outlook on the web, you cannot set a single default From address across all messages — Outlook remembers which address you used last and suggests it for your next message to that recipient. If you want to change which address appears first in the dropdown, there is no built-in setting, but you can train Outlook by using your preferred address consistently.

In Outlook desktop, right-click the account in the left sidebar and select Set as Default Account. This makes that account the default for new messages, but you can still switch to another address in the From dropdown when you compose.

Troubleshooting a From address that will not appear

If you added an address but it does not show up in your From dropdown, the most common reason is that the verification email was not confirmed. Check the inbox of the address you are adding — look for an email from Microsoft with the subject line "Verify your email address" and click the link inside. The address will not appear in Outlook until you do.

If you are trying to add an address that belongs to someone else, you need send-as permission. In Outlook on the web, this permission must be granted by your administrator or the account owner before you can verify the address. In Outlook desktop, the account must be set up with the correct incoming and outgoing server settings, and your administrator must have delegated send rights to your account.

If you are using Outlook on a mobile device, you cannot add a From address directly in the app. Set up the address on Outlook on the web or desktop first, then sign out and back in to your mobile app — the new address will sync automatically.

When you need administrator permission

If you work for an organization, your IT department controls whether you can send from other addresses. Some organizations allow all users to add aliases freely. Others restrict it to prevent misuse. If you try to add an address and Outlook says you do not have permission, contact your IT helpdesk and ask them to grant you send-as rights for that address.

If you are the account owner and you are trying to add your own address, you do not need permission — you can add it directly. If you are trying to add an address that belongs to your company but is managed by someone else, that person or your administrator must grant you the right to send from it.

Frequently Asked Questions

Can I add a Gmail address to Outlook?

Yes. In Outlook on the web, add it as an alias in Your Email Addresses. In Outlook desktop, you can add it as a POP or IMAP account, but Gmail requires you to generate an app password instead of using your regular Gmail password. Go to your Google Account security settings and create an app password for Outlook, then use that password when you set up the account.

What happens if I delete a From address?

In Outlook on the web, click the address in Your Email Addresses and select Delete. It disappears from your From dropdown when ready. In Outlook desktop, right-click the account in the left sidebar and select Delete Account. Outlook will no longer let you send from that address, but it does not delete the account itself — it only removes it from your Outlook profile.

Can I set up a From address on my phone?

No. Outlook mobile apps do not have a setting to add a From address. You must add it on Outlook on the web or Outlook desktop first. Once you do, sign out of your mobile app and sign back in — the new address will sync and appear in your From dropdown on the phone.

Do I need a password to add a From address?

In Outlook on the web, you do not need a password — you just verify the address by clicking a link in a confirmation email. In Outlook desktop, you need the password for the account you are adding. If you do not know it, reset it through the email provider's website before you try to add it to Outlook.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.