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2 Easy Ways to Manage Multiple Email Accounts

The human race uses too many email systems. Get-it-Done Guy helps you handle all your email in one place, even if you have multiple accounts.
 
By
Stever Robbins
8-minute read
Episode #529
image of business person simplifying email

How To: Add Email Accounts to Your Client

In iOS:

Add email accounts to your client like this:

  1. Choose: Settings ▸ Passwords and Accounts ▸ Add Account
  2. Now, multiple inboxes will show up in your Apple Mail folder hierarchy, one for each of the accounts. Ditto for Drafts and Sent and Trash.
  3. Use Settings ▸ Mail scroll to the bottom and choose the account to send from as Default account.
  4. If that account has multiple From addresses, you choose the From address in the Settings ▸ Passwords & Accounts ▸ [email account] ▸ Account ▸ Email then choose the personality to use.

Set up multiple personalities that change the From line, but get sent out from the same account:

  1. Tap: Settings ▸ Passwords & Accounts
  2. Choose the account
  3. Choose the line that says Email
  4. Here you can add or remove From: identities

In Apple Mail:

Check multiple email accounts in Apple Mail:

  1. Choose: Mail ▸ Preferences ▸ Accounts
  2. Click on the + in the lower left
  3. Fill in the server information for your new mail account
  4. Now, multiple inboxes will show up in your Apple Mail folder hierarchy, one for each of the accounts. Ditto for Drafts and Sent and Trash.
  5. On the Preferences tab Composing the Addressing section lets you choose which email address to Send new messages from. You can choose one specific account to be your outgoing account, or let Mail figure out which account to use.

Add multiple personalities to one email account in Apple Mail:

  1. Choose: Mail ▸ Preferences ▸ Accounts
  2. Set up the master account
  3. Choose the Account Information tab
  4. Where it says Email Address, choose Edit Email Addresses
  5. Now you can add and remove email addresses that all get sent from this account.

Very important note: you can only create multiple personalities for non-iCloud accounts. You can’t create multiple personalities for email addresess that end in @icloud.com or @mac.com or @me.com.

In Gmail:

Set up multiple email accounts in Gmail:

  1. Choose: Gear ▸ Settings
  2. Choose Tab: Accounts and Import
  3. In section Check mail from other accounts click Add a mail account and follow the prompts.

Set up multiple personalities in Gmail:

  1. Choose: Gear ▸ Settings
  2. Choose Tab: Accounts and Import
  3. In section Send Mail As click Add another email address and follow the instructions.
  4. Click make default by the From address you want to use by default

It’s very similar to adding a new account to check. It will let you change the From address on email you send from your Gmail account, but Gmail adds the twist that it will send the email from a given alternate personality by sending through that personality’s mail servers.


For Outlook:

There are so many different varieties of Outlook that I can’t give definitive instructions here. There’s Outlook for Windows, Outlook for the MAC, and Outlook.com. Please check your outlook documentation for how to check multiple email accounts, and how to send email from multiple email addresses.

I’m Stever Robbins. Follow GetItDoneGuy on Twitter and Facebook. If you’re self-employed or a small businessperson, Get-it-Done groups help you stay focused on what’s important, and develop the habits you need for consistent, successful progress. Learn more at http://SteverRobbins.com.

If you enjoy this podcast, please leave an honest review on iTunes at itunes.com/getitdoneguy. Reviews really help, a lot! 

 

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About the Author

Stever Robbins

Stever Robbins is a graduate of W. Edward Deming’s Total Quality Management training program and a Certified Master Trainer Elite of NLP. He holds an MBA from the Harvard Business School and a BS in Computer Sciences from MIT. 

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