Just when you think the technical and Internet Gods are smiling on you, you log into your favorite email service provider and see a fairly dire series of warnings:
MailChimp, AWeber, ConvertKit, Feedblitz and other organizations that send emails to subscribers have started to issue similar warnings to its users that if the send email is a gmail (or yahoo or hotmail) address, chances are…that email is not going to get delivered.
As it turns out, creating a new email address for your domain is super easy. Integrating it into your existing email platform — in most cases and in the one I’m focusing on here: gmail — is sort of easy. And if you do it correctly, you can log into one gmail account and get email sent to multiple email addresses AND send emails from those addresses as well.It's easy (ish) to create a custom email address for your domain and integrate into gmail!Click To Tweet
First of all, let me say that there are three options that don’t require you to go through all of the steps.
- You can create the domain email address and just forward it to your existing gmail address. You won’t be able to send emails from your domain address, but at least you’ll be able to read any incoming messages to that account.
- You can use Google Apps for Work which is a GREAT and easy option if you also want to have a separate Google Drive for your domain. In my case, even though I’ve set up firstname.lastname@example.org, email@example.com and firstname.lastname@example.org, I’m fine continuing to use my email@example.com account for all other Google products. But if you use your email address for business, Google Apps is a good and inexpensive investment.
- You can just log into your server’s cPanel and read the email from there. If you know that you will remember to check or don’t care about incoming emails to that account, that’s certainly an option (but not one that I recommend because you could miss out on important emails!).
But, if you’re willing to roll up your sleeves and do a little work, you can not only create your own domain email but integrate it into your existing gmail account.
How to Create and Use Your Domain Email Address With Gmail
STEP ONE. Create your domain address.
You’ll need to log into your hosting account and access the cPanel. From there, you’ll need to navigate to the email accounts section.
Instructions for four popular hosting sites:
- SiteGround (which I use and recommend): https://www.siteground.com/tutorials/email/create_email_addresses.htm
- BlueHost: https://my.bluehost.com/cgi/help/417#new
- DreamHost: http://wiki.dreamhost.com/Email_Setup
- HostGator: http://support.hostgator.com/articles/hosting-guide/lets-get-started/shared-web-hosting/how-do-i-create-email-accounts-in-cpanel
Your email address will end in your domain name but you can choose one or many user names (firstname.lastname@example.org, for example, could have been email@example.com, firstname.lastname@example.org or all of the above — and I could have forwarded ALL of them to one main account).
Make sure that whatever password you choose or randomly generate, you copy and save somewhere to your desktop or a safe place, because you’ll need this when you integrate with gmail.
STEP TWO. Add your email address to gmail so that you can receive emails that come to the new address.
This can get a little tricky, because there are POP servers and IMAP servers (see the difference here). Generally, I prefer IMAP because it cuts down on duplicate emails when I’m logging in on multiple devices (a computer and a smartphone). But my server uses POP by default so that’s how I set mine up (and I may change things around in the future).
Here are the steps:
- Log into your primary gmail account (the one you already use).
- Use the gear drop-down menu at the top/right side of your screen to select Settings.
- Click Accounts and Import.
- Click Add a POP3 mail account you own.
- Enter your new email address (from your domain).
- On the next screen, enter your entire email address as the user name (not just katy; email@example.com).
- Enter the password you created via cPanel for your new account.
- Enter your pop server and port number.
AND FREEZE. This is the first place you may run into problems because your server address will vary from host to host and whether or not you’re using a secure (SSL) connection or not. Plus, the port you choose matters! If you went to your host’s email setup tutorial above, you should find your configuration details. If I could post them here, I would — but each site has its own credentials.
If you put in the wrong information, the setup wizard will tell you it can’t connect, so then you can try again (or ask your host’s support team for help if you really get stuck). Once it connects, it will give you a success screen and then ask:
“Would you also like to be able to send email as yournewemailaddress here?”
That leads us to…
STEP THREE. Set up your new account to also work for outgoing emails from gmail.
When you get the question about sending email as your new account, select yes (and if you already said no, you can go back and set it up later!).
Decide whether this new address should be an alias (see here for Google’s breakdown). I typically leave these email addresses as aliases, except when I’m working as a virtual assistant on behalf of a client.
Then, click through until you arrive at the SMPT fields. Once again, you’ll need to refer to your host’s specific configuration instructions for the server and port number:
- SiteGround: https://www.siteground.com/kb/how-to-configure-google-mail-with-your-siteground-domain/
- BlueHost: https://my.bluehost.com/cgi/help/gmail
- DreamHost: http://wiki.dreamhost.com/Check_your_DreamHost_email_at_Google
- HostGator: http://support.hostgator.com/articles/google-mail-fetcher
Once you fill everything out — again, be sure to use the correct port! — you’ll get a success screen letting you know that the final step is to confirm by clicking on a link gmail sends to your new account…which arrives in your primary gmail account!
STEP FOUR. Use your new address!
Once you’ve confirmed everything in the steps above, you’ll be able to log into your primary gmail account and when you click the to/from fields, you can use the drop-down menu to toggle to whichever one you want. Ideally, when you went through the setup process above, you chose to automatically reply from whichever email address the email was sent to, which saves a step.
I also recommend creating a signature for your email adddress.
STEP FIVE. Update your email account in your email service provider.
You’ll likely have to verify your new address. Once you do, messages will now go out from your new account (and you can say goodbye to those dire warnings).