How to Use Gmail with Your Non-Gmail Addresses

If you are like most people, it’s likely that you have multiple email addresses.  First, your internet provider usually gives you one or more email addresses.  Secondly, you might have a work email address.  It might be that you’re hanging onto a free AOL, Hotmail or Yahoo! email address.  And now, hopefully, you have a Gmail address.  It’s a time-consuming burden to use different programs or websites to check all of them, and you don’t have to (probably)!

It’s a 3-step process to import and set up your non-Gmail addresses in Gmail, and then you’re done!  The three steps are:

  1. Import your old email messages and contacts from your other email address providers.
  2. Set up Gmail for all your other email addresses (both receiving and sending)
  3. If Gmail cannot be set up to “fetch” your email for a particular email address (possibly your work email), you may be able to forward those email messages to your Gmail inbox

When you’re done, you will be able to send and receive mail with each of your email addresses through the Gmail system.

Step 1: Import Mail and Contacts from Other Addresses

Log into your Gmail account.

Click on 

Click on Settings.

Click on Accounts and Import across the top.

In the Import mail and contacts row, click on Import mail and contacts.

In this popup box, enter your non-Gmail address.  Click Continue.

Then enter your password for that email account. Cllick Continue.

Select your import options.  Check everything EXCEPT Import new mail for next 30 days. We’ll take care of that in just a bit.  Gmail will assign a label that is the same as your email address.  I recommend leaving it that way for now.  Click OK.


Step 2: Set Up Gmail for receiving and sending with your non-Gmail address(es)

Before you can change the settings in Gmail to accomplish this, you need to get some information from your other email provider.  Log into that provider’s email system with your email address and password for that email.  Go to the help or customer support section.  You are looking for instructions for POP3 access to your account.  If your provider specifically states that it doesn’t support POP3 access, then skip down to Step 3: Forward Email from another address to Gmail.

If your provider does provide instructions for POP3 access, print or write down the correct POP Server Name and Port number.

Now, go back to Gmail.  Click on . Click Settings. Click on Accounts and Import.

About two-thirds of the way down the page, click on Add a POP3 mail account you own.

Enter the email address for that account.  Click Next Step.

Gmail will auto-populate some of the fields, but you should change them based on your other email’s POP3 access instructions. Enter or change the Username, Password, Pop Server and Port.

Check Always use a secure connection.

Check Label incoming messages:

Click Add Account.

Google will take a few minutes to add your account, and hopefully, voilà your other email address is set up within Gmail.

Step 3: Forward Email from another address to Gmail (the last resort)

If you have an email address that doesn’t allow POP3 access, then check whether your provider supports auto-forwarding.  If auto-forwarding is supported, follow the instructions within that account to automatically forward all incoming mail to your Gmail address.

Wrapping Up

When you use multiple email addresses in Gmail, you can select different “from” addresses when you compose and send a message.  For instance, if you are composing a work email, you can select your work email address using the little arrows in the right side of the From address.  Currently, your Gmail address is probably set up as your default email address.  That’s more tweaking for another post.  My next post will show you how to change some settings on your iPhone/iPad so that using multiple email addresses from those devices is a cinch!

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