Manage Email with Multiple Email Addresses
Businesses get lots of emails. That email comes in various types, emails from customers, vendors, newsletters, social media sites, for website contact form and so on. Fortunately, most email hosts offer ways to manage email using filters. I like to go a step beyond that and use multiple email addresses to help manage my email. This technique allows me to pre-filter my emails based on which email address I give a person or organization and prepares my business for the time when multiple people may be handling the same types of email.
How does that work?
I start with a general plan of how I want various emails filtered. In my case, I have specific emails to use for certain purposes. This is similar to when businesses have a support email or a sales email address listed on their websites. The email addresses that I suggest business owners consider include:
- A social media email for logging into company social media accounts and receiving updates from them.
- An email for messages sent through the company website. Sorting these emails helps ensure you respond promptly to people who have reached out to you.
- An email for newsletters and other educational content. Many talented business owners are offering a huge amount of valuable content to their newsletter subscribers. This address sorts new subscriptions automatically so you can read the newsletters on your schedule. You may want to provide your team members with the option of each having their own educational content emails.
- An administrative email for handling administrative issues like business subscriptions and bill paying.
- Personal emails for all your team members for communicating with clients and business contacts.
Any other emails that work for your business. These include emails for general customer service, responses to your newsletter, new leads, different locations if your business has multiple physical storefronts or anything else that is appropriate for the way your business works. Then you use the emails for based on how you want emails from a specific person or source filtered.
Options for setting up your email addresses
So that can add up to a lot of email addresses for you to set up. The good news is that you have some options in how you do it and it doesn’t have to be super expensive.
There are two ways that I recommend for maintaining multiple email addresses. First, most web hosting providers include a certain amount of included email hosting. Second, use G Suite, Google’s productivity and email suite of products and tools. Either way can work, but both ways require some understanding of how they work and how to set them up.
Email hosting through web providers
My experience with this option is that you can typically set up multiple email inboxes or use one email as a catchall inbox with this option. The upside is that web hosts often include this option as part of their hosting plans. This option also has some serious downsides, however. The downsides include interfaces that often seem to be missing features and are a little more difficult to set up on your desktop or phone.
If you are using the catchall method, you should set up filters to send emails to different folders within the web app and your desktop and mobile email clients. Make certain that these folders will tell you how many unread emails you have in them so you can know when you need to check each folder.
Email hosting through G Suite
G Suite is my preferred email option. I find it easier to use, easier to set up on my phone and computer desktop, and it has one feature that I really like using to manage multiple email addresses: Google Groups.
Google Groups lets you set up groups with their own email addresses. So you can have a group for each email address and have the messages show up in multiple personal email accounts. You can also add and subtract people as your business grows and employees’ roles change. So you can easily transfer responsibility over an address to a new employee or provide access to two or more team members. This allows you to manage multiple email addresses while only paying for one personal account per person.
Going the G Suits route also gives you the option of using the many other productivity tools that G Suite offers.
You can set up multiple email addresses to help filter your email and make sure that the right people have access to it, now and in the future.