How to Set Up an Alias Email on Google Workspace
One of the best things that technology has ever brought us are emails. Without emails, communicating with friends and family, or even clients, will be really hard. Since emails are one of the most important communication tools that we can possibly get our hands on, it’s important to realise that we need to find ways to manage it effectively and safeguard our email addresses from potential risks.
In 2022, Cofense, a cybersecurity agency, reported an exponential growth in cybersecurity threats which saw a 569% increase in malicious phishing emails compared to 2021. Which is why a great way to add an extra layer of protection in your emails is to create an alias email.
Let’s explore the reasons why we need an alias email and how to create one in G Suite.
What is an email alias?
An email alias is an alternative email address created to forward emails to an existing email account. This can be used in place of an actual email address but you’ll receive these emails on your real address just the same.
When you set up an alias email address, it becomes more efficient on your end to check your emails. If you’re a single user, you can manage multiple emails. Therefore, you don’t need to bounce from one email address to another (supposing you communicate frequently via emails for different purposes.)
Setting up alias emails also works wonders by effectively segregating your communications into different compartments. Say you own a website design agency and multiple projects are keeping you busy. An alias email helps you create separate emails for specific projects or teams within your organisation.
When should you use an email alias?
Here are some instances when you should consider using and email alias:
To avoid disclosure of your personal email address.
Creating an email alias is considered good practice to further protect your personal information. When you use an alias email, you lessen the risk of having to disclose your personal email that makes it easier for spammers to get hold of it.
For team members with multiple roles.
Having an alias email makes your team members’ communication towards others within or outside the organisation easier and more polished-looking. It makes for a more memorable public email address too!
If you want to send an email to another email/alias email.
When you want to send emails for different purposes without having to use your personal email, then an email alias is your best bet. It also saves the receiver the confusion when you’re using a personal email.
Why should you create an alias email in Google Workspace?
Creating an alias email in GSuite hosts heaps of benefits for you (most especially your sanity!) and your business. These are the things you’ll reap when you make one (or several):
It helps you protect your privacy.
By creating an alias email, you can keep your personal email address private and use a different email address for professional or public-facing purposes. Goodbye phishing emails, try your luck somewhere else (or seriously just be gone for good)!
You get to manage multiple roles easily.
If you hold multiple roles in your organization, an alias email can help you keep your emails organized and separate. Aside from being the badass owner, perhaps you’re also the designer, social media manager or maybe you’re dealing with heaps of inquiries? Alias emails are here to save the day.
It protects you from spam.
By using an alias email, you can filter out spam and unwanted emails from your primary inbox. Having one helps you go through what came in as spam, and again, those darn phishing emails.
It feels more professional and on-brand.
Creating an email address with your domain name can give a more professional appearance to your business communications. It’s a reflection of how you take pride in your business, and that your efforts to deliver your client’s needs are taken seriously.
Steps to create an alias email on Google Workspace
Step 1: First, you'll need to log in to your G Suite account using your credentials.
Step 2: Once you've successfully logged in, navigate to the Admin console, which can be found in the top right-hand corner of your screen.
Step 3: Once you're in the Admin console, select "Users'' from the list of options available. This will take you to a page where you can view all of the users associated with your G Suite account.
Step 4: Choose the user for whom you want to create an alias email address.
Step 5: After selecting the user, click on their name to access their profile. You should now see a variety of options related to that user's account.
Step 6: Scroll down until you reach the "Aliases" section. This is where you'll be able to add a new alias email address.
Step 7: Next, simply click on the "Add an alias" button. You'll then be prompted to enter the desired alias email address.
Keep in mind: Only Google Workspace administrators are allowed to create email aliases. Make sure to choose something that's easy to remember and relevant to the user's needs. Once you've entered the email address, click "Save changes" to finalise the process.
Creating an alias email on Google Workspace is a simple process that can help you manage your inbox more effectively and protect your privacy. By following the steps outlined here, you can create an alias email and start using it immediately. Whether you're looking to manage multiple roles, avoid spam, or improve your branding, an alias email is a useful tool for any business.