Gmail: Using Gmail For All Your Email

Discussion in 'Gmail' started by Big Dan, Aug 16, 2008.

  1. Big Dan

    Big Dan EQ Forum Moderator Staff Member

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    Note: This tutorial does not cover using Google Apps for your domain! Google Apps for your domain is a different product then consumer level Gmail, which involves changing MX (Mail Exchanger) records.

    With some of Gmail's more advanced features using Gmail to replace your desktop email client is possible and quite easy. The reasons for using Gmail exclusively are varied but most center around accessibility with Gmail your email is available from any place with an internet connection, Gmail even has a mobile interface for smart phones. Gmail's organization features take a bit of getting used to but really make sense after a week or so of using Gmail regularly; Labels instead of folders are much better for work flow. Gmail's world class spam filter is nothing short of amazing. If you're a webmaster and own your own domains using Gmail makes sense to save server resources as you don't have to do anti-spam processing server side.

    I am going to walk you through using Gmail for all your email step by step with screen shots. First you have to decide whether you will be using POP Access to grab email or just forwarding email into Gmail. POP access is particularly useful for your ISP based email account as with most companies there is no easy way to forward mail from one address to another. If you're a webmaster with your own domains, I recommend forwarding your addresses into Gmail, thus saving on server resources by not needing a POP daemon running if you're the only one who uses email off that domain. I will cover both POP and Forwarding in this tutorial. You may click all screen shots for bigger version.
    Adding a POP Account:

    Let's start at your Gmail Inbox:

    gmail1.jpg

    From here click settings as circled in the top right hand corner and select the accounts tab.

    gmailsettings.jpg

    In this screen several things will be used and I'll be referring to it more than once in these processes.

    For POP Accounts under Get Mail From Other Accounts Click Add New Account. You will get this pop-up.

    gmailaddpopaccount2.jpg

    Input your email address and press next step. After which you will be presented with this screen.

    gmailpopaccount2.jpg

    Here you will need to put in your user name, password, and POP server name. All this is available in from your provider or email client if you have already set it up for this account. After plugging in all your information and pressing Add Account you will be presented with this screen.

    gmailaddaccountver2.jpg

    Leave Yes, I want to be able to send mail as <email address> selected and press Next Step. You will be presented with this screen next.

    gmailspecifiyaddressdan.jpg

    On this screen you will need to define the sender name and press Next Step.

    gmailverifyaddress.jpg

    Press send verification, next you will see

    gmailconfirm2.jpg

    Close the window. You are done now wait about a half hour to an hour for the verification email, sometimes it will come instantly put more often that not it will be about a half hour. When the email comes, open it and click the link. You email address has been setup!
    Adding a forwarding Address:

    This process is quite a lot easier than adding a POP account. You must setup forwarding at your web host. This is normally done in your web hosting control panel and differs from provider to provider. If you cannot figure it out post and I'll help with what I can. :)

    We'll start at the Account Settings Page.

    gmailsettings.jpg

    Under Send Mail As click Add Another Email Address and you will be presented with this pop up.

    gmailforward1.jpg

    Input your name and the email address that you've already forwarded into Gmail. Next screen is this:

    sendverif.jpg

    Asking you to send verification. Click Send Verification and you will get this screen:

    gmailconfirm2.jpg

    Close the window.

    If you have setup forwarding correctly with in seconds you should get a the verification email. Open it and click the link. You've successfully setup a forwarder!
     


    Last edited: Feb 6, 2009
  2. prashamk

    prashamk Blacklisted

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    Is it possible to store the mails in different folders? Like we do in yahoo or hotmail.
     

  3. Big Dan

    Big Dan EQ Forum Moderator Staff Member

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    No. Labels are similar to folders and can be used for sorting however they're modular. Labels make a lot more sense than folders once you get used to them. :)
     
  4. popowich

    popowich EQ Forum Admin Staff Member

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    For more information about labels please see Google's guide to Gmail Labels.


     
  5. popowich

    popowich EQ Forum Admin Staff Member

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    I have to admit I've been slowing transitioning all of my email to Gmail over the last several months and I couldn't be happier with the result.

    I also don't have to put nearly as much effort into my spam filtering.

    -Raymond
     
  6. Big Dan

    Big Dan EQ Forum Moderator Staff Member

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    Glad to hear (if there were a thumbs up emoticon here, I'd use it :) ).

    I tried switching back to an old school desktop email client a couple weeks ago and it was like going back to 1999. I really think Gmail did to Email what the iPod did to music.

    The only issue remaining for me is privacy issues which I'm not all too worried about Gmail is a valuable enough service for me to sacrifice my usage habits and search queries to.

    All in all I love Gmail the scariest thing is getting locked out which I've read some horror stories of but all whom have been locked out regained access with a couple of support emails.

    For what it's worth, I love all of Google's services they're just simple and smart.
     
  7. popowich

    popowich EQ Forum Admin Staff Member

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    Heh, that's interesting wording.

    I made a joke about an hour for what Google should use as their slogan.

    Google -- We're smarter than you, get over it!


    -Raymond
     
  8. zepcom

    zepcom Valued Member

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    There's a way to protect against that... actually.

    (when I get enough posts in I will send along the link as this website is currently preventing me to do so...)

    anyways ... you can search for this and find it yourself I'm sure:

     
    Last edited: Feb 16, 2009
  9. zepcom

    zepcom Valued Member

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    I think I'm past that threshold now...

    Here's the software. It's GPL so it's free to download and backup your message stores. If your gmail.com account ever gets deleted or suspended, simply create a new one and upload all your old emails back up into the new one. Nice thing is that it preserves all your labels if you use them to sort.

    Featured Download: Gmail Backup Archives Your Email Account


    hth
    --zepcom
     
  10. seaowls

    seaowls New Email

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    Hi Dan, thanks for your patience...wow....you are very detailed....greatly appreciated.

    i told you i'm computer illiterate....so i need help with the following:

    "You must setup forwarding at your web host. This is normally done in your web hosting control panel and differs from provider to provider. If you cannot figure it out post and I'll help with what I can. "

    how do i do that?

    thanks,
    seaowls
     
  11. Big Dan

    Big Dan EQ Forum Moderator Staff Member

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    Thank you Seaowl, if you tell me who your website host is I can dig up instructions. :)
     

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