Adding company email for another user

For a Microsoft 365 business account, adding another company email address for a person is done as an email alias or by creating another user account, depending on the goal.

• If the new address should deliver mail to an existing person’s mailbox, add it as an alias.
• If the new address is for a different staff member who needs their own sign-in and mailbox, create a separate user account instead.
• If multiple people should manage one address such as info@... or sales@..., use a shared mailbox.

To add another email alias to an existing licensed user:

1. In the Microsoft 365 admin center, go to Users > Active users.
2. Select the user.
3. Under Aliases, select Manage username and email.
4. In Username, enter the new alias, select the company domain, and choose Add.
5. Select Save changes.

Important details:

• The user must have a license assigned, or Manage username and email will not appear.
• Managing aliases requires an Exchange-based admin role such as Exchange Administrator.
• The alias must use a domain already added to Microsoft 365.
• Changes can take up to 24 hours to update.
• In Outlook on the web, replies can use the alias the message was received on. Outlook desktop uses the primary email alias.

If the intention is to add another staff member with their own mailbox at the same company domain, that is not done by adding an alias to the existing mailbox. That requires creating another user account and assigning that person their own address.

• Add another email alias for a Microsoft 365 business subscription user
• Change a user name and email address