Using Gmail to manage multiple email accounts

Published on June 23, 2020 by Wild Fox Creative

While I am sure there are many of you out there that still use mail programs such as Outlook, Mail, or Thunderbird for your email management, I often recommend clients use their existing gmail account as an easy way to manage their business email account(s) too.

Below are some simple instructions that explain how to add additional email accounts to your gmail account, including how to change which account your outgoing mail comes from (either on a single use or permanent basis).



Receive emails from a different address or alias

 

Let’s get started with how to add another email account to gmail for the purpose of receiving incoming mail.

 

Step 1: Add an address you own
  1. On your computer, open Gmail.
  2. In the top right, click Settings Settings and then See all settings.
  3. Click the Accounts and import or Accounts tab.
  4. In the “Check mail from other accounts” section, click Add a mail address.
  5. Enter the address you want to send from and click Next >
  6. Enter your username, password, server details and port number (many servers these days require you to use a secure connection, so make sure this is selected).
  7. Click Add Account.

Note: If you want to treat the additional account like a separate email account, I recommend checking the option that says Label incoming messages and creating a label for the respective account.

Once you have successfully completed these steps, you should start to see your emails arrive in your inbox. Gmail should also offer to add it as an alias, meaning you’ll be able to send emails from that address too. You’ll have to verify your new email alias, as described below.



Send emails from a different address or alias

 

If you own another email address, you can send mail as that address. For example:

  • Yahoo, Outlook, or other non-Gmail address
  • Your work, school, or business domain or alias (eg. @yourdomain.com.au)
  • Another Gmail address

Fun Fact: You can send emails from up to 99 different email addresses.

Step 1: Add an address you own
  1. On your computer, open Gmail.
  2. In the top right, click Settings Settings and then See all settings.
  3. Click the Accounts and import or Accounts tab.
  4. In the “Send mail as” section, click Add another email address.
  5. Enter your name and the address you want to send from.
  6. Click Next Step and then Send verification.
  7. For school or work accounts, enter the SMTP server (for example, smtp.gmail.com or smtp.yourschool.edu) and the username and password on that account.
  8. Click Add Account.
Step 2: Confirm the address
  1. Sign in to the account you added.
  2. Open the confirmation message you got from Gmail.
  3. Click the link or verify using the code given.
Step 3: Change the “From” address
  1. In the message, click the “From” line.
    (If you don’t see this, click the space next to the recipient’s email.)
  2. Select the address to send from.


Setting your Default “Send” Address

Under Accounts and import, you are able to set your “default” send mail as address.

This can be useful if you are using gmail to manage your business domain emails (eg. info@yourdomain.com).

You can also set what happens when you reply to a message.

You are able to choose between:

  • Reply from the same address the message was sent to
  • Always reply from default address

Note: You can also manually change the address at the time of your reply.

 


 

How did you go, did you get it set up?

I currently use this method to manage several of my accounts from the one window.

Using custom filters, it’s easy to create multiple “Inboxes” for each account, while also having one generic inbox too. That’s a post for another day…. 😉

If you have any questions, please ask in the comments below or get in touch with us via email.

0 Comments

Submit a Comment

Your email address will not be published. Required fields are marked *