Mail sent to email@example.com is forwarded to firstname.lastname@example.org a standard gmail account
When fred sends a message from his gmail account it appears to come from email@example.com
How does this work?
Some people have a gmail account behind the email account associated with their domain. So for example firstname.lastname@example.org may not use the email boxes associated with the hosting. His email will be forwarded through to a gmail account say; email@example.com
The reason for doing this may be for historical reasons, or perhaps you manage all of your folders in gmail. Or shared calendars with colleagues. There are pluses and minuses. The biggest risk with a gmail account is if you lose control of it. There is no “person” you can call to get it back.
Anyway, mail is routed to firstname.lastname@example.org and this is forwarded to email@example.com. Fred manages his mail at Gmail, and when he replies to something, the message appears to come from firstname.lastname@example.org and not from email@example.com. The way this is achieved is by using the SMTP server in your hosting package.
You do it by following these steps:
You will need an email account in your hosting, and a separate gmail account, and know the passwords for both. If you are setting this up for the first time, test both accounts independently. Once you have checked your email addresses and passwords do the following:
- Login to gmail
- Go to accounts and Import
- Look for send mail as:
- Click on edit info and change the entry.
- A form will pop up. Add the alias address you wish to use, in this case firstname.lastname@example.org
- The server name which you need to change to: mail.stackmail.com*
- The port name which you need to change to 587 and the security type to TLS
- It will also ask you for a password. This is the password for your email@example.com address in the hosting. The same password you would use if you wished to access the mail account directly.
- It will check the settings before allowing you to close the window.
*mail.stackmail.com is the current default SMTP server we are using.
If you are using gmail as your main email provider and using the SMTP send function via the hosting, you need to remember that if I move a website into new hosting this will break your gmail implementation until you update the settings.
Q: What is a group mail address?
A: A single mail address that when added to an email will automatically send the message to a group of recipients. It means you do not have to type in all of the email addresses each time.
I was recently asked how to set up a group email address in Outlook. The person requesting this wanted an easy way to send a message to all of the trustees rather than have to collect all of the email addresses together on the to: line of the mail form in Outlook.
While it is certainly possible to both set up and use a group email address, if your mail is not running on an exchange server, or Outlook 365 (which uses a shared area in the cloud) then nobody else can benefit from having a group mail address.
Why is that important?
Continue reading Group Email Addresses