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How to Create a Second Email Address for a Microsoft 365 User

Kushani Nimanthika Oct 7, 2026 869 views

Question details

The user needs to create an additional email address for an existing Microsoft 365 business account without purchasing another user license.

How to Create a Second Email Address for a Microsoft 365 User

Product: Microsoft 365
Device & OS: not provided
Scenario: Setting up a secondary email address (alias) so a user can receive and send emails under a different name or department.
Observed behavior: The user must configure an email alias via the Microsoft 365 admin center so the secondary address routes properly to the primary inbox.

Before you start

Ensure you have Microsoft 365 global admin or Exchange admin privileges before attempting to add an email alias for a user in your organization.

Solution 1Recommended

Add an Email Alias via Microsoft 365 Admin Center

Use this solution to create a secondary email address that routes directly to an existing user's inbox without requiring a separate Microsoft 365 license.

Adding an email alias allows a single user to receive mail at multiple email addresses. All messages sent to the alias will arrive in the user's primary inbox.

Log in to the Admin Center

Navigate to the Microsoft 365 admin center and sign in using your administrator credentials.

Go to Active Users

In the left-hand navigation menu, click on 'Users' to expand the list, then select 'Active users'.

Select the Target User

Find and click on the name of the user for whom you want to create a second email address. A settings panel will slide out on the right side of the screen.

Manage Email Aliases

Under the 'Account' tab, locate the 'Aliases' section and click on 'Manage email aliases'.

Add and Save the Alias

Click 'Add an alias', type in the new email prefix, select the correct domain from the drop-down menu, and click 'Save changes'.

Add an Email Alias via Microsoft 365 Admin Center

Sending from an Alias in Outlook: To send emails from this new address, the user must open Outlook, display the 'From' field (found in the Options tab of a new message), and select the alias address before sending.

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Frequently Asked Questions

Do I need to buy an extra license for a Microsoft 365 email alias?

No, you do not need an extra license. You can add up to 400 email aliases to a single Microsoft 365 user account for free.

Can a user log into Microsoft 365 using their email alias?

No, users must continue to log in using their primary email address and password. An alias is solely designed for sending and receiving emails.

How long does it take for a new Microsoft 365 email alias to become active?

It typically becomes active within a few minutes, but it can take up to 24 hours for the new email alias to fully sync across all Microsoft 365 servers worldwide.

Can I convert an email alias into a primary email address later?

Yes, an administrator can go into the 'Manage email aliases' section of the Microsoft 365 admin center, select the alias, and click 'Change to primary' to swap its role with the current primary address.

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