Gmail: One Inbox to Rule Them All
Yes, I know I used the same line in our GTD in Evernote post — but this article has nothing to do with GTD and everything to do with not having to login to 10 different email accounts every day. And I like Lord of the Rings… A lot. In any case, if you want to make your life a bit easier, and still keep all of your other accounts intact for logging in to their various attached services, Gmail can be set up to automatically check your email accounts from across the web; importing and organising the messages as best suits your personal needs. Here's a step by step guide to do just that.
If you simply want to switch all of your email accounts and have Gmail as your only provider, you can import mail and contacts from Yahoo!, Hotmail, AOL, or other webmail or POP3 accounts quite easily. More information on this here.
1. Go to "Settings" in your Gmail account (This is found on the upper right of your Gmail page)
2. Click on the "Accounts and Import tab"
3. Go down to "Check mail using POP3" (Skip the oh-so-easy "Import Mail and Contacts" at the top unless you are wanting to switch over completely to Gmail and leave it that way. See Note above.)
You can import your contacts separately by using the import button and dialogue in the Contacts area of Gmail. Contacts is on the left of your Gmail page, under your labels, and the Import button is in the upper right of the Contacts page, beside Export and Print.
Adding Another Email Account to Gmail
1. Click "Add POP3 email account"
2. Enter the email address you want to integrate in the "Email Address" field of the resulting pop up
and click "Next Step"
3. Enter your Username and Password (for the account you are adding) in the fields provided
4. In the "POP Server" field, Gmail will attempt to add the default information for major webmail accounts like Hotmail, AOL, and Yahoo! — if you want to connect to another POP3 provider (such as your own domain's email account) replace the default with your server's email information (contact your webmaster if needed)
5. Enter your server's Port information if it is different from the default
6. If you wish to have a duplicate of the email for reference, select "Leave a copy of retrieved message on the server"
7. Click "Add Account"
If you select "Leave a copy of retrieved message on the server", you will need to log in to the originating email account periodically to clear space before your account reaches its server-imposed limits. It is also a good idea to log into Hotmail/Live accounts at least once per month to avoid your account being closed by Microsoft.
Organizing Your Imported Emails
1. Select "Label incoming messages" and either leave the default or create a custom label so you always know where the email has come from and can access all emails from that account with one click
2. Click "Add Account"
You can use the coloured box to the left of your Labels (in the sidebar of your main Gmail window) to assign a specific colour to your label to make it easier to spot emails from your integrated account. For further customization options, visit the "Labels" tab in Settings.
Sending Email (from Gmail) as if You Were Using Your Newly Integrated Account
1. The next page in the "Add Account" dialogue will say "Your mail account has been added." and ask you if you want to be able to send email as if from the newly imported address — select "Yes" and click "Next Step"
2. Enter your name, as you would like it to appear to others when you send email from this account (you can also select a different reply-to address, but this is not recommended for consistency in communication) — click "Next Step"
3. On the next screen you can decide how to send mail from this account: Your options are to send through Gmail (which can leave a "via firstname.lastname@example.org" message in some mail clients like Outlook, depending on the user's settings), or to send through your server's SMTP settings. I suggest using "Send through Gmail" as it is infinitely easier to set up and will allow for saving server bandwidth, if you are limited or pay for that service (the only reason to not do this is if you are concerned about Gmail's privacy policies or do not want users to ever know that your company uses Gmail over your own email servers).
4. Click Next Step
To Use Your Server's SMTP Settings:
- Enter your server's SMTP information (contact your webmaster if needed) as well as your outgoing email's username and password (these are likely the same as your incoming, though some servers will have a separate login for outgoing email as a security measure). Select "Always use a secure connection (SSL) when sending mail" and then click Add Account.
- Click "Send Verification" (do not close pop up!)
- Check your original email account or wait for the message to be imported to Gmail
- Open the Gmail Confirmation email when it arrives and copy the Verification Code
- Paste the Verification code in the Gmail popup field and click "Verify"
- The account will appear in your "Check mail using POP3" area of your "Accounts and Import" tab in Gmail settings (it will check every hour, approximately, but you can go here and click "check mail now" if you are waiting for something — you can also view history and how many mails were fetched)
5. Emails will appear in your regular Gmail inbox under the label you chose
6. Replies will automatically be sent via the IMPORTED EMAIL ADDRESS, but that can be changed before sending, if you so choose, by clicking "change" beside the "From" field of your outgoing email
7. You can also send new emails from this address by selecting the email address from the "From" dropdown menu in a new email message
The above will provide a relatively painless way to keep all of your emails organized in one place, with about 7 gigs of storage. It also provides a good way to back up important emails and attachments as well as easily search for those hard to find messages. If you are importing several email accounts, make sure that your labels are consistent and easy for you to remember and navigate. Also, keep an eye on your spam folder after you integrate. If emails are ending up in there that shouldn't head into the "Filters" tab in Settings and set up a new filter that states "Never send it to Spam". Good filters can also help with organization as they can be intimately connected to Labels. More information on setting up Filters in Gmail can be found here and here (you can also download and import filters created by others directly to Gmail: a good resource for this is this article from Lifehacker).
How do you use Gmail? How do you feel about using it as your main email hub?