Google Workspace Email Aliases: How to Create & Use Them?

Google Workspace email aliases are a helpful approach to make communication smooth and quick. We know when a business grows, your Gmail might be lashed with a lot of emails and sometimes becomes challenging to manage. In this scenario, the Google Workspace email alias allows organizations to create alternate emails or alias emails for user accounts, like support@yourcompany.com, sales@yourcompany.com, etc. When someone sends a message to the Gmail alias email, it will end up in the user’s primary account. Let us discuss it more briefly, its need, and how to create an email alias with Google Workspace/Gmail.

Table of Content

What is a Google Workspace email alias?

Google Workspace alias is an alternative email account that forwards alias email messages to your primary account. The email alias will make organizations’ work more effortless and organized. You can create multiple Gmail alias accounts, which several users can use to overcome email management challenges.

Example:

Suppose your primary account is mainaccount@yourcompany.com.
You have created an alias account on Gmail: support@yourcompany.com, which any user of your organization manages to divide email workloads.

When users send email messages on the alias account (support@yourcompany.com), the messages will land in your main account, depending on the permissions you set in the Google Workspace Admin Console.

This step will prevent you from missing important emails from users who are sharing queries, needing assistance, or inquiring about services/products.

Why do we need to use a Gmail alias?

The Gmail or Google Workspace alias email is beneficial in many ways. Here are some of them listed in the points below:

Organized Emails – The primary benefit of using the Gmail alias is that users can easily manage their personal and professional communication by creating specific alias emails for departments like support, sales, etc.
Data Privacy – Users can protect their crucial data instead of sharing their personal accounts everywhere and using the alias email. This will help users to keep everything under their control.
Professionalism – Setting up a Gmail alias for specific tasks, help@yourcompany.com, info@yourcompany.com, etc., will give you a professional look and enhance your branding.
Spam Protection – Users can also protect against spam emails. If any alias account gets spammed, users can deactivate it to avoid spamming.

These are some crucial benefits of creating Google Workspace alias email. Now, we will look over the complete guide for setting up Gmail alias email.

How to create email aliases with the Google Workspace account?

Users need a Google Workspace subscription to create email aliases with the Google Workspace. If users have a Google Workspace subscription, they can follow the steps below to create a Google Workspace alias email.

Go to the Google Admin web and log in with your Google Workspace account.
From the dashboard, click the Users option to view your organization’s user accounts.
Tap the user account for which you want to set the email alias.
After that, kindly scroll down the user information page and hit the Add Alternate Email (Alias email).
Enter the alias email you want to create, such as help@yourcompany.com, info@yourcompany..com, etc.
After creating the Google Workspace alias emails, hit the Save button.

You can create various alias emails for each user account. Also, you can easily edit, delete or manage alias emails via Google Workspace admin settings.

Manage Google Workspace alias emails:

Here, we will learn how users can manage Google Workspace email aliases when they have Google Workspace account and admin permissions.

Sign in to the Google Workspace admin.
Navigate to the Users option and select the user account for which you want to edit/delete Google Workspace email aliases.
After that, go to the User Information section and click the Email alias.
If you want to edit, modify, and update the Google Workspace alias email and save.
To delete, click the trash icon next to the Alias email.

Steps to create alias emails with Google Workspace without admin permissions

If you have a Google Workspace account but do not have admin permissions, proceed to the steps below and create a Google Workspace email alias.

Go to Gmail and log in with your Google Workspace account.
After that, tap the Settings icon and choose the See all settings option.
Scroll down and find the “Send email as” section. Then, hit the “Add another email address”.
Next, please enter the email aliases you want to add to this account, like info@yourcompany.com. Thereafter, click the Save button.
On the Verification page, hit the Send Verification option to proceed further.
Thereafter, fill in the verification code and click the Verify button.
Now, you will be able to see alias emails under your email address in the Send email section.

Edit/Delete Google Workspace alias email:

Follow the below steps to manage the Google Workspace alias if you have a Google Workspace account but do not have admin permissions.

Log in to Gmail with your Google Workspace account.
Then, click the Settings icon and tap the See all settings option.
After that, navigate to the Account & Import tab.
Go to the Send email as section, and you will see all added email aliases here.
Kindly hit the Edit Info button to edit the Google Workspace alias.
To remove it, click the delete button next to the alias email.
Remember that after removing the alias email, you still receive emails until the admin removes the Google Workspace email aliases from your account.

Guide for creating email aliases with Gmail (or without a Google Workspace account)

Users who do not have a Google Workspace account can use the Gmail Web App to create email aliases. For this, users can use the (+) or (.) plus or dot sign trick, which we are going to discuss.

Suppose your primary account is username@gmail.com; you can set email aliases, like username+support@gmail.com, username.support@gmail.com, etc. Let’s see how to do it.

The following steps will guide you on how to create Gmail email aliases.

Open Gmail on your PC and sign in with your account.
Then, go to the Settings and click the See all settings option.
Here, you will see the “Send email as” section.
Go to the “Send email as” section and hit the Add another email address.
After that, type the email aliases you want to add to this account, like username+info@gmail.com.
Once done, please click the Next Step button.
Now, you will be redirected to the verification page; click the Send Verification option.
Thereafter, enter the verification code you received and hit the Verify button.
After verification, the alias email will show under your primary account in the “Send email as” section.

Manage Gmail alias email:

When you have only a Gmail account and you want to manage a Gmail alias, the steps are as follows:

Open your Gmail account.
Go to the Alias email and edit according to your requirements.
To delete, go to the Settings icon and hit the See all settings option.
After that, navigate to the Filters and Blocked Addresses tab.
Then, hit the Create a new filter option.
Now, please enter your Gmail email alias (username+info@gmail.com).
Select the action like Delete It or Skip the Inbox as needed.

How do you use an alias email on Gmail to forward emails to the primary account?

Here, we will share how users can set all emails sent to alias email to forward to their primary account automatically. The steps below will help users to set it up.

Open Gmail on your Windows system and sign in to your email address.
Then, click the Settings icon and go with the See all settings option.
Tap the Forwarding and POP/IMAP tab.
Go to the Forwarding section and hit the Add a Forwarding Address option.
After that, enter your primary email account where you want to forward all alias email address messages.
Once done, click Next, Proceed and OK.
Now, you will receive a verification message for your primary account. Go through the verification link and return to the alias email Gmail settings.
Go to Forwarding and POP/IMAP and click the “Forward a copy of incoming mail to” option in the Forwarding section.
Choose the action that will happen with the Gmail copy of alias email messages; you can even select Keep Gmail copy in the Inbox to get email messages to your primary email address Inbox.
After that, hit the Save Changes. Now, all emails received on the alias will be sent to your primary email account.

The Closing Statement:

Gmail alias will be incredibly beneficial for small and large-scale businesses. The above tutorial has shared a complete stepwise procedure to create a Google Workspace alias email when you have admin permission or when you do not have admin permission but have a Google Workspace account. Also, we have explored a way to create a Gmail alias email if you have a free Gmail account. However, we know Google Workspace holds essential emails and other data of the organization. Therefore, you must have a professional solution, like the Shoviv Google Workspace Backup and Restore Tool, to overcome any data loss or other disruptive situations.

Note: Users can also try this tool’s free trial version on their system to gain insightful knowledge on its working procedure and functionality.

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Vishesh Kumar

Vishesh Kumar is working as a technical content writer with Shoviv Software. He has a degree in Mass Communication with years of experience in creating engaging and informative content. Vishesh likes looking into a variety of subjects, from technology to lifestyle and making complex topics easy. He keeps updated on the latest on-going trends and enjoys new experiences when not writing.