Tired of all the spam you get in your e-mail account, but don’t want to change e-mail providers because everyone already knows your address? Looking to use a company e-mail address without the constant influx of spam?
Normally google offers a service for people who own their own domain, Google Apps for Business, in which you redirect all your e-mail to google and they charge you $5-10 per user per month, which isn’t such a big deal unless you’re a company with a lot of e-mail addresses.
But there’s an easy workaround which gets you all of the benefits of the paid service without paying, or switching your current service.
Things you need to start:
- A gmail account
- another e-mail account
This is a pretty easy setup and it just takes a couple of steps.
Step one: Log into gmail, go to settings.
This step is pretty easy. Go to gmail.com, log in with your username and password, then click the gear in the top right corner and go to “Settings”
Step Two: Add your other account information
In this example I will be using my email server, but you can find the settings you need for your account by doing a google search for the settings you need. For instance, if you have a suddenlink.net e-mail address, you would search “Suddenlink Pop3 settings”
You’ll click on the link at the top that says “Accounts and Import.” Under the option “Check mail from other accounts (using POP3):” Click on “Add a POP3 mail account you own”
You’ll get a popup window asking for your e-mail address. Type it in and hit next.
Here you’ll be asked to put in the information for your e-mail server. You’ll need the server address and the port number. In this example I use mail.rpmumble.info. You’ll have to use the settings needed by your provider. The common ones in this area are:
pop.suddenlink.net – Port: 110 – 995 W/SSL
pop.plateautel.net – Port 110 with or without SSL
pop.centurylink.net – Port 995 W/SSL
Some servers provide SSL, some do not, some only support SSL. If you are using the SSL port, choose the number from the drop down box and check the “Always use a secure connection (SSL) when retrieving mail” box.
Hit “Add Account” and the next screen asks if you want to send e-mail using your added account name. Select Yes and follow through the steps.
You’ll come to an outgoing mail setup page. Again, these settings are available from your email provider, common settings in the area are:
smtp.plateautel.net – Port 25 TLS or SSL
smtp.suddenlink.net – Port 25 or 587 – 465 W/SSL
smtp.centurylink.net – Port 587 TLS
At this point google will send you an e-mail to confirm that you own your account. it will have a link you can click and an access code for the window you should now be looking at. Either one will work.
Step 3: Set the address as default
Once you have authenticated your account, you will now have the option to set your email as the default address to send and reply. Your default account to send from is set from the “Accounts and Import” section of the settings menu, where you should already be. On the far right there is a blue link next to your newly added address which says “Make Default” and an option below that to set how you want sending replies to work.
That’s it. You can now send and receive e-mail through the gmail interface, just remember your gmail account and password so you can get into the web site.
Step 4: Accessing your e-mail elsewhere
This is super easy to setup. Once you have gmail configured the way you want, download and install Inbox by Google. Add your new google account, and it will set up everything for you, automatically sending from your default address, replying with your settings, and downloading your messages along with spam filtering. Couldn’t be easier.
On Android phones and tablets the program is just called Inbox, but it’s made by Google. You can get it in the Play Store.
On iphones and ipads, check the App Store for “Inbox by Gmail”
Here’s where it gets a little bit complicated. If you don’t want to use the gmail web browser interface, and would prefer something like Thunderbird or Outlook, it’s possible to get everything working correctly but it requires a little bit of playing with settings.
When you add your account, you’ll add it using your regular e-mail address, not the gmail one.
For instance, with Outlook when you add the account you’ll immediately choose “Manual Setup or Additional Server Type”
Select “Pop or IMAP”
Fill in your name, your email, and then we’ll need the settings for the google servers.
Account Type: IMAP
Incoming Mail Server: imap.googlemail.com
Outgoing Server: Whatever setting you used for SMTP in the gmail setup
This will be your Gmail username and password
Now you’ll hit the “More Settings” button to the right, and go to the tab titled “Outgoing Server” and you’ll fill in the login information for your normal mail server, again whatever username and password you used when adding the account to gmail.
Lastly, we have to edit the security options or Google won’t accept the connection, so you’ll go the “Advanced” tab on the window that you have open. We have to change the Incoming server (IMAP) to use SSL, which should auto update the port to 993. Your outgoing server must match whatever your server is capable of, so use whatever port number you used setting up the account with gmail.
Hit OK, hit Next, and if everything worked out OK you should now be able to send and receive e-mail using your e-mail address of choice while also benefiting from gmail and the wonderful spam filtering that they provide.
Hope you found this helpful! If you need help with a particular e-mail program or address leave a comment and I’ll see what I can do to help you out.