Send and receive your domain emails in your Gmail account. It's easy to set up and Gmail is powerful and very easy to use.
Most of my clients are very small businesses, many are single person operations just like me. Their websites are on shared hosting that performs well and their email is generally part of their hosting package. I encourage clients to use this email and not a separate Gmail or other email address as it looks more professional. If they already have a Gmail account and don’t wish to change their workflow I help them set up their business email within Gmail.
Get the mail server details
After creating the business email address you will need to know the mail server details for the hosting company. Each is obviously different. Most of my clients use companies based in Ireland with Register365, Blacknight and Host.ie being the most popular.
For Blacknight (where this site is hosted) the mail server details are:
POP: pop33r.cp.blacknight.com, port 995, SSL
SMTP: smtp1r.cp.blacknight.com, port 587, TLS
Username: my_email@my_domain.com
Register365’s servers are:
POP: pop3.hosts.co.uk
SMTP: smtp.hosts.co.uk
Username: my_domain.com_my_email
Sending email via Register365 servers requires purchasing their Authenticated SMTP service for €16 per year.
For Host.ie:
POP: my_domain.com, port 995
SMTP: my_domain.com, port 445
Username: my_email@my_domain.com
For LetsHost.ie:
POP: lh42.dnsireland.com, port 995
SMTP: lh42.dnsireland.com, port 445
Username: my_email@my_domain.com
Importing email into Gmail
The first step is to go into Settings (the gear icon above and to the right of the email listing)
And then choose Accounts and Import
and Add another email address
Mail Server Settings
Next we move to the mail server settings.
Enter your email address and then the incoming email server settings.
For some hosts the SSL checkbox may be disabled. The port may also need to be changed from 110.
I generally choose to give the incoming emails a label so that they are easier to find in the Inbox. You can later change the label colour from the default grey colour.
Send mail
When the settings for incoming emails are complete you can then send emails via Gmail.
You can set the friendly ‘From‘ name that people will see. I leave ‘Treat as an alias‘ checked.
Then enter the SMTP mail server settings
Verification code to send
To send your domain emails from Gmail you have to enter a confirmation code that is in an email that Gmail sends to your email address entered above.
You can either enter the code in the dialog displayed when adding the account (which I forgot to take a screenshot of), or click a link in the email.
As Gmail is set up to download the domain emails, this email arrived in the Gmail inbox. Alternately you can check the domain email account via hosting webmail.
Start sending emails
Now you can send emails as the domain email. You can select the domain email from the ‘From‘ dropdown at the top of the ‘New Message‘ dialog.
Gmail will check your POP3 email server about once per hour. You can manually check emails via Settings/Accounts and Import/Check mail now (beside the domain email information).
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