How To Connect Your Business Email Address To Your Gmail In 2025

byrichardgb

2.3K followers

6 months ago

You can Receive Emails And Send Emails For Your Business Via Gmail.

I've seen many members ask about this over time so I've turned instructions, which have been tested quite a few times by both new and experienced members, into a post.

I apologise for the wordiness.

It's far easier to do than to explain.

Why would you want to handle webmail emails from within Gmail…

It’s a productivity thing…

As the number of emails you send and receive increases, it can get unwieldy to be constantly logging in and out of your Webmail account, especially if you have several.

So Gmail allows you to connect to a number of external email accounts if you wish.

Gmail then automatically, regularly checks your external webmail for incoming emails and downloads them for easy access within Gmail.

In addition, you can set up Gmail to send emails via your webmail, showing your external mail address rather than the Gmail address, thereby providing a more professional look to your sent emails.

Prerequisites are that you have already set up a webmail-based email address for your URL (if your hosting is at Wealthy Affiliate, then via the WA facilities), and that you have a Gmail address. To clarify, your business address must be a webmail address, not just a forwarding service.

Here’s How To Connect Your WA Based Business Email Address To Your Gmail Service

The following steps are organised into 4 sections: Sections 2 and 3 are essential:

• Section 1: Set up 2 browser tabs—not essential but useful.
• Section 2: Set up Gmail to download your business emails.
• Section 3: Set up Gmail to be able to send emails using your business email.
• Section 4: Set up labels and filters in Gmail for productivity—not essential but very useful!

This is written for people completely new to WA emails, SMTP, and Gmail.

I have no idea what your experience is.

If you have any questions at any time, just ask them.

SECTION ONE

If you are reading these instructions online, you've already opened at least 1 browser tab. If you want to follow along, you'll need 3 tabs for convenience. The following 2 steps are for setting up 2 more browser tabs and getting ready for action:

Step 1:

• Open a new tab in your browser and go to WA / Websites / Site Manager / Site Email (top of screen, 2nd from right)
• Click on “SMTP Settings” for the email that you want to handle in Gmail, and you’ll see 'Incoming Mail Settings and 'Outgoing Mail Settings'. These are the settings that you need to set up the connections with Gmail.

Step 2:

• Open a new tab in your browser and log in to your Gmail.
• In Gmail, click “Settings” (the gear icon at the top right).
• A panel pops up, and you click “All Settings.”

END OF SECTION ONE

SECTION TWO

2 steps to set up Gmail to download emails from your business email account

NOTE: When people follow these steps, most mistakes are for the following reason: Incoming and Outgoing email details get mixed up…

This is, I think, mainly because at WA the SMTP details show with “Incoming Mail” settings first followed by “Outgoing Mail” settings placed second (below).

whereas…

In Gmail, the place where you add the Incoming Settings is below the place where you add the “Outgoing Settings.”

So as you go through Sections Two and Three, please make sure you're using the correct details from WA and adding them to the correct section in Gmail.

If you make a mistake, don't worry. It won't do any damage; it just won't work, so...

Step 1:

• Now in Gmail settings, select “Accounts & Import.”
• Scroll down to the section called “Check Email From Other Accounts.”
• Click “Add Email Address,” then enter the full email address from WA that you would like to add, then click "Next.”
• Now click the radio button to “Import Emails From Other Account (POP3)”; up pops a panel with your user name already filled in as your WA email address.

Step 2:

• Back at the WA tab, from the “Incoming Mail Settings,” copy the “hostname” and paste it into the “Pop Server” field at Gmail.
• Then, from the WA tab, copy your “password” and paste it into the “password” field at Gmail.
• And at Gmail, uncheck the radio button for “Always Use A Secure Connection (SSL) When Retrieving Mail.”
• Now click “Add Account.” If all is well (Gmail will check that the username and password are valid), you will get a message, and back at Gmail “Accounts & Import,” you will see the new account added under “Check Email From Other Accounts.”

NOTE: Gmail automatically checks other connected accounts for incoming email. The frequency is determined over time by Gmail; they don't want to be checking too often if not necessary. So over time, as more emails are sent to your business email account, the frequency will increase.

To start with, it can be an hour or several between Gmail contacting your attached webmail accounts. Normally, this doesn't matter because you usually don't know when someone sends an email to you, but it can be frustrating if you're expecting something.

So Gmail have provided a link to “Check Mail Now”. You’ll find this Under "Accounts and Import"; scroll down to "Check email from other accounts."

END OF SECTION TWO

SECTION THREE

3 steps to set up Gmail to be able to send emails, from within Gmail, as if from your external email address:

Step 1:

• Click “Add Another Email Address." Up pops a new panel.
• In the “Name” field, add whatever name you would want a recipient to see.
• In the “Email Address” field, type the name of the non-Gmail email address that you want to send from.
• Uncheck the radio button for “Treat As An Alias.” If you leave it checked, any emails you send will appear in your Gmail inbox as well. If unchecked, they will just show up in your Gmail “Sent” folder.
• Click “Next Step.” Up pops another panel.

Step 2:

• Go back to the WA site from the “Outgoing Mail Settings,” copy the "hostname,” and note the “port” number.
• At Gmail, paste the WA “hostname” into the “SMTP Server” field, then select the port number (from the WA settings) from the drop-down list at the Gmail “Port” field.
• Then back at WA Copy the Outgoing “Username” (which should be the same as the Incoming “Hostname”) and paste it into the Gmail “Username” field.
• Now copy the WA Outgoing “password” (it's different from the incoming one) and paste it into the “Password” field at Gmail.
• At Gmail, leave the radio button for “Secure Connection using TLS.”
• Then click “Add Account.”

(Note: if Gmail returns an error at this point, then try changing the Port to 587 and clicking “Add Account” again.)

Step 3:

• Now, in Gmail “Accounts & Import,” scroll up in the “Send Email As” section, and below any emails added in this section, you will now see options to select which email address to use for sending... and click the radio button by “Reply from the same address to which the message was sent.”

If all is well, when sending email from within Gmail, you should now be able to send from yourname@yoururl.com, by selecting from a drop-down list at the “From” field when you reply to incoming emails or set up new emails to send.

END OF SECTION THREE

SECTION FOUR

3 more steps... for productivity:

A bit of background...

If, like me, you receive a lot of emails every day, you might like your emails to be placed in different email Inboxes when they arrive in Gmail so that you can easily focus on, for example, personal or business emails, separately.

So this is about how to set up an extra Inbox (or as many as you like) in Gmail and how to set up rules in Gmail for moving specific emails, when they arrive, into that Inbox.

First, though it’s worth understanding that “moving” emails from the Inbox into another appropriately named “folder” is really an illusion...

As you know, for your standard Gmail address, all emails are perceived to go into an Inbox named (surprise, surprise). This name cannot be changed.

Inbox is in reality a label. There is a set of standard Gmail labels that cannot be changed (although they can be selectively hidden from view if you wish). In addition, you can create your own labels.

(Now here’s a useful aside: one of the standard labels is called “All Mail." Not only can this label not be changed, but you also cannot delete it from any emails (received or sent). In practice, all emails (whether received or sent) are given the label “All Mail.” Even when you delete an email by giving it the label “Bin” (yes, “Bin” is just another label), you’re not completely deleting the email, even when you empty the bin, because all emails have a hidden label of “All Mail.” So if you go into the “folder” for “All Mail” (i.e., click the label called “All Mail"), you’ll find all the emails that have ever gone through your Gmail system. This makes “All Mail” a very useful backstop in case you delete an email accidentally, but it also means that over time, a great deal of space can be taken up by old emails. If you delete an email from “All Mail,” then it is permanently deleted.)

Now back to the point: so the “folder” Inbox is really just a label. What happens is that when emails arrive in Gmail, they are automatically given both the “All Mail” label and the “Inbox” label, and thereby can be found by clicking on the Inbox label.

However, you can, if you wish, set up a new label and set up a Gmail filter to intercept emails on their way into the Inbox and give them a label of your choice so that they bypass the Inbox. I’ll tell you how shortly. First, another little aside...

(You may well have already added some of your own labels. If you look in the left sidebar in Gmail, you’ll find them there.

Now, the standard Gmail labels can be positioned wherever you like in the list of labels at the top of the left sidebar simply by using click/hold with the mouse and dragging them up and down the list. However, your own labels are listed in alphabetical or numerical order and can’t be moved about except through careful (alpha-numeric) naming.)

So… I find it useful to have my extra inboxes positioned as high in the list as possible, so I use a naming convention... “@IB-external email address”. “@” positions the label above the letter "A,” and “IB” stands for Inbox.

For example... If you are receiving emails in Gmail (perhaps addressed to “yourname@yoururl.com”) being forwarded to or pulled into your standard Gmail Inbox, then you could set up:

• A Label called “@IB-yourname@yoururl.com” (without the quotes) and
• A filter designed to automatically catch any emails arriving at your normal Gmail Inbox for yourname@yourrurl.com, and to move them to my label of “@IB-yourname@yoururl.com”.

Here’s how to set this up:.

Note: There are several ways to set up new labels in Gmail, but only one way to set up filters for incoming emails. Since a new label can be set up in the process of setting up a filter, the following instructions tell you how to set up a label as part of the process of setting up a filter.

Step 1.

• Login to your Gmail.
• In Gmail, click 'Settings' (the gear icon at the top right).
• A panel pops up, and you click “All Settings.”.

Step 2.

• Click on the menu item “Filters and Blocked Addresses.”
• Scroll down if necessary and click “Create a New Filter.”
• In the pop-up box, ignore everything except the TO field. You want to catch any emails that arrive where the TO field equals the email address that has been forwarded to it, so using my example above, I would add the email address “myname@myurl.com” (no quotes) in the TO field. When setting it up properly, remember to change “myname@myurl.com” to whatever email address is being forwarded to your Gmail
• Then click “Create Filter.”
• In the list of options that appear, Check the boxes “Skip the Inbox (Archive it)” and Check “Apply The Label”... click the “Choose Label” button and then Click “New Label”... add the name of the new label (named as suggested above if you wish) as “@IB-myname@myurl.com” (no quotes and use your forwarded email address), then, personally, I like to check “Never send it to spam” as well (not essential).
• Click “Create” for the new label, then click “Create Filter.”

Step 3.

• Click anywhere in the left sidebar to get out of the Settings tab, then check that your new Label appears in the sidebar and…

If for some reason you’re not getting the result you expect, feel free to contact me and I’ll help.

:-)
Richard