Adding a From address in Outlook
To add a From address in Outlook, you go to File > Account Settings > Account Settings, select your email account, click Change, and then enter the new address in the "Email Address" field. The exact steps differ slightly between Outlook on Windows, Outlook on Mac, and Outlook on the web, but the principle is the same: you're telling Outlook which email address to display when you send messages.
Before you start, know that adding a From address usually means one of two things. You might be adding an alias — an alternate address that routes to the same inbox — or you might be adding a completely separate email account. Aliases are faster to set up and let you send from multiple addresses without switching accounts. Separate accounts require you to switch between them to send from each one.
Key Takeaways
- In Outlook on Windows, go to File > Account Settings > Account Settings, select your account, click Change, and enter the new address in the Email Address field.
- In Outlook on Mac, open Preferences, select Email Accounts, choose your account, and click Edit to add an alias or change the sending address.
- In Outlook on the web, go to Settings > Mail > Forwarding and add the address there, or use the From dropdown when composing a message.
- An alias lets you send from multiple addresses in the same inbox; a separate account requires you to switch between accounts to send from each one.
- Your email provider must recognize and allow the new address before Outlook can send from it.
Adding a From address in Outlook on Windows
Open Outlook and go to File in the top-left corner. Click Account Settings, then select Account Settings again from the dropdown menu. You'll see a list of your email accounts. Select the account you want to modify and click the Change button.
In the Change Account window, look for the Email Address field. This is where you enter the new address you want to send from. If you're adding an alias, your email provider will have already set it up in your account settings — you're just telling Outlook about it here. Type the address and click Next, then Finish. Outlook will verify the address with your email provider's server.
If you want to send from multiple addresses without switching accounts, some email providers (like Microsoft 365 accounts) let you add aliases directly in Outlook. After you add the address, when you compose a new message, you can click the From field and select which address to send from.
Adding a From address in Outlook on Mac
Open Outlook and click Outlook in the menu bar at the top of the screen. Select Preferences. In the Preferences window, click Email Accounts under the Outlook section on the left side.
Select the account you want to modify from the list and click the Edit button (the pencil icon). In the account settings, look for a field labeled Email Address or Sending Address. Enter the new address here. If your email provider supports aliases, you may see an option to add an alias directly in this window. Click Save when you're done.
On Mac, the From dropdown in a new message works the same way as Windows — once you've added the address, you can select it when composing an email.
Adding a From address in Outlook on the web
Log into your Outlook account at outlook.com or outlook.office.com. Click the Settings gear icon in the top-right corner and select View all Outlook settings. Go to Mail > Forwarding and look for the section labeled "Send mail from".
Click Add another email address and enter the new address. Outlook will send a confirmation email to that address — you'll need to click the link in that email to verify it. Once verified, the address appears in the From dropdown when you compose a new message.
If you're using Outlook on the web with a work or school account (Microsoft 365), the process is similar but may be slightly different depending on your organization's settings. Check with your IT department if you don't see the option to add a From address.
The difference between an alias and a separate account
An alias is an alternate email address that delivers to the same inbox. When you add an alias, all messages sent to either address arrive in the same place, and you can send from either one without switching. Aliases are set up through your email provider first — Outlook just needs to know about them.
A separate account is a different email inbox entirely. If you add a completely separate email account to Outlook, you'll see it as a separate folder in your sidebar, and you have to click between accounts to read or send from each one. This is useful if you manage multiple email addresses for different purposes, but it's slower than using aliases.
Most people should use aliases if their email provider supports them. They're simpler to manage and keep everything in one inbox. Separate accounts make sense only if you genuinely need separate inboxes — for example, if you manage email for a business and a personal project that should stay apart.
What to do if the new address doesn't appear in the From dropdown
If you've added an address but it doesn't show up in the From field when you compose a message, the most common reason is that your email provider hasn't finished setting it up yet. Wait a few minutes and restart Outlook. Sometimes the address needs time to sync with the server.
If it still doesn't appear, check your email provider's account settings directly (not in Outlook) to confirm the address is actually set up there. Outlook can only send from addresses that your email provider recognizes. If the address exists in your provider's settings but not in Outlook, try removing and re-adding the account in Outlook.
For Microsoft 365 accounts, you can also check the Outlook on the web settings to see if the address appears there. If it does, but not in the desktop version, sign out of Outlook completely, wait a minute, and sign back in to force a full sync.
Removing a From address
If you want to stop sending from an address, the process depends on whether it's an alias or a separate account. For an alias, go back to your email provider's settings (not Outlook) and remove the alias there. Once it's gone from your provider's account, it will disappear from Outlook's From dropdown automatically.
For a separate account, open Account Settings in Outlook, select the account, and click Remove. This removes the account from Outlook but doesn't delete the actual email account — it just stops Outlook from accessing it. If you want to delete the email account entirely, you'll need to do that through your email provider's website.
Frequently Asked Questions
Can I send from an email address that's not mine?
No. Outlook will only let you send from addresses that your email provider has authorized for your account. This is a security measure to prevent spam and spoofing. If you need to send from a different address, your email provider must add it to your account first, either as an alias or by giving you access to a shared mailbox.
Why does Outlook keep asking me to verify the new address?
Your email provider requires verification to confirm you own the address. This happens automatically — you'll receive a confirmation email at the new address with a link to click. If you don't see the confirmation email, check your spam folder or wait a few minutes and try adding the address again.
Can I set a default From address so I don't have to choose it every time?
In Outlook on the web, you can set a default sending address in Settings > Mail > Forwarding. In the desktop version, Outlook typically defaults to your primary account address, but you can change which address appears first in the From dropdown by adjusting your account order in Account Settings.
What if my email provider doesn't support aliases?
If your provider doesn't support aliases, your only option is to add a separate email account to Outlook. You'll then need to switch between accounts to send from each address. Some providers like Gmail and Microsoft 365 support aliases, but smaller providers or corporate email systems may not.
Does adding a From address in Outlook change anything on my email provider's website?
No. Adding a From address in Outlook only tells Outlook about an address that already exists in your email provider's account. The address must be set up through your provider first. Outlook is just reading that information and making it available in the From dropdown.