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How to use an organization-wide email sender address?

When sending emails, Salesforce usually puts the current user's email address as the sender address. Your business may, however, require to use a generic or role-based email from address, like, for example, billing@company.com, irrespective of the user who actually sends the messages.

Enabling this scenario comprises two tasks:

  • Defining one or more organization-wide email addresses.
  • Specifying the organization-wide address in the Email Sender field on the template.

To define an organization-wide email address:

  1. In Setup, open Organization-Wide Addresses.
    In Salesforce Lightning, navigate to Email > Organization-Wide Addresses.
    In Salesforce Classic, navigate to Email Administration > Organization-Wide Addresses.
  2. Click Add.
  3. Specify the display name and the email address in the corresponding fields.
  4. Specify whether to use this address for all or selected profiles.
    Select the profiles as necessary.
  5. Click Save.
    ▶ This associates the organization-wide email address to the selected user profiles, making it available for each user in the profile as the sender address. Note that the users will share the same display name and email address.

To specify the organization-wide address on the invoice template:

  1. Open the template to be edited.
  2. In the Email Text section, double-click the Email Sender field and specify the organization-wide email address.
    Alternatively, you can click Edit in the detail view to edit the field.
  3. Click Save.
    ▶ This puts the specified address as the email from address for all invoice emails that are based on the current template.

Note

Be aware that emails sent from Salesforce usually contain a "via" caption. This caption indicates that the message is a non-personal bulk email, and those messages may get caught in spam filters. To prevent this from happening, you can use Salesforce's email relay functionality, which routes outgoing emails through your company's mail server using your real email address.

Related information:

Organization-Wide Email Addresses in the Salesforce Help
Customizing Templates
Set Up Email Relay in the Salesforce Help