As part of the administration of a website, emails provide a professional element. Receiving an email from This e-mail address is being protected from spambots. You need JavaScript enabled to view it is far better in the mind of clients than an email such as This e-mail address is being protected from spambots. You need JavaScript enabled to view it . The latter could be anyone, and has no association to the business, even if the business name is included as part of the name before the @ symbol.
One of the big stumbling blocks for people is that it can be quite a chore taking care of a number of different email accounts by logging into numerous control panels. For this reason we recommend that clients get a central email account. We are familiar with Gmail and so recommend their service, but Hotmail and Yahoo, as well as others, include the same functionality outlined below.
If you already have a Gmail account, wonderful, we’ll hijack that and make that the home of your emails. If not, you can simply visit the website www.gmail.com and complete the form to create your own email account. Assuming that you are now all accounted up, you can set this up to be the hub of numerous email accounts.
To add a new account, select the image in the top right hand corner of the screen that looks like a cog.
When the mouse cursor is placed over the cog image the word Options appears in a tooltip. Click the mouse button on the cog, and a small menu window will appear, as shown.
Click on the Mail settings option, and this will reload the browser with a new and exciting (depending on how much you get out) range of options.
From the new set of choices select the Accounts and Import tab, and this will display yet more specific data.
Click the button labelled Add POP3 email account, located in the Check mail using POP3 section. This will open a new window as can be seen below.
Enter the email address that has been created for your domain (e.g. This e-mail address is being protected from spambots. You need JavaScript enabled to view it ), and click continue. This will progress to a screen requiring the password for the email account to be entered.
Enter the valid password that has been supplied, and click continue.
For us this resulted in an error, as the POP username was invalid. Our example was missing the domain details at the end of the username.
Re-enter the password, and enter the domain details in the textfield (after the username) and click the continue button.
Once submitted some further options are available.
It is necessary to leave the Import mail option selected, we often encourage people to leave unchecked the leave a copy of the retrieved message on the server, as leaving messages on the server can lead to it becoming full. Do not check the Archive incoming messages, and keep the Add label to all imported mail option selected as this makes identification of emails from various sources easier to identify.
Click Start import.
The confirmation window is displayed. The email address has been set up! Woohoo!
Emails are now being retrieved from the account that was just set up.
So that’s receiving email all set up. Now to send email from this account we need to complete another step. Click the button labelled Send mail from another address, located in the Send mail as section. This will open a new window.
Supply a name that you want the account to display when you send emails, and the email address of the account that was set up in the steps above.
Gmail defaults to offering that emails are sent through the Gmail server. We recommend that the SMTP server option is selected. It is from a technical perspective and most of the time this change will not be noticeable to a user, but it takes no longer to set up the SMTP option.
Click the Send through SMTP servers option, and a new set of options will be displayed.
Complete the details based, as required. Note: SMTP Server will often be mail.domain.extension (e.g. mail.webholism.com). The username should be the complete email address (e.g. This e-mail address is being protected from spambots. You need JavaScript enabled to view it ), and the password is pretty self explanatory.
The port for our customers should be set to 25, but this may vary if you are using a different hosting supplier.
Click Add Account.
Assuming that all is well with the information that you have entered, an email will be sent to the account (which as you set up in the steps above, should arrive in your Gmail inbox). This email will contain a code and a link. You can enter the code into the open window, which will look like the one shown above, or simply click on the link in the email. Both methods will act as confirmation of you as the owner of the email address.
We opted to enter the code in this example (the code will differ for each account added), and then we clicked on the Verify button.
It can now be seen that a new account is present in the “Send mail as” section of the Accounts and Import tab, and this will directly mirror the information that you have supplied.
It is now possible to select the Compose Mail button on the left hand navigation menu, and with the new page that loads to select in the From dropdown the new account that has been added. This will send the email that is created from that user, which is a much more professional approach to running a business or organisation, and prevents personal email addresses from being used by business contacts.
Repeat this process to add additional email accounts.
We hope that this has been helpful, but if you still have questions, please do not hesitate to email us via our contact page.
