There are many tasks to do when starting a new organisation, and one of the more important aspects is set up email accounts for your staff. One consideration is whether to how best to set up email addresses and aliases. This is also important when setting up new domain names, website or email hosting packages or a Microsoft Office 365 environment.
Generally, email addresses are the name of the person using the email account. In the case of Mary Jones, her email address could be first name (mary@domainname.org.au), her full name (maryjones@domainname.org.au) or abbreviated somehow (for example, mjones@domainname.org.au or maryj@domainname.org.au). Organisations keen on individual staff may choose to do this, but as staff leave the organisation, their email accounts are then deactivated or removed which has the potential to lose mail.
A growing number of organisations are now using email aliases to represent the positions of their staff (for instance, ceo@domainname.org.au or director@domainname.org.au). These often forward to the email address, so that if Mary Jones’ email address is ceo@domainname.org.au, any emails sent to this address can be forwarded to her named email address (mary@domainname.org.au). In some organisations, generic aliases are set up for departments, such as Administration, Sales and Marketing. These can be sent to go to groups of people.
Depending on your needs, your organisation may have both email addresses and aliases. Organisations may also wish to consider using some aliases or generic accounts to separate some of their emails should they seek the assistance of someone in the future. CyberGuru also encourages the use of separate email addresses for business and personal use, and a secondary email account is one way to do this.
CyberGuru can walk you through the selection of appropriate email addresses when you set up a domain name, website or email hosting package, or a Microsoft Office 365 environment. lf we can assist you in any way, please contact us.