This next post in a small unplanned series of posts related to emails and things related to email, is for a Twitter acquaintance who happened to mention on her talk show, @talkbackshow that she has multiple emails but she would prefer just one. This post is for you @ValTorontoGal!
Many of us over the years have acquired a few different emails. Partially because we liked a particular name string or we created multiple accounts for the various different areas that we partake in socially. As an example, I have a specific email for this blog and for my fitness journal that are separate from each other and my personal account as I do not want to contaminate any one with emails from thee other. Having multiple accounts however, can prove to be a challenge, especially if all the accounts are with the same webmail provider. So how do we go about tackling this?
There are a few different ways. We can link our desktop client with the various accounts, we can manage them on our smartphones and tablets. We can attempt to log into each account in a new and separate windows or consolidate them into a single webmail account that we use most often.
Linking our desktop mail clients, smartphones or tablets is a fairly simple task. Depending upon which device and software you use, will depend on how each handles the multiple accounts. We wont go into any detail regarding these as I think that there are plenty of walkthroughs available online for those who are interested in this option. The only drawback is that you are managing different accounts at the same time and it could become confusing when you attempt to email someone from a specific account but have a few to deal with.
Consolidating all of the accounts into one is how many choose to manage.
If the only reason you keep an old email account around is to make sure that you do not miss an email from an old friend or a communiqué from an organization which you left your email with, then email forwarding is the simplest way to consolidate. (For this mini tutorial I will be using my Gmail accounts, because I really only use it for email. These steps are generally universal for every email provider, however some may not offer the same tools. Googling “email forwarding” will most likely yield step-by-step instructions for your particular email provider.)
When logged in through the web portal into your account, head over to settings and locate the tab Forwarding and POP/IMAP.
From here you can setup your current account to forward to another account. Note: you must be logged into the account from which you want to forward emails from. When you click the button a pop up will show a field where you can input the email account to which you want to forward everything to. Once the email has been inputted, a verification email will go out to the email where you are forwarding to, to authorize the action. Once you have done that, that’s it. From this point forward you will be able to see the emails that the particular account sees. The original emails will remain on the account so you may review them when you wish. With this setup you will not be able to reply using the forwarding account but you will be able to through the account that the emails were forwarded to. This is a good way to also ensure that you can let friends and family know that you’ve switched email accounts, because when you reply you will be replying using the new account.
Sending Emails from Another Account
Once you have setup email forwarding, you can take it a step further and also setup to send emails from the account you are receiving emails from. What this allows you to do is to send emails from another email account, while logged into your primary account.
To accomplish this, return to settings but this time look for the Accounts tab. Here you will be able to setup as many accounts as you need. Once you have inputted the email, a confirmation email will be sent to that specific address to verify that you are the owner. Once this has been done, you can now begin composing using a different email address then the one you are using as your primary.
Note: remember to uncheck the option to use the email as an alias. This will eliminate confusion in the inbox on how to reply when replying to an email that was not sent to the primary account, as well it will not force a default to the primary. For further information regarding the difference, check out the link.
Hopefully this little walkthrough will help those who currently manage multiple accounts to do so with a bit of less stress and ease moving forward. Anyone that has any specific question related to this subject, or any others in this mini unplanned “email series” feel free to contact me at email@example.com or leave a comment.