When you first start your business, managing everything under one email address isn’t that difficult, but what happens when your business starts to grow, even if your team doesn’t?
Maybe you’ve launched a shop, a course, or you’ve brought on an assistant to help manage those emails that don’t require your personal touch, but the thought of having two, three, or even four inboxes to check each day makes you want to run away and hide.
Now hold on. Don’t freak out yet because there’s a super simple way to keep multiple email addresses in one Gmail inbox without going totally bonkers trying to manage it — all it takes is a G-Suite account and a little bit of set up time!
Today I’m going to show you how to set that up and share some tips and tricks to keep everything in tip top, super organized shape!
WHY ONE INBOX IS BETTER THAN MANY
Whether you’re one year or five into your business, still running everything on your own or adding team members to the operation, chances are you’re going to need more than one email address for your business at some point.
The obvious answer to some would be to set up a new inbox every time you need a new email address and while this works in some situations, it’s not the perfect solution.
I’m a pretty firm believer that simple is always best, and I’ve learned what may be simple at the onset turns out to be not-so-simple after the fact.
It might be simple to set up a new inbox every time you need a new email address for your business, but in the long term, managing two, three, or more inboxes is anything but simple. That’s why I recommend most business owners set up multiple email addresses in the same inbox — that way everything is in one spot and you don’t have to spend precious minutes or hours hopping back and forth, trying to remember what email came to which inbox.
It also avoids the issue of emails going to the wrong address and having to be forwarded back and forth between inboxes, and guarantees that you, as the business owner, always have complete and easy visibility on everything that’s coming in and going out of an inbox on behalf of your business.
HOW TO MANAGE MULTIPLE EMAILS IN ONE GMAIL INBOX
Now that we’ve gone over the why, what about the how?
Going back to my love of simplicity, let me say at first that this process might not seem super simple at first, but with a little bit of a patience and set up, your inbox management from here on our will be a breeze, whether you have one email address or seven.
STEP ONE: SET UP A G-SUITE ACCOUNT
Before you can get started managing multiple emails in one inbox, you’ve got set up a G-Suite account. This allows you to use Google’s email interface for your business while having an email address customized to your business rather than with Google’s “branding,” as it were.
You do have the option of setting up a customized email address with most domain servers and connecting it to a regular Gmail address, but setting up G-Suite gives you access to additional storage and a wide array of other tools that make running and managing your business that much easier.
Business owners have three options for G-Suite account plans — Basic, Business, and Enterprise plans, ranging from $5 to $25 per user per month.
STEP TWO: CREATE USER ALIASES
Once you’ve opened your G-Suite account, verified your domain, and gotten your inbox set up, your next step is to add the other email addresses to your user profile — these are known as aliases.
Head to your admin console and click on Users. At this point, you should only have one user, yourself, so click on that and head to the Account section.
Once there, scroll down until you see Aliases.
By default, there should be at least one other alias that is a temporary test email for the address you chose at set up. Near the bottom of the section, you’ll see the option to “Add an alias.” Type in the alias you want to add and hit enter.
Once you’ve added all your desired aliases, click Save, and head from your Admin console on over to your inbox.
STEP THREE: DESIGNATE ACCOUNT PREFERENCES
Now that you’ve set up all your aliases, you’ll want to set up some preferences to help with the overall receipt and management of those different email addresses.
Once you’re in the inbox, head to the Settings section and click on the Accounts tab.
There you’ll see your main email address, listed as a default, and underneath a link labeled Add another email address.
Click on that and type in the address of one of the aliases you just created, along with the name of the person associated with that account — whether it’s you, an assistant, or another team member.
Make sure the “Treat as alias” box is checked, hit “Next Step,” and voila! Now whenever someone sends an email to your main address or the alias, it will show up in your inbox.
Repeat this same process until you’ve added all the aliases associated with your account and you’re good to go!
Below the default email address and added aliases, you’ll see two options for replying to messages — reply from the same address the message was sent to or always reply from the default address.
Depending on how you want to manage your inbox, either option will work. I personally have it set so that all replies go from the email address they were sent to.
STEP FOUR: CREATE FILTERS
Once you’ve added all the aliases to your account, the big question is how do you manage all the messages coming into those different email addresses without going bonkers?
The answer is filters.
In the search bar at the top of your inbox, you’ll see a down arrow. Click on that and it will provide an advanced search bar. In the “To” field, type the address of your default email or any of the newly added aliases and click “Create filter with this search,” found at the bottom right corner of the screen.
You’ll see a whole array of options for how Gmail can automatically handle any email that comes to that specific address, including skipping the inbox, marking it as read, applying labels, or sending a canned response.
Depending on how you’re handling emails send to different addresses, any of these options could be an appropriate action.
If you want visibility on everything that comes into your inbox, but also want to be able to tell at a glance which email address the message was sent to, create a color coded label for each of the different aliases and apply a filter that will automatically tag any email sent to that address with that label. This will help speed up organization and response when you or an assistant is popping into the inbox each day and managing different things.
There you have it, friends! Everything you need to know to manage multiple email addresses in one Gmail inbox! Happy emailing!