Using Gmail to Manage Multiple Email Accounts

Almost everyone these days has more than one email address, many even have more than five emails that are used regularly for different purposes. It is really time consuming to check each email account with all the login details and there is also the risk of forgetting your passwords.

To manage multiple email accounts you could use a desktop client but if you use two or more computers regularly (work and home computer) and want to check your multiple email accounts on all computers it gets complicated. The answer to this is Gmail with its feature of multiple email addresses on one gmail account.

The best part of Gmail’s multiple inboxes features is that it can be enabled to access third party email accounts (your isp email, yahoo, hotmail, etc), not just limited to other gmail accounts. At first you might think it’s complicated to set this up but here we show step by step how easy it is. After setting all up you will see how much time you save each day by not having to open two or more separate accounts from now on.

So if you are interested in taking advantage of this cool feature from Gmail, read on.

Following are the steps to import mail from another email account:

  1. Open your Google Email Account, click wheel shaped icon at top right of screen and select “Settings” from drop-down menu.
  2. At Gmail settings, click on the “Accounts and Import” tab.
  3. Under the header Check mail from other account (POP3) click on “Add a POP3 mail account you own”.
  4. Fill in the email address you want to add and click “Next Step”.
  5. In the next window (see image below), add the password for the email account, add the pop server and port (if the email is from hotmail, yahoo, it will automatically appear; if the email is from your own domain like in the image below you get the POP server and port information from your hosting provider), check the boxes that apply, and click “Add Account”.

 

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We recommend you check the option “Label incoming messages:” to keep incoming mails from the two accounts separate. By checking this option you label the added account with the email address. The last option “Archive incoming messages (Skip the inbox)” should be checked too, this way the incoming mails from the added account(s) go directly to the labeled account, so there is no mixed mails in your inbox.

After the email is added successfully, it is recommended to add the email as an alias so that you can send mail using the new accounts address.  To do this follow this steps:

  1. Open your Google Email Account, click wheel shaped icon at top right of screen and select “Settings” from drop-down menu.
  2. At Gmail settings, click on the “Accounts and Import” tab.
  3. Under the header Send mail as: click on “Add another email address you own”.
  4. Fill in the email address you want to add and click “Next Step”.
  5. In the next window (see image below), add the SMTP server and port (if the email is from hotmail, yahoo, it will automatically appear; if the email is from your own domain like in the image below you can get the SMTP server and port information from your hosting provider), username and password for the email account, next click “Add Account”.
  6. After you add the account, an email will be sent to the email address being added, this is used to confirm that you can use this address to send email from your gmail account. Enter the code and email is confirmed. You are done.

 

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Important Note: Gmail can only import mail that is in the inbox of your other email accounts. To import emails from other folders you have to move them to the inbox and then label them as they are imported to your gmail account. This takes time but the good news is that you only have to do it once.

In the next image you can see how I have my gmail account with 5 other email accounts added. This way I can have all my emails in one account and I can check them wether I am at my work, home or any computer.

 

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Gmail is one of the most user-friendly email service provider, if you follow the steps detailed in this article you can manage all of your email accounts in one place. This helps you either if you want to have all your accounts in one account or send emails from different addresses without having to keep switching email service providers.

What are you actually doing to manage multiple email accounts? Please share your comments below.

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