Christopher Harris

A friend of mine is the admin of a public page, and many of the member’s of that page wanted her to share their photos. She could not share their photos because of their privacy settings.

So I made a few graphics for my friend to share with her constituents.

After posting the image above, I made an image with the post to show how to modify privacy settings once you have posted an update.

At my company, Faith Growth, we use Google Apps to host our email. I serve on the board of Social Media Dallas which also uses Google Apps to host its email. Google has improved the ease at which you can now switch between Google Accounts to manage email, but I prefer one inbox to manage all my incoming emails.

In this tutorial, I will share with you have I set up one Goggle account as my primary inbox and have it pull in my mail from the other accounts so that you can manage all your email in one inbox.

I will use the term, primary email account, to refer to the email account that you want to use to manage all your incoming emails. I will use the term, secondary email account, for the account that you will be checking with the Primary email account. The screenshots bellow are from a real world example – when I set up my Social Media Dallas email (secondary) to be managed by my primary email account at Faith Growth.

• Primary email account – christopher@faithgrowth
• Secondary email account – technology@smcdallas.org

I suggest that you use two separate browsers for the setup. In one browser log into your primary email account and in another browser log into your secondary email account.

Step One: Enable POP Download for the Secondary Email Account

Sign-in into your secondary email account in browser A. Then…

1. Click the Gear Icon
2. Then click on Settings
3. Select the Forwarding and Pop/Imap tab
4. Select an option enabling POP Download
   1. Either for all mail or mail that arrives from now on
      1. Note: If you select POP for all mail, All email you have ever received at your secondary account will be downloaded to the primary. Downloading all your email can take a very long time to complete (days in some cases), but the plus is you will have access to all email when using Gmail’s powerful search.
5. When finished, click Save Changes
   1. Note: The Settings window will close and you will be returned to your inbox.

Step Two: Add the Secondary Account to your Primary Account

Sign-in into your primary email account in browser B. Then…

1. Click the Gear Icon
2. Then click on Settings
3. Select the Accounts tab
4. The click Add a POP3 mail account you own
5. Gmail will open another window

1. Enter your secondary email address
2. Click Next Step
3. You will advance to the next screen pictured below.

1. Enter your Username
   1. this is your secondary email address
2. Enter your Password
3. Enter the POP server as pop.gmail.com
4. Change the Port to 995 in the drop down menu.
5. Select your options
   1. Leave a copy – leave this unchecked as it causes and error
      1. emails will be saved in your secondary account automatically
   2. Always use secure – this must be selected
   3. Label Incoming Messages – I check this
      1. This allows me to see quickly what emails are from this address in my primary inbox
   4. Archive incoming – I do not check this
      1. If checked messages from your secondary email account will skip the inbox in your primary email account and will be accessible by their label.
6. Click Add Account
7. You will most likely get an error. Do not worry this is expected and I will walk you through clearing the error. (If you do not get the error, skip to step five.) Leave this window open. You will return to it after you clear the error.

Step Three: Clearing the Error

There are two items you will need to tend, to clear this error. You may need complete one or both.

Item One: Unlock Captcha

Google uses a captcha for you to verify that you are a human. This item unlocks the captcha on your secondary account by your primary account to automatically check for mail.

1. In browser A (the one you are logged in to your secondary email) visit http://www.google.com/accounts/DisplayUnlockCaptcha and click Continue

Success Screen:

Item Two: Blocked Sign in Attempt Email

1. Check your secondary email account and see if you received an email from Google with the subject, “Review blocked sign-in attempt” and open the email.
2. Skip down and click the link, allowing access to less secure apps

1. The link will open an options page in another browser tab. Click the radio button next to Turn on, and your choice will auto save, and an Updated confirmation message will appear on the screen.

Step Four: Authorizing After Clearing the Error

1. Return to the Add a mail account you own window. Enter your password and click the Add Account button – the rest of the information should still be completed from earlier. (If you closed this window, return to Step Two and follow the instructions.)

 

Step Five: Success and Setting up Sending as your Secondary

After clearing the error and submitting the above form a second time, you will arrive at the screen below. Congratulations you have added your secondary email account to your primary email account!! Your primary account can now check your secondary and retrieve email messages for review and processing in your primary account.

Now you have the option of allowing your primary account to send email as your secondary. I cannot think of a reason you would not want to do this.

• Check the radio button next to Yes, I want to be able to send mail as your@email.here
• Then click the Next Step button

1. The next screen allows you to choose your settings for sending email as your secondary account. I do not change anything on this screen using the default settings and click the Next Step button.

1. On the screen below, you give your primary email account permission to send through your secondary account by entering your secondary account’s outgoing mail server information. First, enter the SMTP server as smtp.gmail.com
2. Adjust the port to 587 using the dropdown menu.
3. Enter your username. This is your secondary email address.
4. Enter the password for your secondary email address.
5. Ensure that Secured as TLS is selected.
6. Click the Add Account button

1. Google wants to make sure that you are the owner of your secondary email account. So it asks for a verification code that it will email your secondary email account. Do not close this window.

1. Check your secondary email account for an email with the confirmation code. Copy the confirmation code.
   1. Note: the email will be from Google or From the owner of the Google Apps account of your primary email address. In my case, my company, Faith Growth, owns the Google Apps account of my primary email address. So my email was from Faith Growth.

1. Return to you verification window. Paste the verification code into the entry field and click the Verify button.

1. You will be taken to the settings page of your primary email account. You will see that your secondary account is now listed as and email address that you can send email as. Verify that the Reply from the same address as the message was sent to option is selected. This will ensure that you always reply from the correct email address.

Selecting an Email Address to Send a New Message From

1. Click the Down Arrow next to the email address in the From area. This brings up a dropdown menu from which you can choose the email address you would like the message to send from.

As you can tell from the screenshots, I manage many email addresses from one account.  I prefer to use the web interface for managing my Google Apps accounts. So setting up my accounts this way is a must. I hope this tutorial has been helpful to you.