How to Hide Sender Email Address in Outlook 365

Outlook 365 is a popular email client used by millions of individuals and businesses around the world. While it offers a range of features and functionalities to enhance productivity and communication, some users may have concerns about the privacy and security of their email communications. One such concern is the visibility of the sender’s email address to recipients. In this article, we will explore various methods to hide the sender’s email address in Outlook 365, ensuring a higher level of privacy and security.

Why Hide Sender Email Address?

Before diving into the methods of hiding the sender’s email address in Outlook 365, it is important to understand the reasons why someone might want to do so. Here are a few common scenarios:

• Privacy: Some individuals may prefer to keep their email address private, especially when communicating with people they do not know well.
• Security: Hiding the sender’s email address can help prevent phishing attacks and other malicious activities that rely on obtaining personal information.
• Professionalism: In a business setting, it may be desirable to hide the sender’s email address to maintain a more professional appearance.

Now that we understand the motivations behind hiding the sender’s email address, let’s explore the methods to achieve this in Outlook 365.

Method 1: Use the “Send on Behalf” Feature

One way to hide the sender’s email address in Outlook 365 is by using the “Send on Behalf” feature. This feature allows you to send an email on behalf of another person or entity, effectively masking your own email address. Here’s how to use it:

1. Open Outlook 365 and click on the “New Email” button to compose a new email.
2. In the new email window, click on the “Options” tab at the top.
3. Click on the “From” button in the “Show Fields” section.
4. A drop-down menu will appear, showing a list of email addresses you have permission to send on behalf of. Select the desired email address.
5. Compose your email as usual and click on the “Send” button.

By using the “Send on Behalf” feature, the recipient will see the email as being sent from the email address you selected, rather than your own email address.

Method 2: Create a Shared Mailbox

Another method to hide the sender’s email address in Outlook 365 is by creating a shared mailbox. A shared mailbox is a mailbox that multiple users can access and send emails from. By sending emails from a shared mailbox, you can hide the individual sender’s email address. Here’s how to create a shared mailbox:

1. Log in to the Microsoft 365 admin center using your administrator account.
2. In the admin center, go to the “Groups” section and click on “Shared mailboxes”.
3. Click on the “Add a mailbox” button.
4. Enter a name for the shared mailbox and assign the desired email address.
5. Click on the “Add” button to create the shared mailbox.

Once the shared mailbox is created, you can grant permissions to users who need access to it. These users can then send emails from the shared mailbox, effectively hiding their own email addresses.

Method 3: Use a Distribution List

A distribution list is another useful feature in Outlook 365 that can help hide the sender’s email address. A distribution list is a group of email addresses that can be used to send emails to multiple recipients at once. By sending emails through a distribution list, the individual sender’s email address is not visible to the recipients. Here’s how to create a distribution list:

1. Open Outlook 365 and click on the “People” icon at the bottom left corner to open the People module.
2. Click on the “New Contact Group” button at the top.
3. Enter a name for the distribution list and click on the “Add Members” button to add email addresses.
4. Choose the desired email addresses from your contacts or enter them manually.
5. Click on the “Save & Close” button to create the distribution list.

Once the distribution list is created, you can send emails to the list, and the recipients will only see the name of the distribution list, not the individual sender’s email address.

Method 4: Use a Third-Party Email Service

If the above methods do not meet your requirements, you may consider using a third-party email service that offers advanced privacy and security features. These services often provide options to hide the sender’s email address, encrypt emails, and add additional layers of protection. Some popular third-party email services include ProtonMail, Tutanota, and Hushmail. Before choosing a third-party service, make sure to research and compare their features, pricing, and reputation to find the best fit for your needs.

Conclusion

Hiding the sender’s email address in Outlook 365 can be important for privacy, security, and maintaining a professional appearance. By using features such as “Send on Behalf,” creating shared mailboxes, using distribution lists, or opting for third-party email services, users can achieve a higher level of privacy and security in their email communications. It is important to assess your specific needs and choose the method that best aligns with your requirements. Remember to always prioritize the security of your email communications and stay informed about the latest best practices in email privacy.

FAQs

Q: Can I hide my email address when sending an email in Outlook 365?

A: Yes, you can hide your email address when sending an email in Outlook 365 by using the “Send on Behalf” feature, creating a shared mailbox, using a distribution list, or opting for a third-party email service.

Q: Will the recipient know that I am hiding my email address?

A: No, the recipient will not know that you are hiding your email address. They will only see the email address you have chosen to send from, such as a shared mailbox or a distribution list.

Q: Are there any limitations to hiding the sender’s email address in Outlook 365?

A: While the methods mentioned in this article can help hide the sender’s email address, it is important to note that some recipients may still be able to identify the original sender through other means, such as email headers or message content. Additionally, certain organizations or email clients may have policies in place that prevent the use of certain features or require the disclosure of the sender’s email address.

Q: Can I use these methods on the Outlook mobile app?

A: Yes, most of the methods mentioned in this article can also be applied on the Outlook mobile app. However, the exact steps may vary slightly depending on the version of the app and the operating system of your mobile device.