How to add email accounts into your Gmail?

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Send/receive business emails via Gmail

Do you know that you can read and compose an email with multiple email accounts in Gmail?  *Note: You can do so other email providers such as Yahoo!, Outlook. I prefer Gmail. 

As a business owner, I have subscribed to budget mail hosting services for my business emails. Such services mostly provide you a portal/webmail login; they usually lack a few critical features for modern usage. For example:

  • You have to login via an URL to check your mail every time for each email account.
  • There’s no mobile app to receive push notifications on your phone.
  • Spam filters and virus scans may require additional fees.

Especially if you run multiple businesses, it will save you alot of time if you manage multiple email accounts within 1 platform. Continue reading to learn more!

Step by step guide to send mail as another email address via Gmail

I presume you’ve signed up for a Gmail account. 

1. On your Gmail dashboard, click on the gear icon on the top right corner of the screen.
2. Click “See all settings”.

3. Click “Accounts and Import”.

4. Under “Send mail as:”, click “Add another email address”. This step allows you to compose and send out emails via another account via email. 

5. A setting page will pop up. Enter your name and the intended email address you wish to add. Click “Next Step” to proceed.

6. Here you will need to key in your outing SMTP settings. E.g. SMTP server, port number, email address, and login password. You can find the details via:

  1. asking your hosting provider thru email or live chat (if they have)
  2. your hosting provider may have send you this information via email during sign up. 
  3. search with search engine, e.g. “company name” SMTP settings. In my case, I search for “Rackspace SMTP settings” and this is indicated in the search result:
    Your Name: Your Name or Business Name
    Login Name: Your Mailbox Email Address
    Password: Your Mailbox Password
    Account Type: IMAP
    Incoming Mail Server:
    Outgoing Mail Server:
    Incoming Mail Server (IMAP) TCP Port: 993 (SSL)
    Outgoing Mail Server (SMTP) TCP Port: 465 (SSL)

7. Gmail will send a verification code to your email address. 

8. Log in to your email account via the method provided by your hosting provider. Look for the email from Gmail, you can either copy the confirmation code and paste it in the previous screen, or click on the URL link to verify your account. 

9. Your email address will be added below once the verification is completed. 

10. Click “Compose” to create a new email, now you can click on your default email address to choose the email address to send from. Repeat the steps to add more email accounts. 

Step by step guide to check/import email from other email accounts

1. On the same page, under “Check mail from other accounts”, click “Add a mail account” to import emails from other accounts.

2. The configuration settings will pop up, key in your email address, and click “Next”

3. Click “Next” on this part.

4. Key in your incoming SMTP settings. Check the checkbox according to your preference and click “Add Account”. 

*You may check “Leave a copy of retrieved message on the server” if you wish to have a copy of the email in your mail hosting. If left unchecked, the email will be deleted from your hosting provider.

5. Once added, Gmail will begin fetching all the emails in your account automatically.  It scans for new email periodically, between 15 minutes ~ 1 hour, depending on how often an email is sent to you. You can click “Check mail now” to retrieve email immediately too. Repeat the same steps to add more email accounts. 

You should be able to receive and send out emails with your Gmail account after following the guide; there’s more functions available in Gmail. Feel free to click around to create more customization if needed—for example, a custom signature for each email address.

I hope you find this tutorial useful for you and feel free to like and follow my social profile to stay updated! See you!

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