Master Your Inbox: The Power of Email Aliases

We're constantly bombarded with emails, so any method to boost inbox efficiency is a win. Creating email aliases is a simple yet powerful technique to improve organization and, in some cases, privacy.

Email aliases, available in services like Gmail, Outlook, and Apple Mail, act as alternative addresses without requiring separate account creation. Messages sent to an alias arrive in your primary inbox. The key benefit isn't anonymity (though it offers some), but enhanced filtering.

What are Email Aliases?

Essentially, aliases are fronts for your main email address. While implementation varies slightly across providers, all messages directed to an alias land in your main inbox, keeping your primary address private. The practical application lies in streamlined filtering.

For instance, use an alias for newsletters, enabling easy filtering—labeling, marking as read, or automatic deletion. Similarly, create aliases for friends/family or work, prioritizing those messages accordingly. This offers considerable inbox management flexibility.

Remember, recipients might deduce your primary address from an alias. For true anonymity, a new email address is necessary. However, for most situations, aliases are far more convenient than creating entirely new accounts.

Creating a Gmail Alias

Gmail alias creation is straightforward. Simply add periods (.) and plus signs ( ) to your address. Gmail ignores text after a " " and periods entirely. If your address is "johnsmith@gmail.com," "john.smith@gmail.com," "johnsmith hello@gmail.com," all deliver to your inbox.

This facilitates effective filtering. For example, use "johnsmith shopping@gmail.com" for online purchases, automatically labeling incoming messages as "shopping" or "receipts." Similarly, "johnsmith news@gmail.com" for newsletters could be marked as read and sent to the Updates tab.

[Related: 4 tips to bring your Gmail inbox to zero]

To set up a filter in Gmail: Access settings (cog icon > See all settings), go to Filters and Blocked Addresses, create a new filter, specify your alias in the "To" field, and click "Create filter." Configure actions (labeling, starring, marking as read, archiving, etc.) and save.

To send from a Gmail alias, navigate to Settings > Accounts > Send mail as > Add another email address. Enter the alias, check "Treat as an alias," and click "Next Step."

Creating an Outlook Alias

Outlook aliases function similarly to Gmail's. You can create new "@outlook.com" addresses within your primary account for enhanced anonymity.

While plus signs ( ) work (e.g., "johnsmith news@outlook.com"), periods (.) don't function like in Gmail. No specific alias creation is needed; simply use them, and they'll work automatically.

To filter, click the cog icon > View all Outlook settings > Mail > Rules > Add new rule. Name the rule, add a condition ("To" field), enter your alias, and specify actions (deleting, moving, marking as read, etc.). Add multiple actions or exceptions as needed.

Unlike Gmail, you can't send from these modified addresses. However, Outlook allows adding entirely new @outlook.com addresses to your account (account.live.com/AddAssocId/). Manage both your original and new addresses from the same account, sending and receiving from both.

Filtering for these new aliases mirrors the process for plus-sign aliases. Sending from these added addresses is possible by selecting them in the "From" field when composing an email.

Creating an iCloud Email Alias for Apple Mail

Apple Mail's alias system resembles Outlook's. Plus signs ( ) work automatically (e.g., "johnsmith work@icloud.com"), but sending from these isn't possible. You can create up to three new @icloud.com addresses that route to your main inbox.

For plus-sign alias filtering, go to iCloud Mail's web portal, click the cog icon > Preferences > Rules > Add rule. Enter your alias, set the condition ("is address to"), and specify actions.

For new, standalone aliases, click the cog icon > Preferences > Accounts > Add an alias, enter your desired address, and apply a label if needed. These new aliases allow sending and receiving, accessible from both the web and macOS Mail app. Manage these aliases in the Mail app via Mail > Settings.

This story has been updated. It was originally published on November 11, 2018.

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