Using gmail for all your email

 

The instructions on this page assume you have a POP3 mailbox for your website email and might otherwise use Outlook or Windows Live Mail or similar to manage it.  The alternative is simply to use your GMail account as your business email address - the easy way out but not very professional!

To follow these instructions you will need access to your website email. If you already use Outlook or Windows Live Mail or similar this will be straightforward. If you don't already use an email program you might find webmail the easiest solution for reading the verify email that GMail sends you in step 11.

The idea is you ask gmail to get the emails from the website mailbox. This can work much better than simply forwarding the all emails from your account.

Step 1: Login to GMail

Open www.google.co.uk or google.com in your web browser and sign in to your Google account.

Click the GMail link near the top right, or click the menu button and choose GMail.

Step 2: Open Settings

Click the gear wheel icon at top right.

Choose 'Settings'.

Click the 'Accounts and Import' heading.

 

 

Screen-shot: GMail settings

Step 3: Click Import Mail and Contacts

Click the 'Import Mail and Contacts' link.

Screen-shot: Import email account into GMail

Step 4: Import Email Address

In the dialog box that appears, enter the email address you want to import.

Click 'Continue'.

Screen-shot: Enter email address to import

Step 5: Enter Email Account Login Details

Enter your password for this email account.

Enter the POP3 username - this is the same as the email address.

Enter the mail server name - this is either your domain name or mail., eg. mail.abbeydale.net.

Click 'Continue'.

Screen-shot: email account details

Step 6: Import Options

Tick 'Import Mail'

Untick 'Leave a copy on the server' (but see below)

Untick 'Archive Incoming Messages'

Untick 'Add Label to Imported Mail' (tho this does no harm)

Click 'Start Import'.

 

If you are using JUST GMail to read your email messages then definitely untick 'Leave a copy on the server'.  If you are using Outlook and/or another device to read email as well as GMail then you should tick this.  BUT... at least one of your devices MUST delete email messages from the server once they have been read.  If not your mailbox will fill up and refuse further messages.

Screen-shot: import options

Step 7: Importing Messages

That's it.

Your messages are now being imported and you'll soon be able to read them in GMail.

Click 'OK' to close this dialog box.

Screen-shot: importing messages

Step 8: Send via GMail too

You can use GMail to send via your domain based email address too tho if you've previously just redirected messages into your GMail account you've probably been sending as your GMail address.  If you're happy to send emails, including both new emails and replies, from your GMail address then you've finished.  Otherwise read on...

Back in the 'Settings' - 'Accounts and Import' page find the section headed 'Send mail as'.

Click the 'Add another email address' link.

Screen-shot: send via GMail too

Step 9: Name and Email Address to Send As

Enter the name that you want recipients to see as the sender of your emails.  If this is a business email address used for sales or other enquiries you might want to use your company name rather than your personal name - or maybe both: eg. 'Mike from Abbeydale Web'.

Tick the 'Treat as an alias' box if this email address also represents you.  This is usually the case.  

Click 'Next Step'.

Screen-shot: email address to send as

Step 10: Email Username and Password

Enter the SMTP mail server to use - this will usually be either just your domain name or mail., eg. mail.abbeydale.net.  

Enter your username for your domain based email address - this is usually the same as the email address.

Enter your email password.

Click 'Add Account'.

Screen-shot: email server and login details.

Step 11: Enter Verification code

When you clicked 'Add Account' above Google sent an email to the address you gave.  

When you receive this message look for the nine digit confirmation code Google has sent you and type or paste it in here.

Click 'Verify' to continue.

 

This is to confirm that the email address you gave really is yours.  The email may take a minute or two to arrive, or may end up in your junk folder so make sure you check there if you don't find it in your inbox.

Screen-shot - enter verification code.

Step 12: Select default send address

By default GMail will send emails from your GMail address but you may prefer to send them 'from' your website email account.

Back at the 'Accounts and Import' page find the 'Send mail as' section again.

Click the 'make default' link next to your website email address.  Which ever you choose here you always get a choice of which address to send from when you compose a new email.

Just below there you will find another option labelled 'When replying to a message'.  Tick 'Reply from the same address...' to ensure that you reply to messages sent to your website email from your website email, and messages sent to GMail, from GMail. 

That's it - you're done.  You can now go to your GMail inbox page to send and receive emails as if from your website email address while retaining all the convenience and vast storage space of your GMail account.

 

Screen-shot: default email address

page last updated: 11/04/2018

This website uses cookies for statistical usage data. By continuing to use this site, you agree to the use of cookies. Don't show this again