How to Change Sender Name in Outlook 365

Outlook 365 is a popular email client used by millions of individuals and businesses around the world. One of the key features of Outlook 365 is the ability to customize the sender name that appears when you send an email. This can be useful for personalizing your emails or for branding purposes. In this article, we will explore how to change the sender name in Outlook 365, step-by-step. We will also discuss the benefits of customizing your sender name and provide some best practices to follow. Let’s get started!

Why Change Your Sender Name?

Before we dive into the process of changing your sender name in Outlook 365, let’s first understand why you might want to do so. Here are a few reasons:

• Personalization: By customizing your sender name, you can add a personal touch to your emails. This can help build stronger relationships with your recipients and make your emails stand out in their inbox.
• Branding: If you are sending emails on behalf of a business or organization, customizing the sender name can help reinforce your brand identity. It allows you to display your company name or logo, making your emails instantly recognizable.
• Professionalism: Using a professional sender name can enhance your credibility and professionalism. It shows that you take your email communications seriously and can leave a positive impression on your recipients.

Now that we understand the benefits of changing your sender name, let’s move on to the step-by-step process.

Step-by-Step Guide to Changing Your Sender Name

Changing your sender name in Outlook 365 is a straightforward process. Follow the steps below to customize your sender name:

1. Open Outlook 365 and click on the “File” tab in the top-left corner of the screen.
2. In the File menu, click on “Options” to open the Outlook Options window.
3. In the Outlook Options window, select the “Mail” tab from the left-hand sidebar.
4. Scroll down to the “Send messages” section and click on the “Stationery and Fonts” button.
5. In the Signatures and Stationery window, click on the “E-mail Signature” tab.
6. Select the email account for which you want to change the sender name from the drop-down menu under “Choose default signature”.
7. In the “Edit signature” section, you will see a text box where you can enter your desired sender name. Type in the name you want to appear as the sender and format it as desired.
8. Click “OK” to save your changes and close the Signatures and Stationery window.
9. Click “OK” again to close the Outlook Options window.

That’s it! You have successfully changed your sender name in Outlook 365. Now, let’s explore some best practices to follow when customizing your sender name.

Best Practices for Customizing Your Sender Name

While changing your sender name in Outlook 365 is relatively simple, it’s important to follow some best practices to ensure that your customized sender name is effective and professional. Here are some tips to keep in mind:

• Keep it concise: Try to keep your sender name short and to the point. Long sender names can get cut off in email clients, making it difficult for recipients to identify you.
• Use your real name: If you are sending emails from a personal account, it’s best to use your real name as the sender. This adds a personal touch and helps recipients recognize you.
• Include your company name: If you are sending emails on behalf of a business or organization, consider including your company name in the sender name. This helps reinforce your brand identity and makes your emails more professional.
• Avoid generic sender names: Generic sender names like “info” or “noreply” can come across as impersonal and may be more likely to be marked as spam. Use a sender name that reflects your identity or brand.
• Test different sender names: If you are unsure about the best sender name to use, consider testing different options to see which one resonates best with your recipients. You can track open rates and engagement metrics to determine the effectiveness of different sender names.

By following these best practices, you can ensure that your customized sender name in Outlook 365 is both effective and professional.

Frequently Asked Questions (FAQ)

Here are some frequently asked questions about changing the sender name in Outlook 365:

1. Can I change the sender name for each individual email?

No, the sender name in Outlook 365 is associated with your email account and applies to all outgoing emails. You cannot change the sender name on a per-email basis.

2. Will changing my sender name affect my email address?

No, changing your sender name in Outlook 365 does not affect your email address. Your email address will remain the same, but the sender name that appears to recipients will be different.

3. Can I use special characters or emojis in my sender name?

While Outlook 365 allows you to use special characters and emojis in your sender name, it’s important to use them sparingly and consider their impact on readability. Some email clients may not display special characters or emojis correctly, so it’s best to test how they appear in different email clients before using them.

4. Can I change the sender name for shared mailboxes or distribution lists?

Yes, you can change the sender name for shared mailboxes or distribution lists in Outlook 365. The process is similar to changing the sender name for individual email accounts. Simply follow the steps outlined earlier in this article.

5. Will recipients see my original email address if I change my sender name?

No, when you change your sender name in Outlook 365, recipients will only see the new sender name. Your original email address will not be visible to them.

Conclusion

Customizing your sender name in Outlook 365 is a simple yet powerful way to personalize your emails, reinforce your brand identity, and enhance your professionalism. By following the step-by-step guide and best practices outlined in this article, you can easily change your sender name and make a positive impact on your email communications. Remember to keep your sender name concise, use your real name or company name, and test different options to find the most effective sender name for your audience. Start customizing your sender name in Outlook 365 today and take your email communications to the next level!