How to change the sender’s name in Outlook

Outlook is currently the third most popular email client (behind Apple and Google) globally, with a market share of just under 10 percent. Outlook is considered easy to use and works seamlessly with other Microsoft Office applications. Many mobile and desktop devices support Outlook. In addition to the actual mail client, a comprehensive toolbox for business and private work is available with tasks, contacts, and a calendar.

From time to time, it may be necessary to change the sender name in Outlook, for example following a department change, when the name of a department changes, or you change your last name after marriage. This makes it possible to make changes without having to create new email accounts. Likewise, Outlook sender names can be amended so that names are assigned to a department, for example sales@domain.com is supplemented with the employee’s name. In this guide, we’ll show you four ways to change the sender in Outlook.

If you now send an email with the changed sender to another account, the new name “JOHN DOE” will appear in the preview and the field where the email is displayed.

An overview of the steps:

• Select “File” in Outlook > “Account settings” > Activate “Account settings”
• Select the account you want to change and continue by selecting the “Change” button
• Enter the new details in the “Your name” field below “User information”
• Confirm the process with “Next” and close

To change the Outlook sender before the email is sent, select “From” (1) in the drop-down menu and then the sender email address (2) you’d like to use from the list. This is the address that will send the message, and the email address that the recipient will see in their emails.

In the “Properties” pop-up menu, activate the “Have replies sent to” checkbox (2) and enter the desired email address (3) in the field next to it. Saved addresses are available under “Select names...”. But any (valid) email addresses can be used. This is useful, for example, when temporarily working from home or outside of the office environment, and the responder won’t need to be made aware of other email accounts. If the recipient clicks on the received email to reply, the stored reply address appears in the “To...” address field.

To display this in the folder area (1) of Outlook, select the account to be changed as described at the beginning and then click on “More Settings” (2). In the next menu titled “Internet e-mail settings” you can now enter the new name for the account (3). Here, you can also use a name plus email address or any other name. If you include an email address under “Reply email” (4), this will be used permanently when replying to a sent email in the “To…” address field.