How do I get a new email address for a new employee?

How do I add a new person in Microsoft 365?

1. Sign in to the Microsoft 365 admin center with an admin account.
2. Go to Users, then Active users, and select Add a user.
3. Enter the name and username, and pick your domain.
4. Choose how to set the password. By default Microsoft creates one and asks the person to change it at first sign-in.
5. Assign a licence, then select Next through the optional pages.
6. Select Finish adding.

Expected result: the person shows in Active users. Pass on their first password in person or by phone. Microsoft’s guide to adding users has the details.

A shared info@ inbox in Microsoft 365

1. In the admin center, go to Teams & Groups, then Shared mailboxes.
2. Select Add a shared mailbox, give it a name, and check the address.
3. Select Save changes, wait a few minutes, then Add members to this mailbox.

Members usually see the shared mailbox in Outlook after they close and reopen it.

An extra address for one person in Microsoft 365

Open the person in Active users, select Manage username and email under Aliases, type the new name, select Add, then Save changes. Microsoft says it can take up to 24 hours to start working.

Which kind of address do you need?

You want	Use	Usually its own licence?
A new person with their own login	A new user (mailbox)	Yes
A second address that lands in one person’s inbox, like sales@	An alias	No
One address a team reads and replies from, like info@	A shared mailbox (Microsoft 365) or a group (Google Workspace)	Usually no

Microsoft says aliases need no extra fees or licenses and shared mailboxes usually don’t need a license. Google says each new user needs a license, while aliases are free.

New-hire requests are the most common email job we do. Most fit one of three types, and picking the right one saves money and confusion.

The short version

• Decide what you need: a new mailbox, an alias, or a shared address like info@.
• Only an admin can create addresses. On E-3 email, ask us. Hand over the first password by phone, never in plain email.

How do I add a new person in Google Workspace?

1. In the Google Admin console, go to Menu, then Directory, then Users.
2. Click Add new user and enter the first and last name.
3. Check the Primary email, and add a Secondary email if you have one.
4. Click Add New User, choose how to share the sign-in details, then Done.

Google says the new account’s services can take up to 24 hours to be ready.

For an extra address, open the user and click Add Alternate Emails. For a shared info@, create a group under Directory, then Groups, and add members. See Google’s alias guide and group guide.

Why does this matter?

A new hire who shares someone else’s login leaves no trail of who sent what. When they leave, you can’t lock them out without locking out the other person too. Their own address, or a properly shared one, keeps records clean and access easy to remove later.

What are the common mistakes and edge cases?

• Reusing a leaver’s mailbox. It’s tempting, but the new person then reads the old person’s mail. Convert the old one to shared, or forward it, instead. See remove an email account for someone who left.
• “Address already in use.” The name may still belong to an old user or alias. Check before you create it again.
• Replies come from the wrong address. In Microsoft 365, replies may go out from the main address unless sending from aliases is turned on. Test before printing it on business cards.
• A new group won’t take outside mail. A Google group may only accept mail from inside your company until you change its settings. Test from a personal address.
• One person reads info@ alone. An alias or a forward is simpler than a shared mailbox.

What if this didn’t work?

• You can’t see the admin menus. Your login isn’t an admin. Ask whoever set up your email to do it, or to give you admin rights.
• The new address bounces. Wait an hour, then send a test from an outside address. Then see why emails bounce.
• You use another provider. The ideas are the same. Its own help pages will name the menus.

How does E-3 handle this?

If your mail runs on E-3’s own email service (SmarterMail), ask E-3 to add the address. Tell us:

1. The person’s name and the address you want.
2. Whether it’s a new mailbox, an extra address for someone, or a shared address, and who should read it.
3. Who at your business is approving the request.

E-3 creates the account. The person signs in at mail.e3webmail.com with their full email address as the username, and can change the password themselves once they’re in. Every E-3 mailbox uses the same server settings. The guides in E-3 email: start here take them through setup.

For a new address, ring 814-399-4655 or email support@e3help.me. You can also use the Get support form. Leave passwords out.

Related questions

• How do I set up my email on my iPhone or Android phone?
• How do I set up my email in Outlook or Apple Mail?
• How do I forward one email address to another?
• Shared mailboxes explained