How to Set Up an Alias Email on Google Workspace

To set up an email alias in Google Workspace, an admin signs in to the Admin Console, goes to Directory, then Users, selects the user and opens User information. Add an alternate email address, enter the alias and save. Then set up Send mail as in Gmail so you can reply from the alias, not just receive to it.

Email is still one of the most important tools for business communication. From keeping in touch with clients to managing projects, it's part of your daily operations. But with phishing and spam never far away, managing your inbox well and being careful about where your main address ends up matters more than ever.

One simple way to look more professional, keep your inbox organised and keep your main address off every list is by setting up an email alias on Google Workspace (formerly G Suite).

In this guide, I'll explain what an email alias is, when and why you should use one, and how to set up an alias email on Google Workspace in a few simple steps.

What Is an Email Alias?

An email alias is an additional email address that delivers messages to your main email account. It lets you hand out a different address for different purposes, without creating a whole new account.

When you use an alias, all emails sent to that alias will still be delivered to your original inbox. This means you don't have to switch between multiple accounts, making it easier to manage different parts of your communication. One thing to know: when you reply, Gmail sends from your main address unless you set up Send mail as (I'll show you how below).

For example, if you own a business or manage multiple projects, you can create aliases for each role, department, or project, which keeps your workflow simple and your inbox clutter-free.

Benefits of Using an Email Alias

1. Streamlines Your Inbox
   With email aliases, you can manage various types of emails (e.g., enquiries, accounts and projects) all within one inbox.
2. Keeps Your Main Email Address More Private
   Using an alias for public-facing things means your main address isn't the one on every website form and newsletter list.
3. Separates Communication
   If you handle multiple roles within your business, such as being both the CEO and marketing manager, having separate aliases helps keep your emails organised and relevant.

When Should You Use an Email Alias?

There are several scenarios where setting up an email alias can be useful:

1. Protecting Your Main Email Address

If you don't want your main email address on every newsletter sign-up or public listing, an alias can act as a buffer. It also reduces the chance of your primary address being targeted by spammers.

2. Managing Multiple Roles

If you or your team members handle multiple responsibilities, an email alias can help separate those tasks. For example, you can have an alias for client enquiries, another for project management, and so on.

3. Sending From the Right Address

When you need to send emails from different departments or roles within your business, sending from an alias (with Send mail as set up) ensures the recipient sees a professional and relevant address, which builds credibility.

Why Create an Alias Email in Google Workspace?

Google Workspace is a solid tool for business communication, and setting up an alias within this platform comes with several advantages:

1. Improved Privacy

By using aliases for public-facing purposes, you can keep your primary email address off public lists, reducing exposure to unwanted spam and phishing attempts. Just remember that replies come from your main address unless you set up Send mail as.

2. Efficient Management of Multiple Roles

Whether you're the CEO, project manager, or head of marketing, Google Workspace allows you to create different email aliases for each role, keeping your communications streamlined.

3. Spam Control

Creating an alias for public-facing purposes lets you filter spam or promotional emails with Gmail filters before they clutter your main inbox.

4. Professional Branding

Using an email alias with your business domain (e.g., support@yourbusiness.com.au) looks more professional than a generic email like yourname@gmail.com. It reflects a polished brand and ensures your communications align with your business identity.

How to Set Up an Alias Email on Google Workspace

Setting up an email alias in Google Workspace is quick and easy. Follow these steps to create your alias email:

Step 1: Sign In to Your Google Workspace Admin Console

Using your administrator account, sign in at admin.google.com. Only administrators have the authority to create aliases. New to Workspace? Start with setting up your Google Workspace email.

Step 2: Go to Directory > Users

In the Admin console menu, click Directory, then Users. This will bring up a list of all the users within your organisation.

Step 3: Choose a User

Select the user for whom you want to create an alias. This can be yourself or another team member.

Step 4: Open User Information

Click on the user's name to open their account page, then click User information.

Step 5: Add an Alternate Email Address

Find the Alternate email addresses (email alias) section and click to add an alternate email.

Step 6: Enter the Alias Email Address

Type in the new alias you'd like to create (e.g., projects@yourbusiness.com.au) and click Save. Each user can have up to 30 aliases, and a new alias can take a little while to start working.

Step 7: Set Up Send Mail As in Gmail

So far your alias only receives email. To reply from it too, the user opens Gmail, clicks the Settings cog, then See all settings > Accounts > Send mail as > Add another email address, and enters the alias. While you're there, choose Reply from the same address the message was sent to. Now you can pick the alias in the From field whenever you write an email.

Best Practices for Using Email Aliases

To make the most of email aliases, here are some best practices:

• Keep it relevant: Choose aliases that clearly represent the role or purpose, such as support@, accounts@, or info@yourbusiness.com.au.
• Use aliases for sign-ups: If you often sign up for online services or subscriptions, consider creating a separate alias just for these emails.
• Monitor alias emails regularly: Ensure that your alias emails are being checked just as often as your primary inbox, especially if they're client-facing.

Conclusion

Setting up an alias email in Google Workspace is a simple but useful way to organise your inbox, keep your main address a little more private, and maintain a professional image. Whether you're a solo operator managing multiple roles or part of a larger team, email aliases offer a flexible way to keep your communications streamlined.

Follow the steps outlined above to create your alias email today, and don't skip Send mail as, so your replies look as professional as your address.