Setup your regular email address in Gmail

We know that email set up for Gmail can be tricky, so here is a handy guide to help you along!

Please note that Gmail supports both receiving email (it will import all your existing emails and frequently fetch new emails using our POP3 incoming email server) and sending emails (you can use the Gmail 'compose message' option to send out emails using our SMTP outgoing email server). Therefore, we have split this guide into two sections for receiving (incoming) and sending (outgoing). We welcome your feedback on this guide.

Setup Gmail to check your regular email account (using the POP3 Import feature)

If you have multiple email accounts, you can check them all in Gmail. Gmail’s Mail Fetcher feature first imports all your old messages to Gmail and then continues to bring in new messages sent to your other account. You can add up to 5 accounts, including Gmail and other email providers.

1. Open your Gmail account.
2. At the top right, click the Gear icon
3. Select Settings
4. Select the Accounts and Import tab.
5. In the "Check mail from other accounts (using POP3)" section, this is your Incoming mail server settings. If you wish to download your emails from our mail server to Gmail, click on 'Add an email account'.
   
   1. On the initial page, enter your FULL email address and click 'Next Step'.
   2. On the settings page, make sure the username is your FULL email address and enter the email password.
   3. Make sure the POP3 server has the correct server hostname (found in your hosting welcome email) - do not use mail.yourdomain.com.
   4. Make sure 'Leave a copy of retrieved message on the server' is checked, so email messages can still be viewed using other email applications / webmail (unless you only ever check your email with Gmail and have no requirement for email messages to be kept on the server).
   5. Make sure 'Always use a secure connection (SSL) when retrieving mail' is checked.
   6. Make sure the port number is 995.
   7. Click Save Changes and you have completed the Incoming email settings. 
6. Complete points A-G for all the regular email accounts you want setup in Gmail. That's it, All done!

Setup Gmail to send from your regular email account (using Send Mail As feature)

Gmail lets you send messages with another of your email addresses listed as the sender instead of your Gmail address. This feature helps you manage multiple accounts from the Gmail interface; it works only if you already own the email account linked to the alternate address.

1. Open your Gmail account.
2. At the top right, click the Gear icon
3. Select Settings
4. Select the Accounts and Import tab.
5. In the "Send mail as" section, this is your Outgoing mail server settings. If you wish to send emails from your regular email account using Gmail, click on 'Add another email address'.
   
   1. On the initial page, enter your name (as you wish it to appear when you send emails) and enter your FULL email address, then click 'Next Step'.
   2. On the settings page, make sure the SMTP server has the correct server hostname (found in your hosting welcome email) - do not use mail.yourdomain.com.
   3. Make sure the username is your FULL email address and enter the email password.
   4. Make sure 'Secured connection using TLS (recommended)' is checked.
   5. Make sure the port number is 587.
   6. Click Add Account and you have completed the Outgoing email settings. 
6. Complete points A-F for all the regular email accounts you want setup in Gmail. That's it, All done!

Additional Troubleshooting if Gmail says "You no longer have access"

Sometimes the Gmail setup will unexpectedly stop working. If you try to send an email using Gmail you might receive a bounceback "You no longer have access to <email address>". 
If you have changed the password for your email using cPanel/webmail, you will need to enter the new password into Gmail.

1. Open your Gmail account.
2. At the top right, click the Gear icon
3. Select Settings
4. Select the Accounts and Import tab.
5. In the "Check mail from other accounts (using POP3)" section, this is your Incoming mail server settings. Find your email account in the list and click the 'edit' button, then make sure the new password is entered into the settings.
6. In the "Send mail as" section, this is your Outgoing mail server settings. Find your email account in the list and click the 'edit' button, then make sure the new password is entered into the settings.

If this does not solve the problem, unfortunately you'll need to delete your email account from Gmail and set it up again from scratch. This is the equivalent of us saying "turn it off and on again"! You need to delete it & re-add it, then miraculously the Gmail system starts working again.

1. Open your Gmail account.
2. At the top right, click the Gear icon
3. Select Settings
4. Select the Accounts and Import tab.
5. In the "Send mail as" section, this is your Outgoing mail server settings. Find your email account in the list and click the 'delete' button. This will remove the account, then scroll up to the section "Setup Gmail to send from your regular email account"and follow steps 1-8 to re-add it.

Updated by SP on 08/12/2022