An email alias is an additional email address that automatically forwards incoming messages to an existing mailbox, without you having to create a separate inbox for it. For example, you can receive both [email protected] and [email protected] in the same inbox. In this article, you’ll learn exactly what an alias does, when it’s better to use one than a separate email account, and how to create one yourself.
What exactly is an email alias?
An alias is not a full-fledged mailbox. It has no password of its own, no storage space of its own, and no login environment of its own. It’s simply a rule that says: “everything that arrives at this address, forward it to that other address”. You can link multiple aliases to a single mailbox, and in many cases you can also send mail on behalf of that alias from your mail client (depending on the settings).
Aliases are often used for functional addresses such as info@, sales@, invoices@, or an address for a temporary campaign. This way, it appears to customers as if there are different departments, while you simply handle everything in one inbox.
An alias forwards incoming mail to your existing mailbox.
Alias or separate email account: which should you choose?
An alias is useful if you simply want all mail to arrive in one place, without having to switch between inboxes or remember extra passwords. A separate email account is better if multiple people need independent access, or if you want separate folders, spam filters, and rules per address.
Rule of thumb: use an alias for addresses that ultimately end up with the same person or team. Use a separate account as soon as a separate login or dedicated management is required. You can find more information on setting up individual mailboxes at business email.
Creating an email alias: step-by-step guide
Creating an alias in Plesk takes just a few steps. You don’t need any technical DNS knowledge for this, as long as your domain and mailbox are already working.
Log in to Plesk
Go to your Plesk environment and open the overview of your email accounts under the relevant domain.
Choose the existing mailbox
Open the mailbox you want to link the alias to, for example your company’s main mailbox.
Add the alias address
Go to the alias tab and enter the desired address, for example [email protected]. Save the changes.
Test the alias
Send a test email to the new address and check whether it arrives in the linked mailbox.
Check sending on behalf of the alias
Do you also want to send mail from the alias address? Then add the address as an additional “send as” address in your mail program (such as Outlook), if this is supported by your mail server.
Common issues with aliases
Is mail not arriving via the alias? First check whether the underlying domain is set up correctly, for example whether the domain name and associated DNS records point correctly to your hosting environment. Without a working mail configuration, an alias won’t work either.
Another common problem is that an alias is accidentally created twice: both as a separate email account and as an alias. This causes error messages because the address is already in use. In that case, first delete the separate account before creating the alias.
Also pay attention when sending on behalf of an alias: if you have set up SPF, DKIM, or DMARC for your domain, the sending system must have permission to send mail on behalf of that domain. Otherwise, mail you send via the alias may still be flagged as spam by the recipient.
Frequently Asked Questions
Does an email alias cost extra money?
An alias doesn’t use extra storage and is usually free to add to an existing mailbox, unlike a completely new email account.
Can I link multiple aliases to one mailbox?
Yes, you can usually link multiple aliases to the same mailbox, so that all those addresses come together in one inbox.
Can I also send email from an alias?
In many cases, yes, provided your mail program supports this and the address is correctly set up as a sending address.
Does an alias still work after moving to another host?
After a move, you usually need to set up aliases again in the new environment. Check switching to Tandata for details on how this process works.
Conclusion
An email alias is a simple and free way to receive multiple addresses within one mailbox, ideal for functional addresses such as info@ or sales@. If something isn’t working as expected, first check your domain and mail settings or consult the knowledge base for more help.