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Send And Receive Email Based On Your Domain Name Using Gmail

Send And Receive Email Based On Your Domain Name Using Gmail

Setting up Gmail to Send and Receive email based on your domain name using Gmail.

This article describes how to set up Gmail to send and receive from email addresses based on your domain name.

This is the simplest way to get your email that is based on your website’s domain into Gmail, and to be able to send and receive email using your website’s domain name using Gmail.

Once we set up a new domain for you (or point your existing domain to our server) then we can set up Email Forwarding for you. We simply set up an Email Forward for each of your email addresses that you want to use.

All we need from you is the email addresses you want set up, along with the corresponding Gmail account to forward each email address to as shown in the example below.

There is no quota limit (except the quota Gmail imposes for your Gmail inbox), and no limit to how many emails and forwards you can set up (we set up 3 Email Forwards for free…additional Email Forwards are available for a small Addon charge for [sold in packs of 5]).

Example of Email Forwarding

you@yourdomain.com => your-gmail@gmail.com
info@yourdomain.com => your-gmail@gmail.com
sales@yourdomain.com => your-gmail@gmail.com
another-person@yourdomain.com => another-persons@gmail.com
yet-another-person@yourdomain.com => yet-another-persons@gmail.com

Send Email Based On Your Domain Name

Most likely you will also want to be able to Send (not just Receive) from each email address based on your domain name. You will be able to Send email from your new email accounts from within Gmail once you walk through the email Verification Process that Gmail requires as outlined below.

CONFIGURING GMAIL TO SEND/RECEIVE FROM YOUR EMAIL ACCOUNTS BASED ON YOUR DOMAIN NAME

(setting up Gmail for Sending from email accounts that are based on your domain like yourname@yourdomain.com)

Each person within your organization who is getting an email to use with your domain and wants to use Gmail to send and receive with that email account will need to login to their Gmail account and walk through the ‘Send Verification‘ process.

Send Verification

  1. Each individual needs to login to their Gmail account.
  2. Go to Gmail > Settings > Accounts and Import > Send mail from another address.
  3. Walk through the default settings, then click Send Verification.

Example

If you are setting up you@yourdomain.com to be used with Gmail you would enter you@yourdomain.com as the email to be used in the ‘Send mail from another address‘ section.

Once Email Forwarding is in place, then upon hitting ‘Send Verification‘ Gmail will send a verification email from Gmail to you@yourdomain.com, which in turn should Forward to your Gmail inbox to confirm you are the rightful owner of that email address.

Verify Each Email Account

Gmail will send verification emails for each new email address that is to be verified based on the ‘Send Verification’ process. The verification emails should automatically go to your Gmail email address (based on the Email Forward we set up prior to this step).

  1. Check your Gmail inbox for the verification emails sent from Gmail.
  2. Click on the link within the verification email to verify you own that email account.

Tutorial on Setting Up Email Accounts for Use with GmailHere is a Tutorial Video on How To Set Up Email Accounts for Use with Gmail.

Once verified, each individual should be able to send as well as receive emails from within Gmail for any email accounts based on their domain name that were set up with Email Forarding.

Segment Your Gmail Inbox Using Filters and Labels

The next thing you probably want to do is separate your work email from other email by setting up Filters and Labels within Gmail > Setup to color code stuff within Gmail, and you are on your way (we can do this as an Addon, and we can also provide monthly Gmail Tech Support as an Addon if you need it).

Summary:

  1. We set up a new domain for you (or point your existing domain to our server).
  2. You send us the email addresses you want set up, along with the corresponding Gmail account to forward each email address to.
  3. We set up Email Forwarding for your email addresses.
  4. You login to Gmail and go to Gmail > Settings > Accounts and Import > Send mail from another address.
  5. Walk through the default settings, then click Send Verification.
  6. Gmail will send verification emails for each new email address that you sent a verification for.
  7. Check your Gmail inbox for the verification emails sent from Gmail.
  8. Click on the link within the verification email to verify you own that email account.
  9. Set up Filters and Labels within Gmail > Setup.

That’s pretty much how we use email…we forward it to our main Gmail inbox, then segment it with Labels and Filters. We can then send and receive from any email address we set up. It works great!

Need Google Apps Configured?

If you would rather have us configure Google Apps to be your email server for your domain then just let us know and we’ll configure email for your domain to point to Google Apps.

Here’s the technical detail of how we configure Google Apps for use with your domain:

  • We setup domain verification for your domain for use with Google Apps using DNS verification.
  • We create a DNS TXT record pointing to the Google Verification like: google-site-verification=bCG_CPooIzRwnWB9WukeHb2ugruPkjJFZDyq0dNFlWo
  • We set up a subdomain of ‘gmail.domain.com’ for you to use as a Custom URL for Google Apps.
  • We create a CNAME record for gmail.domain.com pointing to “ghs.google.com”.