Manage Multiple Email Accounts in Gmail – Save Time!

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So many of you have asked me in YouTube comments how to set up Gmail to send and receive from multiple email accounts. So lets do it today, on Dotto Tech. Steve Dotto here. How the heck you doing this fine day? At Dotto Tech, we make technology easy, so you can do more. Weve done a lot of videos on Gmail, and weve been looking at the new version of Gmail the last little while. One of the questions that we get over and over again is, “How do I set up my Gmail account to send and receive from multiple email addresses?” Because weve all got many email addresses, and having the convenience of being able to send and receive from a single account is really beneficial. So today Im going to walk you through the process of setting up your Gmail account to be your master email account. The one email account you go to, to send and receive from all of your accounts. Okay, I have to admit something. Its been so long since I had to configure this myself for my own system, that I had to go through and work things out again. Lo and behold, Gmail has dramatically improved the integration between Gmail and other systems since I did it for myself. So Im excited, but I kind of had to figure it out for you, as well. Allow me to show you. To set up our Gmail to read and send our other accounts, we start here. We go under the gear settings in Gmail, in the browser, and you go into the Settings menu. In the Settings menu, we go to Accounts and Import. This is where we manage all things related to our accounts. Now in the past, what you had to do, is you

had to configure right here, under the “send mail as”, you had to go through and you had to configure all of the different settings for whatever email service you have. Theres two basic types of services. Theres … for lack of a better term … a web mail service, things like Yahoo Mail, Outlook, Hotmail. Services that are accounts that you sign up for, and send and receive your email through a browser. Then theres the older email systems that a lot of us have, that are set up through our ISP, where we have to configure an email client, in order to send and receive our email. That typically, as I said, thats typically an older account that weve got that is attached to our internet service provider, or often attached to our place of business, our work, where were going through our own servers. So those are the two different types of email systems that we had to set up. We would do that through setting and putting in all of the different configurations as we set it up. But it is so much easier. In 2016, Google added something called Gmailify, which allowed you to take your existing accounts like Yahoo Mail, Outlook Mail, Hotmail, and incorporate them, and sync them with your Gmail account. Let me take you through that process. Ive already done it here, but I just did it a few moments ago with an account. Its the first time Ive actually had to do it myself. Look how easy it is to do. Allow me to show you. So you set up a new mail account. You enter the email address of the account youre setting up, and the Gmail system is sophisticated enough to recognize the domains of the services that it can properly configure using

this service. So it asks me here … because I put in a Yahoo account … if I want to link it with Gmailify … I hope Im pronouncing that right … or if I want to import email from another account, an old school POP account. But we are going to set it up with Gmailify. Then what happens, it actually launches our Yahoo account. It opens that account, asks us to sign in with our password, and then it goes through and asks for permission to allow Gmail to access our profiles, our mail, both as reading and writing, and the full access the email account. When we agree, information that we have now managed our account from it, we confirm it, and allow it to sync. It wont be synchronized right at the beginning, so you have to click “check mail now” to have it sync right away. But once it is synced, lets go back into our account. Here are all of the little test emails that I was putting in. So these emails right here, are coming through my Yahoo account. The other ones are coming from my Google account. So its that easy to set up and configure a lot of the services, Outlook, Hotmail, Yahoo Mail, which many of you have. If you have to go through the process of actually configuring your main email account, you go through the same process, but youre going to have to put in your password, youre going to have to put in the mail server name, that sort of stuff. Which weve always had to do. So its not that difficult to do, but its sure a lot easier now with this. But, now weve got two accounts that we see right here in the window. I think at this point

here, we have to start thinking about how were going to manage these accounts because they all look the exact same as the email comes in. So, I like to color-code my email coming from different accounts in my Inbox. We can set up a really simple process to do that. Let me show you how we … at least the way that I … do this, is I chose one of the emails thats come from the new account that I want to demark as the account. There it is, [email protected] What Ill do now, is I will create a filter for messages like this. When I create the filter for messages like this, its first of all, asking if its from the email address that its being from. No. Instead, I want it to be the email address that its to. So its going to be [email protected], and I create the filter. I just want any email coming into that address, I want to color-code it. Then what I want to do, is I want to apply a label. But I havent created any labels for it. So what Im going to do, is Im going to create a new label, call it Yahoo Mail, and Im going to just create that. Now what thats going to do, is its going to create right here, in the sidebar, see its created this new folder called Yahoo Mail. It says “apply this to all of it.” So once I create the filter, it will also apply this filter to all of the matching conversations that it has. So any other email thats imported, thats under that account, its going to do it, its going to create that. So now Ive created that filter, and we can see here, if we click on Yahoo Mail,

only the email thats come from Yahoo Mail is in this Inbox right now. But that still isnt the way that I … It will tag it here, and we can see that its labeled as Yahoo Mail, but I like to do one other thing, is I go into the Yahoo Mail here in the sidebar. I go into there it says the label, and I click on the three dots beside it, and Im going to choose a label color, and Im going to color-code that label, so that as the email comes in, I can quickly see which ones are coming from Yahoo, which ones are coming from Google. And if I have multiple, even more email addresses, I can color-code each one, as well. That is the way that you create multiple email accounts, that are all serviced through your one Gmail account. Now all of the benefits of Gmail are being applied to this Yahoo Mail account. I can search on the email, I can send and receive the email. All of the features that I have built in to Gmail, I can now apply to that Yahoo account. Pretty cool. Well I hope you found this video to be useful. If you have any questions or comments, please post them in the YouTube comments below. Even though I dont have time to respond to every comment, I promise you I read each and every one. If you did find the video useful, I have two favors to ask. First, please share it so that others can discover the Dotto Tech channel. And if you have not yet subscribed to our channel, please hit the subscription and ring that notification bell so you hear when we upload new videos. Until next time, Im Steve Dotto. Have fun storming the castle.

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