Overview

This guide explains how to request and use "Send on Behalf" permissions in Outlook, allowing you to send emails on behalf of another person.

What is "Send on Behalf"?

Send on Behalf allows you to send emails that appear as:

"Your Name on behalf of Manager Name"

Use Cases:

  • Assistants sending emails for executives
  • Team members sending on behalf of managers
  • Temporary coverage during absence

How to Request "Send on Behalf" Permission

For Users Requesting Access:

You cannot grant this permission yourself - the mailbox owner or IT Support must grant it.

To Request Access:

  1. Contact the mailbox owner and explain why you need access
  2. Or submit a request via IT Support Portalwith:
    • Mailbox you need to send on behalf of
    • Business justification
    • Duration of access needed
    • Manager approval (if required)

For Mailbox Owners: Granting Send on Behalf Permission

Step 1: Open Outlook

  1. Launch Outlook application

Step 2: Go to Delegate Access

  1. Click on File (top-left corner)
  2. Select Account Settings
  3. Choose Delegate Access

Step 3: Add Delegate

  1. Click Add
  2. Select the person you want to grant permission to from your address book
  3. Click Add then OK

Step 4: Set Permissions

  1. In the Delegate Permissionsdialog box, set permissions:
    • Calendar - Choose level (None, Reviewer, Editor)
    • Tasks - Choose level
    • Inbox - Choose level
    • Contacts - Choose level
  2. Ensure "Delegate can see my private items" is checked (if needed)
  3. Check "Automatically send a message to delegate" (recommended)
  4. Click OK to save changes

Step 5: Confirm

  1. The delegate will receive a notification email
  2. They can now send emails on your behalf

How to Send an Email on Behalf of Someone

Once permission is granted, follow these steps:

Step 1: Compose a New Email

  1. Open Outlook
  2. Click New Email

Step 2: Show the "From" Field

  1. If the Fromfield is not visible:
    • Click on Options tab
    • Click From button to make it appear
  2. The From field will now be visible in your email

Step 3: Select the Sender

  1. Click on the From dropdown menu
  2. Options will appear:
    • Your email address
    • Other email addresses you have permission for
  3. If the person's email doesn't appear:
    • Select Other Email Address
    • Type the email address of the person you're sending on behalf of
    • Click OK

Step 4: Compose and Send

  1. Write your email as usual
  2. Add recipients, subject, and message
  3. Click Send

Result: The recipient will see:

From: Your Name on behalf of Manager Name

Verify the Email Was Sent

Check Sent Items:

  1. Go to your Sent Items folder
  2. The email should appear there
  3. It should also appear in the Sent Items of the mailbox you sent on behalf of

Confirm with Recipient:

Ask the recipient to verify they received the email with correct "on behalf of" information

Difference: Send on Behalf vs Send As

Feature Send on Behalf Send As
Email appears as "You on behalf of Manager" "Manager" (only)
Recipient sees Both names Only the other person's name
Typical use Assistants, delegates Shared mailboxes, team emails
Who can grant Mailbox owner IT Support only

Managing Delegate Access

To View Current Delegates:

  1. Click File → Account Settings → Delegate Access
  2. View list of current delegates

To Modify Permissions:

  1. Select the delegate from the list
  2. Click Permissions
  3. Adjust settings as needed
  4. Click OK

To Remove a Delegate:

  1. Select the delegate from the list
  2. Click Remove
  3. Click OK

Troubleshooting

"From" Field Not Appearing

Solution:

  1. In the email window, click Options tab
  2. Click From button
  3. The From field will appear

Person's Email Not in "From" Dropdown

Possible Reasons:

  • Permission not granted yet
  • Permission not synced (wait 10-15 minutes)
  • Outlook needs to be restarted

Solution:

  1. Close and restart Outlook
  2. Select Other Email Address and manually enter email
  3. Contact mailbox owner to verify permissions
  4. Contact IT Support if issue persists

"You Don't Have Permission" Error

Solution:

  1. Verify the mailbox owner granted you permission
  2. Wait 15 minutes for permission to sync
  3. Restart Outlook
  4. Contact the mailbox owner or IT Support

Email Not Appearing in Sent Items

Check:

  1. Your Sent Items folder - should be there
  2. The other person's Sent Items - may also appear there
  3. If missing, verify email was actually sent

Recipient Doesn't See "On Behalf Of"

Possible Issues:

  • Email client doesn't display it prominently
  • Check email headers/details
  • May show differently in different email clients

Note: This is normal behavior - the information is there but may not be prominently displayed by all email clients

Best Practices

✅ Do:

  • Use for legitimate business purposes only
  • Clearly communicate in the email body when sending on behalf
  • Keep the mailbox owner informed
  • Remove access when no longer needed
  • Respect confidentiality

❌ Don't:

  • Use for personal emails
  • Send without mailbox owner's knowledge
  • Share access credentials
  • Keep access longer than necessary

Removing Your Delegate Access

If You No Longer Need Access:

Contact the mailbox owner or IT Support to request removal of your delegate permissions

Frequently Asked Questions

Q: Can I send on behalf of any mailbox?: No, only mailboxes where you've been granted explicit permission

Q: Will the mailbox owner see the emails I send?: Yes, they appear in their Sent Items folder

Q: Can I send on behalf of a shared mailbox?: Usually you would use "Send As" for shared mailboxes - contact IT Support

Q: How long does permission take to activated: Usually 5-15 minutes, but may require Outlook restart

Q: Can multiple people send on behalf of the same person: Yes, multiple delegates can be added

Q: Do I need to be online to send on behalf? : Yes, you need active connection to Exchange server

Security and Compliance

⚠️ Important:

  • Delegate access is logged and auditable
  • Use only for authorized business purposes
  • Follow company email policies
  • Report any unauthorized access
  • Access may be reviewed by management

Request Template

When Requesting Send on Behalf Access:

To: [Mailbox Owner] or IT Support

Subject: Request for Send on Behalf Permission

Message:




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Copy code




Hello,

I would like to request "Send on Behalf" permission for [Email Address].

Business Justification:
[Explain why you need this access]

Duration Needed:
[Temporary or Permanent]

Approved By:
[Manager name, if applicable]

Thank you,
[Your Name]

When contacting support, please provide:

  • Your email address
  • Email address you need to send on behalf of
  • Business justification
  • Manager approval (if required)
  • Any error messages received

Quick Reference

To Request Permission: Contact mailbox owner or submit IT Support request

To Grant Permission (Mailbox Owner):File → Account Settings → Delegate Access → Add → Set Permissions

To Send on Behalf: New Email → Options → From → Select other email address → Send

Email Will Show: "Your Name on behalf of Other Person's Name"

Keywords: Send on Behalf, Outlook Delegate, Delegate Access, Send Email for Someone, Outlook Permissions, Email on Behalf