When you own a business, you want to streamline any systems and processes as much as possible so that you can focus your time on the most important things. And owning multiple email accounts, and constantly juggling them, making sure that nothing gets missed, can be a tricky exercise.
As a business owner, you may well be in charge of many accounts, monitoring inboxes like admin@, info@, accounts@, invoices@, etc, etc… the list can be long.
One method many business / website owners use is forwarding emails from one address to a central (eg. Gmail) address. This solves the problem of monitoring multiple separate accounts, but what do you do when you want to send from your business email account from within your Gmail account?
When you create a new email to send, once set up, you can leave the “From” field as default (your original Gmail email), or you can select to send the email from your business email (eg. firstname.lastname@example.org).
This guide will run through how to create a drop down option in the “From” field of your Gmail account, so you can send emails from your business account through Gmail.
Steps to sending a business email from within your Gmail account
- From your Gmail, click on the cog wheel in the top right hand side of the screen
- Then click “Settings”
- Click on “Accounts and Import”.
- In “Send mail as:”, click on “Add another email address you own”
- In “Add another email address you own”, enter your name and your website’s email, and then click “Next”.
- Then enter the details exactly as they are shown below, including your email password –
- If you don’t know your SMTP Server or Port number, you will need to either:
- contact your website administrator, or
- if you have access to cPanel, go to your cPanel dashboard, click on Email Accounts, navigate to your email account, click More > Configure Email Client, and under Manual Settings, enter the Outgoing Server into the SMTP Server field in Gmail, and the SMTP Port number into Port in Gmail (see image below).
- Then click “Add Account”.
- The next step asks you to enter a “Confirmation Code”.
- You should receive an email entitled “Gmail Confirmation – Send Mail as email@example.com”.
This email contains a Confirmation Code. Copy / paste this code into the box shown above in step 8, and click “Verify”.
- In Gmail – Settings – Accounts and Import – Send mail as, you should now see your new email address (firstname.lastname@example.org) as an option to send emails from.
Now when you compose an email, if you would like to send it from your business email address (email@example.com), then select this from the drop-down box in the “From” field.
NB. Just make sure that you have forwarded your business email address to your Gmail beforehand (you can set up an email forwarder in cpanel), otherwise you won’t receive the confirmation code in your Gmail to verify the process.