Add or remove email addresses for a mailbox in Exchange Online (2023)

  • Article
  • 6 minutes to read

Important

Check out the new Exchange admin center! The experience is modern, intelligent, accessible, and better. Personalize your dashboard, manage cross tenant migration, experience the improved Groups feature, and more. Try it now!

You can configure more than one email address for the same mailbox. The additional addresses are called proxy addresses. A proxy address lets a user receive email that's sent to a different email address. Any email message sent to the user's proxy address is delivered to their primary email address, which is also known as the primary SMTP address or the default reply address.

Important

If you're using Microsoft 365 or Office 365 for business, you should add or remove email addresses for user mailboxes in the Add another email alias for a user

For additional management tasks related to managing recipients, see the "Recipients documentation" table in Recipients in Exchange Online.

What do you need to know before you begin?

  • Estimated time to complete each procedure: 2 minutes.

  • You need to be assigned permissions before you can perform this procedure or procedures. To see what permissions you need, see the "Recipients" entry in the Feature permissions in Exchange Online article.

  • For information about keyboard shortcuts that may apply to the procedures in this article, see Keyboard shortcuts for the Exchange admin center.

The procedures in this article show how to add or remove email addresses for a user mailbox. You can use similar procedures to add or remove email addresses for other recipient types.

Note

You can use similar procedures to add or remove email addresses that use plus addressing. For more information about plus addressing, see Plus Addressing.

(Video) 36. Add or Remove Email Addresses for a Mailbox in Exchange 2019

Add an email address to a user mailbox

Use the new Exchange admin center (EAC) to add an email address

  1. In the new EAC, navigate to Recipients > Mailboxes.

  2. In the list of user mailboxes, click the mailbox that you want to add an email address to. A display pane is shown for the selected user mailbox.

  3. Under Mailbox settings > Email addresses, click the Manage email address types link.

  4. The Manage email address types display pane is shown. You can view all the email addresses associated with this user mailbox. Each email address type has one default reply address. The default reply address is displayed in bold.

    Note

    On the Email Address page, the primary SMTP address is displayed in bold text in the address list, with the uppercase SMTP value in the Type column.

  5. Click Add or remove email addresses for a mailbox in Exchange Online (1) Add email address type, and then click SMTP to add an SMTP email address to this mailbox.

    SMTP is the default email address type. You can also add custom addresses to a mailbox. For more information, see "Change user mailbox properties" in the Manage user mailboxes topic.

  6. Type the new SMTP address in the Email address:* box, and then click OK.

    The new address is displayed in the list of email addresses for the selected mailbox.

    You can select the Make this the reply address check box if you wish to make this address as the reply address.

  7. Click Save to save the change.

    (Video) 6. Add an Alias Email Addresses for a Mailbox in Microsoft 365

Use the Classic EAC to add an email address

  1. In the Classic EAC, navigate to Recipients > Mailboxes.

  2. In the list of user mailboxes, click the mailbox that you want to add an email address to, and then click Edit Add or remove email addresses for a mailbox in Exchange Online (2).

  3. On the mailbox properties page, click Email Address.

    Note

    On the Email Address page, the primary SMTP address is displayed in bold text in the address list, with the uppercase SMTP value in the Type column.

  4. Click Add Add or remove email addresses for a mailbox in Exchange Online (3), and then click SMTP to add an SMTP email address to this mailbox.

    SMTP is the default email address type. You can also add custom addresses to a mailbox. For more information, see "Change user mailbox properties" in the Manage user mailboxes topic.

  5. Type the new SMTP address in the Email address box, and then click OK.

    The new address is displayed in the list of email addresses for the selected mailbox.

  6. Click Save to save the change.

Use Exchange Online PowerShell to add an email address

The email addresses associated with a mailbox are contained in the EmailAddresses property for the mailbox. Because it can contain more than one email address, the EmailAddresses property is known as a multivalued property. The following examples show different ways to modify a multivalued property.

This example shows how to add an SMTP address to the mailbox of Dan Jump.

Set-Mailbox "Dan Jump" -EmailAddresses @{add="dan.jump@northamerica.contoso.com"}

This example shows how to add multiple SMTP addresses to a mailbox.

Set-Mailbox "Dan Jump" -EmailAddresses @{add="dan.jump@northamerica.contoso.com","danj@tailspintoys.com"}

For more information about how to use this method of adding and removing values for multivalued properties, see Modifying Multivalued Properties.

(Video) 43. Change a User Name and Email Address in Exchange Online | Microsoft 365

This example shows another way to add email addresses to a mailbox by specifying all addresses associated with the mailbox. In this example, danj@tailspintoys.com is the new email address that you want to add. The other two email addresses are existing addresses. The address with the case-sensitive qualifier SMTP is the primary SMTP address. You have to include all email addresses for the mailbox when you use this command syntax. If you don't, the addresses specified in the command will overwrite the existing addresses.

Set-Mailbox "Dan Jump" -EmailAddresses SMTP:dan.jump@contoso.com,dan.jump@northamerica.contoso.com,danj@tailspintoys.com

Important

Do not make frequent and multiple changes using the EmailAddress parameter. Otherwise, the changes might be lost due to a race condition within the Exchange Online sync infrastructure. As described in the previous example, we recommend adding multiple EmailAddress values in one command. Do not use multiple successive commands to add one EmailAddress value per command.

For detailed syntax and parameter information, see Set-Mailbox.

Remove an email address from a user mailbox

Use the new EAC to remove an email address

  1. In the new EAC, navigate to Recipients > Mailboxes.

  2. In the list of user mailboxes, click the mailbox that you want to remove an email address from. A display pane is shown for the selected user mailbox.

  3. Under Mailbox settings > Email addresses, click the Manage email address types link.

  4. In the list of email addresses, select the address you want to remove, and then click the Remove icon.

  5. Click Save to save the change.

Use the Classic EAC to remove an email address

  1. In the Classic EAC, navigate to Recipients > Mailboxes.

  2. In the list of user mailboxes, click the mailbox that you want to remove an email address from, and then click Edit Add or remove email addresses for a mailbox in Exchange Online (4).

  3. On the mailbox properties page, click Email Address.

  4. In the list of email addresses, select the address you want to remove, and then click Remove Add or remove email addresses for a mailbox in Exchange Online (5).

  5. Click Save to save the change.

    (Video) 44. How to Disable or Delete a Mailbox in Exchange 2019

Use Exchange Online PowerShell to remove an email address

This example shows how to remove an email address from the mailbox of Janet Schorr.

Set-Mailbox "Janet Schorr" -EmailAddresses @{remove="janets@corp.contoso.com"}

This example shows how to remove multiple addresses from a mailbox.

Set-Mailbox "Janet Schorr" -EmailAddresses @{remove="janet.schorr@corp.contoso.com","janets@tailspintoys.com"}

For more information about how to use this method of adding and removing values for multivalued properties, see Modifying Multivalued Properties.

You can also remove an email address by omitting it from the command to set email addresses for a mailbox. For example, let's say Janet Schorr's mailbox has three email addresses: janets@contoso.com (the primary SMTP address), janets@corp.contoso.com, and janets@tailspintoys.com. To remove the address janets@corp.contoso.com, you would run the following command.

Set-Mailbox "Janet Schorr" -EmailAddresses SMTP:janets@contoso.com,janets@tailspintoys.com

Because janets@corp.contoso.com was omitted in the previous command, it's removed from the mailbox.

For detailed syntax and parameter information, see Set-Mailbox.

Use Exchange Online PowerShell to add email addresses to multiple mailboxes

You can add a new email address to multiple mailboxes at one time by using Exchange Online PowerShell and a comma separated values (CSV) file.

This example imports data from C:\Users\Administrator\Desktop\AddEmailAddress.csv, which has the following format.

Mailbox,NewEmailAddressDan Jump,danj@northamerica.contoso.comDavid Pelton,davidp@northamerica.contoso.comKim Akers,kima@northamerica.contoso.comJanet Schorr,janets@northamerica.contoso.comJeffrey Zeng,jeffreyz@northamerica.contoso.comSpencer Low,spencerl@northamerica.contoso.comToni Poe,tonip@northamerica.contoso.com...

Run the following command to use the data in the CSV file to add the email address to each mailbox specified in the CSV file.

Import-CSV "C:\Users\Administrator\Desktop\AddEmailAddress.csv" | ForEach {Set-Mailbox $_.Mailbox -EmailAddresses @{add=$_.NewEmailAddress}}

Note

The column names in the first row of this CSV file ( Mailbox,NewEmailAddress) are arbitrary. Whatever you use for column names, make sure you use the same column names in Exchange Online PowerShell command.

Tip

Having problems? Ask for help in the Exchange forums. Visit the forums at Exchange Online or Exchange Online Protection.

(Video) 7. Configure email forwarding for a mailbox in Exchange Online

FAQs

How do I remove an email address from Exchange? ›

Under Mailbox settings > Email addresses, click the Manage email address types link. In the list of email addresses, select the address you want to remove, and then click the Remove icon.

How do I add an email address to Microsoft Exchange? ›

Within our app, go to Settings > Add Account > Add Email Account > Enter your email address and continue. If it does not automatically detect you are using an Exchange account, tap "not a ___ account" then tap the Exchange icon on the account setup page. Tap Show Advanced Settings to open the advanced settings screen.

How do I add additional email addresses for a user in Active Directory? ›

Open the properties page for the user (Right-click user and select Properties). Select the Email Addresses tab. Click the New button and select SMTP Address, then click OK. Enter the email address, for example user@domain.com.

How do I disassociate an email address? ›

Separate multiple email addresses using the semicolon character. For example, enter the following to send email to your employees John and Jill: jill@mycompany.com; john@mycompany.com.

How do I Delete an autofill email address? ›

How to Delete Email Address from Gmail Auto-Complete List
  1. On the search bar on top, type the name or email address of the contact you want to remove.
  2. Click the contact's name or email address.
  3. On the upper right corner, click the three-dotted icon.
  4. Select Delete.
  5. Click Delete to confirm.
Aug 3, 2022

How do I add an address to my mailbox number? ›

Additionally, you can use “Unit” or “PMB” in place of the "#" or completely omit any prefix (e.g. “7890″). You can also put your mailbox number in any form field asking for the suite or apartment number. This is a sample address used for illustrative purposes.

How do I manually add a mailbox in Outlook? ›

Outlook 365
  1. Open Outlook.
  2. Go to the 'Tools' menu at the very top of your screen and select 'Accounts'.
  3. Select your account profile, then click 'Delegation and Sharing'.
  4. Select the 'Shared with me' tab.
  5. Click the plus (+) button.
  6. Search for the mailbox from the address list, then click 'Add'.
  7. Click 'OK'.

How do I autofill email addresses in Outlook 365? ›

Enable the AutoComplete feature
  1. On the File menu, select Options.
  2. Select the Mail tab.
  3. Scroll approximately halfway down until you see Send messages. Make sure that the Use Auto-Complete List to suggest names when typing in the To, Cc, and Bcc lines box is checked.
Dec 13, 2022

How many SMTP addresses can a mailbox have? ›

Without any announcement, the number of additional addresses one could configure for an Office 365 mailbox has been capped to 200.

Is Exchange and Outlook email the same? ›

Microsoft Exchange is a server application and an email server solution. This means that Exchange is a dedicated network resource management platform. Outlook is an email client installed on your desktop. Outlook is designed to send and receive emails, and it keeps in sync with Exchange.

How many email addresses can you have per domain? ›

Up to 100 email aliases per domain.

How do I use the same email address for multiple accounts? ›

Gmail and Hotmail

Simply adding a plus sign, '+', followed by any additional text or numbers you want to be identified by, after your existing username, will allow aliased emails to come to your mailbox.

What does adding +1 to an email address do? ›

Just add +1 after your usual email address (before @gmail.com or your company domain) and voilà, the service provider sees it as a new address, even though it's connected to the same Gmail inbox. You can also set up filters.

How do I deactivate or delete an email address and hide my email? ›

Stop using an address created with Hide My Email

in the toolbar, then click Hide My Email. Select the email address you want to stop using. Click “Deactivate email address,” then follow the onscreen instructions.

How do I unlink two email accounts in Outlook? ›

How to remove a connected account
  1. Select Settings. ...
  2. Under Manage your connected accounts, move the cursor over the account you want to remove and then select Delete .
  3. Select Save.
  4. After you remove the account from Outlook.com, you can delete email messages from the connected account.

How do I Delete unwanted Autofill entries? ›

Remove autofill addresses entries
  1. Open Google Chrome.
  2. Click the Customize and control Google Chrome button in the top-left corner and click on Settings.
  3. Click on Autofill.
  4. Click the “Addresses and more” setting.
  5. Click the menu button next to the autofill entry and select the Remove option.
  6. Click the Remove button.
Jul 13, 2022

How do I manually Delete Autofill? ›

Delete your saved Autofill form info
  1. On your computer, open Chrome.
  2. At the top right, click More .
  3. Click More tools Clear browsing data.
  4. Choose a time range, like "Last hour" or "All time".
  5. Under "Advanced," choose Autofill form data.

How do I remove unwanted Autofill? ›

Open "Settings" by clicking on the three dots icon and selecting it from the menu. Select the "Privacy & Security" tab on the left side of the page. Scroll down to "Clear Browsing Data" and select "Choose What to Clear." Select "Autofill data (includes forms and cards)" and click the "Clear" button.

How do you format a mailbox address? ›

Valid PO Box address format
  1. Begin the address with the words “PO Box”
  2. Follow it with the relevant box number, usually a 2-5 digit number.
  3. Don't' use punctuation; therefore, write “PO Box,” not “P.O. Box.”
Aug 11, 2022

How can I create a mailing address? ›

Visit Your Local Post Office

At your local post office, ask a clerk about speaking with the Postmaster to register a mailing address for your new construction. The Postmaster will review your deed and identification, then provide you with paperwork to fill out on site.

How do I create a new mail address? ›

Create a Gmail account
  1. Go to the Google Account creation page.
  2. Follow the steps on the screen to set up your account.
  3. Use the account you created to sign in to Gmail.

What is the best way to change email addresses? ›

4 Steps to Change Your Email Address
  1. Pick a new email address (or two) Do this long before exiting your current address. ...
  2. Change your info with your contacts. ...
  3. Delete emails from old account. ...
  4. Close your old email account.
Jan 12, 2022

How do I change all my email addresses? ›

  1. Step 1: Check if you can change it. On your Android phone or tablet, open your device's Settings app Google. Manage your Google Account. At the top, tap Personal info. ...
  2. Step 2: Change it. Next to your email address, select Edit . Enter the new email address for your account.

How do I edit my mailboxes? ›

Editing a Mailbox
  1. From the Mailboxes page, click the menu icon next to the Mailbox Type label and select Edit. The Edit Mailbox window opens.
  2. To disable a mailbox, deselect the Enabled check box. Note: ...
  3. To enable a mailbox, select the Enabled check box. Note: ...
  4. Click Save. ...
  5. Click OK.

What is the easiest way to add an email address? ›

Add or remove your account
  1. On your Android phone or tablet, open the Gmail app .
  2. In the top right, tap your profile picture.
  3. Tap Add another account.
  4. Choose the type of account you want to add. ...
  5. Follow the steps on the screen to add your account.

How do I mass add emails in Outlook? ›

Create a contact group
  1. On the Navigation bar, choose People .
  2. Select Home > New Contact Group.
  3. In the Contact Group box, type the name for the group.
  4. Select Contact Group > Add Members. , and then select an option: ...
  5. Add people from your address book or contacts list, and choose OK. ...
  6. Choose Save & Close.

How do I remove and add a mailbox in Outlook? ›

  1. Open Outlook.
  2. Select File > Account Settings > Account Settings...
  3. On the Email tab, Doube click your email account.
  4. Select -
  5. On the Advanced tab, under Open these additional mailboxes, select the mailbox you want to remove and then select Remove.
  6. Apply.
  7. Ok.
Aug 17, 2022

How do I delete an email address from Autofill in Outlook 365? ›

On the Home tab, click New Email. In the To: field, type the first three characters of the cached name to trigger the AutoComplete feature. Highlight the name or email address by hovering over it or using the Down Arrow key. Press Delete to remove the AutoComplete entry.

How do I extract AutoComplete email addresses in Outlook? ›

Open Outlook and click Click the File tab at the top left. At the top of the sidebar on the left, click Open & Export. Click Import/Export. Click Export to a file and click Next.

How do I delete a cached email address in Office 365? ›

Solution: The fix is easy:
  1. Inside Outlook, type the email address you wish to clear from the cache until Outlook displays it as shown above.
  2. Press the down arrow key to select the email address and hit the delete button.
  3. All Done. That entry should now be gone from the Outlook Auto Complete cache.
Jun 16, 2021

How many aliases can a mailbox have? ›

You can create up to 400 aliases for a user. No additional fees or licenses are required. If you want multiple people to manage email sent to a single email address like info@NodPublishers.com or sales@NodPublishers.com, create a shared mailbox. To learn more, see Create a shared mailbox.

What is the difference between primary and secondary SMTP address for a mailbox? ›

With the second SMTP address set up as a distribution group address and the primary address as the only member, mail to the DG is delivered to the users mailbox. The administrator needs to give the user's primary account Send as permission to the address of the distribution group.

How many email addresses can you have in one email? ›

Email accounts are easy to set up and there's no limit to how many you can have. Rather than slowing down communication and processes, having more than one email address can actually speed them up.

Do I need both Exchange and Outlook? ›

It is possible to use Outlook without connecting to Exchange, although this would require you to work offline, eliminating access to email and other collaboration capabilities.

Is Microsoft Exchange the same as Exchange Online? ›

Microsoft Exchange Server is built on dedicated physical or virtual servers which require a lot of maintenance, while Microsoft Exchange Online is completely cloud-based. Microsoft Exchange Server needs both server licenses as well as client access licenses for employees to use the system.

What type of email account is Exchange? ›

A Microsoft Exchange account is a work or school email account. The organization that gave you the Exchange email account is running a Microsoft Exchange Server, or is using Microsoft 365 which uses Exchange Server to provide email.

Is it a good idea to have multiple email addresses? ›

Some experts say having more than one can better safeguard your personal and financial information from sticky-fingered cybercriminals. You might have separate accounts for financial matters, family and friends, online shopping, newsletter subscriptions, and so on.

How many email addresses should one have? ›

Therefore, for every user, we recommend having at least four different email addresses for all of the resources they access on the internet.

How many email addresses can Office 365 have? ›

The standard Office 365 Business license gives you up to 25 email accounts.

Why you need a different email address for every account? ›

If your email address is involved in multiple data breaches it can be very easy for hackers and bad actors to cross-reference your details and link your information together. Even worse is if you use the same password all over the place too.

Does adding to email address work? ›

If you add a “+” sign in your email name, followed by anything, it will still get delivered to your inbox. So: will+extra@example.com will go to will@example.com. steve+august2014@example.com will go to steve@example.com.

Is one email address enough? ›

Having one email address is okay for your personal account, but when it comes to work, it's easy to get overloaded with more emails than you can manage. If you're starting a business and wondering if having different email accounts will make your life easier, the answer is yes!

What's the rule of 1 in email? ›

Dear reader, meet your new best friend for email copy: The Rule of One. Each email you write has one goal, every element of your email has one job, and every email is written as to one person.

How do I remove an account from the Exchange admin center? ›

In the Admin center, select User management. Select the employee that you want to delete, and then under the user's name, choose the symbol for Delete user. Choose the options you want for this user, and then choose Delete user.

How do I remove someone from a Exchange distribution list? ›

GUI
  1. Microsoft Exchange > Microsoft Exchange On-Premises > Receipient Configuration > Distribution Group.
  2. Right-Click on Distribution Group and "Properties"
  3. Go to Members tab.
  4. Right-Click user and choose "Remove"
Mar 20, 2012

How do I permanently Delete emails from Outlook Exchange? ›

At the top of your inbox, above the message list, select the check box. Above the message list, select Delete. All the email in your inbox will be moved to the Deleted Items folder. To permanently delete the messages, right-click the Deleted Items folder and select Delete all.

How do I remove a user from box? ›

To delete a managed user:
  1. In the Admin Console, click Users and Groups.
  2. Select the Managed Users tab.
  3. Click the user name.
  4. Click Delete User ( ).
  5. If the user owns content in Box: ...
  6. Click Delete User.
Feb 26, 2020

What does it mean to remove from Account Center? ›

If you remove an account from an Accounts Center, your profile info for profiles in that account will no longer sync.

Does deleting a mailbox Delete ad account? ›

If an Exchange mailbox is deleted, the user loses all data and attributes associated with the Exchange mailbox, though the Active Directory object and the email address still remain in the system.

How do I remove an email address from a distribution list? ›

To remove a person from the DL, click on their name in the Members list and then click Remove. Click on the name of the person you want to remove from the DL. Then click Remove.

Can I edit the members of the distribution list? ›

A central distribution list is a collection of contacts with allows you to email multiple people within a group. Once you have you list set up, you can modify the list members at any time.

How do I add and remove names from a distribution list in Outlook? ›

Under Groups in the left folder pane, select your group. On the Groups ribbon, select Add Members. In the Add Members box, search for people within your organization either by their full name or email address, and then select the names to add. Click OK.

How long does Exchange Online keep deleted emails? ›

Restore a user mailbox

When you delete a mailbox, Exchange Online retains the mailbox and all its contents until the deleted mailbox retention period expires, which is 30 days. After 30 days, the mailbox is permanently deleted and can't be recovered.

How do I bulk Delete emails in exchange? ›

Delete multiple emails

To select and delete consecutive emails, in the message list, click the first email, press and hold the Shift key, click the last email, and then press the Delete key.

How do you mass Delete thousands of emails in Outlook? ›

Deleting multiple messages in Outlook Web Access (OWA)
  1. Navigate to the folder you would like to delete the messages from (e.g. Inbox). ...
  2. Hold down the Shift key on your keyboard. ...
  3. Right-click on the selected messages and select Delete.
  4. This will now delete all the highlighted emails at once.

Videos

1. Managing mailboxes in Office 365 Exchange
(David Dalton)
2. How to change the primary SMTP address of an Exchange Online mailbox in a Hybrid environment
(IT Buzz Talk)
3. How to delete emails from a users mailbox in Office 365!
(Liam's Tech)
4. Exchange Online - Add and remove users from distribution lists on Exchange Online (Microsoft 365)
(Quick Tech Training)
5. How to add an email alias address in Exchange Server 2016 / 2019 |Add another email alias for a user
(KELVGLOBAL ICT)
6. How to Block Domain and Email address in Microsoft 365 Exchange Admin Center | Block Domain in O365
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