Using Apple iCloud Email and Alias Addresses

The following is from Apple’s support website as of 22 Feb 2016. It’s being reproduced here for archival purposes, easy reference, centralized searching, and also to be disseminated through our social media and network of followers.


 

Create or change email aliases

An email alias is an email address that conceals your actual email address from a recipient. You could create an alias to use when buying items from online stores, signing up for mailing lists, and registering online, and reserve your real email address for use with family and friends. In this way, aliases can help you better manage the email you receive and monitor the sources of unwanted messages.

You can also send email using an alias.

You can have up to three active email aliases, and you can delete or turn off an email alias at any time. You might want to turn off an alias if, for example, you use an alias to make a purchase. After you receive the item, you can turn off the alias to avoid follow-up advertisements, then turn it on again when you make another purchase.

Deleting an alias is permanent, so if you think you might want to use the alias again, you should simply turn it off. When an alias is turned off, all email sent to that alias is returned to the sender.

Note: If you had five MobileMe email address aliases when you moved your account to iCloud, you retain the five aliases. However, once you delete one of your five aliases, you can’t create a new one to replace it.

Aliases are not transferable. Only the iCloud account that created the alias can use it as an email address.

You can’t use an alias to sign in to iCloud.com, and you can’t use an alias to create a separate iCloud account.

Create an email alias

  1. In iCloud Mail, click the Action pop-up menu in the sidebar, then choose Preferences.
  2. Click Accounts.
  3. Click “Add an alias.”
  4. Provide the requested information:
    • Alias: The text you provide becomes the email address (alias@icloud.com). An alias must contain between 3 and 20 characters.
    • Full Name: The name you provide appears in the From field of the recipient’s email.
    • Label: iCloud Mail uses the label to categorize messages sent to your account.
    • Label Color: Messages appear in your Inbox with the colored label that you specify.
  5. Click OK, then click Done.

Change, turn off, turn on, or delete an alias

  1. In iCloud Mail, click the Action pop-up menu in the sidebar, then choose Preferences.
  2. Click Accounts.
  3. Select the alias in the Addresses list, then do any of the following:
    • To choose a new color for incoming messages, click a Label Color option. Alias labels appear only in the iCloud Mail app on iCloud.com.
    • To change the name or label, enter a new alias name and label in the fields provided. Alias names must contain between 3 and 20 characters.
    • To turn off an alias, select “Disable alias.”

      When an alias is turned off, all email messages addressed to that alias are returned to the sender.

    • To turn on an alias, deselect “Disable alias.”
    • To delete an alias, click Delete.
  4. Click Done.

Select addresses you can send from

  1. In iCloud Mail, click the Action pop-up menu in the sidebar, then choose Preferences.
  2. Click Composing.
  3. Click the “Set a default address” pop-up menu, then choose the address you usually use.
  4. In the list of addresses, select the ones you want to be able to send from while using iCloud Mail.

    The selected addresses appear in the From pop-up menu when you create a new email message. For instructions, see Send email using an alias.

Set a default address to send from

If you created aliases or you have an @me.com or @mac.com address in addition to your @icloud.com address, you can choose one to use as the default address when sending mail from your iCloud account.

  • In iCloud Mail, follow the instructions in “Select addresses you can send from,” above.
  • On your iOS 8 device, go to Settings > Mail, Contacts, Calendars > iCloud. In the Advanced section, tap Mail, tap Email, then tap the address you usually want to send from.
  • On your iOS 7 device, go to Settings > Mail, Contacts, Calendars > iCloud > Account. Tap Mail, tap Email, then tap the address you usually want to send from.
  • On your Mac, open Mail, then choose Mail > Preferences. In the Composing pane, click the “Send new messages from” pop-up menu, then choose the address you usually want to send from.
  • On your Windows computer, do one of the following:
    • In Outlook 2010, 2013, or 2016, choose File > Info > Account Settings > Account Settings, click the Email tab, select the address you usually want to send from, then click “Set as default.”
    • In Outlook 2007, choose Tools > Account Settings, click the Email tab, select the address you usually want to send from, then click “Set as default.”

Your Apple ID was used to sign in to iCloud via a web browser

If you get a message stating, “Your Apple ID was used to sign in to iCloud via a web browser.”

This is an alert from Apple to inform you that your account has been accessed. It includes the date and time that the account was accessed via the web.

What’s alarming about this message is that the time may likely be sometime late at night or early in the morning when you would not have even been awake.

The reason for the time difference is that the time is stated according to the timezone at Apple’s headquarters in Cupertino. You’ll see PDT next to the date and time in the alert.

As of early 2014, these alert messages may have included more information about the computer used to access the account, such as, “Your Apple ID (yourname@icloud.com) was used to sign in to iCloud on a MacBook Pro 15.”

By mid-2014 it seems that these messages no longer include the computer description.

If you don’t recognize the login as one of your own, it would be a good idea to change your password.

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Apple iCloud Backup Storage Management and Buying Expanded Capacity

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Introduction

Apple mobile devices like the iPhone and iPad can be backed up to your computer using iTunes, or backed up to the cloud. Many people don’t regularly connect their mobile devices to their computer and take the time to synchronize with iTunes. Months may go by without any backup or synchronization. Perhaps the devices are never backed up or synchronized. So, it’s best to use the Apple iCloud service to actively maintain a backup of your device.

iCloud Management on Computer

These screen shots show how to manage your iCloud storage on an Apple computer. The steps are similar on a Windows computer (by clicking on the iCloud icon in Control Panel).

Select System Preferences on your Apple computer. It is found under the Apple menu.

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From the System Preferences window, choose iCloud as shown below.

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In the iCloud settings window, choose Manage.

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From the iCloud management window, it is possible to buy more storage or delete backups that aren’t needed anymore. For example, when you purchase a new phone the old backup may remain in your iCloud backup system.

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If you’re buying more storage, the pricing is shown below.

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If you have a 16GB, 32GB, or 64GB device, you might wonder what storage capacity is needed. The backup of your settings and application data will likely be much smaller in size than the overall capacity of your device.

According to Apple, “Your iOS device backup only includes data and settings stored on your device. It doesn’t include data already stored in iCloud, for example contacts, calendars, bookmarks, mail messages, notes, shared photo streams, My Photo Stream, and documents you save in iCloud using iOS apps and Mac apps.” (source)

iCloud Management on iPhone

To manage iCloud storage on your iPhone, the steps are similar to those outlined above.

Go to settings and select iCloud. From the iCloud settings window, choose Storage & Backup.

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Within the Storage & Backup settings window, choose Manage storage to see how much storage in the cloud is being used by your various devices that are sharing the iCloud storage. The Manage Storage screen will give you a good idea of how much storage your programs are using. The example below is typical. The iPad Mini backup shown below is for an 8GB iPad Mini that is filled to capacity with programs. However, since the programs and operating system are easily installed again from the iTunes store, the only data needed to be backed up would be a the information used by the installed programs.

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On the iPhone, under the iCloud Backup option, a description is provided: “Automatically back up your camera roll, accounts, documents, and settings, when this iPhone is plugged in, locked, and connected to Wi-Fi.”

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When you select the option to Buy More Storage, a list of options is show.

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If you have a 16GB, 32GB, or 64GB device, you might wonder what storage capacity is needed. The backup of your settings and application data will likely be much smaller in size than the overall capacity of your device.

According to Apple, “Your iOS device backup only includes data and settings stored on your device. It doesn’t include data already stored in iCloud, for example contacts, calendars, bookmarks, mail messages, notes, shared photo streams, My Photo Stream, and documents you save in iCloud using iOS apps and Mac apps.” (source)

Additional Reading