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How to add company name to display name for external mail recipients

Andy 0 Reputation points
2026-01-15T11:33:33.4833333+00:00

I want everyone in the company to have the following rule: Company name should be added to display name for external recipients of emails. I do not want to add this directly to display name in Entra ID, as this will be displayed internally in teams, engage, outlook, etc. First name Last name Company name ******@mail.com

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  1. Steven-N 25,305 Reputation points Microsoft External Staff Moderator
    2026-01-15T14:22:34.7066667+00:00

    Hi Andy

    Thank you for reaching out to Microsoft Q&A forum

    Technically, Microsoft Exchange Online provides a native solution called SimpleDisplayName that allows you to maintain detailed internal display names while presenting a different display name to external recipients. However, Exchange Online does not support modifying the From header display name using transport rules or mail flow rules. Address rewriting is not supported in Exchange Online as stated in Manage permissions for recipients in Exchange Online | Microsoft Learn

    However, you can try this PowerShell approach in your current context:

    Step 1: Enable UseSimpleDisplayName for External Emails

    This organization-wide setting ensures that the SimpleDisplayName (if set on a mailbox) is used in the "From" header for emails sent to external recipients.

    Run (authenticate as an admin):

    Connect-ExchangeOnline -UserPrincipalName ******@domain.com
Set-RemoteDomain -Identity Default -UseSimpleDisplayName $true

    Step 2: Bulk-Set SimpleDisplayName for All User Mailboxes

    You can use the following PowerShell script to update all user mailboxes. It constructs the SimpleDisplayName as "FirstName LastName CompanyName" based on each user's attributes.

    # Connect to Exchange Online if not already connected
Connect-ExchangeOnline
 
# Define the company name to append (replace with your actual company name)
$CompanyName = "Your Company Name"
 
# Get all user mailboxes
$AllUsers = Get-User -ResultSize Unlimited -Filter {RecipientType -eq 'UserMailbox'}
 
# Loop through each user and set SimpleDisplayName
foreach ($User in $AllUsers) {
    # Construct the SimpleDisplayName (skip if FirstName or LastName is missing)
    if ($User.FirstName -and $User.LastName) {
        $SimpleDisplayName = $User.FirstName + " " + $User.LastName + " " + $CompanyName
        Set-User -Identity $User.Identity -SimpleDisplayName $SimpleDisplayName
        Write-Output "Updated $($User.Identity) with SimpleDisplayName: $SimpleDisplayName"
    } else {
        Write-Output "Skipped $($User.Identity): Missing FirstName or LastName"
    }
}

    You can try the above workaround method and kindly let me know the update in the comments section.

    Best regards

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  2. AI answer

    2026-01-15T11:34:13.2733333+00:00

    To add the company name to the display name for external email recipients without altering the display name in Microsoft Entra ID, you can use a transport rule in Exchange Online. Here’s how you can set it up:

    1. Log in to the Exchange Admin Center: Go to the Exchange Admin Center (EAC) and sign in with your admin credentials.
    2. Navigate to Mail Flow: In the EAC, go to Mail Flow > Rules.
    3. Create a New Rule: Click on the + icon to create a new rule.
    4. Set the Conditions: Choose conditions that specify when the rule should apply. For example, you can set it to apply to messages sent to external recipients.
    5. Modify the Subject or Body: In the action section, select Modify the message properties and then choose set a message header. You can set a custom header that includes the company name along with the sender's display name.
    6. Save the Rule: After configuring the rule, save it and ensure it is enabled.

    This way, the company name can be appended to the display name for external recipients without affecting how the display name appears internally in Teams, Outlook, etc.

    References:

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