Use a Reply-To Address in your Emails

  • Updated

When sending messages on behalf of others, you may want replies to go to a different email address than the sender. In the Email Composer, you can easily set a custom Reply-To address to control where responses are delivered. This ensures replies are directed to the right inbox, such as a shared mailbox or team address.

Quick Reference (Advanced Users) - Click to Expand
  • Access: Open your email in the Email Composer and go to the Address step.
  • Set Reply-To: Choose or enter an alternate Reply-To address.
  • Visibility: Recipients see this address when replying to your message.
  • Tip: Use a shared mailbox or monitored address for team responses.
Try it like this: When sending on behalf of your marketing manager, set the Reply-To to marketing@yourcompany.com so all replies go to your shared inbox instead of your personal email.

Set a Reply-To Address

  1. Open your message in the Email Composer.
  2. Go to the Address tab.
  3. In the Reply-To field, select a saved address or enter a new one manually.
  4. Continue editing and send your email as usual.

The selected Reply-To address will receive all responses from recipients. This address can be different from the one shown in the From field.

Manage Reply-To Addresses

You can store and manage approved sender and reply addresses under your account settings. To manage them:

  1. Go to Settings › Other Settings › From Addresses.
  2. Add or edit the list of available From and Reply-To addresses for your organization.
  3. Choose which addresses are visible to team members when composing emails.

All addresses added here are available from the dropdown menu in the Email Composer when setting up your email’s address details.

Common Use Cases

  • Shared Mailboxes: Use a central mailbox like sales@yourcompany.com so multiple team members can manage replies.
  • Personalized Sends: Keep the sender personalized (e.g., “Jane from Marketing”) while directing replies to a monitored team inbox.
  • No-Reply Setup: Use a no-reply@yourcompany.com address if you prefer not to receive responses, and include alternate contact instructions in your email footer.

Best Practices

  • Ensure your Reply-To address belongs to your domain for consistent deliverability.
  • Monitor team inboxes regularly to maintain prompt responses to leads or customer queries.
  • Avoid using third-party or free mailbox domains (e.g., Gmail, Yahoo) for Reply-To - this may impact sender reputation.

Automated replies (e.g. out-of-office notices)

These messages do not follow the normal reply rules. These replies will route to either the Reply-To or the From address, depending on the email client. The most effective way to manage these responses is to create rules in your email client (to bypass your inbox).

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