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Add an email alias to a user account

Important: This article only applies to customers who are using the Office 365 Small Business plan, which is no longer available for purchase. If you're using one of our current Office 365 business plans - Office 365 Business Essentials, Business Premium, or Enterprise - please visit Add additional email addresses to a user.

As an Office 365 Small Business admin, you can add additional email aliases to a user by editing the user’s account. These are also known as “secondary email addresses”, “proxy email addresses”, or “email aliases”. You must have Office 365 admin permissions to add an email alias to a user account.

Note:  As an Office 365 Small Business admin, when you create a user account, an email address is automatically assigned to the account based on the user name. This address is known as the “primary” or “reply” address. It is the email address that displays in the From box of messages sent from the account. For information about how to change a user’s user name and primary email address, see Change a user name in Office 365.

Adding email aliases to a user is helpful when:

  • You want a user to receive email sent to an easily recognized email address such as info@contoso.com or sales@contoso.com.

  • You want users to receive email at their primary email address such as Tony@Contoso.com and also an address like Tony.Smith@Contoso.com.

  • A user changes their name, and you want to add an email alias with their new name while maintaining their primary email address.

If you want more than one user to manage email sent to an email address or you want to send email from that address (for example, info@contoso.com or sales@contoso.com), use a shared mailbox instead of an alias. A shared mailbox can also be used to share a calendar. For more information, see Create and use shared mailboxes.

Add email aliases

Note: These steps apply to Office 365 Small Business, which is no longer available for purchase. If you're using a different Office 365 plan, see Add or Remove Email Addresses for a Mailbox .

  1. Sign in to Office 365 with your work or school account.

  2. In Office 365, select Admin. Or, select the app launcher Office 365 app launcher icon, and then select Admin.

    Office 365 navigation options
  3. Select Users & groups.

  4. On the Users page, do one of the following:

    • Select the user, and then select the Manage email aliases link to the right of the user’s name.

    • Select the check box next to the user, select Edit Edit, and then select the Email addresses tab.

  5. On the Email addresses tab, under Does this user need to receive email at additional addresses, like sales@contoso.com?, select Yes.

  6. In the text box, type the first part of the new email alias. If you have added your own domain to Office 365, you can choose the domain for the new email alias using the drop-down list.

    Note:  The email address must end with a domain from the drop-down list. If the user needs to receive email sent to an email address in another email service, you should set up email forwarding using the other email service. If you want to add your own domain name to your Office 365 organization, see Get help with Office 365 domains.

  7. Next to the email alias you want to add, select Add.

  8. When you are done, select Save.

Edit or remove email aliases

  1. Sign in to Office 365 with your work or school account.

  2. In Office 365, select Admin. Or, select the app launcher Office 365 app launcher icon, and then select Admin.

    Office 365 navigation options
  3. Select Users & groups.

  4. On the Users page, do one of the following:

    • Select the user, and then select the Manage email aliases link to the right of the user’s name.

    • Select the user, select Edit Edit, and then select the Email addresses tab.

  5. On the Email addresses tab, do one of the following:

  6. To edit an email alias, select the alias, and then select Edit. In the text box, edit the first part of the email address. If you have added your own domain to Office 365, you can choose the domain for the email alias using the drop-down menu. Then, select Save.

    Note:  The email address must end with a domain from the drop-down list. If the user needs to receive email sent to an email address in another domain or email service, you should set up email forwarding using the other email service. If you want to add your own domain name to your Office 365 organization, see Get help with Office 365 domains .

  7. To remove an email alias, select the alias, and select Delete. Select Yes to confirm that you want to delete the alias.

  8. When you are done, select Save.

What else do I need to know about Office 365 email addresses?

The following information may be helpful for admins that manage email addresses:

  • Additional email aliases are not mailboxes. Email sent to an additional email alias arrives in the user’s Inbox.

  • If you want to change the user’s “primary” or “reply” email address, see Change a user name in Office 365.

  • Create an additional email alias for a user if you want one user in your organization to manage email sent to more than one email address.

  • If you want more than one user to manage email sent to a single email address like info@contoso.com or sales@contoso.com, use a shared mailbox. People can also use shared mailboxes to share a calendar. For more information, see Create and use shared mailboxes.

  • If you are an Office 365 Enterprise or Midsize admin, you manage email aliases for your users from Exchange admin center. For more information, see Add or remove email addresses for a mailbox.



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