Send internal mail as User, Send External as Department

Posted on 2012-09-20
Last Modified: 2012-09-25

In our Company we have Users ( and Departments (Distribution Groups:

Our clients must send emails to departments, not users.

This why I´d like to send internal mails as users, but when a user want to send a external mail user name (james@) change to departmen name (administration@).  This way, the clients will receive a department email, not a user email.

How could I configure exchange to do this?


Question by:NachoBravo
    LVL 52

    Expert Comment

    by:Manpreet SIngh Khatra
    Why not have a shared mailbox named as Department with SendAs and FullMailboxAccess rights to the users and few more is that you can have the Shared mailbox forward emails to a DL.

    - Rancy
    LVL 14

    Accepted Solution

    Rancy has the best idea here, I've done this same thing myself. You'd take that administration@ address off the distribution list and put it on a mailbox, then have that mailbox forward all its mail to the distribution list (doesn't matter what address it has), and not keep any for itself. Users have Send As to the mailbox, and they change the From field on mail they send outside.

    That does put the responsibility on the users to *do* something, though. If you want it to happen automatically, there should also be a way to do this with transport rules, which can modify all sorts of parameters based on all sorts of metrics, including whether an email is sent "inside" or "outside" the organization.

    If you wanted to go that route, it would be a matter of changing the from address on mail going outside the organization for a particular group of users. You may still need to set up a mailbox with the administration@ address like above in order to get the system to send mail From administration@. I know you can't send mail "as" a distribution list from Outlook; transport rules may have the same limitation.
    LVL 6

    Expert Comment

    Shared mailbox with sendas rights is going to be the best (least administratively awful) way for you to achieve this. You can also prevent the users by sending externally by utilising transport rules (this blog note assuming you have at least Exchange 2K7)

    Featured Post

    Do email signature updates give you a headache?

    Do you feel like all of your time is spent managing email signatures? Too busy to visit every user’s desk to make updates? Want high-quality HTML signatures on all devices, including on mobiles and Macs? Then, let Exclaimer solve all your email signature problems today!

    Join & Write a Comment

    Suggested Solutions

    Title # Comments Views Activity
    Database Move 5 23
    Outlook calendar access problems 3 17
    edit mobile phone number in office 365 15 20
    Exchange, office 365 1 11
    Resolve Outlook connectivity issues after moving mailbox to new Exchange 2016 server
    Not sure what the best email signature size is? Are you worried about email signature image size? Follow this best practice guide.
    In this video we show how to create a User Mailbox in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Recipients >> Mailb…
    To show how to generate a certificate request in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.:  First we need to log into the Exchange Admin Center. Navigate to the Servers >> Certificates…

    745 members asked questions and received personalized solutions in the past 7 days.

    Join the community of 500,000 technology professionals and ask your questions.

    Join & Ask a Question

    Need Help in Real-Time?

    Connect with top rated Experts

    15 Experts available now in Live!

    Get 1:1 Help Now