Microsoft Outlook is a popular email client that many virtual assistants use for managing emails, yet many of it’s features remain unused and unknown about by VAs!
Using an alias in Microsoft Outlook is great for when you want to send e-mail from one account but receive replies to another account. This is particularly handy if you are managing multiple client emails and send emails as if you are a member of their company. So rather than having five or six different email addresses that you need to log into and check each day, You can set up your Outlook to send and receive to your main email address but with your alias address in the ‘from’ information.
These instructions should work in Outlook 2007 and 2010. First of all, open a new email and then select the drop down arrow on the ‘from’ button. If you have more than one email account associated with your Outlook application, you will see a list of them here and will be able to quickly select the account that you want to send from.
In this instance, we want to go down and click on ‘Other E-mail Address…’ as below. This will open up a small window for you to enter the new email information.
Enter the alias email address that you want your emails to be sent as. In my case, this is my name at my client’s domain name.
Next, select the email account that you want these emails to be associated with and sent to when you receive replies. Again, here you can click the drop down button to choose from any email account that is associated with your Outlook application.
When you are done click ‘Ok’ and you will see that your new alias email address is now displayed in the ‘from’ section of your email. When you send the message, this alias email address will be displayed in the ‘from’ information, and any replies will be directed to the email address that you associated with this alias.
This address will then be saved in your list of accounts, so that next time you want to send an email with this alias, all you need do is simply select the address from the drop down list in the ‘from’ section.
Now all you need to do is test your new settings and make sure that everything is working as you expected it to!