Set up Gmail to work with your domain specific emails

Step 1: Make a list of your domain specific accounts and pair them up in a list with the gmail account. Example:

[email protected][email protected]

[email protected][email protected]

If needed you can map multiple accounts from your domain to one Gmail account. Example:

[email protected] & [email protected][email protected]

Step 2:

Set up all needed domain-specific accounts from your cPanel account.

Log in to your cPanel account and locate the Email section. Click Accounts. This will open the new account creation wizard. Fill out the form there with needed parameters and click Create Account. Do this for all needed accounts. Make sure to write down or print out the passwords. You will need them later to verify each account from Gmail.

Step 3:

Register Gmail account(s). You can do this here: https://accounts.google.com/SignUp

Step 4:

Forward your domain-specific email addresses to the Gmail counterparts. Here’s how to do this from your cpanel account.

  1. Click on Mail – Forwarders
  2. Click Add Forwarder.
  3. In the Address to Forward text box, enter the address for which you wish to forward to (Gmail account you will be using)
  4. Select your domain from the menu.
  5. Select Forward to email address. Enter the address to which you wish to forward email in the text box.
  6. Click Add Forwarder.

Follow these steps for all needed accounts!

The next steps are done from the Gmail accounts

Step 5:

Log in to one of the Gmail accounts you created earlier.

  • Locate the gear icon at the top right corner, click on it and then Settings. This will take you to the Setting page.
  • Click on Account and Import tab at the top. One of the options you should be seeing now is “Send mail as:”
  • Click the “Add another email address you own” link. Type in the name that will be used with that account and then the actual domain-specific email. Leave “Treat as an alias” box checked.
  • Click the Next Step button. Now you need to specify your logins to your domain-specific email account. Use the server’s IP address for the SMTP Server (something to find out from your hosting provider), then fill in your user name (complete email address) and the password. Leave “Secure connection using TLS” unchanged. Click Add Account. This will verify the connection and email the Confirmation Code to your email address. Since you already added the forwarder earlier you can retrieve your Confirmation Code either from the associated Gmail account or from your domain-specific email account using the web interface.
  • From cPanel go to the email accounts and then locate the one you just set up. Click on More and Access Webmail. Click on Squirrel Mail, then one of the Submit buttons (so that Squirrel Mail would save the defaults) and then finally you will see the confirmation message Gmail sent you. Get the Confirmation code from it and paste it in the Gmail screen. Click Verify. You will see that the email has been now added to the Send mail as list.
  • Repeat the process for the remaining emails.

Step 6:

Now you can safely remove all email accounts from the cPanel. You don’t need them anymore as everything will be now forwarded.

Once you’re set up: sending mail

To use one of your alternate sender addresses, click the From link when you compose a new message from your Gmail account. If you’re replying to or forwarding a message, click the field where your recipients are listed, then click From. After clicking From, you’ll see a drop-down menu next to your address, where you can select the email address you’d like to send from.

If you ever need to edit the name, configuration or reply-to address, go back to your settings. Click edit next to the address on your Accounts tab. To delete an address, just click delete.

Note for IMAP/POP users: If you access Gmail through a POP or IMAP email client (e.g. Outlook) and would like to send messages with a custom “from” address, you have two options. We recommend that you configure your email client with two outgoing SMTP servers, one for Gmail and one for your other address. Or, you can use Gmail’s outbound servers with a different “from” address. If you’ve already configured the alternate address, your message will be sent from:[email protected], sender:[email protected], regardless of which custom from configuration you chose.

We will be happy to set these up for you at $75 per account one time within 72 hours of your request.

Email issues

When troubleshooting email problems it’s important first to separate them into two categories:

Receiving and Sending. There are two different services/servers responsible for each. Normally SMTP is used to send emails and POP to receive. There are other services like IMAP that can do both.

Sending:

After you composed a message and hit send it will be attempted to get delivered by the Email server. It’s important to look for error messages that will then be used by a technician to troubleshoot and fix the issue. For example there might be a message that the password is incorrect or the server is not responding. Such a message needs to be copied and reported to the technician. Sometime there might be an issue with attachments. Some servers limit their site but there might also be a size limit set by the application you are using to send your emails from, for example Outlook. Try sending a smaller attachment and see if it goes through. Finally, there might be a file type restriction set by antivirus software that restricts certain file types for example .exe file as they might contain viruses. It’s important to document your issue in great detail as it will help to get it resolved quickly.

Specifically when sending emails from home there might be a port restriction set by your Internet Hosting Provider. Read more about it here: Alternate SMTP port.

In some cases if your account or the server where your email account is located sent some spam your sending IP address might be black-listed. You can find this out by going to: Is my site’s IP clean? Type in your domain name or the IP address of where your site is located. To find out your site’s IP address  type the following from command line or shell:

ping ftp.mysiteaddress.com

This will give you the real IP address of your site.

In some cases if your email service is separate from your web hosting you need to find out the hostname or the IP address of your mail server. This is something you can easily retrieve from your email configuration in Outlook or any other program you are using to check your emails.

 Receiving:

Troubles receiving emails can be related to your domain’s MX records, incorrect logins or the POP server being down.  Below are the steps to take to check for server availability.

Check for connectivity:

Open up your computer’s shell (Mac or Linux) or command line (Windows) and type the following command:

telnet YourEmailServeraddress.com 25

This command should display a message from SMTP (sending) server you are trying to connect to. If you are not seeing a message that you got connected try port 587. If this doesn’t work the server might be down or your IP got blocked by the server’s firewall. Go to Find My IP address to find your current IP address and provide it to your tech.

If you can’t receive emails, do the same thing for your POP server but use port 110 at the end.

Who hosts my emails?

Sometimes there’s a need to find out where your email service is hosted. Open up mytoolbox.com and type in your domain name. It will display your MX records from which you should be able to figure out where your email is hosted.

 

Domains

Each site starts with a domain name. Domain names are registered through ICANN organization and are regulated by the same authority. Most companies are re-sellers but some that focus on domains names became registrars themselves and therefore can charge lower yearly fees. It normally costs them only about 25 cents and most like Godaddy pass that fee directly to the customer plus the mark-up.

Domain lookup:

When troubleshooting domain issues it’s important to be able to look up some information about that domain. This tool is great and can be used to get detailed information about each domain. Domains get either pointed to the name servers of domain registrar or the web hosting provider. There are some cases where domains can be pointed to services that specialize in DNS records and traffic. Like in our case we use CloudFlare to mange DNS entries, channel the traffic, save bandwidth and protect against denial of service attacks.

A domain look-up will reveal two pieces of information:

a – The domain registrar

b – The name servers

These are needed to gain access to the domain itself (domain registrar) and at the same time find out where the DNS zone (records that map host names to IP addresses) is located. Knowing these it will be very easy to manage both. We prefer all our customers to point their domains to the name servers we specify. This way we can flawlessly manage them from a single location.