Change your email reply address- Outlook 2003

Change your email reply address- Outlook 2003


How to set up Outlook 2003 to reply from a different email address.

What is email forwarding?

Email forwarding is the simplest way to have a professional email address without the constraints of limited storage space and use. It also means that you can easily manage several professional email addresses in one place.

One of the big misconceptions on the internet is that your email "reply address" is somehow "real" or "correct".

In fact, your email "reply address" is just like the reply address on the outside of a snail-mail envelope.

The email reply address simply tells the recipient how to write back to you,  but, this address can be anything. I can set my email software to have any reply address I want even bill.gates@microsoft !!

Why Change Your Email Reply Address?

If you are using the email forwarding service provided by Reason8, then you will want your email to appear to come from your professional address instead of your "real" address.

For example, if you were John Smith and your real email address was but you were using a forwarding address of, you would want your email to show

That way when people replied to you, and more importantly, when they put you in their address book, they would use your forwarding email address. You can easily set this up by using Outlook or Outlook Express.

How to change the settings in Outlook 2003

The particular steps here only work for Outlook 2003 and for Outlook Express. If you are using different email software, you will need to consult that software to identify how to change your email reply address.

First start by opening your Outlook or Outlook Express program. Please note: you should already have set up your emails to run through the program first.

  1. Click on "Tools"    
  2. Click on "Accounts"   
  3. Click on the "Mail Tab"
  4. Click on the account labeled as your "default" account
  5. Click on "Properties"
  6. Under "User Information", the "Name" is the name that will show in the reply address. You may change this if you wish.
  7. Under "User Information", the "E-mail address" is the reply address that will be used as your from or reply address. This is where you change your reply address.
  8. Under "User Information", the "Reply address" is provided if you want your "From" address and your "Reply" address to be different. I recommend that you do not use this feature. Instead, place your reply address in the "E-mail address" box.
  9. Click OK.

You will now have changed the address that will show as the From address when you send an email and that will be used as a Reply address when someone clicks Reply

That's all there is to it !

Creating Another Email Address

What happens if you want to use two different email addresses (say and and forward them both to ?

Again the particular steps here only work for Outlook and for Outlook Express. If you are using different email software, you will need to consult that software to identify how to change your email reply address.

One Email Account, Multiple Addresses.

You just need to create an "outgoing" email account in Outlook using this second email address.

  1. Click "Tools"
  2. Click "Accounts"
  3. Click on the "Mail Tab"
  4. Click on your "primary" or "default" account. This should say "mail (default)" in the "Type" column.
  5. Click "Properties"
  6. Click on the "Servers" tab
  7. Make a note of the value in the "Outgoing mail (SMTP) box. You will use this value below.
  8. Click "Cancel"
  9. Click "Add", then "Mail"
  10. In the box labeled "Display Name" type your name as you would like it to appear on outgoing email. For example, "John Smith Sales"
  11. Click "Next"
  12. In the box labeled "E-mail Address" type the reply address you would like to use. In our example,
  13. Click "Next"
  14. In the box labeled "Incoming mail (POP3 or IMAP) server", type five or six zeros. This box is not necessary because this account won't really "receive" any mail. It will only be used to send mail.
  15. In the box labeled "Outgoing mail (SMTP) server", type the address of the outgoing mail server that you use for your primary account. This is the value you obtained in step7 above. This second account will send mail through the same outgoing mail server. It will just have a unique "reply address".
  16. Click "Next"
  17. In the box labeled "Account name", leave whatever value appears. It does not matter.
  18. In the box labeled "Password", do not type anything. It does not matter.
  19. Leave the box labeled "Remember password" however it is set. It does not matter.
  20. Click "Next"
  21. On the panel that asks "Which method do you want to use to connect to the Internet?", we recommend selecting "manually".
  22. Click "Next"
  23. Click "Finish"
  24. Immediately click on "Properties". This will reopen the "account" you have just created.
  25. Note that the account used the value you specified as the incoming account with your ISP as the "name" of the account. This will be the 5 or six zeros you typed. This name is only used to identify the account within Outlook or Outlook Express. Change this value to something you will easily recognize.
  26. Uncheck the box labeled "Include this account when receiving mail or synchronizing". Remember, this is not an account you will use to receive mail. All your mail is forwarded to your primary account. This is just an account to use to have a special "reply address".
  27. 27. Click "OK"
  28. Voila. You are done.

And now the most important part (you must not forget to do this when you are sending mail from this account)

To send mail from this account and with the correct reply address: click the "pull down" arrow next to the "Send" button on any email. Outlook will reveal all your defined accounts and let you specify which one to use.

In our example, using this second account would cause the email to be sent with a reply address of And anyone who sends mail to that address, will have the mail automatically forwarded to the "real" account at .

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