Using Gmail to send and receive emails from another account

Sometimes clients have asked me to help configure the Gmail web interface to access a hosted email account. I created these instructions to explain how to configure Gmail to do this.

Note, this is a POP3, not IMAP configuration.

First of all, for the email account you wish to use with Gmail, you’ll need the following information. You will need this to configure Gmail or any other email client you wish to use – e.g. Outlook:

  • Email address
  • Username (this may be the email address above)
  • Password
  • POP / Incoming Server
  • Incoming POP3 port
  • Outgoing Server
  • Outgoing SMTP Port

You probably want to configure Gmail to receive emails sent to your account and to send emails via your account. The steps below will configure Gmail to do both.

  1. Go to www.gmail.com and log in to your google account
  2. Click the cog icon in the top right hand corner and select settings from the drop down list
  3. Click the Accounts and Import tab
  4. Click on Add a POP3 mail account that you own from the Check email from other accounts (using POP3) section
  5. Enter the email address of the account you wish to add (i.e. not your Gmail address) and click Next Step
  6. Enter your username, password, POP Server and Port Number in the fields provided.
    Note, your POP Server is the Incoming Server name. The Port Number is the POP3 Port.
  7. Complete the check boxes as shown:
  8. Click Next Step
  9. Select Yes, I want to be able to send email as <email address> and click Next Step
  10. Enter the name you want people who receive emails from you to see (e.g. John Smith)
  11. Remove the tick from the Treat as an alias box and click Next Step
  12. Enter the SMTP Server, User Name, Password and Port. Note, the SMTP Server is the Outgoing Server name. The Port is the SMTP Port.
  13. Select Secured Connection, using SSL and click Add Account
  14. Click Close Window
  15. You will receive an email in your inbox from Gmail Team. Open the email and click on the confirmation link.
  16. Go back to your settings screen again, by clicking the cog in the top right hand corner and selecting Settings from the drop down list.
  17. Click the Accounts and Import tab
  18. Select the option Reply from the same address to which the message was sent.

That’s it, job done!

A few notes

  • If copying and pasting information into the various fields you need to complete for this, be sure to make sure there are no leading or following characters – including space marks. e.g: “Password1234 “ instead of “Password1234”.
  • The configuration above means no incoming or outgoing messages will be stored permanently on the other account mail server. Once Gmail retrieves an email from the server it will no longer be stored on the server. This means if you log into the web mail service for that account you will only see emails not yet collected by Gmail.
  • When composing a new email, Gmail will default to your primary gmail address. You will need to select the alternative email address you want to send the message from.
  • To do this, click compose and then click your name next to From:. A drop down box will appear allowing you to choose the address you want to send the email from.

If you’d like to talk to me about building you a website and/or hosting your existing site and email, then get in touch.

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