Linking your domain mail accounts to Gmail
As an entrepreneur I have mail id’s in my domain hosting plan. This is beneficial for my business as it communicates my brand name across. However the main pain points are that I have to log into each of the id’s separately and check my mail. Consider this activity for 5 mail id’s done 6 times a day. The end result is I lose unnecessary time on it and also I may miss out on some high priority mail that needed me to action immediately.
To solve for this I have now linked my domain mail id’s to my Gmail account. In this way I have my mails in one inbox and also I don’t miss out on important mails. Also I can reply to my mails from the comfort of the Gmail inbox itself. I will take you through the exact steps needed to get this done as many of you out there might be facing this similar problem.
PREREQUISITE
- You need to have your own domain and the email inbox setup there
- You have hosted your domain
- You will need to have a Gmail mail id into which you will configure your domain mail id’s
Tip: It would be easier if you have a Gmail id created separately for each business that you have, where you can direct all mails from your different mail id’s related to that business.
PROCEDURE
- Log into your Gmail account
- From the top right corner click on the settings button. (Refer below image)
3. Choose “Accounts and Import” tab
4. We will be configuring 2 options in this
a.) Check mail from other account
b.) Send mail as
4.a.) Check mail from other account
i.) This option will allow us to check mail from another account (Webmail)
ii.) Choose add a mail option
iii.) A new window pops up and asks for the mail address. Enter your mail address (In this case I am entering sample@yourdomain.com) and click next
iv.) Choose import emails from my other account (POP3) and click next
v.) Type username as the mail id you are adding. In this case I will consider it as sample@yourdomain.com (as mentioned before) and type your password in the password field. For the POP server you need to login to the hpanel of your domain and navigate to the emails tab. Here you will find the server details. Choose the Incoming server (POP3) details and paste in the POP3 field asked by Gmail. Also select the relevant port number.
vi.) Refer the below image and choose the checkboxes as shown below
vii.) Once you fill in the details click Add Account and et voila your account has been added to Gmail and you will be able to view mails sent to sample@yourdomain.com in gmail itself.
4.b.) Send mail as
i.) At the end of check mail from other account if it asks for sending mail as, for the same mail id you can continue from there. Else choose “Add mail address” from send mail as option
ii.) In the pop-up dialog box enter the name you want your recipients to see in the name field. Then type your email id (sample@yourdomain.com). Uncheck treat as alias checkbox and click next.
iii.) In the SMTP server type the outgoing SMTP server name from your hpanel and the relevant port as well.
iv.) Refer below image for details
v.) Choose Add Account and if asked for verification code check your domain mailbox and you will find a mail from Gmail there. Copy the code in that and paste in the verification code field and click ok and you are good to go.
vi.) In the main settings page choose “Reply from the same address the message was sent to” to ensure that your recipient sees your website address when he receives the mail and not your gmail address.
In short this makes things hassle free and increases efficiency of operations. Hope this has helped you with your business as well. If it has please do let me know of the same in comments.