G Suite Hacks for Business: Reduce License Costs with Aliases

Oscar Limoke
Sep 12, 2017 · 4 min read

The other day while closing a client onto G Suite, they gave me a very clear instruction to make them get the most off the platform for the price they were paying. She specifically put this in quote that influenced my decision to start this series;

G Suite is like a Lamborghini but I know we are using it like a Toyota. Make us drive it like a Lamborghini at the price of a Toyota vitz

Her quote was a call to make sure I made them rip the most benefits at the least cost possible. In keeping to our promise ,for the benefit of her business and any businesses using G Suite, this is my series to driving G Suite like a Lamborghini that it is at the price of a Toyota;

Cut Licenses through use of Aliases

G Suite has a feature that allows for creating alias email addresses to users that can send and receive emails through a main user’s inbox at no extra cost. An alias email will function just as a normal email to the external user sending email to it. This is particularly important for role accounts such as sales@abc.com, info@abc.com, branch1@abc.com for instance that have do not belong to an individual.

You can only add up to 30 aliases for each user

Only your G Suite Admin can add and assign aliases to users. This can be done in the following steps ;

  • Go to Users under your Google Admin console
GSuite Admin Console
  • Search/Find and click a user’s name to go to their account page.
  • Click the Account section.
  • Scroll to the Aliases section. Then click Add an alias.
  • Enter an alternate user name (the part of the address that appears before the @ sign).
  • then

Note: You can’t create an alias currently assigned to someone else, either as a primary address or alias.

Send mail from an alias

The user automatically receives messages sent to the email alias address. To send messages so the alias address appears in message’s From field, the user needs to sets up a custom From address in Gmail.

Share these steps with the user:

  • Sign in to your G Suite email.In the upper-right and select Settings along the top of any page, and select the Accounts tab
Add Alias Account Under Accounts Tab
  • Under Send mail as, click Add another email address you own
  • In the Email address field, enter your name and the email alias address and Click Next Step to follow prompts.
Setting Up Alias

​Messages you send will appear to be from this email address. Only recipients who look at the original message header will see your primary mail address.

Sending mail with the Alias Account

To use one of your alternate sender addresses, click the From link when you compose a new message. If you’re replying to or forwarding a message, click the field where your recipients are listed, then click From. After clicking From, you’ll see a drop-down menu next to your address, where you can select the email address .

Sending Email from as anAlias

Parting Shot

Using individual aliases, an organization can reduce costs by creating branch/department/function account alias’ that are owned/managed by the manager /lead .

If you have more than 1 domain that you use in your organisation say abc.net, you can as well add the domain as alias in the admin console. This way, all users with email say mimi@abc.com would as well have an automatic alias as mimi@abc.net . Sending and using the alias ,follow the steps as outlined before

Our Estimates; This feature could save the organisation license costs ranging from 10–40%

Pawa IT Solutions

We are a dedicated Cloud Solutions provider, offering a wide range cloud solutions from SaaS to IaaS cloud including; G Suite, Zoho Workplace, GCP, Digital Ocean Cloud Hosting and much more. We share our musings , experiences and some our best kept secretes here.

Oscar Limoke

Written by

Business Lead & Technical Support @pawa_it; Delivering the promise and delight of Cloud Solutions to biz/orgs across Africa.

Pawa IT Solutions

We are a dedicated Cloud Solutions provider, offering a wide range cloud solutions from SaaS to IaaS cloud including; G Suite, Zoho Workplace, GCP, Digital Ocean Cloud Hosting and much more. We share our musings , experiences and some our best kept secretes here.