A sender profile is a saved sending identity: who the email is from, where replies go, and the postal address in the footer. You set it up once and pick it wherever you send, instead of typing your details into every email.
Most businesses need one or two: a personal identity for the newsletter and a company identity for orders and notices. One profile is the default, used whenever nothing more specific is chosen.
Where to find it:
Setup, then Settings, then scroll to 📮 Sender Profiles. Press + New Profile to add one, or the pencil on a row to edit it.
The profiles table:
Each row shows the Name, the From name and address, the Reply-To, the Postal address and a Default badge on the default profile. The pencil edits a profile. The bin deletes one, after asking; lists and broadcasts that used it fall back to the default sender. The default profile has no bin, so there is always a sender to fall back on. To retire it, make another profile the default first.
Creating or editing a profile:
- Press + New Profile (or the pencil on a row).
- Fill in the fields below.
- Tick Make this the default profile if this should be used whenever nothing else is chosen.
- Press Save profile.
The fields:
- Profile name (internal): only you see it. Name it for its job, for example "Anna (newsletter)" or "Leafwise Shop (orders)".
- From name: the name readers see in their inbox. A person's name with the brand, such as "Anna at Leafwise", tends to get opened more than a bare company name.
- From email: the address the email comes from. Use an address on your own domain that your sending service is set up to send from.
- Reply-To: optional. Where replies go. Leave it empty and replies go to the From email.
- Sender postal address: the physical address printed in the footer of every email sent with this profile. Anti-spam law requires it in commercial email (see Your Mailing Address (Required By Law)). Use line breaks if you want it on several lines.
Only one profile can be the default. Ticking the box on another profile moves the default to it.
Choosing a profile on a broadcast:
On the Start here step of the composer, Send as lists your profiles, with "(default)" after the default one. Picking a profile fills From name and From email, and the profile decides the reply-to address and the postal address in the footer.
The From name and From email fields belong to that one broadcast. They start filled from your default profile, and you can change them for a single send without touching the profile.
Which profile is used:
- A broadcast uses its own From name and From email, and the profile picked in Send as for the reply-to and footer address. With no profile picked, it uses the default profile.
- An automation can name its own sender profile. When it does, that profile is used for its emails.
- A list can have its own profile in its settings (Audience, then Lists). Emails tied to that list use it when the email itself has none.
- Anything not covered above uses the default profile.
A real example:
Leafwise Gardening has two profiles.
- Anna (newsletter): From "Anna at Leafwise" anna@yoursite.com, Reply-To hello@yoursite.com, the default.
- Leafwise Shop (orders): From "Leafwise Shop" orders@yoursite.com, Reply-To support@yoursite.com.
Both carry the address Leafwise Gardening, 100 Garden Row, Springfield, OR 97477, USA. The weekly tips go out as Anna, so replies reach the newsletter inbox. When she sends a delivery notice to customers, she picks Leafwise Shop (orders) in Send as, so it comes from the shop and replies land with support.
Tips:
- Set up the domain behind each From email in your sending service first, so mail is authenticated (see Deliverability: SPF, DKIM And DMARC).
- Keep your default profile the one you send from most.
- Use a Reply-To that a real person reads. Replies are good for your reputation.
- Send a test after creating a new profile to see the From, the reply and the footer exactly as readers will.