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How to show email address not just name in From and To fields

    Question

  • Hi

    I've recently updated from Outlook 2003 to 2010 and now I can't see email addresses in the reading pane and print outs anymore, just the name of sender and recipient.

    Basically the reading pane shows this:

    From: Dennis Gundersen
    Sent: 19. mai 2011 21:27
    To: Dennis Gundersen
    Subject: Test

    but I need it to show this:

    From: Dennis Gundersen (dennis@myemail.com)
    Sent: 19. mai 2011 21:27
    To: Dennis Gundersen (dennis@myemail.com)
    Subject: Test

    How do I change this?

    TIA

    Dennis

    Thursday, May 19, 2011 9:00 PM

Answers

  • There is no way to change that. Internal addresses simply do not show as (in general) they are not needed as addressing the email by name would suffice since Exchange resolves them.

    External addresses will show and do get printed. If an email gets forwarded, the external email address is also placed above the quoted text. Are you saying that this isn't the case for you?

    If the person forwarding the message to you was internal for the original sender and they were using Exchange, then the original addresses wouldn't get quoted either of course.

    If the order is generated by a form, you could opt to have the email address also be added to the message body.



    Robert Sparnaaij [MVP-Outlook]
    Outlook guides and more: HowTo-Outlook.com
    Outlook Quick Tips: MSOutlook.info
    Saturday, May 21, 2011 1:51 PM

All replies

  • Which mail account type do you use?
    Email addresses are not shown for internal (Exchange) messages but do show for external addresses.

    Robert Sparnaaij [MVP-Outlook]
    Outlook guides and more: HowTo-Outlook.com
    Outlook Quick Tips: MSOutlook.info
    Friday, May 20, 2011 2:42 PM
  • Hi

     

    I'm using Exchange. Outlook 2010 currently only shows external addresses in a pop-up window. Hence, I can't see email address in mails forwarded to me, and more significantly, when I print an email (typically an order), I only get the senders name, not their email address printed out.

     

    Re

    Dennis 

    Saturday, May 21, 2011 11:41 AM
  • There is no way to change that. Internal addresses simply do not show as (in general) they are not needed as addressing the email by name would suffice since Exchange resolves them.

    External addresses will show and do get printed. If an email gets forwarded, the external email address is also placed above the quoted text. Are you saying that this isn't the case for you?

    If the person forwarding the message to you was internal for the original sender and they were using Exchange, then the original addresses wouldn't get quoted either of course.

    If the order is generated by a form, you could opt to have the email address also be added to the message body.



    Robert Sparnaaij [MVP-Outlook]
    Outlook guides and more: HowTo-Outlook.com
    Outlook Quick Tips: MSOutlook.info
    Saturday, May 21, 2011 1:51 PM
  • I believe I'm having a similar problem using Outlook 2007.  Someone sent an email to a bunch of people.  These are all "external" addresses I assume, as we are not using Exchange server and the sender is probably not even using Outlook.  If I forward that message in Outlook (or print preview), only the names show for the To field, not the email addresses.  Is there no option to get the email addresses to show?  I can display the email address one-by-one by double-clicking on a name,

    The reason this is a problem is I want to forward this email to another email account of mine, and then send a response from there.  So I forward that email to my other account, and then I want to reply to it and add all the email addresses into the To field - but I can't do that since the Outlook forwarding has removed the email addresses.  Even more infuritating - if I do a Reply All in Outlook, the email addresses show, but if I copy + paste then again only the names show up!!

    Ok, I think I may have answered my question - I can open the message and then click on the Message Options button (the little square at the lower right of the "Options" section of the ribbon in the message window).  That opens up a dialog that contains the Internet Headers, and in there are the email addresses.

    Anyway, there really should be an option for to always show the email addresses if there isn't one.  Here's what I'm seeing if I forward the message.

     

    From: Paul Lastname [mailto:paul_lastname@yahoo.com]
    Sent: Monday, June 27, 2011 2:02 PM
    To: Amy MK; Albie Fong; Tom Trever; Art Manton; Bry; Brenden Wicker; Danny Stearns; Adnathya Adurikor; Daniel Foxman; Dave; Erica Lineas; Joanna ; etc...
    Subject: Festival 2011!

     

    Four days to go ...


    Tuesday, June 28, 2011 5:25 AM
  • Does anyone know if there a way to request this functionality? It is very frustrating when using other systems (e.g. email-based support systems that are not plugged in to Exchange). Having to go back to the original email and copy and paste the email address is ridiculous. I can't believe such a simple option is not possible in Outlook!
    Thursday, October 06, 2011 9:36 AM
  • We found a work around that requires the end user to choose either "Leave message intact" or "Insert message as an attachment" as the [Method] when they configure the "Automatic Replies [Out of Office]" rules.

    Steps: Goto [File][Automatic Replies][Rules][Add Rules <or edit>][Forward] then choose one of the options listed above for the [Method].

    Then all forwarded emails from that end user will list the display name as well as the email address.

    The above method has worked for our organization...Outlook 2010 with Exchange 2010 sp1.

    Hope that helps. :)

     

    Friday, November 18, 2011 8:21 PM
  • As an FYI, if you don't want to forward all messages as attachments, you can select two messages and choose forward then delete the extra.

    Also, this was a problem with Outlook 2007; the behavior changed with 2010 so that the address is included (and can be copied from the address fields.)



    Diane Poremsky [MVP - Outlook]
    Outlook Daily Tips | Outlook & Exchange Solutions Center
    Subscribe to Exchange Messaging Outlook weekly newsletter
    Saturday, November 19, 2011 2:16 AM
  • Robert, I have to disagree re.

    "External addresses will show and do get printed"

    They don't and there's nowhere to right-click to see them either. So you end up with a Sent Item that went to just a name. OK you can look up that contact and see which primary address is recorded for them but it's hardly convenient.

    I work on my own and do not use Exchange. When I send an email no email address is displayed, just someone's name. If they change their email address but not their name (guess which changes more often ;-) ) then I reply to their old address and my email gets lost. This has just happened for the nth time and caused serious problems.

    I know MS want to add slick features for corporate users but please don't make your Office products un-usable for the ordinary single user. From my point of view Office 2003 still beats 2010 hands down and I'm writing this in 2013. I had to upgrade of course because we all have to make a living but I'd much prefer a system that doesn't keep trying to second guess what I'm intending or thinks I'm too dumb to read an email address.

    Office is heading the wrong way for single users. I guess you must think the changes are useful to someone but I can't work out who.

    Thursday, August 01, 2013 6:19 PM
  • Robert, I have to disagree re.

    "External addresses will show and do get printed"

    They don't and there's nowhere to right-click to see them either. So you end up with a Sent Item that went to just a name. OK you can look up that contact and see which primary address is recorded for them but it's hardly convenient.

    I work on my own and do not use Exchange. When I send an email no email address is displayed, just someone's name. If they change their email address but not their name (guess which changes more often ;-) ) then I reply to their old address and my email gets lost. This has just happened for the nth time and caused serious problems.

    I know MS want to add slick features for corporate users but please don't make your Office products un-usable for the ordinary single user. From my point of view Office 2003 still beats 2010 hands down and I'm writing this in 2013. I had to upgrade of course because we all have to make a living but I'd much prefer a system that doesn't keep trying to second guess what I'm intending or thinks I'm too dumb to read an email address.

    Office is heading the wrong way for single users. I guess you must think the changes are useful to someone but I can't work out who.

    I agree completely with you Ed. This seems like it would be a great feature for us to utilize. for individual users as well as entire companies. In my case, we just ended up changing the display name of my recruiters in order for it to state our company. Just no brand recognition or anything to associate our company right away when people would look at the summary column within Outlook or other emails. I don't think that this is too much to ask by any means.
    Monday, August 26, 2013 6:49 PM
  • I do use Office in a corporate environment, but I agree with Ed. The "feature" of hiding email addresses is awful in any environment.

    * It makes it difficult to tell the difference between people's work address and the occasional mis-sent message from a home email address or mobile device.

    * It makes it difficult to tell that mail is auto-generated (i.e. from a bug-tracking system) on behalf of a person, rather than coming from the person themselves.

    * It prevents me from seeing the sender's affiliation on mailing lists, where all I see is: "John Q. Public sent by largemailinglist@example.com". 

    * When someone at my company forwards a message from an outside vendor, very often the forwarded email address won't show at all, just "John Q. Public". All editions of Outlook for all platforms have always had this behavior. It's terrible.

    Finding someone's actual email address in Outlook for Mac is a bit of work. Here are two methods:

    1) Dwell over the name (ignoring the "Presence Unknown" message, indicating they are one of the 99.999999% who have not signed up for Microsoft Lync).  Click "Show in Contacts". (A hack is to put their email address in "Title", which is evil but then at least then it will show up.)

    2) Drag and drop the name into a text field, such as the body of a new message (or a better email client.)

    If anyone knows of a better solution, please post it.

    I have little hope that Microsoft will change this. I understand the Office for Mac group faces a significant challenge in keeping parity with the giant codebase of Office for Windows while navigating Apple's rapid moves in the OS X platform, but I don't get the impression that anyone listens to customer feedback. For example, my version of Outlook crashes 100% of the time when I click the close box on a new calendar item, which it has done since the first release. To be fair it crashes after it saves the data, so it this is more of an annoyance than anything else, but you'd think fixing crashing bugs would be a high priority. I have let the crash reporter "report this to Microsoft" probably 1000 times. I have sent several messages to the Office Feedback page (where you have to actually click a checkbox that says "I understand that I will not be contacted in response to my feedback".) I have dutifully installed all of the Important Updates since Office for Mac 14 came out. Nothing ever changes.

    -Rob Calhoun
    Thursday, August 29, 2013 2:04 PM
  • Oh my, there is suddenly quite some activity in this >2 year old thread.

    First of, @Rob Calhoun, note that this forum is about the Outlook desktop application for Windows. Support for the Mac version of Office can be found here:
    http://answers.microsoft.com/en-us/mac/forum/macoutlook?tab=QnA

    As for the rest; The OP was about printing incoming emails or displaying them in the Reading Pane. In both cases, the email addresses are still shown in Outlook 2013, unless the sender or a recipient belongs to the same internal Exchange organization.

    As for the outgoing mails;
    The address is indeed not shown in certain circumstances.
    New outgoing emails are stamped with the display name as you place them on the To line. For contacts that also consist in your Contacts folder and addressed via he Address Book, it means that the "Display as" field for that email field is being used (to which by default the address itself is added as well).

    Replies are stamped with the display name as provided by the original sender which usually doesn't include both the name and address.

    The above behavior for Sent Items can't be changed. To get it changed, you'll need to submit a Feature Request via Microsoft Support (no charges will apply but you might need to supply credit card information to get it registered).

    To display the From address in the message list, you can use:
    http://www.howto-outlook.com/howto/viewsenderaddress.htm



    Robert Sparnaaij [MVP-Outlook]
    Outlook guides and more: HowTo-Outlook.com
    Outlook Quick Tips: MSOutlook.info

    Thursday, August 29, 2013 10:03 PM
  • This has been a problem for us.  Let's say you send an email to John Smith <jsmith@example.com> and you print a copy and stick it in your file.  That displays as 'John Smith' on the print out.  You're telling me this is by design?  Two years down the road, how do I know if I sent the email to John Smith <jsmith@example.com> or John Smith <john.smith@example.com> or even some third John Smith at another domain?
    Friday, September 20, 2013 1:48 PM
  • Utterly ridiculous. I need to print a list of email recipients' addresses for distribution. But since half of the recipients are within my 'internal' organization I can only print half of the email addresses.

    Come on, there has to be a way to print everyone's email address regardless of whether or not they are within your 'internal' organization!

    Tuesday, October 22, 2013 3:19 PM
  • I agree - there needs to be a way to show the email address along side the name.  We have consultants that get a domain account to access our internal resources  - but they don't receive email using that account.  Since the name is the same outlook always shows the information for the domain account, even though I sent the email to the consultants "external" business account.
    Tuesday, October 29, 2013 2:21 PM
  • Hi,

    I am actually new to this so I will make it short. I actually had the reverse problem. My contacts would show only email addresses and not names (Outlook 2010). I wanted to show just the names because the email addresses within my organization are based on names (John Smith = john.smith@myorg.com etc.)

    After reading all the above comments I realized that it was a good idea to show names + addresses of the email in the from and to when creating a new email.

    What I did was that I went to my address book, opened a contact and under the email there was a "Display As" tab. I punched in this:

    Name (name@myorg.com) instead of simply name@myorg.com

    Now every time I create a new email is searches both the name and email and on the sent email it shows both the name and the email. The only frustrating thing was that I had about 150 email addresses stored and I had to change them one at a time! I guess I had a lot of spare time otherwise I would have searched a way to edit multiple contacts at the same time!

    I hope this was helpful / relevant to the original problem

    Thanks

    Ahmed

    Wednesday, October 30, 2013 3:22 AM
  • If the name was in the full name field, deleting the email address from the Display as field should have generated the name (address) display name... and i have a macro that can speed it up if you want a custom display name.



    Diane Poremsky [MVP - Outlook]
    Outlook & Exchange Solutions Center
    Outlook Tips
    Subscribe to Exchange Messaging Outlook weekly newsletter

    Wednesday, October 30, 2013 3:45 AM
  • Thank you for this gerrymandered solution.  At least I finally got to view the complete email addresses of those that send me emails.  It would seem obvious that it is a no brainer to show the email address associated with the name of someone who sends you an email!

    This should be fixed for Outlook without a doubt and I would say it is a bug for me.  I really appreciate your solution which will work for me too.  I wish I could think outside the box as you do.  Thanks again.

    Marc

    Computer Friendly Consultants

    Friday, December 27, 2013 5:09 PM
  • Thanks for the tip. How crazy is it that this is something that has been written about for this many years, is clearly an issue and yet nothing has been done about it? How basic is it that you would want the persons email displayed and not just their name? This is email 101, it doesn't get any more basic than this. Think its time to start looking at Outlook alternatives.
    Wednesday, January 01, 2014 5:12 AM
  • What version of Outlook do you use? If you use 2010/2013 and your contacts use name (address) email display name format, you should see the name and address in the To/CC/BCC fields, unless you are using Exchange server and the address are in the GAL.


    Diane Poremsky [MVP - Outlook]
    Outlook & Exchange Solutions Center
    Outlook Tips
    Subscribe to Exchange Messaging Outlook weekly newsletter

    Wednesday, January 01, 2014 2:48 PM
  •  I truly do not understand how the creators of Outlook 2010 have given the option to add multiple email addresses under the same contacts, but they do not allow you to print an email showing from what email address related to that same contact the message was received.

    We work in an office with multiple computers and we do not share the same contacts because we have different versions of Outlook. We print the emails we receive from our clients and put them in their folder. (We also do this for liability reasons). Then after one or two years we open the client folders to review the information given by each client and... voila', we don't know from what address the emails came from because of this small but extremely important glitch in the Outlook software.

    Most of our clients do not want to be contacted from their business email address, although they give us their work email address as a secondary means of communication. They just want to be contacted from the same email address they originally used to get in touch with us. We lost some business just because we attempted to contact our clients from the wrong email address.

    Since we use different computers with different versions of Outlook with different contact lists, the whole purpose of printing the emails is defeated because we have to go to the specific office with the computer where the emails were sent, search through all emails sent (tens of thousands!!! and it usually takes 10 minutes for the computer to complete one single search!), open the email once we finally find it, open the pop-up window to see what email address was used, and write the email address on the printed email. 

    This is utterly inefficient and outrageous! I feel like I am being forced to look for a different email software!

    Does anybody know if there is any macro I can create at least on my Outlook to get this thing working? 

    Thank you for your help!


    • Edited by Rino M Wednesday, January 29, 2014 4:21 PM
    Wednesday, January 29, 2014 4:20 PM
  • My problem is with incoming mail, not being able to tell which email address it was sent to.  I am on Outlook 2010 and Office 365.  My own contact record has 3 email addresses, and I often need to know which of those addresses my incoming messages was sent to.  Messages sent to me only display my name in the To: field, and if I double-click it, the contact details only displays my primary email address, regardless of the email address the message was actually sent to.

    The only way to discover the address is to click Reply All, in which case the email address is in the To: line of the new message, if it wasn't my primary address.  Another option is to use my iPhone, where if I click on my name in the To: line, the contact popup shows all my email addresses, and the one that the message was sent to is highlighted.  Which is the way Outlook should work when you double-click a contact in the To: line!!

    Highly Aggravating.

    Friday, February 07, 2014 2:26 PM
  • My problem is with incoming mail, not being able to tell which email address it was sent to.  I am on Outlook 2010 and Office 365.  My own contact record has 3 email addresses, and I often need to know which of those addresses my incoming messages was sent to.  Messages sent to me only display my name in the To: field, and if I double-click it, the contact details only displays my primary email address, regardless of the email address the message was actually sent to.

    The only way to discover the address is to click Reply All, in which case the email address is in the To: line of the new message, if it wasn't my primary address.  Another option is to use my iPhone, where if I click on my name in the To: line, the contact popup shows all my email addresses, and the one that the message was sent to is highlighted.  Which is the way Outlook should work when you double-click a contact in the To: line!!

    Highly Aggravating.

    This!!! Oh this! So much this. And "Reply All" doesn't actually display my email address, so I usually have no way of knowing which of my FIVE exchange accounts the email was addressed to. Especially infuriating when I've clicked on the "I forgot my password" on some website, and it sends me an email, only I can't tell which email address is actually associated with the account.

    And yes, all of the above posts represent my grievances. Why hasn't Microsoft fixed this? It's the Microsoft Way. Just ask the Visual Studio 2012 users. :)

    Tuesday, February 11, 2014 7:11 PM
  • When multiple addresses are dropped into one mailbox, use a rule to set a category based on words in the header, where the word is the email address. This will work will all mail except mail sent BCC (which includes some bulk mail) since the address isn't added to the header.


    Diane Poremsky [MVP - Outlook]
    Outlook & Exchange Solutions Center
    Outlook Tips
    Subscribe to Exchange Messaging Outlook weekly newsletter

    Tuesday, February 11, 2014 8:43 PM
  • External addresses do NOT show (Outlook 2011 for MAC)

    It's incredibly frustrating to have to always VIEW SOURCE ( or similar jump through hoops workaround) to simply see the email address of either TO or FROM. This should be viewable - where is the %$#%!$#&%!@$#&!@^ setting to turn that on?? Double clicking the stupid "Name bubble" doesn't help!

    You guys have DUMBED DOWN Outlook to the point of uselessness, I think that I will be migrating our entire organization to Thunderbird soon...

    Monday, March 17, 2014 8:33 PM
  • My problem is with incoming mail, not being able to tell which email address it was sent to.  I am on Outlook 2010 and Office 365.  My own contact record has 3 email addresses, and I often need to know which of those addresses my incoming messages was sent to.  Messages sent to me only display my name in the To: field, and if I double-click it, the contact details only displays my primary email address, regardless of the email address the message was actually sent to.

    The only way to discover the address is to click Reply All, in which case the email address is in the To: line of the new message, if it wasn't my primary address.  Another option is to use my iPhone, where if I click on my name in the To: line, the contact popup shows all my email addresses, and the one that the message was sent to is highlighted.  Which is the way Outlook should work when you double-click a contact in the To: line!!

    Highly Aggravating.

    This!!! Oh this! So much this. And "Reply All" doesn't actually display my email address, so I usually have no way of knowing which of my FIVE exchange accounts the email was addressed to. Especially infuriating when I've clicked on the "I forgot my password" on some website, and it sends me an email, only I can't tell which email address is actually associated with the account.

    And yes, all of the above posts represent my grievances. Why hasn't Microsoft fixed this? It's the Microsoft Way. Just ask the Visual Studio 2012 users. :)


    I also have the same problem as these two individuals.  My exchange email address at work has multiple domains since our company name has changed so many times.  If I right click on my name that the email was sent to, I can open Outlook Properties, however it does not tell me which specific email address that the email was sent to. Outlook just lists all of my email addresses in the properties dialog, for example, username at domain1.com and username at domain2.com. I am trying to unsubscribe to a spam email, and I do not know which address to enter. I cannot find a way for Outlook to show me which specific address that the email was sent to.  Reply to all and print preview does not work since all of the different email address aliases are associated with my contact information. Clicking on Actions - View in Browser and Actions - Other Actions - View Source do not work and do not show the message header with my email address.  Please provide an advanced option to display the original email address along with contact name, for example "Display Name <username at domain.com>", when the address is contained in either Outlook Exchange Contact Information or Local Contact Information. Thanks
    Monday, March 24, 2014 4:09 PM
  • You need to look at the message header to see what address the message was sent to - Exchange will always display the default SMTP address when you click on your name. You could use Rules to flag or categorize messages sent to the other addresses, using a "words in the header" condition, where the word is one of the other email addresses. The header is File, Properties in Outlook 2010 and 2013. If you need to view it often, I have a macro at view internet headers that will put the header into a message for easier reading.

    Note that if you were Bcc'd on the message, you won't know which address it was sent to, because the address won't be added to the header.



    Diane Poremsky [MVP - Outlook]
    Outlook & Exchange Solutions Center
    Outlook Tips
    Subscribe to Exchange Messaging Outlook weekly newsletter

    Monday, March 24, 2014 6:30 PM
  • I'm using Outlook 2013 and was running into the same problem as others of not knowing what email address of mine that emails were being sent to due to having multiple addresses going to the same Inbox. Here is a way to see: double-click the email. Click File, then Properties. (If you don't double click it, Properties won't show up.) In the Internet Headers box, scroll down somewhere around half way and you can see the actual "To:" address.
    Thursday, April 17, 2014 9:01 PM