As consumers, no matter what we buy, we want the maximum benefit and value from our purchase. Fast food? I’m going to dig every last chip. Toothpaste? I also bought a juicer to get every last bit out of the tube.
Your G Suite purchase should be no different. So how do you get the most out of it?
One way that many people don’t know about is G Suite’s email aliases feature. With Gmail aliases (hidden email addresses), you can use more than one email address without having to use more than one account, or make an email look like it was sent by someone else.
How to set up a G Suite email alias
Only your organization’s G Suite administrator can set up the alias. They can link each alias to one of their organization’s user accounts, and each user account can have up to 30 associated aliases.
Follow these steps to set it up:
- From the Admin console in G Suite, select “Users”.
- Find the username you want to create an alias for and click it.
- Click ” User Information”And if your organization uses Microsoft Outlook, you can configure G Suite aliases to work with Outlook, saving you even more time.
G Suite alias use cases
We’ll share some of our Favorite uses of G Suite aliases as organizational tools:
Email Classification
If you receive inquiries through your website in multiple business areas: sales, support customer service, general inquiries, technical support : You can use aliases to direct these needs to the right people.
Simply link each business area’s alias to the account of the person who should receive the message first.
Sorting your messages is more efficient this way than having all your emails in one account to browse manually.
Pro tip: Gmail supports email forwarding to keep things simpler email administration, when the recipient io parent is on vacation, for example.
Adding filters to your messages
You can create a filter for an alias using the search function in Gmail. Click the arrow at the bottom of the search bar. In the dropdown menu, find the “To” line 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, such as send them to a certain folder to remove clutter from your 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.
Hide personal email addresses
Do you share the contact details of someone in your organization? You may not want to share their personal email addresses. With an alias, you can direct emails to the right person without having to.
This is also beneficial when you want to easily change owners of multiple aliases or business areas. Instead of trying to update all of your customers, you can simply go to the console in G Suite to update the person associated with the alias to keep communication flowing to the right business area.
Keep your messages going
Using aliases instead of unique accounts for each department will make it easier for you to keep a backup of your messages in the future.
When you need to delete a user account, Google will go through a complex series of steps to retrieve the messages and save them to another account, or you’ll lose them.
But with aliases, messages sent to alias accounts end up associated with a user account. . If you need to remove the alias in the future, you don’t have to retrieve the messages.
Making Gmail Aliases Work for You
When I started out, I discovered that aliases were a way to practice of making the company appear larger than it really is. Clients don’t need to know that you only have one or two people handling all the emails sent to a dozen different aliases, as long as they can handle them in time.
As you can see, the process is easy. But our last piece of advice is that you should take some time to think about how you want to organize your aliases before setting them up. Your organization may not need a separate “sales” alias, but you may need a dedicated customer service alias for each department.
Plan your alias plan ahead of time. The process—and with aliases, your company!—will be much more efficient.
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