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I use multiple From accounts. For example, my email address is name@mathieu.company .com and then I can also "send as" some groups, like sales@mathieu.company .com and support@mathieu.company .com. When emails come in from our automation systems on our website or from other sources, the message will usually both appear to come FROM one of the groups (sales@mathieu.company .com or support@mathieu.company .com) and also have that group in the TO or CC field. This is so that it sends the message to the customer (so he or she can see that something is happening and to just hit reply engage with us) and also a copy to us internally so that we follow-up with the customer immediately, without waiting for the customer to hit Reply on his or her end.
I would assume that's a fairly common scenario.
So because it appears to come from, say, sales@mathieu.company .com, I need to hit Reply All to actually reply to the customer (if I just hit Reply, it will reply to sales@mathieu.company .com). But then I have to remember to go to the To field and manually remove any other @mathieu.company .com addresses, otherwise, I'm spamming my co-workers and confusing the customer.
Is there any way to default to removing all other addresses @mathieu.company .com from the To field? Or, remove any other address I can use in the From field drop-down? Or anything else that might help mitigate this problem?
Note that our main problem is on Outlook on the Web. For some reason I can't explain, even though the same problem occurs with Desktop Outlook, we don't seem to miss removing the extra addresses from the To field so frequently in Desktop Outlook. Something about the web UI seems to ensure we miss noticing our own extra address in the To field.
Thanks,
Colin
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Hi @GraniteStateColin ,
Are you using Microsoft365 group?
Do you want to send as a group or as an individual?
As I know, a new email will be sent automatically from your default email address, however, replies and forwards will always be sent from the email account from which you received the original email, and all email clients work that way.
FaeryFu, that's incorrect. The message will always appear to come from the default account's default sender address.
To change the sender, just hit the From button and you can select any From address for which the account has permission to send. Been this way in Desktop Outlook since at least Outlook 2010, not sure how long for Outlook Web, but that also works this way now.
But changing the sender in the From field is not the problem. That works fine. Problem is that changing sender doesn't change who is in the To field list, which is silly and problematic. See the examples in my original post for replying from groups like Sales or Support.
If I'm replying to a message sent to sales@mathieu.company .com, it will initially appear to still come from myname@mathieu.company .com. Then, I change it by clicking on From to sales@mathieu.company .com. The problem is that the To field still includes sales@mathieu.company .com as a recipient from when I originally hit Reply All. To be clear, I MUST use Reply All in order to include the actual contact's email. Otherwise, it will ONLY reply to sales@mathieu.company .com and leave out the actual person to whom we're trying to send the message (the customer).
I'm trying to have it remove the From address (sales@mathieu.company .com in this case) from the list of recipients so I don't accidentally send my reply to the entire Sales team.
This seems so obvious as a best-practice, I don't understand why this is not at least an option. I can't imagine there are many people who would prefer it to work the way it does.
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Use TuneReplyAll add-in.
Not an answer. Not particularly related to the question. Looks like a sales spam post.
That program, which is more expensive than Office, does NOT address the problem. It's effectively a scam as all it does for that exorbitant fee is pause when hitting Reply All to ask the user to confirm. While that may have merit for some (but not at the price), this has virtually NOTHING to do with the question asked here, other than being tangentially related because sending back from a group REQUIRES using Reply All, the opposite of the goal of the program linked here.
The most offensive part is that Victor Ivanidze had the nerve to mark this spammy sales pitch for his product as the Answer to the question with no actual information that could help users, just a link to his sales page. MS, if you see this, please remove his post and flag his account.
Hi @GraniteStateColin ,
I hope you are well.
1) first quote: "*If Outlook includes the user's own address in Reply all, TuneReplyAll will remove it from the message."
2)second quote: "This application is free of charge if you are using it for your individual non-commercial purposes."
Regards.
Hi @GraniteStateColin ,
When you Reply to a message in the Sent Items folder, your address is in the To field, because your address is the From address, and the reply is sent to the person who sent the message, in this case.
You should use Reply all (delete your address from the To field if your version of Outlook doesn't remove it) or open the sent message and resend the message using Actions > Resend message.
In addition, I searched for an article that mentioned that you can use macros to send messages to the original recipients.
See: https://www.slipstick.com/outlook/email/replying-sent-messages
(Note: Since the web site is not hosted by Microsoft, the link may change without notice. Microsoft does not guarantee the accuracy of this information.)
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Hi @GraniteStateColin ,
Just checking in to see if above information was helpful. If you have any further updates on this issue, please feel free to post back. If you think my reply is helpful to you, please remember to mark it as an answer. Warm thanks.
FaeryFu, thanks for posting, but this is off topic. I already described that I use Reply All. The problem is specific to changing the From address, such as a Distribution List of which the sender is a member. Reply All normally does NOT include the sender's own address in the new recipient list, but will if the sender received the email under a different address (because a member of a Distribution List). In those cases, changing the From address should REMOVE that address from the TO list, just like Reply All would normally do with the sender's own address.