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How do I send mail FROM a mailing list when using Outlook 2013 or 2016 with my Exchange account?

Are you using a different version of Outlook? Visit How do I send mail FROM a mailing list when using Exchange? to find the correct version.

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Answer

MIT's Exchange environment does not allow outgoing mail with a "fake" FROM address. This prevents sending mail with a FROM address other than the individual sender's and also prevents the re-directing or "re-disting" of mail. However, there are easy work-around for every mail client program except the web-based Outlook Web Access.

The general solution is to set up a separate email account in your mail program specifically for sending mail with this "fake" FROM address via MIT's SMTP server, rather than via the Exchange environment. This second account can be configured alongside the personal Exchange account. As an added benefit, this will still allow you to use authenticated SMTP to send these messages, preventing them from being flagged as spam and maintaining the ability to verify the sender of the message.

Configuring Outlook 2013 / 2016

  1. Open Outlook 2013 / 2016. Typically, the program can be found by navigating to Start > All Programs > Microsoft Office 2013 (or 2016).
  2. It should already be configured to access your personal MIT Exchange account. If you haven't done so, please follow the instructions on How do I setup Outlook 2013 for Windows to connect to MIT Exchange for the first time? or How do I setup Outlook 2016 for Windows to connect to MIT Exchange for the first time?
  3. Click on the menu File > Info > Account Settings > Account Settings. A new window should appear.
    Screenshot 1 of Outlook 2013
  4. In the new window, make sure that you are on the E-mail tab and click on New.... A new window should appear.
    Screenshot 2 of Outlook 2013
  5. Choose the service option E-mail Account and click Next.
    Screenshot 3 of Outlook 2013
  6. Choose Manual setup or additional server types and click Next.
    Screenshot 4 of Outlook 2013
  7. Choose the service option POP or IMAP and click Next.
    Screenshot 5 of Outlook 2013
  8. Enter the following information:
    • Your Name: this will be the name that appears as the sender when you send an email from the mailing list
    • Email Address: the email address of the mailing list
    • Account Type: choose POP3
    • Incoming mail server: outgoing.mit.edu
      • (this is invalid, but we need something here because Outlook does not allow you to proceed with this field left blank).
    • Outgoing mail server (SMTP): outgoing.mit.edu
    • User Name: your MIT Kerberos user name
    • Password: leave blank
    • Uncheck the box to Remember password
    • Uncheck the box to Automatically test account settings when Next is clicked
      Screenshot 6 of Outlook 2013
    • Click on the More Settings... button. A new window should appear.
  9. In the new window, switch to the Outgoing Server tab and enter the following information:
    • Check the box *My outgoing server (SMTP) requires authentication.
    • Check the radio button Log on using
    • User Name: your MIT Kerberos user name
    • Password: leave blank
    • Uncheck the box to Remember password
      Screenshot 7 of Outlook 2013
  10. In the same window, switch to the Advanced tab and enter the following information:
    • Below Incoming server (POP3), check the box next to This server requires an encrypted connection (SSL) (this is not strictly necessary, since we're not actually checking mail with this account, but it prevents Outlook from accidentally trying your password against the fake incoming mail server we specified).
    • Next to Outgoing server (SMTP), change the port number from 25 to 465.
    • Below Outgoing server (SMTP) find the menu next to Use the following type of encrypted connection and select SSL.
    • Click OK.
      Screenshot 8 of Outlook 2013
  11. Back in the Add Account window, click Next, then click Finish.
  12. In the main menu of Outlook 2013 / 2016, click on the SEND/RECEIVE tab and Send/Receive Groups > Define Send/Receive Groups. A new window should appear.
  13. In the new Send/Receive Groups window that appears, make sure the group All Accounts is selected and click the Edit... button. A new window should appear.
    Screenshot 10 of Outlook 2013
  14. In the new Send/Receive Settings - All Accounts window tha appears, select the icon for the new account that you have just created for the mailing list (in our example, the account is called "mqf20-test@mit.edu". Under the Account Options heading, uncheck the box next to Receive mail items.
    Screenshot 11 of Outlook 2013
  15. Click OK and close the Send/Receive Groups window,
  16. Congratulations, you are now done with the hard part!

Sending emails from the mailing list

  1. Compose an email in Outlook 2013 / 2016 as you normally would.
  2. Click on the From button and select your mailing list address from the drop down menu.
  3. Click Send.
    Screenshot 9 of Outlook 2013
  4. You will be prompted for your Kerberos user name and password.

IS&T Contributions

Documentation and information provided by IS&T staff members


Last Modified:

April 28, 2016

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