Do you want extra email addresses without buying another Microsoft 365 license? Don’t want to switch between mailbox accounts to send a message using a different email address? Then continue reading this blog about Microsoft 365 Alias Email. It covers:
- What is an Alias Email?
- When should you use it?
- And, what to consider before creating one?
What is an Alias Email?
An alias is more email addresses connected to the same Microsoft 365 Outlook account. In other words, all emails share the same inbox, contact lists, and calendar. On top of that, alias does not cost extra to own.
How does the alias email account work?
When an user receives a mailbox, the profile captures details such as full name, email address, and more. The email address may look like AdeleV@contosoco.com and it appears in the message To and From fields by default.
Lets say, Adele wants to receive or send emails to friends under her nickname, Addie@contosoco.com. Still, she needs a business email reserved for the company’s sales website, Sales@contosoco.com. In this case, alias is a good solution.
For Microsoft 365 Business and Outlook.com subscribers, users can create up to 400 free alias email addresses. All messages arrive in one mailbox. In addition, the user no longer has to switch between personal and work accounts; and can use any alias to log into the account.
When to Use
This section gives several examples of when an alias can be helpful. I am sure you can come up with more ways to use an alias.
Multiple Roles/One Inbox:
Basically, this feature is designed for an employee handling multiple positions within a small-sized company. The alias helps the mailbox owner recognize personal, business, and marketing-related messages.
Alias Email Address Examples:
Privacy / Security:
An email may be published over the global internet. The alias email allows you to choose when you want your full name address revealed for more friendlier dealings. Or, you can use your business or marketing-related email address for privacy. Nevertheless, all messages arrive in the main mailbox.
On the other hand, a user may own an improper email address for professional contacts. Again, no need to worry. The user can create a more suitable email address within 24 hours and keep the original email.
Internet Branding and Marketing
In this example, most companies of any size are involved with internet branding and marketing. Here is an excellent opportunity to create a seasonal email address. You can use the alias email address for both internal and external purposes. In addition, you can disable the alias during the off-season.
Surprisingly, using an alias email for signing up for a one-time website newsletter can control incoming junk emails.
Organize Messages
You can use an email alias for organizing your inbox. For example, you can create Outlook rules to move alias messages to a specific folder.
What to consider
Before creating an alias account, consider the following factors.
- Permission: For Microsoft 365, an Administrator role manages all email accounts. As a small business owner, you may have these rights.
- Can not change the domain: An email address consists of two parts: the before and after the @ symbol. The email prefix is usually a person’s name or business function (AdeleV@ or Sales@). The first part is changeable. However, the email domain (@contosoco.com) is fixed and must align with the given company or email service name. The drop-down menu lists all available domain names when managing an alias.
- Waiting period: An alias account takes 24 hours to run and update Microsoft 365. So, you must plan accordingly.
- Governance: It is critical to develop guidelines for alias accounts. Before you know it, you will have many unused aliases. See blog post titled, Alias Email Guidelines and Best Practices.
- Shared Account: An alias email is connected to one person’s main mailbox. Do not create an alias account if two people need to manage the messages.
- Delete Alias Account: Importantly, you must take precautionary action when deleting any Microsoft domain alias account. Once deleted, the email address is unusable and gone permanently. Also, you must choose another default account if an alias email has been set as the default email account before deletion.
Limitations
- Partner Subscription Purchases: To assign an alias email as the default address for an email domain bought from a Microsoft partner or GoDaddy, you must contact the partner directly for support.
- Account Name Attributes: Can not use any special characters in the alias email address. However, letters, numbers, underscores, and dashes are allowed.
Tip: Do not use the underscore in the URL, for the _ is hidden. See this example, adele_v@domain.com. - Duplicate Account Name: You must use a unique alias email. The system notifies the user with an error message for identical entries.
- Feature Availability: The Alias Email feature is unavailable to @live.com, @hotmail, or msn.com accounts.
The 4E Takeaway
Many users are not aware that they could create more email addresses with their existing Microsoft 365 Business and Outlook.com accounts. For Enterprise subscribers, work with your IT Administrator.
Here are several key points to take away from this article before you create an alias email.
First, create guidelines and processes when to create an alias account. Having the ability to create up to 400 alias account can get out of control quickly.
Secondly, delete an alias with the utmost caution. Once an alias is deleted, you can not recover or reuse it. Also, make sure you keep track of all current and previous alias used.
Lastly, the alias emails allow you to set the right personal and professional tone and impression when sending and receiving emails. So, use alias emails wisely.
Additional Resources
Video: Alias Email 4 Part Series
Commentary version: What you need to know about an Alias Email.