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Configuring Email Aliases

Sometimes when you have an email address like derek.smith@sys-national.com, people will send messages intended for you to the wrong address: like derek@sys-national.com. In some cases, IT administrators set up ‘email aliases’ for your main email account — so that any message sent to derek@sys-national.com will get rerouted to derek.smith@sys-national.com. Where this becomes a problem with secure messaging is when derek@sys-national.com gets a secure message to derek.smith@sys-national.com (an Email Alias of the former). Since secure messages are tied to a specific basic email account, access to this secure message or trying to register with this email alias will fail. If the registration page tells you that you haven’t been invited, try going back to your basic email account and checking the delivery options to see which email address was invited.

The easiest way to find out if you have an email alias is to ask your IT administrator if he or she has defined any for your email account. If you are a home user, you can contact your ISP. If you’re using a free email service like Gmail or Yahoo! Mail, you almost certainly do not have email aliases.

Adding an Email Alias to your secure account allows you to receive secure messages that were sent to your other email addresses. A secure message that is sent to any one of your email aliases will be available in the same secure account’s inbox. This is an advanced feature, and should be used with caution. Most Users do not need to change these settings. If you are unsure, contact your administrator for more information.

  • For Professional Users, configuring email aliases is very easy. Login to the Secure Message Center (Webmail), using the ‘Tools’ menu, select the ‘Alias Management’ menu entry (this option might not be available for all Users, contact your administrator for more information). Define your email aliases by selecting the ’I understand and want to add an Email Alias >>’, and enter the email aliases you would like to tie to this Secure Account. When adding email aliases, the Secure Messaging Platform requires validation that you legitimately own the email aliases by clicking a confirmation link in an email notification you will receive in your basic email account. It is recommended that you contact your administrator before adding new aliases to your Secure Account.
  • For Guest Users, Email Alias management is not available. Please contact your administrator to request a User Group profile upgrade.

Here’s how to add Email Aliases step by step:

  1. Contact your IT administrator and request a list of your email aliases. Adding Email Aliases is only supported for Professional Users.
  2. Log in to the Secure Message Center (Webmail).
  3. Go to ‘Tools > Alias Management’.
  4. Read the disclaimer, and click ‘I understand and want to add an Email Alias’.
  5. Enter in the first email address alias, click ‘Add Email Alias’. Read and confirm the popup window.
  6. Go to your basic email inbox and select the message notification. Confirm the identity of the email alias by clicking the link contained in the message notification.
  7. Repeat with your remaining Email Aliases.
  8. Go to your Inbox for your basic email. You will have received an alias confirmation notification message for each alias you registered in the previous steps. Open each notification, and click on the confirmation link to confirm each new Email Alias.

That’s it, you’re done! Now if someone sends a secure message to one of your Email Aliases, you will be able to read and respond to them seamlessly.

NOTE: There is no limit on the number of Email Aliases you can set up.

NOTE: You should only worry about configuring email aliases if you’ve encountered problems retrieving secure messages that were sent to email aliases you own. If you’re concerned about whether or not you need to define email aliases, please contact your administrator. Your administrator can also add Email Aliases on your behalf through the Web Admin Console.

Still having issues activating with the Toolbar in Outlook after completing the alias setup? Try manually re-activating.