View Business Emails With Gmail

As part of the administration of a website, emails provide a professional element. Receiving an email from someone@business-name.com is far better in the mind of clients than an email such as someone@yahoo.com. 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, and then select Settings.

Select the Accounts and Import tab.

In the Check email from other accounts (using POP3) section, select Add a POP3 mail account you own.

Enter your email address (e.g. name@domain.com), and click Next Step.

Complete all fields:

• User Name: Your email address (e.g. info@gmail.com)
• Password: Your email address password
• POP Server: Your incoming mail server (normally mail.domain.com).  For WebHolism clients this is mail.your-domain-name.com .

We often encourage people to have the Leave a copy of the retrieved message on the server unchecked as leaving messages on the server can cause your email inbox on the server to fill.  Once this is full, you will no longer be able to send or receive emails.

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 Add Account.

Your email account has been added, which means you can now receive emails for this email account.

Now we need to set up the ability to send emails from this email account.

Click Next Step.

Enter your Name and Email address.

Click Next Step.

Select the Send through <domain.com> SMTP servers option.

Complete all fields.

• SMTP Server:  Your outgoing mail server.  For WebHolism clients, this is mail.your-domain-name.com and not smtp.your-domain-name.com
• Port Number: For WebHolism clients this is 25.  This may vary if you are using a different hosting supplier
• User Name: Your email address (e.g. info@gmail.com)
• Password: Your email address password

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.

You should now be able to see your new account in the Send mail as section of the Accounts and Import tab.

You can now select the Compose Mail button on the left hand navigation menu, and select in the From dropdown your new email account.  This will send your email from that user, which is a 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.

If you want to send and receive emails from your iPhone the instructions are here.

We hope that this has been helpful, but if you still have questions, please do not hesitate to email us via our contact page.