Send and receive emails through Gmail

Send and receive emails through Gmail

Another perusal of my files yielded this tutorial I’d been working on since July 2015. All screenshots and information are valid as of the published date.

One of my favorite features of Gmail is the fact that you can send emails from other accounts without having to login to them. I like to have vanity emails for all of my different projects. It helps me to categorize where my mail is coming from for all of my different domains, without having to login to them separately.

My fanlisting emails are sent to and from fan@bangingtune.net. Any email sent to fan@bangingtune.net is forwarded to my Gmail account. When I reply to those emails, it appears as though it comes from @bangingtune.net and not Gmail, while utilizing Gmail’s intuitive interface. Furthermore, I have a filter, so that any mail sent to fan@bangingtune.net gets sent to a specific box within Gmail. It automatically skips the inbox and archives automatically, which has allowed for maximum productivity. It’s altogether brilliant, if I do say so myself.

This post has been designated as 1 of the 20 Most Popular Posts of All Time on Writeropolis, click image to see the rest!
This post has been designated as 1 of the 20 Most Popular Posts of All Time on Writeropolis, click image to see the rest!

Most other free email providers have long eliminated the option to add additional emails as well as reply from them, or they charge for such a luxury. If Gmail ever does that, I’m jumping ship. I’ve faithfully been using Gmail since the very beginning when they were doing invites and everyone and their Grandma wanted one.

Are you ready to begin? Step-by-step instructions below.

First, it is assumed that you own your domain, or have administration privileges to do as you will. If your domain is owned or hosted by someone else, you’ll need their assistance before going any further.

  1. You need to set up the email forwarder. I use cPanel, so it would be Email > Forwarders, depending on the version of cPanel you’re using. In the Paper Lantern theme, it looks like this…

    add a new forwarder in cpanel
    add a new forwarder in cpanel
  2. In the Address to Forward field, put whatever username you would like to utilize, such as contact or imawesome or crunchbar. You can be as creative or obtuse as you’d like. If your hosting provider allows it, ostensibly, you could create unlimited email forwarders as well. You don’t need to create a separate email account to have this step work. cPanel automatically forwards emails if they’ve been created properly.
  3. In the Forward to Address field, you should put your Gmail address.
  4. Then Add Forwarder.

If you host a few add-on domains in your cPanel, remember to choose the correct domain from the drop-down in step two. If you only have one domain hosted in your cPanel, obviously this won’t show as a drop-down menu. Mine does because I host several add-on domains.

Secondly, I recommend you generate an app password on your Google Account before you go any further. You will need to go to your Google Account > Settings > Sign-in & security > Signing in to Google > App passwords. Name it whatever. You don’t need to remember the password; you only need it for the initial setup.

Generate app password in Google Account
Generate app password in Google Account

There are discussions that say you should not utilize app passwords as it may compromise your account. I believe it goes without saying, but here’s a gentle reminder: you should practice constant vigilance with your online security at all times. Google gives you the option to refresh your security privileges at any time, providing a very handy walkthrough whenever you wish to make changes to your Account, or want to review your current settings. You should make it a habit to change your passwords on a regular basis. I know it’s a pain, but I would trade my peace of mind for a minor inconvenience anytime the opportunity presents itself.

Now that you’ve created the email forwarder and generated your app password, you’re ready to set everything up in Gmail.

  1. Login to Gmail. Click the gear in the right-hand corner under your Google Account photo, which will bring up a drop-down menu.
  2. Choose Settings.
  3. Scroll to Accounts and Import > Send mail as > Add another email address you own.
  4. A separate window will open.
  5. Change no settings in this separate window, beyond entering the email forwarder you set up earlier in cPanel and perhaps personalizing the Name field.
    Enter information about your other email address in Gmail
    Enter information about your other email address in Gmail
  6. Click Next Step.
  7. On the next screen, change no settings beyond the following:
    • On the “Send mail through your SMTP server” screen, use smtp.gmail.com.
    • Input your complete Gmail address in the username field.
    • Input your previously created app password in the password field.

    Send mail through your SMTP server
    Send mail through your SMTP server
  8. Select Add Account.
  9. Gmail needs to verify your settings, so wait for the verification email. It’s usually instantaneous, but give the server some time to process your request. The email forwarder you set up in cPanel will send it to your Gmail inbox.
  10. Verify using the link, or manually enter the code provided.

Voilà! You’re set to send and receive emails to and from crunchbar@yourdomain.com in Gmail.

If maximizing your time is important to you, I would filter the email sent to crunchbar@yourdomain.com to go to a folder in your Gmail. If you’re new to Gmail, you’ll notice Gmail has a navigation pane on the left side, listing Inbox, Sent Mail, All Mail, Spam, and Trash. The labels you wish to track will show up below them.

  1. Below Trash in the Gmail navigation pane, choose Create new label. Let’s continue with the Crunchbar theme and call it as such. You’ll see the following dialog box:
    Create a new label in Gmail
    Create a new label in Gmail
  2. Under Settings, navigate to Filters and Blocked Addresses. The following dialog box will pop up on your screen:
    Creating a Gmail filter
    Creating a Gmail filter
  3. Click Create filter with this search.
  4. The next screen should look like this:
    Second dialog box to create a Gmail filter
    Second dialog box to create a Gmail filter
  5. Select Skip the Inbox (Archive It)
  6. Select the label you created in the first step from the drop-down menu for Apply the label:
  7. Select Create Filter.

Whenever someone emails crunchbar@yourdomain.com, it will go to your Crunchbar folder in Gmail, which lets you know that someone visited your domain and emailed you from there! It’s been immensely useful to me over the years.

This is a barebones tutorial, but I tried to be as thorough as possible. Gmail allows for a lot of customization.

For example, if you have a lot of labels set up, Gmail gives you the option to Show, Hide, or Show if Unread. There are some labels I’m completely dependent on and need to see them constantly in my Gmail, so they are set to Show. Other labels I have set to Show if Unread. So when I do get an email filtered there, I know it’s important and should prioritize it.

Another example is setting different signatures for each email: Settings > General > Signature. You can personalize each signature to match your domain branded email address.

Another customization I like to make sure is good to go is below the Add another email address you own setting, the When replying to a message setting:

Gmail setting: When replying to a message
Gmail setting: When replying to a message

I would make sure the Reply from the same address the message was sent to is ticked. That way, the emails stays branded with the appropriate domain.

Please let me know if you have any questions or concerns by commenting below.

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