Gmail Sender Settings: Configure Who Can Send on Your BehalfControlling who can send email on your behalf matters for security, privacy, deliverability, and professional appearance. Gmail provides several features and settings that let you authorize other people or services to send mail using your address, set a reply-to address, and manage delegated access. This article explains the main options, how they work, how to configure them, and best practices to keep your account secure and your messages delivered.
Overview of sending-on-behalf options in Gmail
There are three common ways others can send email that appears to come from you in Gmail:
- Send mail as (custom From address) — lets you send from another email address (for example, an alias or address at a different domain) from within Gmail. Gmail can either send through Gmail’s servers or through the other provider’s SMTP server.
- Send mail on behalf of (via SMTP or delegated/alias use) — when Gmail sends messages but the email header indicates the message was sent “on behalf of” another address (this can happen when the outbound server differs or when using some email clients/services).
- Mail delegation — grants a trusted person access to read, send, and delete mail in your account without sharing your password. Delegates act as you and can send messages that appear to come from your address.
Each method has different security implications and configuration steps; choose the one that fits your needs (personal aliasing vs. shared mailbox vs. third-party sending).
Why configure sender settings correctly
- Deliverability: Messages sent via third-party servers may fail DMARC, SPF, or DKIM checks if not set up properly, causing them to land in spam or be rejected.
- Reputation: Unauthorized sending can harm your domain’s reputation.
- Clarity: Proper settings prevent confusing “on behalf of” headers.
- Security & compliance: Delegation and SMTP usage must follow organization policies.
Prepare: understand authentication standards (SPF, DKIM, DMARC)
Before changing sender settings for a custom domain or third-party service, check these email authentication standards:
- SPF (Sender Policy Framework): DNS record listing servers allowed to send for your domain. If you let a service send mail for you, add its sending IPs or include statement to your SPF record.
- DKIM (DomainKeys Identified Mail): Adds a cryptographic signature to messages. Configure DKIM in your domain DNS and your sending service so recipients can verify messages came from an authorized source.
- DMARC: Policy telling receivers how to treat messages failing SPF/DKIM and where to send reports. Proper SPF + DKIM alignment is essential for DMARC pass.
If you don’t control DNS (e.g., using free Gmail address), you can still use Gmail’s “Send mail as” but should prefer Gmail’s SMTP for best deliverability.
Option 1 — “Send mail as” (alias) in Gmail: step-by-step
Use this when you want to send from another email address (alias or another account) inside your Gmail interface.
- Open Gmail settings:
- Click the gear icon → See all settings → Accounts and Import.
- Under “Send mail as,” click “Add another email address.”
- In the popup:
- Enter the name you want recipients to see and the email address (alias).
- Uncheck/leave checked “Treat as an alias” depending on whether you want replies to go to the Gmail account (usually leave checked for personal aliases).
- Choose how to send:
- Send through Gmail (recommended if you don’t control DNS). Gmail will send using Gmail’s servers; this often avoids deliverability problems.
- Send through your other SMTP server: enter SMTP host, port, username, and password. Choose TLS/SSL as required.
- Verify the address: Gmail sends a verification code to that address; enter it to confirm.
Notes:
- If you use your domain’s SMTP (recommended for branded domains), ensure SPF/DKIM are configured for that SMTP provider.
- If you select Gmail’s servers, recipients may see “on behalf of” or other headers depending on receiving mail systems and DMARC policies. For custom domains, sending through your domain’s SMTP generally avoids such headers.
Option 2 — Use third-party services (Mailchimp, SendGrid, CRMs)
For bulk or automated sending, you’ll often use services that send on your behalf.
Steps:
- Add and verify your sending domain in the service’s control panel.
- Update your domain DNS with SPF and DKIM records the service provides.
- Optionally set up a DMARC policy for reporting and enforcement.
- In Gmail, you can add that service’s verified address under “Send mail as” and choose to use the service’s SMTP (or let the service send triggered messages directly).
Best practice: configure DNS records exactly as the service requests. After propagation, send test messages to check SPF/DKIM/DMARC pass and header appearance.
Option 3 — Mail delegation (allow someone to manage your mailbox)
Mail delegation lets another Google account access your Gmail without sharing credentials.
How to delegate:
- Settings → Accounts and Import → Grant access to your account → Add another account.
- Enter the delegate’s Google email address.
- The delegate receives an email and must accept.
Delegate capabilities and restrictions:
- Delegates can read, send, and delete mail.
- Delegates cannot change your account password or settings.
- Sent messages by a delegate show “sent by [delegate]” in some clients; in others they simply appear from the account owner. If clarity is important, sign messages with a short note like “Sent on behalf of [your name] by [delegate name].”
Revoke access anytime from the same settings panel.
Security note: only delegate to trusted people. Delegation is not suitable for untrusted third-party services.
Option 4 — Configure “Reply-to” and default From address
Reply-to:
- When composing, you can set a reply-to address so replies go to a different inbox. In Settings → Accounts and Import → edit info for a send-as address, set a Reply-to address.
- Useful when sending from shared or group addresses but directing replies to a central inbox.
Default From:
- Under “Send mail as” you can choose which address is the default for new messages. Set the one used most often to avoid accidentally sending from the wrong address.
Troubleshooting common issues
- Messages land in spam: Check SPF/DKIM/DMARC; ensure sending IPs are authorized; avoid spammy content; send low volumes initially.
- “On behalf of” appears: This may happen when Gmail sends through Gmail’s servers for a non-Gmail address and DMARC alignment fails. Use the domain’s SMTP or properly align SPF/DKIM.
- Verification email not received: Check spam, ensure the target address is correct, or use an alternative verification method (send code manually).
- Delegate can’t see settings: Delegates cannot change account passwords or some security settings; grant the right level of access or use shared mailboxes (Google Workspace).
Best practices and security recommendations
- Use strong, unique passwords and enable 2-Step Verification on your Google account.
- Limit delegation to trusted individuals and revoke access promptly when no longer needed.
- For businesses, use Google Workspace features like Shared Mailboxes, Groups, or Google Workspace Admin controls for safer delegation and centralized audit logs.
- Configure SPF, DKIM, and DMARC for any domain you send from to improve deliverability and protect against spoofing.
- Prefer sending through your domain’s SMTP for branded addresses to avoid “on behalf of” headers and ensure alignment with DMARC.
- Monitor DMARC reports if you publish a DMARC record — they give visibility into who’s sending mail for your domain.
Example scenarios
- Freelancer with multiple client addresses: Add each client address via “Send mail as,” verify, and choose the appropriate SMTP if the client controls a domain to maintain deliverability.
- Small business using a CRM: Configure the CRM’s sending domain and DNS records; add the business address in Gmail only for occasional manual sends.
- Executive wanting assistant access: Use Mail delegation so the assistant can manage messages. Add a short signature note for transparency when the assistant sends.
Quick checklist before enabling external senders
- Do you control the sending domain’s DNS? If yes, configure SPF/DKIM for the sending service.
- Did you verify the sending address in Gmail?
- If using third-party SMTP, did you enter correct host/port and credentials?
- Have you enabled 2-Step Verification and limited delegation to trusted accounts?
- Did you send test messages to check headers and spam placement?
Configuring who can send on your behalf in Gmail is a balance between convenience and security. Use Gmail’s built-in “Send mail as” for personal aliases, domain SMTP and proper DNS records for branded sending, and mail delegation for trusted assistants. Following authentication best practices (SPF/DKIM/DMARC) keeps your messages reaching inboxes and your domain protected.
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