A lot of people would like to know how to send emails from their business email address and how to receive them as well, all by using their Gmail account. There are a lot of reasons a person would want to do this, mainly because Gmail offers an amazing service, has the best SPAM filters in the world, and more importantly, email accounts on shared hosts are hard to use.
The first thing you will want to do is add a forwarder in your cpanel for your website domain (or using whatever other interface they use than cpanel). For example, set up a forwarder like “firstname.lastname@example.org” -> “email@example.com”. What this does is forward all emails that are sent to firstname.lastname@example.org to your Gmail address, and no copy of the email is saved on your web server (example.com).
This is the first half of the equation, now we would like to send emails using Gmail from your actual account. How it works is you tell Gmail that you would like to link an account to it, you then verify the email account by clicking a link in the email they send to you (which will be in your Gmail inbox assuming you set up the forwarder properly), and from then on when you send an email you will have a ‘From’ dropdown.
- Sign in to Gmail.
- Click Settings and select the Accounts and Import tab.
- Under Send mail as, click Add another email address.
- In the ‘Email address’ field, enter your name and alternate email address.
- Choose “Use Gmail’s servers to send your mail”Click Next Step >> and then click Send Verification. Gmail will send a verification message to your other email address to confirm that you own it.
- Open your other account and either click the link in the message Gmail sent or enter the confirmation code in the Accounts section of your Gmail settings.
Your Gmail address will still be included in your email header’s sender field, to help prevent your mail from being marked as spam. Most email clients don’t display the sender field, though some versions of Microsoft Outlook may display “From email@example.com on behalf of firstname.lastname@example.org.”
Once you’re set up: sending mail
To use a verified custom ‘From:’ address when composing a new message, pick an address from the drop-down menu in the ‘From:’ field. If you’re replying or forwarding, click change next to the ‘From:’ field first. You can also choose to automatically use the address to which a message was sent.
To edit the name, configuration or reply-to address for an existing entry, click edit next to the address on your Accounts tab. To delete an address, just click delete.
Personally, I love this feature. Any emails sent to email@example.com are automatically forwarded to my tl*unter@gmail account, and when sending an email I select my Renowned Media account, or one of several other email accounts (yes, you can add as many accounts to your main Gmail account as you would like).
To take things a step farther, I like to have all my emails automatically tagged. If you would like to do this, just go to your Gmail Settings | Filters | Create New Filter. In the first step (search criteria), put in the email address (firstname.lastname@example.org) in the “To:” field and click Next Step. Then, click “Apply the Label…” and select “New Label…” from the dropdown, enter a name for your label (such as Business) and click Create Filter. Now, all emails that were sent to your original email address will not only be forwarded to your Gmail account but also classified as Business, so that you can keep an organized separation between your different email addresses.
Personally, I have 7 email accounts and over 40 labels, and I never get false positive or false negative SPAM email.