Understanding "Send As" and "Send on Behalf" in Outlook
This guide explains the "Send As" and "Send on Behalf" permissions in Outlook and how they work with Opensense email signatures. It includes details on configuration and usage.
Note
This applies only to routed solutions using the plain text block or stamping, not to those with full visual preview.
1. "Send As" Permission
Overview
The Send As permission allows a delegate to send an email as though it was sent directly by the mailbox owner. The email appears to recipients as if it were sent by the owner without any indication of delegation.
Example
Jack has been granted Send As permission for Susie’s mailbox. When Jack sends an email using Send As, the email appears to be sent by Susie, and Susie’s signature is used in the email.
Configuration in Opensense
To ensure proper signature application for Send As emails, follow these steps:
Navigate to Domain Settings in Opensense.
Enable the option "Use email body From: header".
Additional Information
This setting ensures Opensense identifies the correct user (for example, Susie) based on the From field in the email body, so the appropriate signature is applied.
2. "Send on Behalf" Permission
Overview
The Send on Behalf permission allows a delegate to send emails on behalf of the mailbox owner. In this case, the From line indicates that the email was sent by the delegate on behalf of the owner.
Example
Jack has been granted Send on Behalf permission for Susie’s mailbox. When Jack sends an email using this permission, the From line displays: "Jack on behalf of Susie."
Notes for Opensense Integration
Emails sent "on behalf of" the mailbox owner will reflect the delegate’s identity in the email headers, which may affect the signature application process. Be sure to test and verify that Opensense correctly applies the intended signature.
3. Envelope Sender vs. From Header
Understanding the distinction between the Envelope Sender (SMTP From) and the From header is crucial when configuring email signatures:
Envelope Sender (SMTP From)
The Envelope Sender is the actual sender of the email at the transport level. It is used during the SMTP transaction for routing and delivery. You can see it in the email header as smtp.mailfrom=email.com.
From Header
The From header defines who the recipient perceives as the sender. This can include more visible details, such as "Jack on behalf of Susie" in Send on Behalf scenarios or simply Susie’s name in Send As cases.
4. Example Scenarios
Scenario 1: Jack Sends As Susie
Envelope Sender (SMTP From): Susie@company.com
From Header (Visible to Recipient): Susie@company.com
Since Jack has Send As permission, both the Envelope Sender and the From field reflect Susie’s email address, making it appear that Susie sent the email directly.
Scenario 2: Jack Sends On Behalf of Susie
Envelope Sender (SMTP From): Jack@company.com
From Header (Visible to Recipient): Jack on behalf of Susie
In the Send on Behalf scenario, the Envelope Sender shows Jack’s identity, while the From header clearly indicates that the email is sent on behalf of Susie.
5. Summary of Envelope Sender and From Header
Scenario | Envelope Sender (SMTP From) | From Header (Visible to Recipient) |
|---|---|---|
Jack sends As Susie | Susie@company.com | Susie@company.com |
Jack sends On Behalf of Susie | Jack@company.com | Jack on behalf of Susie |
6. Differences Between "Send As" and "Send on Behalf"
Feature | "Send As" | "Send on Behalf" |
|---|---|---|
Email Appearance | Sent directly from the mailbox owner (no mention of the delegate). | Indicates that the delegate sent the email on behalf of the mailbox owner. |
Use Case | Used when the email must appear as if sent solely by the owner. | Used when transparency about delegation is required. |
Envelope Sender | Uses the owner’s email address (SMTP From). | Uses the delegate’s email address (SMTP From). |
From Header | Appears as the owner’s email address. | Appears as “Delegate on behalf of Owner.” |
Additional Resources
For more details on configuring these permissions in Outlook, see the following resources:
Opensense Support
For further assistance, contact Opensense Support:
Email: help@opensense.com
Knowledge Base: help.opensense.com