SharePoint sending email from old address

Question

Changed "From" address in CA from `******@olddomain.com` to `******@newdomain.com` but SharePoint is still sending using that old from email. This is happening for all sites and workflows.

When a task is assigned in workflow, it sends email from `******@olddomain.com` even though it has been changed in CA. Doesn't matter if it is 2010 or 2013 style SPD workflow.

You know you can subscribe to email alert on list so when someone inserts a new item, you get email. Well, it is also sending using that old email.

This change was done more than an year ago so after that server has been restarted several times and we also republished workflows but issue is not solved.

I have changed "From" address in "Outgoing mail settings" in CA as per following screenshot (this is just a sample of that screen)

https://learn.microsoft.com/en-us/sharepoint/sharepointserver/media/outgoing-email-setting_1.png

SharePoint version is 2016. Why is it still sending using old from address?

Answer 1

Hi @Frank Martin

Thank you for reaching out to the Microsoft Q&A Forum. 

Even though you've updated the "Outgoing E-Mail Settings" in CA and restarted the server, SharePoint 2016 can retain legacy configurations in less obvious places. Honestly, I don't have the environment or sufficient resources to test this myself. However, based on my research, here are some potential causes and resolutions that you might take as a reference to resolve your issue: 

1. Timer job or SMTP server relay caching 

SharePoint uses timer jobs to manage email delivery. If these jobs were not restarted or if the SMTP relay server still associates the old domain with SharePoint, the old address might persist. This is especially true if the SMTP server is configured to rewrite or override headers   

Ensure that your SMTP relay or mail server isn’t rewriting or enforcing a specific sender address. Some SMTP configurations override the "From" address set by SharePoint, especially if the old domain is still accepted or prioritized. 

Some timer jobs responsible for sending alerts and workflow emails may cache configuration settings. Restarting the SharePoint Timer Service (OWSTIMER.EXE) on all servers in the farm can help clear this cache. 

2. Hardcoded or custom workflow settings 

In SharePoint Designer workflows (both 2010 and 2013), the "From" address can be hardcoded in the email action. Even if the global setting is updated, these workflows may continue using the old address unless manually edited and republished. 

For SPD workflows, edit the "Send an Email" action and manually set the "From" field to the new address (******@newdomain.com). This overrides the default behavior. 

Run the following PowerShell command to confirm the current outgoing email settings: 

Get-SPWorkflowServiceApplicationProxy | Select * 

3. Alerts and Subscriptions 

SharePoint alerts (like list subscriptions) often cache the "From" address at the time they were created > Try deleting and recreating one of the alerts to see if it picks up the new address. 
If these solutions don't resolve the issue, you should contact the reseller's support provider for further assistance. 

I hope this helps! If you have any other questions, feel free to ask. 

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