How to set up email aliases in your G Suite account quickly
There’s no need to add a new user to your account each time you want to have an additional email address; just work with email aliases. But how the heck do you do that? I’ll show you exactly what you need to do to create an email alias in no time and with zero tech overwhelm.
WATCH THIS TutoriaL AND YOU'LL LEARN:
...how you can access the Google admin console quickly (there are two ways to do that!)
...the oh-so-important steps you need to follow to set up the receiving end of your new alias.
...the exact process to set up the sending end of your email alias.
...how to verify that you own the email address you’ve just created.
...the simple yet effective structure I applied to my inbox using only filters and labels.
...how you can replicate my Gmail inbox structure and organise your emails the same way (detailed walkthrough).
If you want to run your coaching business smarter, apply this business hack today. The only thing to do is to watch the video and follow along.
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Read the Transcript
How to Create a g suite Email Alias
As a solopreneur, you don't need to spend money on adding a new user to your G Suite account each time you want to add a new email address. Simply create email aliases using your existing account. So in this video, you'll learn how to set up a G Suite email alias step by step. Plus if you stay until the end, I'll also show you how I organise my G Suite account, including how I structure my inbox using filters and labels. Having this knowledge will save you so much time down the road. By the way, hi, I'm Sabine Biesenberger, and if you stumbled across my YouTube channel for the first time, this is the place where I share everything marketing and beyond to help you grow your coaching business. If you're already part of my community, welcome back. I'm thrilled you're here. Now let's switch over to the screen to get the ball rolling.
I'm already logged in to my G Suite account and if you're wondering where all the emails are, well this is a brand new G Suite account which I set up step by step in this video over here. So if you're G Suite newbie, I highly recommend putting this video on your must-watch list. And should you haven't signed up for a G Suite account yet, well, hop over to sabineb.cc/gsuite and register for the Basic account. It comes with a 14-day free trial, so you can play a little bit around before you commit. Now the first thing we need to do is to go to the Google admin console, which you can find under admin.google.com or if you're in your Gmail app, simply click the nine little dots over here, scroll down until you see this little tools icon with the subtitle "Admin" and click it.
Now in some instances, you might need to log in again. If you need to, then do that now. In my case, it's automated as I use LastPass for my password management. It's quite a nifty tool. So if you want to check out LastPass, I'll put a link in the description section below this video too. Once logged in, you should see an overview page like this. Now, the first thing that we need to do is to set up the receiving alias, and this is a crucial step that most people don't know or don't do, and that's why their alias setup isn't working correctly. So pay attention. Go up and click "Users", then click the name you want to add more aliases to. If you're a solopreneur, there should only be one name in there, so it's quite straightforward. Make sure that you don't tick the box here or click anything over here. You really just need to click directly the name, click it, then hop over to the "User Information" section and click the expand icon.
Then you can create your alias, or if you want to do multiple ones, that's no problem either. To do that, simply go to the section here and click the pencil icon and you can type in your first alias. Now I've already created one, which is firstname.lastname@example.org. Let's set up another one for our co-founder, which is Jane. To do that, simply click the next empty row - maybe it's your first one if you haven't set up anything yet and then type in Jane No, we don't want to correct this. Go to the bottom where you can see the little "Save" button and click it. By the way, I guess you figured out that you can only change the first part of the email address, which means everything before the @ symbol for your aliases as the last part, everything after the @ symbol, is obviously your verified domain and cannot be modified. Now as we're already here, let's create another alias, one that's explicitly for my private clients. And by the way, those email addresses aren't real, so don't send an email to them. Let's do email@example.com. Again, click the pencil icon, go to the next empty row, type in the first part of the alias you want to create and then click "Save" again.
Create as many as you want. I have more than 13 aliases in my real account, and I haven't seemed to reach the limit of aliases yet, so get creative. And well, if you made a mistake in any one of those, simply click the pencil icon again and correct. Don't forget to click "Save" after you made your changes. Once you're done, check that everything is correct and remember that you can always come back later and add or delete anything you want. Because what you do right now isn't set in stone at all. Now the first step of setting up your aliases is done. You can now use this email address or email alias and start receiving emails. Just send an email from one of your other email addresses to your newly created ones to test it. So let's do this quickly.
[Clicking & Typing]
Let's send it to Jane and let's click "Send". Ok, we're in our Gmail inbox - so let's refresh it. If we go to the inbox... tada... you can see the test email to Jane, we received the email. So what we did is the first step we set up the receiving inbox. Now what we cannot do yet is sending emails from this alias. Let me show you what I mean. Click "+ Compose"
and as you can see, there is only a "To" field and a "Subject" field, and then obviously the body of your email. However, I cannot click a dropdown here and select an email address from which I want to send an email from. So let's change that right now. To do that, let's close the popup window. Let's go up to the "clock wheel" or settings here, click it, scroll down until you can see the "Settings", click it, and then you should see a settings page like this one here. Now from here, go to the "Accounts" tab and click "add another email address" over here. As you can see, we created a hello email address. We created the Jane email address, and we created the VIP email address. However, within the accounts tab there is only the Sabine one there, so click "add another email address".
and let's set it up here. Now when it comes to the name, so let's assume that Jane obviously wants her name, so she has as a sender name the one of Jane Smith. Then we set up the email address and type in firstname.lastname@example.org. We click "Treat as an alias" here. And then let's click "Next Step", and you can see that Jane should be set up here. So let's click "add another email address" because as you remember, we set up VIP as well. So let's do that and click here and change the name to Sabine & Jane's Team because this is the email address email@example.com. If you're happy with it, make sure that this checkbox is ticked and click "Next Step" again. Now, as you can see, this is something new. It didn't come before. It says before you can send mail as VIP, we need to verify that you own this email address. So click "Send verification". And now let's hop back. So let's move this one over here and let's go to our inbox. And you can see that the confirmation email is here and here's the confirmation code. So I'll just click Command + C (on a Mac) to copy and paste this over, and I'll go back to my clock wheel and to "Settings" again, then to the "Accounts" tab, and I'll click "Verify".
I'll type in or paste the code and then click the "Verify" button. And tada. Now you can see that all of those email addresses have been set up and this now means that they've been set up from a sending end. Now, this is very important, ok? So let's move back to "+ Compose" again, and now you can see there's a little dropdown arrow here. And once we've set up the accounts, you can now choose if you want to send an email from the firstname.lastname@example.org account from the Jane one or from the VIP one. So let's just check the Jane one and let's send an email to the VIP one.
So let me spell it correctly... From Jane to VIP and let's click "Send". Now in our inbox over there, let's click this one, you can see that Jane just send an email to our VIP inbox, so everything worked. We can send an email; however, we can also receive an email, which is exactly what we wanted. So we tested everything. Now, this is it - now you can send and receive emails with those email addresses or those aliases you've just created. Repeat this step for all the other aliases you created, and you're all set to communicate with your audience via email. Before I'll show you how to create labels and filters to structure your inbox, what is one thing you'd love to learn from me to grow your coaching business? Let me know in the comments below. I'd love to hear from you as I'd like to create more videos that are helpful to you.
Now let's hop over to our screen again because here it is as promised, this is an example of how I structure my inbox with filters and labels as you can see here. I create what I call little subfolders or sub inboxes so that emails addressed to a particular email alias would not be stuffed in the general inbox over here, but in their respective sub inbox over here. And I created a couple so that you can get a better grasp of what it looks like exactly. I've already created one for hello and one for my email@example.com email address. Now I'll quickly show you how to create one of those inboxes. So go to the clock wheel, click "Settings", then go to the "Filters and blocked addresses" tab. Click "Create a new filter", go to the "To" tab and start with the first email address.
So let's go, in our case, with setting up an inbox for firstname.lastname@example.org. So we'll create a filter that says all the emails addressed to email@example.com will go into a subfolder. So once done, click "Create filter" - make sure you don't click search - click "Create filter", then click "Skip the inbox (Archive it)". What we want to do is we don't want to have all the emails that are addressed to Jane in our general inbox as well as in that subfolder. We only want to have them in the subfolder. Then also check the box "Apply the label", then click it, click "New label" and I use a naming convention, like always the name or the first part of the email address and @, and then I just call it inbox. So if I want to create one for the Jane email address, my label would be "Jane@ Inbox", then click "Create", then click "Create filter". Now rinse and repeat this for all of your other aliases. And if we send a test email to Jane... so let's do that quickly. [Typing]
And let's say the subject is "should go to newly created sub inbox" and let's click "Send" and let's cross our fingers because this email should go directly in our Jane inbox. You can see we've just created the subfolder down here. Now it's there, and tada, the email that we just sent to Jane actually didn't go in the generic or overarching inbox. It went straight to the Jane@ Inbox, and that's in the end exactly the result we want. Phew! You've learned a lot today. It's up to you to apply and create those aliases and structure your inbox the way you want to, but with all the knowledge you've gained today, that should be a walk in the park. Remember, you can always rewatch this video and do the steps with me. You've got this! And if you liked this video, please give it a thumbs up and share it with your friends and peers. As always, I appreciate you watching my videos here on YouTube, and if you want to learn more strategies on how to grow your coaching business, check out those videos over here. Bye for now and I'll see you in the next one.
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