Category: Gmail Management

Add External Email to Your Gmail Account and Reply From Another Address [SMTP / POP3 Mail] – Connect To Server


Gmail – Add and Send Mail from Another Email Address

If you have your own webhosting account where your email accounts and domains are hosted, for example or  you can set up your accounts with Gmail so that any mail that is sent to these email addresses is accessed on your Gmail inbox.

When you purchase a webhosting plan, the company will give you the login details to your server or CPanel (Control Panel). Webservers that run on Linux Apache are the most common ones but there are other types of servers.

Setting Up

Before you set up Gmail with your webhosting account, you must log into your Cpanel to create POP3 email accounts for your domains. Gmail works with POP3 mail accounts, so make sure that your server supports POP3 mail accounts. The procedure for creating a POP email account in your webserver is not complicated at all but it’s very simple.

How to Create POP3 Email account

  • Log into your server CPanel
  • Go to Email services
  • Click the icon “Email Accounts
  • Select your Domain
  • Enter a username for your EMAIL and password .Click “Create Account
CPanel Email Services

Go to CPanel Email Services and Click “Email Accounts”

Create POP Email

Create POP Email –


So assuming that you already have domains or addon domains added on your Cpanel, which are resolving / pointing to your server, your POP3 email accounts should be ready to use.

Your next step is forwarding your POP3 email account to your Gmail address. Let’s say your POP3 email address is  and your Gmail address is

You should forward to This is done in your webserver.


How to Forward POP3 Email to Gmail

  • In your CPanel, go to Email services
  • Click the icon “Forwarders
  • Click “Add Forwarder
  • Enter a username for your POP email address
  • Enter your Gmail address under Destination
Step 1 - Forwarding POP Mail

Step 1 – Click Add Forwarder


Step 2 - Forward POP to Gmail

Step 2 – Enter Username@ and Destination Address


Adding POP account to Gmail

Now that you have set up everything on the server side (creating POP mail and forwarding to Gmail), your next step is adding your POP email to your Gmail account. Log into your Gmail account, go to Settings. Under Settings, click Accounts and Import on the top menu. Go to the section “Check mail from other accounts” and click “Add a POP3 mail account you own”. When you click the link, a box shown below will pop up. You have to fill in the required details. You can also add your POP email from “Send Mail As” section by clicking “Add Another Email Address You Own”. Now this is the part which presents a lot of issues for most people, so you must pay attention when you arrive at this step.

Go To Settings > Accounts and Import > Check Mail From other Accounts > Add a POP3 Mail Account

Go To Settings > Accounts and Import > Check Mail From other Accounts > Add a POP3 Mail Account


Add a POP3 Mail Account

Add a POP3 Mail Account


Step 2

Step 2


Step 3

Step 3



Step 4


Step 5

Step 5

Connecting to Server

A lot of people will attempt to use the default settings which are shown in the pop-up box i.e. the username and POP server details, but this is a wrong approach which can cause errors and prevent you from adding your email account. Webservers and web-hosting accounts are configured differently, so the default settings on your Gmail window might not work. You have to get the correct settings from your webhost. Ask your webhosting company to give you details for setting up a POP3 mail account with an external email service. This includes the username and server name.

Attempting to connect directly with your POP mail account username and password might not work because some webhosts don’t allow it or the connection might be blocked. Some webhosts will only allow you to connect with your CPanel password for security purposes. So if your POP account details are giving you errors, you should try to use your Cpanel details or else ask your webhost.

When you add a new external email address to your Gmail account, Gmail will ask you to confirm your request. A confirmation code is sent to your external email. Log into your webmail on your server and click the confirmation link. If your external email is set up to forward to your Gmail account, log into your Gmail account to access the confirmation code. Copy the code and paste it on the window as shown below, and click Verify.

A Confirmation Code and Link is sent to your POP email account

A Confirmation Code and Link is sent to your POP email account

Step 5

Enter the Confirmation Code as shown above and click Verify


Gmail can connect using Port 587 and 110


Reply From Another Email Address or As Another Account

After adding your POP email address on your Gmail account and connecting to your server, you are now ready to send or reply messages within your Gmail inbox from another email address. This is your POP email address (es) that you added on your Gmail account. In order for you to reply emails as another account, you have to select the option in your Gmail settings. Go to Settings >> Accounts and Import >> “Send Mail As” and select “Reply from the same address the message was sent to”

Now when you compose email or when you reply messages in your inbox, you will realize that there is a small arrow in the “From” field just above the Subject heading. Click the arrow to select an email address from the drop-down list. Select the address you wan’t to reply from. Write your message and send your email.  When your contact receives and opens the email, he or she will see the address you replied from, not your default address.

Reply From Another Email

Reply From Another Email – GMAIL




Gmail – How to Label Incoming Mail – Automatic Labels For Future Messages

Gmail Labels are like tags that allow you to tag received email and they also function as custom categories or folders that help you group and classify your email. Labels are useful if you receive a lot of mail from diverse contacts and companies. The primary folders in your Gmail account are the Inbox, Sent Messages, Trash, Spam, Drafts and View All, but if you need more folders, you can use Labels to create custom folders that help you classify incoming email for your needs. This feature helps you organize and sort your mail. After labeling all your important email, you are left with a clean inbox that helps you identify all the worthless email that is still coming into your inbox.

Labels not only assist you in organizing and cleaning your inbox, but they also save time and effort that you would spend going through heaps of email to find messages of a particular topic or contact. Just by looking at the labels on the left sidebar of your Gmail account, you will be able to identify a folder that contains a subject that you are looking for. As an example, depending on the types of email that you receive, you can create a folder labeled “Jobs” to track your job applications, “Utility Bills” to track your home bills and “Online Shopping” to keep track of your online purchases and orders. If you feel that broad categories are not so streamlined for your needs, you can create more specific folders e.g. “Amazon” “EBay” “Software” “Data Plans” “Restaurants” “Travel” “Doctor” and “Subscriptions”.

Labeling Practices

It is recommended to label email as soon as you receive it. In most cases, people will only think of Labeling when they have accumulated a lot of email in their inbox. This will give you a lot of work that could have been avoided by starting earlier, and it’s certainly not a pleasant job to go back through hundreds of messages. If you are like a lot of users that are not email-geeks or technically savvy, you will only realize the need for organization when your inbox is filled with junk and clutter. It’s very easy to lose track of important messages among the clutter and this is the point when most users with a busy inbox find it convenient to start labeling their messages, but simply labeling your email will not sort the clutter issues. The common assumption is that after labeling your email, all future incoming mails will be automatically assigned to that Label, but as you have already noticed this is not the case.

How to Label Incoming Mail

In order to automatically label all future incoming messages, you have to apply the settings for each of your contacts. As soon as your receive email from contact X or email X, you must do the following:

–          In your inbox, select the message
–          Click the More tab on the far right of top menu
–          In the drop-down box, select Filter Messages Like These
–          A box will pop up. The From filter is prefilled with the email address of the sender
–          Go down the box and click Create Filter on the bottom right of the box
–          A new box will pop up. On the form, select Apply the label, then choose the label from the selection. Click Create Filter at the bottom. That’s all.
–          All future incoming messages from this contact will be automatically labeled, allowing you to check new messages under that Label instead of going to the inbox.

Mass Labeling Incoming Mail

Gmail allows you to mass label multiple messages in your inbox. This is a quicker method for those who have accumulated a lot of email and who never labeled their email initially. To label multiple messages at once, open your inbox. On the current page view, select all messages that you want to assign a Label. Click the More tab at the top. Select Filter Messages in the drop down list. A box that is prefilled with selected contacts will pop up. Click Create Filter on the bottom of the form. A new box will appear. Select Apply Label and choose the label that you want to apply. Click Create Filter on the bottom of the form. That’s all. You have just assigned a Label to all future incoming email from the selected contacts.

1 – Select Messages