Distribution Lists, Aliases & Email Accounts Print this Article
Within your organisation it may be useful to set up various email accounts, aliases and distribution lists. This can be helpful for a number of reasons including:
- Maintaining email addresses during staff turnover,
- Providing a professional generic email address rather than a personal name,
- Distributing emails to a team of people.
The following information will help you decide how best to manage your email addresses. You can set up each email address as either an email account, an email alias, or as a distribution list.
An email account is where one individual person receives and sends emails.
An email account has an address e.g. [email protected] An email account also has a password.
You will provide one email account for each person in your organisation who needs to read or send emails.
An email account is the only place where people within your organisation can receive or send emails.
An email account is something a user can 'log in' to.
An alias is an address which is linked to an email account.
- For example the email account [email protected] might have an alias of [email protected]
- Any emails sent to [email protected] will be delivered directly to [email protected]
- Emails can be sent from either [email protected] or [email protected], but all replies to these emails will go to [email protected]
An alias does not have a password since it is linked to an email account.
- In the example above, to check emails from [email protected], you would simply log in to the [email protected]com.au account.
You can not 'log in' to this address since it is not an email account. (If you do try to log in to an alias, you will simply be logged in to the associated email account)
An Alias is applied to only one email account.
- In the example above, emails to [email protected] are redirected to just one email account: [email protected]
One email account can have multiple aliases.
- For example, [email protected] might have the following aliases:
A distribution list is a way to forward emails from one address to more than one email account.
- For example, the distribution list [email protected] might include:
- Any emails sent to [email protected] will be delivered directly to [email protected], [email protected] and [email protected]
A distribution list does not have a password since it is linked to many email accounts.
- In the example above, to check emails from [email protected], you would simply log in to any of the distribution list email accounts such as [email protected] or [email protected]
You can not 'log in' to this address since it is not an email account.
A Distribution List is applied to one or more email accounts.
- In the example above, emails to [email protected] are redirected to three different email accounts.
One email account can belong to multiple distribution lists.
- For example, [email protected] might belong to the following distribution lists:
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