Managing Multiple Email Identities with Aliases A Guide for Better Email Deliverability

Email aliases is an alternative email address used for forwarding incoming emails to primary domain. 

In conjunction with a separate email account, an alias does not have an independent mailbox. It uses a virtual identity allowing users to perform email activities — such as, sending and receiving — under different names, but using the same email account. 

Uses of an Email Alias

• Management of multiple identities 
  • It is a perfect email tool for managing customer support, sales and personal branding.
• Reduction of inbox clutter 
  • It consolidates multiple email addresses under one main account. 
• Minimize public exposure of primary email accounts.
• Streamline email marketing by using dedicated aliases for different campaigns
• Improve team collaboration without creating separate inboxes for each function

How Email Aliases Work in Popular Platforms

Google Email Alias (Google Workspace and Gmail)

Google Workspace and Gmail allow users to create email aliases without needing a new email account. Here’s how:

Setting Up an Email Alias in Google Workspace

1. Go to the Google Admin Console (admin.google.com)
2. Navigate to Users and select the user for whom you want to add an alias.
3. Click on User Information > Email Aliases.
4. Add the alias and save the changes.
5. Emails from this alias are forwarded to the user’s primary inbox.

Adding an Email Alias in Gmail (Personal Accounts)

1. Open Gmail and go to Settings.
2. Navigate to the Accounts and Import tab.
3. Under Send mail as, click Add another email address.
4. Enter the alias email and verify ownership.
5. Now, you can send emails using the alias while managing everything from one inbox.

Outlook Email Alias

Microsoft Outlook also supports email aliases, allowing users to send and receive emails from different addresses within the same account.

Setting Up an Email Alias in Outlook

1. Go to the Microsoft account page (account.microsoft.com).
2. Click Your info > Manage how you sign in to Microsoft.
3. Select Add Email Alias and enter your preferred alias.
4. Confirm by verifying your identity.
5. Once added, emails sent to the alias will arrive in your primary Outlook inbox.

How Email Aliases Affect Email Deliverability

The use of email aliases is convenient for email marketing, customer communications, and other correspondence. However, in some cases, misconfiguration of these or improper management of email aliases can develop deliverability and security risks. 

However, most Internet Service Providers (ISPs) and email servers may question the integrity of your usage of email aliases. Email servers are meticulous when an outreaching campaign originated from an email alias. This can raise some system and security concerns. Afterall, you are using an alias to conceal your identity, compromising the legitimacy and reliability of your emails despite not having any spammy contents. 

Mismanagement of Email Reputation and Spam Filters

Email aliases are highly effective for sending bulk email campaigns. However, without undergoing a proper warm-up process before sending campaigns can trigger spam filters. 

This can result in your emails being marked as spam leading your entire email campaign to collapse. 

Most startups and small business owners underestimate these consequences, as they fail to consider that email aliases share the same sender reputation as the primary domain. 

If an alias is flagged as spam, it creates a chain reaction affecting the entire domain.

Besides on email servers, actual recipients can consider your email as spam. If you incorporate a feedback loop, this can help you identify how your recipients are interacting with your emails.

If you are sending from an email alias that is receiving a lot of spam complaints, then chances are this negative reputation can affect your primary email. 

Limited Control Over Email Sending and Volume

Your email aliases do not have the same functionality of your primary mailbox’s settings. In fact, it relies on the settings of your primary emails, and does not have an established sending limit. 

So if your primary mailbox can only send a limited amount of emails, then that would apply to your email aliases. 

Authentication Issues with SPF, DKIM, and DMARC

When acquiring email aliases, you also need to understand some of the critical authentication tools that can help you avoid bounced back emails. 

• Sender Policy Framework (SPF)
• Domain-based Message Authentication, Reporting, and Conformance (DMARC), and
• DomainKeys Identified Mail (DKIM) 

Understanding the primary functions of these emails can help you avoid any authentication issues. 

• SPF can recognizelegitimate senders.
• DKIM signatures may not align with alias emails.
• DMARC can cause alias emails to fail authentication checks.

Avoiding Email Deliverability Damages With Email Aliases

Email aliases provide a professional look for your work email, and offer significant advantages when it comes to managing your messages. However, without proper employment of email deliverability systems, it can negatively affect your email reputation. 

A negative impact on your email alias can also damage your main email. Fortunately, Warmy is equipped with a free email deliverability test that can help you evaluate and understand any form of deliverability issues that may exist within your main email account. 

You can also use our free SPF and DMARC Record Generators for your main mailbox to recognize legitimate senders and confirm if they pass the necessary authentication checks. 

Besides its free tools, Warmy also has boundless offerings of email deliverability features. 

Domain Health Hub

Warmy’s Domain Health Hub has been upgraded to a more advanced and professional level, it can now assess every statistical data at a domain level. 

This can contribute to a more centralized management of multiple email identities since users will gain complete monitoring of their deliverability at the domain level instead of their individual inboxes. 

• Instant Domain Health Score: Check your deliverability status with metrics such as Inbox Placement, DNS Authentication, and Google Postmaster Data.
• Clear Warm-Up Performance Insights: Gives you the ability to track spam rates, inbox placement, and deliverability trends weekly and monthly.
• Comprehensive DNS Status Checks: Validate and troubleshoot SPF, DKIM, DMARC, rDNS, MX, and A records for seamless email authentication and security. 
• Optimized Multi-Domain Monitoring: Manage all your domains from one sleek dashboard. Making it easier to identify which ones need immediate action. 
• One-Click Deep Insights: Click on any domain to access detailed health metrics, performance reports, including deliverability trends with ease. 

Email Seed List

Seed listing is one of Warmy’s advanced deliverability systems.It has the flexibility to be integrated into any email client, and improve your email performance testing. Warmy will supply genuine email addresses from Gmail, Outlook — and very soon, Yahoo— that will act as seeds for testing your email deliverability. 

It will simulate real engagement to improve sender trust, and if in case that your emails are sent to spam, it will be removed from spam and marked as important to program ISP into understanding that your emails are legitimate. 

Google Postmaster Integration

Google’s Postmaster Integration can help you monitor information for emails that you send to other Gmail accounts. Warmy.io offers direct integration with Google Postmaster to unlock a more advanced email deliverability. 

Free Template Checker 

Confirm if your email messages are spammy, and develop a proper evaluation of your email performance before sending it to users. 

Email Warmups

In most cases, your emails are blacklisted due to it being new or inactive which — for some ISP — makes your email account not trustworthy. 

Warmy’s email warm-up process prevents your emails from being marked as spam by gradually increasing the sending volume. Warmy automates this process, making it easier to establish credibility with email service providers.

With our email warmups, you can send up to 5,000 emails per day avoiding any suspicion from ISPs, and slowly but smoothly build a solid reputation. 

24/7 Customer Support

We offer 24/7 Zoom calls, and chat support that will not only help you navigate through our system, but make sure that you achieve your long-term goals, and obtain reputable emails through our email deliverability. Sign up for the 7-day free trial, or book a demo and maintain a professional and reputable email domain!