How To Create Additional Business Emails Using Aliases

Creating a business email address without using your personal Gmail address can seem challenging, but it's essential for maintaining a professional appearance. Instead of using [email protected], you can create an email like [email protected]. The process involves a few straightforward steps within your Gmail account to utilize alias forwarding efficiently.

To get started, you need to have a domain name associated with your brand. Once purchased, you’ll need to host this domain. I recommend using Google Workspace for its affordable plans and reliable service. After setting up your domain and hosting, adding additional email addresses and setting up forwarding rules to manage these accounts becomes smooth and manageable. I'll guide you through each step to make this process easy and effective.

Key Takeaways

• Begin by purchasing and hosting a domain.
• Use Google Workspace to add and manage email aliases.
• Configure email forwarding to streamline communication.

Basic Steps

Buying and Registering a Domain Name

Before you can create your own business email, you need to have a domain name. It should match your brand or business name. You can buy a domain from a variety of registrars. I suggest using Google domains, but keep in mind that Google domains is now managed by Squarespace. Expect to pay around $10 to $15 per year for your domain. This is a necessary cost that everyone buying a domain has to cover.

Website Hosting and Costs

After buying a domain, the next step is to find a hosting service. You can't avoid this as you need a place to store your domain. I recommend using Google Workspace for hosting. The Business Starter plan costs about $7.80 per month if you are in Canada or around $5 or £4 elsewhere. This is a monthly fee that you'll find at any hosting service. Once the hosting fee is handled, you can proceed with using your Google or Gmail accounts to manage your email settings.

You can add more business email addresses through the admin console without increasing your subscription fees. This way, you pay for the minimal hosting plan while still getting a full range of business email functionalities.

Setting Up Your Business Email

Logging Into Google Workspace

First, you'll need to log into your Google Workspace account. Make sure you have completed the initial setup and paid for the Business Starter plan.

1. Go to the Google Workspace website.
2. Enter your domain and email log in details.
3. Proceed to your Gmail inbox.

Finding the Admin Console

Once inside, the Admin Console helps you manage users and settings.

1. Look for the nine-dot menu icon on the top right.
2. Scroll down and click on "Admin."
3. You'll now be in the Admin Console.

Configuring User Accounts and Email Aliases

To manage different email aliases without paying extra, follow these steps:

1. Press "Directory" and then "Users."
2. Select the user you want to add aliases for.
3. Click on "Add Alternate Emails."
4. Input the desired alias like [email protected] and save.
5. Navigate to "Apps," then "Google Workspace," and "Gmail."
6. Scroll to "Email Forwarding" and set up recipient address mapping.

Your new email alias will then forward emails to your primary inbox.

Configuring Email Forwarding

First, make sure you have your domain and hosting service ready. I recommend using Google Workspace for its simplicity and cost-effectiveness.

To set up email forwarding, follow these steps:

1. Login to Google Admin Console: Access this by clicking the nine-dot menu and selecting "Admin."
2. Navigate to Users: Click on "Directory" and then "Users."
3. Add Email Aliases:
• Click on a user profile.
• Scroll to "Alternate Email."
• Enter an alias like [email protected] or [email protected].
• Click "Save."

Here’s a summary table:

Next, set up a rule for forwarding these emails:

1. Go to Google Workspace Settings: From the Admin Console, go to "Apps" > "Google Workspace" > "Gmail."
2. Set Email Forwarding:
• Scroll to "Email Forwarding using recipient address map."
• Add a new rule: enter the alias ([email protected]) and the main email address.
• Save the rule.

After setting up forwarding rules, add these emails in Gmail:

1. Open Gmail Settings: Click "Settings" > "See all settings."
2. Add Email Addresses:
• Go to "Accounts."
• Click "Add another email address."
• Enter the alias.

To use these emails:

1. Compose Email:
• Click "Compose."
• Choose the desired alias from the "From" dropdown.

You can also set custom signatures for each alias in the settings under "General." This way, each email sent will have a professional look.

Here’s a quick steps list:

• Access Admin Console.
• Navigate to Users.
• Add Email Aliases.
• Set Forwarding Rules.
• Add Email Addresses in Gmail.

This method lets you manage multiple email addresses without extra user charges in Google Workspace.

Adding Email Aliases

To create additional business email addresses at no extra cost, you can use email aliases. An example would be having [email protected] or [email protected] instead of just your main email.

First, go to your Google Workspace Admin console by clicking the nine dots in Gmail and selecting "Admin." Once in the Admin console, navigate to Directory and then Users. Here, select the user account you want to add an alias for. Instead of adding a new user, which costs more, you can add alternate emails. This won't increase your subscription fee.

In the user settings, find the Alternate Emails section. Enter the alias you want, like [email protected], and click Save. You can add multiple aliases this way.

Next, set up email forwarding rules. From the Admin console homepage, go to Apps > Google Workspace > Gmail. Scroll down to find Email Forwarding. Here, add a forwarding rule that routes emails from your alias to your main email address. For example, forward emails from [email protected] to [email protected]. Save the rule once done.

Finally, go to your Gmail settings by clicking on the gear icon and selecting See all settings. Navigate to the Accounts tab and add the new alias under Send mail as. Enter the alias, follow the steps to add it, and you should be able to send emails from that alias.

When composing an email, you will now see the option to choose from all your aliases. This allows you to manage multiple email addresses under one Google Workspace account without any additional cost.

Finalizing Email Configuration

Defining Email Sending Rules

When you're setting up your email configuration, you'll want to create some specific rules around sending emails from your new business address. First, navigate to your admin console by clicking on the nine small dots, then find "Admin." From there, go to "Apps," choose "Google Workspace," and select "Gmail." Scroll down until you see "Email Forwarding" and then look for "Recipient Address Map." Here, you can add rules that will forward emails from your alias addresses to your main account. For example, if you have "[email protected]" as an alias, you can set a rule to forward all emails sent to this address to your main email.

This process ensures that all emails are properly routed and helps you manage multiple addresses without increasing your subscription cost. After setting the forwarding rules, always save your changes to make sure the rules are activated.

Configuring Email Signatures

Once your email addresses and rules are set up, it’s important to configure your email signatures for each alias. Go into your Gmail settings by clicking on the gear icon and selecting "See all settings." Then, navigate to the "General" tab and scroll down to find the "Signature" section. Here, you can create and customize signatures for each of your email aliases.

For example, if you have an alias like "[email protected]," you can set a specific signature that includes your business name, contact information, and any branding you need. Repeat this for each alias, making sure the signatures match your brand identity. Having consistent email signatures for each address helps maintain a professional look and ensures recipients know exactly who they are dealing with.