What is an Email Alias and How to Use Them For Your Business – Legal Technology Solutions

What is an Email Alias and How to Use Them For Your Business

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WHAT IS AN EMAIL ALIAS

What are Email Aliases and why are they so awesome? Think of Aliases as additional nick-names that can be added to your current and primary Email mailbox. It will use the same inbox, contact list, and account settings as the primary Email, but it could have a different name. I’ll get into why they are so awesome in just a second but first let me make sure you understand the concept.

When you create a mailbox (either with Gmail, Yahoo!, or your own corporate account or hosted exchange), each mailbox has one main “name” which is the part before the “@” sign.

MY OWN EMAIL ALIAS EXAMPLE

Let’s use my own email as an example. My email address is beits@legaltechnology.solutions. In this case, “Beits” is the main name. My challenge with my Email is that people often misspell my name (shocker…). The solution:  an Email Alias.

Keep in mind that an Alias will be another name(s) that I can attach or add to my specific Email mailbox. Continuing with my email as an example, I created the Email Alias: beitZ@legaltechnology.solutions (Notice, how I replaced the “s” with a “z” in my address).

Now, when anyone misspells my email, using a Z instead of an S (the most common misspelling), the email, will be sent to the same inbox of beits@legaltechnology.solutions. I will not have to check a different Email account or inbox.

HOW MUCH DO EMAIL ALIAS COST?

Aliases are usually free of charge to add to your Email mailbox; since they are technically, not another mailbox… they are just a nick-name that will be added to your account.

In our hosted exchange service for example- you are charged “per mailbox” and can add up to 500 aliases to that one mailbox at no additional cost.

SO WHY DOESEN’T EVERYONE JUST USE ALIASES AND PAY FOR ONE (1) MAILBOX?

You CAN have multiple aliases. For example, a company with 50 employees can have one (1) email account/ inbox, and then have 49 aliases added to that one account. However, the bigger question is whether you will want to have multiple Aliases and one mailbox.

Let’s say your main email is MAIN@ABCcompany.com and your aliases are user1@ABCcompany.com, user2@ABCcompany.com and so on. In this case, when an Email is sent to any of the Alias or to the mail email account/mailbox all those emails will be delivered in the same inbox of the main user or MAIN@ABCcompany.com.

Furthermore, when one of your users REPLIES to an email, the receiver of that email will see an Email from main@ABCcompany.com, and not from the user who sent the email.

(Think of it as having 49 employees forwarding your cell phone number to your main office line. You will get ALL the calls from those phones to ring on your main line.)

WHEN ARE EMAIL ALIASES USEFUL?

They can be not only useful but AWESOME! Here are a few examples for when you SHOULD consider aliases:

  1. TEMPORARY EMAIL ALIAS FOR RENTING REAL ESTATE

Let’s say you are listing a house for rent on Craig’s List or trying to sell your car on Cars.com or ebay.com. Having a temporary Email Alias for this transaction can be useful for receiving inquiries as well as all the “junk mail” that comes through these websites. The good news, as soon as the house is rented, or the car is sold, you simply DELETE the Email Alias and immediately stop receiving ALL emails sent to that address.

  1. EMPLOYEE NO LONGER AT COMPANY

Let’s say an employee (JSmith@company.com) leaves the company or is let go and you don’t need his Email mailbox anymore but you DO want to get future emails sent to his Email address. You can simply add JSmith as an alias to your own Email mailbox and from that point, any email sent to him, will arrive at your inbox. You can also use a simple outlook rule that can “paint” that email in a color that will tell you it was sent to JSmith.

  1. POST AN NEW JOB OPENING

Let’s say you want to post a job to an online directory. You can create a temporary Email Alias to use on job posting instead of using your official Email. You can also create a rule on outlook (or your other email client program) that will highlight any email that is sent to that alias, or set up an automatic reply to those people. Once the position is filled, you delete the Alias and no more online junk mail will arrive.

  1. ONE PERSON HOLDS MULTIPLE ROLES WITHIN COMPANY

Let’s say you have a few roles in your company (beits@legaltechnology.solutions and CEO@legaltechnology.solutions)

  1. MARKETING ACTIVITEIS

Let’s say you want to track where emails originate from for a marketing activity such as advertisement. You can set up an Email Alias such as googleAd23@yourcompany.com. This will allow you to track all the emails that come from people who used ad #23 and so on.

PS: THERE ARE ALSO DOMIAN ALIASES TOO

Domain aliases are the similar to Email Aliases but instead of the main “name” before the “@” sign, a Domain Alias is for the part “after” the @ sign.

For example, my main Email address is beits@legaltechnology.solutions. However, I have another company called: click computer services.

So I created the Domain Alias beits@clickComputerServices.com. In this case, the Domain being “@ClickComputerServices.com”.  Now when emails go to either one of these emails, the emails will arrive to the same main Email Mailbox.

This is a good solution when you want to merge a few company mailboxes into one portal/ service.

Aliases are almost always easy and fast to add! You can simply do a Google search to find out if your service provider offers it, or ask your IT department if they can do it. (By the way, if they say no- fire them and call me! 🙂

Email me if you want more info about this…

Till then- feel free to email me at AwesomePost@legaltechnology.solutions (Guess where my reply to YOU will come from? That’s right, if I reply to it, you will see the reply coming from beits@legaltechnology.solutions)

Written by Beits Livneh

About Beits Livneh

Beits Livenh is CEO of Legal Technology Solutions, an award winning, full-service Arizona IT services firm specializing in outsourced technology support and cloud services for Arizona Law firms. Legal Technology Solutions was ranked #1 I.T. consulting firm in AZ by Ranking Arizona 2014. For more information, please visit www.LegalTechnology.solutions or give us a call at 480-614-4227.

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