How to Manage Multiple Email Accounts Using Gmail

Group of colorfully painted mailboxes

It’s safe to say that you probably have at least two email accounts. Depending on the business you’re in, you may have three, four, or even five accounts that you must send and receive email from routinely.

While using a desktop client like Outlook or OS X Mail is one solution for this, it’s not ideal. If you’re a Gmail user, not only do these not handle Gmail very well, but by using them you bypass the greatness that is the Gmail Web interface.

Gmail actually has a solution for this: the ability in the app to manage multiple email accounts from a single account. With this option you can send and receive emails from a variety of sources while still using the awesome Gmail Web interface.

Interested? Here’s how.

Adding an Email Account to Gmail

First things first: You need to have a Gmail account to complete the steps below. It can be one of your current accounts, or a new Gmail account you create just for this process.

With this out of the way, log in to your Gmail account, click on the gear icon in the upper right corner and choose Settings. Once on the Settings page, click on the Accounts and Import tab.

Settings page in Gmail

Once here, click Add a POP3 mail account you own.

Note: You must have POP3 access turned ON for any account you want to add to Gmail.

Next you’ll be presented with a new window. Enter the email address you want to manage with your Gmail account and click Next Step.

Gmail window to add an email account

Next, you’ll need to enter your email account information. You can find this in your email client documentation for adding an email client. If you’re adding a Gmail account, you can find your info here.

Duplicate contacts killing your productivity? See how Scrubly can help in this 100-second video.

Once your account info is entered, you can choose to send email as the account you’re adding. Select Yes, and then click Next Step to continue.

Gmail window to enable sending mail from added account

Leave Treat as an alias checked and click Next Step to continue. On this page you’ll need to enter SMTP information to be able to send emails. This is also found on your email provider’s client setup page; this info is different for each email provider.

Note: This is the information from the account you are trying to manage, not the Gmail account you’re currently logged in to.

Entering SMTP server information for added email account

Click Add Account to continue. Next, you’ll be prompted with a screen that includes a space to enter an access code. This code will be sent to the email address you wish to manage, to verify your ownership of the account. Enter the code and click Verify. This is the last step. Once complete, your email will begin being managed by your new account.

Entering verification code for added email account

This means all new emails sent to that account will be received in your Gmail account, and you can send emails using your managed account.

Scrubly social-sharing menu.

Scrubly sign-up.