This tutorial is focused on our clients who host their websites with us and want to be able to access their email accounts that end in their domain name through gmail. If you are hosting with us and do not yet have a personalized email address ending in your domain and want one, please talk to your Project Manager who will gladly set one (or many) up for you!
Gmail is a wonderful service that provides all kinds of great email functionality but most of all provides you with more than enough space for a lifetime of email! This is important because most likely your hosting isn't as cheap as gmail (free!) so you would like to keep the server space free from email so that you can use that space for your actual web site.
Lets get started!
Head to gmail.com.
Log into your account. (I'm not going to walk you through how to create an account if you don't already have an account, google has great help resourses to get you through that process)
Up in the top right corner of your browser window you should see something like this except for your gmail address and not mine:
Go ahead and click on "Settings" and you will see our lovely yellow settings panel come up. Please click on the tab labeled "Accounts and Import" and you'll see this page:
Google is pretty good about making things as simple as possible but something that is often a bit confusing here as that they have the "Send mail as:" section, where you can "Send mail from another address". And they have the "Check mail using POP3:" section where you can "Add POP3 email account". What's the difference? You're welcome to click the "Learn more" links to get the details but basically you have to add your email account twice; once for being able to send from your email address and second to actually receive the email from that address. I guess in some cases it's good that google separates the two, but in most cases I can't see why you would want to be able to send but not recieve from an email address or vice-versa.
I think it's easier to go in the order of first recieving email from the address you own first (this is because it will automatically take us through the other process also) so lets start by clicking "Add POP3 email account". It should bring up a new window that looks something like this:
Go ahead and enter your full email address (i.e. firstname.lastname@example.org) and click to go to the Next Step.
To enter in the correct information here we're going to need to refer to some settings that are found when logging into webmail on your server. (Remember the following may be different if you are not hosting with us).
To get to your webmail you will need to enter in your domain name /webmail. So for me it would be http://yooweb.me/webmail. (I recommend you open a new browser window so that you don't navigate away from gmail)
You will be prompted to enter your email address and password. If you don't have your password contact your Project Manager.
Once logged in you should see this:
You can change your email password here by clicking "Change Password" as well as read your mail with one of the three provided mail clients plus much more. To get to the information you need in order to get your mail through gmail you will need to click "Configure Mail Client", click it now.
You will see a pretty long page of text and automatic configuration links (but none for gmail). Read it if you want but what we are interested in is at the bottom of the page under Manual Settings:
Now head back to your little gmail window called "Add a mail account you own".
Now we have the Username which under the Manual Settings is called "Mail Server Username". So for me I need to put in "yooweb+yooweb.me" for my Username.
Then enter your Password.
Most likely the POP Server is already correct but double check it with "Incoming Mail Server". In my case it is already correct.
Great! Now you can decide if you want to leave a copy on the server (which you don't, leave it unchecked).
Unless your domain has an SSL Certificate then you will want to leave "" unchecked. If you don't know what I'm talking about leave it unchecked.
Unless this gmail account is only being used for this email address I highly recommend you check the box to "Label incoming messages". This will help you distinguish which emails flowing into your inbox are from this email address verses your default gmail address or other address you may want to set up.
If you click the "Archive incoming messages" box then you will never see these messages in your inbox. I recommend you leave this unchecked.
Now we can click the "Add Account" button and as long as you entered everything in correctly your account should be added and fully functional! However, they will now give you the opportunity to set up your email address so that you can send from this address too. We definitely want to be able to do that so go ahead and click "Next Step"
Simply enter the name you would like associated with the account and again click "Next Step"
Google will then tell you that before you can send any email from that account they need to send you a confirmation email to verify that the email address is actually yours. Go ahead and click "Send Verification".
Now you can actually close the next window as the email they sent will have a link that does exactly the same thing as entering in the confirmation code. Lets go get that email now by closing the window and getting back to our gmail inbox. Find your gmail window where we were looking at the settings page and click on your inbox link on the left hand side. Your confirmation email should now come up along with any other email that was previously in your account inbox! (If at first you don't see any new email click the inbox link a couple times to refresh the page so that it accesses your account)
Open the confirmation email. It should say that it's from the Gmail Team and has the subject "Gmail Confirmation". Once the email is open you should see your confirmation code (which you don't need) and then after the second small paragraph your confirmation link. Click that link and it should open a window similar to this:
Congratulations! You can now send and recieve email with your customized email account using your domain name!
There is one more little housekeeping item however that we should address. Lets head back to the setting area (remember the settings link in the top right corner in gmail). Once again click on the Accounts Tab.
You'll see that this is a little more filled in now. A couple things you will want to consider are which email address is your default? You can click "make default" if you would like to change that to your newly added email address.
You will also probably want to change the setting under "When receiving a message:" to "Reply from the same address the message was sent to". If you don't change that it will always reply to people from your default email address rather than the same address they sent it to which in most cases you probably don't want. You can always change which email address you are emailing from when you compose an email by simply clicking the dropdown menu on the "From:" line in your email.
Congratulations! Now you have an effective way to use your custom email address.
Hopefully this tutorial was helpful, please feel free to leave your comments below.