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Outlook - Send Emails on Behalf of Someone Else Tutorial

Learn how to send emails on behalf of someone else in Outlook. Gain insights into the necessary permissions process, including selecting the sender, composing the email, and handling potential errors. This tutorial demonstrates a seamless way to collaborate and manage emails more efficiently. Explore the advanced features of Outlook for a smoother collaborative experience!

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Available in Microsoft365

Description

Objectifs :

This tutorial aims to teach users how to send an email on behalf of someone else in Outlook, specifically focusing on the necessary permissions and settings required for this process.

Chapitres :

Introduction
In this tutorial, we will demonstrate the steps required to send an email on behalf of a colleague or manager in Outlook. This feature is useful when you have been granted the necessary permissions to manage someone else's email communications.
Accessing Settings
To begin, navigate to the settings in Outlook. Follow these steps: 1. Open Outlook. 2. Go to 'Settings'. 3. Select 'Email'. 4. Click on 'Compose and Reply'.
Enabling 'Always Show From'
Under the 'Message Format' section, you will need to enable the option to always show the 'From' field. To do this: - Check the box that says 'Always show From'. Once activated, this field will automatically appear in new emails, allowing you to select the sender from a drop-down menu.
Selecting the Sender
If this is your first time sending an email on behalf of someone else, follow these steps: 1. Click on 'Other Email Address'. 2. Search for the person in the suggested contacts list. 3. Choose their email address from the list.
Composing and Sending the Email
After selecting the sender, you can compose your email as usual. Once you have finished writing your message, click 'Send' to deliver the email.
Handling Permission Issues
If you receive an error message when attempting to send the email, this indicates that you lack the proper permissions to send on behalf of the chosen person. In this case: - The email will be saved in your drafts. - Verify with the email owner or contact your administrator to ensure that the permissions are correctly set.
Conclusion
Congratulations! You have now learned how to send an email on behalf of someone else in Outlook. This feature can enhance collaboration and communication within your team.

FAQ :

How do I send an email on behalf of someone else in Outlook?

To send an email on behalf of someone else in Outlook, you need to have the necessary permissions. Go to settings, navigate to email, then compose and reply. Check the box that says 'always show from' to enable the sender selection. When composing a new email, select the sender from the drop-down menu.

What should I do if I receive an error message when sending an email on behalf of someone?

If you receive an error message indicating you lack the proper permissions, it means you cannot send the email on behalf of the chosen person. Verify with the email account owner or contact your administrator to ensure that the permissions are correctly set.

Can I send an email on behalf of multiple people?

Yes, you can send emails on behalf of multiple people as long as you have the necessary permissions for each individual. You will need to select the appropriate sender each time you compose a new email.

What happens to the email if I don't have permission to send on behalf of someone?

If you do not have permission to send on behalf of someone, the email will be saved in your drafts folder instead of being sent. You will need to check with the account owner or your administrator to resolve the permission issue.

Quelques cas d'usages :

Assisting a Manager

If a manager is unavailable, an assistant can send emails on their behalf to ensure communication continues smoothly. This is particularly useful for urgent matters that require immediate attention.

Team Collaboration

In a collaborative environment, team members can send emails on behalf of each other to streamline communication. This can help in situations where one member is out of the office and needs to delegate tasks.

Customer Support

Customer support representatives can send emails on behalf of their supervisors to address customer inquiries or issues, ensuring that the communication appears professional and authoritative.

Project Management

Project managers can assign team members to send updates or reports on their behalf, allowing for efficient project tracking and communication without delays.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Email Permissions

Settings that allow a user to send emails on behalf of another user. This requires the consent of the email account owner.

Compose

The process of creating a new email message in an email application.

Drafts

Emails that have been composed but not yet sent. They are saved for later editing or sending.

Sender

The person or email address from which an email is sent.

Suggested Contacts

A feature in email applications that provides a list of contacts based on previous interactions or saved contacts.

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