Setting up and Managing Professional Email Addresses with Gmail
As you all know that one of the services we provide is our Free WordPress Blog Setup. In this service, we setup professional emails for our clients. Well in this tutorial we will show you how you can manage your professional emails efficiently using Gmail.
What is a Professional email?
A professional email is the one that has your business name in it. For example support@wpbeginner.com is a professional email rather having xxx@gmail.com. But when you have a professional email, it is with your webhost. It is true that you can use Outlook or other desktop software to manage those emails, but when you are remote those options are not so viable. That is when Gmail comes in handy. You can simply receive and reply to all of your professional emails from your gmail account and work with a interface that is much more friendly than some of the cPanel interfaces like Horde and Squirrel Mail.
Setting up a Professional Email in cPanel
Because all of our partner web hosts use cPanel, we will be showing a way on how to setup a professional email using the cPanel.
First, login to your cPanel and then click on Email Accounts:
Once you click on this screen, you will see a page with a form to create a new email account.
Once you have setup your email account. You can login to it using the following url: http://yoursite.com:2095/ (where username will be your email address and your password will be the one that you selected). So in our case the username will be: yournamehere@wpbeginner.com
Then you will see a screen like the one shown below. Click on Forwarding Options:
You will see a button that says Add Forwarder. Enter the gmail email where it will be forwarded to and click on add forwarder. So in our case, the gmail email would be yournamehere@gmail.com.
Basically this will forward all emails sent to your professional email to your gmail email. But you are still not done. Because in order for you to reply to that email from your professional email, you would have to login to your professional email. Well that is when this feature in Gmail comes in handy.
Enabling the Gmail Feature
The Gmail feature will allow you to reply to your professional emails from your professional email address while still using Gmail. First login to your gmail account. Then in the top right hand corner, click Settings. You should now see a page like this:
Make sure you click on the tab called Accounts and Imports. There you will see an option that says “Send mail as”. You want to make sure you select the right option for this choice, “When receiving a message”.
You want to make sure that it is selected to “Reply from the same address the message was sent to”. Also make sure that you have that address added. To do so click on the button that says Send mail from another address. Once you click on that, it will pop-up a new screen where you will enter your details. Gmail will send you a verification and then you are all setup.
This feature is excellent for personal blogs. Users who do not want to share their personal email, but still want to manage the emails easily using Gmail.
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Why not use Google Apps for your domain? Its a lot better option
This is a very convoluted way of getting your professional email address through GMail. It’s much better to simply set up Google Apps in my opinion
I thought setting up your mail this way caused the “From:” sender field to read:
“From yourname@gmail.com on behalf of yourname@mydomain.com”
If they actually changed it to be able to send from your domain email then I will definitely forward some accounts. Thanks for the heads up, will look into this.
Nope it reads from: Yourname@mydomain.com
Just checked it out, there were 2 mail options of how to send out mail. If you send through Gmail’s servers you will get the “Sent on behalf of” while if you enter your SMTP info, Gmail will send through your server. Very cool and useful for all those info@s that barely get used, thanks!
Another vote for using Google Apps (I use Google Apps myself).
It’s a much better solution and means you can easily move web hosting from provider to provider (should you need to) without having to mess around with email each time.
I find this method useful for company emails you don’t necessarily have to reply to all the time, but if you’re getting email through your phone it doesn’t work well because if you respond it will be from the gmail address.
Correct me if there is another way.
Thanks for the useful post. I will try this out and see how it works for me.
The steps were easy to follow for a noob like me.
Cheers,
J. Lewis
Sounds like a self inflicted workaround created because you use cpanel. Painful if you ask me. Can’t even edit cname or a records. Doubtful you can edit mx records which would explain this post not even mentioning google apps.
We deal with new users every day. Some who do not even know how to change their DNS let alone knowing what CNAME is, hence “Beginner”. Using this method is a lot easier then using Google Apps for them because it is straight forward. We will add the Google Apps section to this tutorial to provide alternative ways.
Using google apps and changing your mx records is a better solution than using this guide. CNAME records do not need to be changed and most cpanel solutions allow for mx record changes that most beginners can modify themselves. Google’s documentation for setting up google apps is very straightforward and can be easily followed. Use Google’s documentation because it will always be updated if there are any changes to their service.
Via cpanel you can just set up a forwarder. Works the same and it takes less steps.
This is great. I never felt easy to log into horde platform. Now i can easily forward my professional email to gmail. This article really helped me. Thanks