How to Manage Multiple Email Accounts: A Step-by-Step Guide


    It’s not uncommon to have multiple email accounts, but checking multiple accounts in different places is complicated. One email for work, another for personal use and another for social media accounts. It’s not uncommon to hear that someone has more than one email account. As a result, many people revert to email clients like Thunderbird or Outlook to manage all their mail from one place. In this article, I will tell you why Gmail is better and show you how to read all your email in one Gmail account easily and efficiently. For a more in-depth look at power consumption tips, be sure to check out our Advanced Gmail Guide.

    To stay even more organized, many have Email for almost everything. One challenge you may face is trying to remember which email you have and something you need, but with the following tips, you can keep things under control.

    I’ve been using Thunderbird for years and it’s really a great program that can do a lot. However, I found that Gmail can do the same thing and can do it much better. Since the switch, I don’t have to worry about saving or moving my profile anymore, I save a huge amount of RAM because my browser is still active, I save a few gigabytes of hard drive space and few places that check my mail always have the same familiar incoming mail counter and greeting me setup.

    In addition, Gmail has smart search, cool and very useful Google Labs plug-ins, and with browser extensions you can get even more cool features . In other words, it’s happiness and I want to share it with you.

    Import email accounts into Gmail

    In today’s digital age, managing multiple email accounts can be a daunting task. Gmail, with its user-friendly interface and powerful features, offers a solution by allowing you to consolidate all your accounts into one platform. This article outlines a step-by-step guide on how to seamlessly import email accounts into Gmail, providing you with a unified inbox and simplifying your communication management.

    Step 1: Prepare Your Email Account Information

    Gather the login credentials and server settings for the email accounts you wish to import. This information typically includes the email address, password, incoming and outgoing server details, and port numbers.

    Step 2: Access Gmail Settings

    Log in to your Gmail account and click on the gear icon in the top right corner. From the dropdown menu, select “See all settings.”

    Step 3: Navigate to the “Accounts and Import” Tab

    Click on the “Accounts and Import” tab to access the options for importing email accounts.

    Step 4: Import Email Accounts

    Under the “Check mail from other accounts” section, click on “Add a mail account.” A pop-up window will appear, prompting you to enter the email address you want to import.

    Step 5: Follow the Setup Wizard

    Gmail will guide you through the setup process. Enter the email account’s password and configure the server settings. You can choose to import emails from the past 30 days or import all emails, depending on your preference.

    Step 6: Choose Email Import Options

    Customize your import settings by selecting whether to label incoming messages, apply a specific category, or skip the inbox for imported emails. To manage multiple accounts, you also need to know how to share a gmail label.

    Step 7: Verify Ownership

    Gmail may ask you to verify your ownership of the email account by sending a verification code. Follow the instructions provided to complete this step.

    Step 8: Set Sending Preferences

    You can choose to send emails from the imported account using Gmail’s servers or the original email account’s servers.

    Step 9: inalize Import

    Once the setup is complete, Gmail will start importing emails from the chosen account. This process may take some time, depending on the volume of emails.

    By importing your various email accounts into Gmail, you can enjoy the convenience of accessing and managing all your messages in one central location. From work-related communications to personal matters like a paystub, having everything in a single inbox streamlines your email management, making your online interactions more efficient and organized.

    Manage multiple email accounts in Gmail

    You can solve this task in many different ways. For example, you can ignore the fact that the emails come from different accounts and treat them as if they were the same. Using an email alias will make it look like you’re replying to people from your other account. On the other hand, replying from your new email account will help you reach your contacts and move on to the new email address.

    In the Gmail app, you have the option to see only the emails for a specific account, or you can see the emails for all the accounts you’ve added. Tap on the three-line menu option and tap All Inbox. Emails for all accounts should now be in one place.

    However, you may have email accounts for work or different projects that you want or need to keep completely separate. In this case, I recommend using the Gmail Labs feature called Multiple Inboxes. Here’s how to enable it:  

    • In Google Mail, click the gear icon in the upper right corner and select Settings from the drop-down menu.

    • On the settings page, go to the Labs tab.

    • Scroll down to the entry that says Multiple Inboxes and click the Enable radio button.

    • Scroll to the bottom of the page and click the Save Changes button.

    Now, when you go back to your Gmail settings page, you will see a tab called Multiple Inbox. The screenshot below shows my personal multi-inbox setup. As you can see, I use it to always see my two different projects and the two email accounts I’m importing into. Each window shows up to 10 conversations and they appear in my inbox.

    What makes the multiple inbox feature useful is that it works with GMail’s search manager. You can always combine several of them. 

    How to make adjustments to a specific Google Account in Calendar

    All your Google accounts will also have their own calendar. To distinguish them, you can do things like assign them different colors.

    To add a touch of color, open the calendar app and tap on the three-line menu option. Swipe all the way down to the settings and each of your calendars will be divided into sections. You try to keep the number of emails you have to a minimum, but it can be difficult when you want to stay organized. Think you have too many Gmail accounts.