How to add "other" existing email account (POP3 account) in your Gmail

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If you own or manage a website, most likely you have your custom-domain email accounts like your.name@your_company.com. These are POP accounts and therefore you can add these accounts to your Gmail account.

Adding your POP account to Gmail

 

Why add your POP accounts to Gmail?

Most POP accounts with custom domain names that come from your website can be accessible in two (2) ways. First, by using an email client or software like MS Outlook, Outlook Express, Windows Mail, Windows Live Mail, MS Outlook 2003/2007/2010/2013, Thunderbird, etc. Second, if available (if your web server is allowing you or is configured to allow webmail), you can access your email accounts through webmail. This is done by simply adding :2095 at the end of your URL. For instance, I can access my emails through webmail using this link:

http://technicalforum.org:2095/

The downside of using an email client to access emails is easy to tell. When you are out of the office and away from your computer, you cannot access your email. This is when using the web mail is essential.

The webmail login interface to access your email using the browser

However, when you have several custom email accounts, it is hard to memorize all of them especially the passwords. This is where Gmail comes to play.

If you have Gmail, you can ADD your custom email account so that you only need to remember your Gmail password. Once you are logged in to your Gmail account, you can then send emails FROM your custom email address and definitely received your emails within your Gmail. You just need to "filter" your emails so that the email messages that you receive from various email accounts will be saved in their respective inboxes and not mix up with your Gmail inbox.

Adding the POP account to Gmail

Before you add your email account to your Gmail, please make sure that you can access this email account. That is, that the user name and password are working so that you can add it to your Gmail account without any issue. If you manage your web server, you can also note of your POP server name. SMTP server name will be that of Gmail, though you can use your own SMTP server as well.

When all your information about your POP email account is ready, you can now add it to your Gmail account. After doing that, you can then login to your Gmail account and be able to send emails on behalf of your custom email address and receive emails right there at Gmail.

Step 1: Using your web browser, login to your Gmail account. When signed in, locate the small gear icon on the top-right corner of the Gmail window. Click on it then click on Settings.

Gmail settings

Step 2: In the Settings page that opens, click on the Accounts tab. In the "Check mail from other accounts (using POP3):" group, click on the "Add a POP3 mail account you own" link.

Add to Gmail your POP email account that you own

Step 3: You will get a pop-up window. Enter your full email address then click Next Step.

Enter your POP email address

Step 4: In the next screen, the POP server is automatically detected by Gmail. If you do not know your POP server, leave it to Gmail to detect. If you know your POP server, you can enter it there.  Leave the PORT number with its default value.

Step 5: Make sure also that you check the option to "Label incoming messages" and your email address is automatically added there. This means that every time an email is sent to this email address, it will not mix up with other emails in Gmail since it will be stored in that email address label.

Step 6: Another important setting is to UNCHECK (it is unchecked by default) the option "Leave a copy of retrieved messages on the server". This will ensure that once you get the email in your Gmail, the copy in the server will be purged to avoid accumulating emails on your server.

Step 7: When all information and settings are intact, click on Add Account button.

Enter the required settings

Step 8: Then you will get a confirmation if the POP account is added successfully. If not, correct the errors and try again. Please note that in the Username box, it is important that you enter your FULL email address. In my sample, it should be info@bioshelper.com instead of just "info".

Step 9: In the confirmation screen, select the YES option then click on Next Step button. The YES here means that you will be able to SEND an email in your Gmail using this email address. That is, the email you will send will be coming from this address and not from your Gmail account.

Select YES to allow you to SEND an email using this email address

Step 10: In the next screen, give your email a NAME. This is the name that will appear as the sender when people gets your email. Check the option to "Treat as an alias". Then click on the Next Step button.

Name the email account and treat it as alias

Step 11: The next screen will allow you to choose if you want to send it through Gmail or if you want to send it through your SMTP server. You can accept the default which is to send it through Gmail then click on Next Step.

Send through Gmail server

Step 12: The next screen is crucial. Gmail will now verify if indeed you own the email account. Click on "Send Verification" button and then open your email account. This is referring to the email account that you are adding, and check for the email that Gmail sent to verify your account.

Send Verification

Step 13: If you got the email from Gmail, please enter the CODE in the screen to finish the process.

Enter CODE then verify

Congratulations! Your account is now added and you can now send and receive emails using using your Gmail account.

Test Your Email Accounts

To test your email accounts, click on Compose to write a new message. In the FROM field, click on the email address and see if the added email account is now listed. If it is, select it so that you can now SEND an email using this new account and not your Gmail address.

POP email in the FROM field

Email Provider: