Bring a traditional email account into Gmail.

Some of you may be doing these already, but I bet there is at least one nugget here to save you money or be more productive.

Gmail is email made great

If you want a secure easy to access email account across any device, there is no other option then Gmail. Runs natively in your favourite web browser no matter what operating system you use and has secure, reliable apps for  Apple and Android phones. Best of all it can be integrated many tools (more on this in week 8).
You would already know Gmail as just the free resource that allows you to have a free email like [email protected] and more email storage then you will ever need.
This is cool but isn’t very professional. If you already have a domain like us www.dreamflex.com, you would want to have your [email protected]
Now there are two ways to get your name at your domain as a usable email address in Gmail.
1. You can buy for Google Apps Gmail pro from Google. Which while great value costs money, so we can’t endorse this as a Free hack or secret.
2. We can bring your personal email into Gmail as though it were a desktop based email client like Outlook and Apple mail. The best part this will sync to your Gmail mobile app.

Here’s how you do it.

Firstly you will need to have set up your custom email with your host, and it can’t be an exchange email (Microsoft email). In this instance, you would be best served to use Microsoft exchange. It is not free but time efficient.
Secondly, you will need a Gmail account. If you don’t have one already head over to https://mail.google.com/mail/signup
Tip for creating a Gmail. Use your company name @gmail.com 
Please complete on a desktop.
1. Log in to Gmail
2. Select the gear icon in the top right-hand corner
3. Select settings
4. From the tabs across the top. Click into Accounts and Imports
5. In this screen, we will add your email. We need to add your email in two places.
i. So you can send mail from Gmail as your email
ii. So you can receive mail in Gmail as your email
6. In the centre of the page, select “Add an email address”. This will open a popup.
7. In the name field enter something like your business name. In the email address enter the email address you want to import. Tick box treat as an alias.
8. We are now at the tricky part bringing in the email. Your web host should be able to provide you with the correct credentials. If it isn’t clear to you where you can find these details. Most web hosts will have a live chat function, from experience I’ve found this to be the easiest way to get help.
i. SMTP Server: (the name of the server where you emails are processed)
ii. Port: (If you are not provided with this by your host try 465)
iii. Username: (This will be the full email address you want to bring in)
iv. Password: (This will be the password you used to set up your email address with not the one you use with the Gmail account)
v. TLS or SSL. Use the recommended TLS if it doesn’t work. Try the SSL as the first part of troubleshooting.
vi. If all goes well, you will see a screen asking you to enter the code to send mail from Gmail. Log in to your regular email and get the code. If it isn’t clear to you how to do this ask your web host through their live chat.
9. Enter the code, and you’re done. You will now be able to send mail from your email address from Gmail.
10. Now you can send email as your email we want to be able to receive emails. May seem odd this is in two parts, but if we set this up right, you will never need to touch this again.
11. Okay, time to bring the emails you receive to your custom email address into your Gmail account. In the settings page where you enabled sending emails, you will need to go down to the bottom section click add an email account from under Check email from other accounts.
12. As before this will open a popup, and the first step is to add the email address before hitting next.
13. Complete the fields you see with the details you got from your host.
i. Username: Likely the email you want to bring in
ii. Password: The password you used when you created the email
iii. POP Server: (the name of the server where you emails are processed)
iv. Port: (If unsure try 995)
v. Leave a copy of the retrieved message on the server. I recommend ticking this box.
vi. Always use a secure connection (SSL) when retrieving mail. I recommend ticking this box.
vii. Label incoming messages. I would advise choosing a label that is short by default Google will make it the email address you’re connecting.
viii. Archive incoming messages (Skip the Inbox). Not a good option if you intend to read the emails you receive on Gmail.
14. Move to the next screen. You should now have successfully linked your emails.
Bonus task: Create a professional new email signature.
To bring home your new professional looking email address we are going to add an email signature that will only send when you are using your now imported email.
Create an email signature with this free tool.
  1. To install the signature we will go back into Gmail settings by clicking the gear icon in the top right-hand corner. Scroll down to settings.
  2. This will open on the General tab which is where we want to be. Scroll down till you reach the signature section.
  3. You will see a drop down option to select an email. Ensure you select the email address you added in and paste in your new signature.
  4. Scroll to the very bottom of the page and hit save.
This completes week one of our digital hacks. 
What did you think?
Was it easy to follow?
Will you be implementing this with your business?
Look out for our next email with handy digital tips next week.