As consumers, no matter what we buy, we want to get maximum benefit and value from our purchase. Fast food? I dig down to the last fries. Toothpaste? I also bought a squeezer to get every last bit out of the tube.
Your G Suite purchase should be no different. So how can you make the most of it?
Reading: How to create an email alias in g suite
One option that many people don’t know about is G Suite’s email alias feature. With Gmail aliases (disguised email addresses), you can use more than one email address without actually having to use more than one account — or make an email appear as if it’s from sent to someone else.
How To set up a G Suite email alias
Only your organization’s G Suite administrator can set up the alias. You can associate each alias with any of the user accounts in your organization, and each user account can be associated with up to 30 aliases.
Follow these steps to set it up:
- In the G Suite management console, select Users.
- Locate and click the username you want to create an alias for.
- Click Go to User Info > Email Aliases.
- Click Alias and enter the alias username you want to create. (This is the portion of the email address before the @ sign.) Remember that the alias username cannot be the same as any other username or alias in your organization.
- If yes created multiple domains in G Suite, you need to assign the alias to the correct domain.
- Finally, click save.
Side note: you Can’t sign in to your primary G Suite account with any of your email aliases. You must use your primary email address to access your account.
Send email using an alias
After you set up the alias for Gmail , you can receive email messages sent to the alias email within 24 hours.
However, if you also want to send messages through the alias, you need to do some extra steps Run.
- From In the Gmail window, click the Settings icon in the upper-right corner of the screen, followed by the text label “Settings”.
- Click Click Accounts (or Accounts and Import, depending on your setup). .
- Look for the “Send email as” section and click “Add another email address”.
- Enter the alias from which you want to send messages.
- Click Next Step > Send Confirmation.
- You may need to add the SMTP server name and your username and password on the following screen.
- Click on “Add account”.
- Now log in to Gmail with the alias.
- You will receive a confirmation email from G Suite about the change. Click the link in the message to activate the new alias for sending messages.
When sending messages, the user may need to specify the “From” line change the address used to the alias name. It can sometimes default to the user’s personal email address.
To change the address in the From line, click the down arrowhead and select the desired address. (If you don’t see the “From” line, click in the area just below the header bar – which may say “Recipients” or contain the names of the recipients – and you should see the “From” line.)
How to remove a G Suite email alias
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Occasionally, you may need to make changes to how the aliases are associated with specific email names. The person who edited the messages sent to your organization’s Sales alias may have left your department, and you need to remove the Sales alias for that person.
As with creating an email alias, only the G Suite admin can remove an alias. Here are the steps:
- In the G Suite admin console, click Users.
- Find the username whose alias you want to remove and click you on it.
- Click on “User Information” > “Email Aliases”.
- Look at the list of aliases associated with the account and click for the desired alias Click Remove (or X). remove it.
- Finally, click “Save”.
The alias can remain associated with the user account for up to 24 hours before the system removes it completely.
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How to save money with Gmail aliases
In addition to making messages easier to sort and find, using G Suite email aliases can also save you money on your monthly G Suite subscription. Save on subscription.
If you subscribe to G Suite, you pay between $6 and $25 per user per month, depending on the service level used. If you were to create a separate account for sales, customer service, and other departments, you would have to pay for each of those accounts.
But remember, there is no additional cost to creating up to 30 aliases for each subscribed user. Essentially, multiple aliases can diversify a single email account without you having to pay for multiple inboxes.
It’s also a productivity hack. Your employees will save time sorting their messages by using aliases.And if your organization uses Microsoft Outlook, you can set up G Suite aliases to work with Outlook, saving even more time.
G Suite alias use cases
We will introduce some of our favorite uses for G Suite aliases as organizational tools:
Sorting email messages
If you receive inquiries about multiple business areas through your website – sales, customer support , general inquiries, technical support —You can use aliases to route these needs to the right people.
Simply link the alias for each line of business to the account of the person who will receive the message first intended.
Sorting messages this way is more efficient than having all emails end up in one account to search through them manually.
Pro tip: Gmail supported email forwarding to further simplify email management en, e.g. B. when the main recipient is on vacation example.
Adding filters to your messages
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You can create a filter for an alias using the search function in Gmail. Click the arrow at the end of the search bar. Look for the “To” line in the drop-down list and select the alias you want to use for the filter. Then click “Create filter”.
In the next window you can choose what to do with messages sent to the alias – for example, have them forwarded to a specific folder, to avoid clutter in the inbox. When you’re done, click “Create Filter”.
Filtering helps separate certain types of messages from your main inbox and makes them easier to find.
Personal email Hide email addresses
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Do you share someone’s contact information in your organization? Maybe you don’t want to share their personal email addresses. An alias allows you to forward emails directly to the right person.
This is also useful if you want to easily change the owners of different aliases or business units. Instead of trying to update all of your customers, you can just go to the console in G Suite to update the person associated with the alias so the communication flows to the correct line of business.
Maintaining your messages
By using aliases instead of unique accounts for each department, you will have an easier time backing up your messages far into the future.
If you need to delete a user account, Google will take care of it You go through a complex series of steps to recover messages and save them to another account or you lose them.
But with aliases, the messages sent to the alias accounts are ultimately associated with a user account. If you need to delete the alias in the future, you don’t need to restore the messages.
Make Gmail aliases work for you
When I was just starting out, I found Aliases a handy way to make the company appear bigger than it really is. Customers don’t need to know that just one or two people will handle all emails sent to a dozen different aliases as long as they can handle them in a timely manner.
As you can see, the process is simple. But our final tip is that you should take some time to think about how you want to organize your aliases before setting them up. Maybe your company doesn’t need a separate “sales” alias, but maybe it does need a dedicated customer support alias for each department.
Plan your plan for aliases in advance. The process – and with aliases, your company! – becomes much more efficient.
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