Make it easy (and be smart) by using Gmail
If you have a website, you’ve probably set up (or had someone do it for you), your professional @yourwebsite.com email addresses(es). If not, you should because it makes you look like a legit business and ups your professionalism and trust by at least 100 levels.
If you’ve done that – you’re smart! Now, let’s make things easier for you (amen for easier!) by skipping the whole confusing webmail area through your web host and set things up so you can send and receive through Gmail instead! Meaning – you won’t have to log into two different accounts, you can do everything you need from your main Gmail account.
Your web host webmail probably looks something like this. Confusing, huh? What is all that stuff?
Gmail is the perfect tool to use with your business email addresses. Not only because it’s easier to use, but if you plan on setting up and using Google Analytics, you’ll need a Gmail account. Bonus: With a Gmail account, you’ll be able to use Google Drive which has all kinds of great tools you can use for your business.
How to send and receive from your @yourwebsite.com email address within Gmail
- First things first. If you don’t already have a Gmail email address, set one up here. Note: You’ll need a different Gmail account for each employee (obviously) in order to keep things private. But… if you have an firstname.lastname@example.org email address or another main email for your business, those DO NOT need a separate Gmail account because these email(s) will be forwarded to one of the other Gmail accounts. Clear as mud? It’ll make more sense soon.
- After you set up your Gmail account(s), make sure you have created your @yourwebsite.com address(es). You’ll do this within your web host’s cpanel area. When finished, test that you can log in to each webmail account and keep the password(s) handy. If you need help with this, I’m happy to lend a hand.
- Once that’s done, you’ll want to set up forwarding for each address. Each of your @yourwebsite.com addresses will be forwarded to the appropriate Gmail email address you just set up. Do this by going to the cpanel in your web hosing account.
If you use GreenGeeks – it’ll look like this below:
Click on the “Forwarders” icon in the “Mail” section of your cpanel to get started. This short video from GreenGeeks can walk you through it.
If you use BlueHost, your cpanel will look like this:
Click on the “Forwarders” icon in the “email” section of your cpanel to get started.This short video from BlueHost can walk you through it. NOTE: When you get the “Destination Options” section, just choose “Forward to this address” and enter the Gmail address you want to forward to (don’t worry about the other options).
- Now, once all of that is taken care of, you’re ready to set up Gmail. Log in and from within your Gmail email account, click on the Settings gear/icon in the top right area of your screen.
- Next, click on “Settings,” then the “Accounts and Import” tab.
- Scroll down to the “Send mail as:” section and click on “Add another email address you own.” A gold-ish pop-up screen will appear.
- Enter your name and new email address on that screen (you can keep “Treat as an alias” checked off). Click “Next Step.”
- On the next screen, enter your username (which is your full email address, not just the part before the “@” symbol) and password of your “email@example.com” email address. Leave the SMTP Server field as is.
- Click “Add Account.“
- Now, leave this window open and go to your Gmail inbox, find the email they just sent, copy the verification code, paste it into the box of the gold window you have open, and click “Verify.” Once verified, the window will automatically close.
- Since you set up your emails to be forwarded to your Gmail in Step 3, Steps 11 and 12 are totally optional. But, if you’d like to set up an extra safety net to receive emails from your @yourwebsite.com email addresses then follow these 2 additional steps:
Click on “Add a POP3 mail account you own,” which is next to “Check mail from other accounts (using POP3).” (It’s directly underneath the “Send mail as” section.) A similar gold-ish screen will open. Enter your full email address and click “Next Step.”
- Enter your username (full email address) and password (the same one you entered before). I recommend checking the box labeled “Leave a copy of retrieved message on the server” so that if there ever WAS a problem with your email, you could access your emails in your webmail account within your web host. Click “Add Account.” The window will automatically close.
- Done! Now, let’s test it. Go to compose a new email (in Gmail) – you’ll see that there is now a drop down feature in the “From” field of your email. Click on the little down-facing triangle to choose which email address you’d like to send from. Nifty, isn’t it! Don’t forget to send a test email to a friend (or another email you own) to make sure it’s all working properly!
- Back in the main “Settings > Accounts and Imports” screen, you can set your default email address by simply clicking on “make default” next to your preferred default email address. You can also specify which email address to use “When replying to a message:”. You can “Reply from the same address the message was sent to” (which I recommend) or “Always reply from default address.” This way, when people send an email to your @yourewebsite.com email address, you just simply respond (no need to choose from the drop down list) and they’ll receive a response from the same email they sent the original email to.
That’s it! You’re all set to work easier and smarter by using Gmail! Hope you enjoyed this little tutorial!