Over 6 million companies use Gmail for business. Email is the lifeline of many small and medium-sized businesses, and Gmail is at the core of it. With features spanning from basic tab categorization to advanced smart replies, it is familiar and powerful at the same time.
In this post, we are going to focus on the 5 easy strategies to manage Gmail accounts like a boss.
How to Manage Gmail Accounts Like a Boss
The process of managing Gmails for business accounts can be easy. First of all, do you already know how many Gmail accounts you can have? And if you need multiple accounts, do you already know how to merge multiple Gmail accounts in one inbox? Once you get to know these things, find out how to manage Gmail accounts like a boss with the 5 strategies below.
1. Use Different Chrome Profiles
This is the most dependable way to manage numerous Gmail accounts concurrently without linking them to one another. In Chrome, you can make unique user profiles that don’t share information or preferences. You can therefore create different Gmail accounts and use them both at the same time independently.
- Open Chrome and log into your Google (Gmail) account. This will build a new profile based on the data from this account.
- Select Add from the Other Profiles section by clicking on your profile icon in the top-right area.
- Give a name and edit the new profile. When you finish, a new Chrome profile will be generated with the browser settings and data cleared.
- Log in to a different Gmail account on this profile now, and it will be connected.
That’s it. You can now engage with both profiles concurrently without any link between them because they will each operate in separate Chrome windows.
This method can be repeated to make additional Chrome profiles and launch distinct Gmail accounts in them. Simply select the profile from the Other Profiles section by clicking on the Chrome profile icon.
2. Use Private/Incognito Windows
This is a pretty fast method for creating numerous Gmail for Business accounts that can be used at once. Although this method doesn’t need any setup beforehand, it won’t function well when used frequently.
Most browsers have a mode called a private or Incognito, that launches a new window separate from the one you’re currently using and erases all the data linked with it when you shut it. The fact that it opens a separate window from your current session is the key component here. Opening Gmail in this private window will launch independently from the Gmail account in the default window.
Most browsers’ main menus typically contain a private window option that may be reached by using Ctrl+Shift+N or Ctrl+Shift+P on the keyboard. You can use your Gmail account in both the public and private windows simultaneously once it has been opened and logged in. To access numerous Gmail for Business accounts, you can open additional private windows.
The main drawback of this approach is that when you dismiss the private window, all local data related to it is deleted. Cookies and history are included here. You will have to log in every time because your Gmail account will be immediately logged out and the session won’t be recorded in your browser’s history.
3. Manage Different Gmail Accounts From Different Browsers
Different browsers are separated from one another and don’t share session data, much like a private window. This means that you can use different Gmail accounts independently using different web browsers, such as Safari or Opera.
The benefit of this approach is that each browser saves session-related information. This will save you from having to re-login each time you launch the browser. However, getting used to using different browsers can be a hassle. It is also incredibly resource-intensive for your computer to run many browsers at once, especially i your computer is old.
4. View Emails from Other Accounts in the Primary Account
You can also access all of your other accounts’ emails in your primary account and respond to them using the email address associated with that account. By doing so, you can organize Gmail in one spot without ever having to log into any additional accounts.
You must go through a quick setup procedure. It’s simple, though. All you need to do is set up your main account to automatically send new emails from other accounts to it and let replies come from the main account using email addresses from other accounts.
How to Set up Email Forwarding
First, you need to configure email forwarding from secondary accounts to your primary account. Log in to your secondary accounts, then follow the steps below:
- Choose See all settings from the Gear button in the top-right corner of the screen.
- Click the Add a forwarding address button on the Forwarding and POP/IMAP tab. Give the address for your primary Gmail account on the pop-up and then click Next.
- Your primary account will receive an email from this with a confirmation link and a code. Copy the code from your main account, then click the confirmation link after visiting it.
- Return to the secondary account and, in the same Forwarding area, paste the confirmation code you copied. Then, click Verify.
That’s it; moving forward, all new emails received on this secondary account will be routed to your primary account as well. Gmail will identify which secondary account the email originated from in the inbox of the primary account.
How to Add Send Mail as Address
You may also want to reply to emails sent to you from different email addresses using that email address. You must provide your primary account permission to send email as one of your secondary accounts to achieve this.
This is how you do it:
- Go to Settings in your primary Gmail account as we did previously, then select the Accounts and Import option. Click the Add another email address link under the Send mail as a section here.
- Enter the secondary account name and email address and click the Next step button.
- Log in to the secondary account and click the confirmation link in the email after confirming the prompt.
- To make the updated adjustments effective, you must reload your primary account tab. Now, simply click on your email when responding to an email from another account to reveal the option to choose the secondary email. The fact that the email was sent from your primary account will remain a secret to the receiver.
5. Get Browser Extensions to Manage Gmail Accounts
There are browser extensions that help you manage Gmail accounts in one spot rather than navigating between tabs. Our Gmail Chrome extension, DragApp, for example, can display emails from different inboxes in an organized way.
With Drag, you can create Drag boards and associate each one of them to a different Gmail account. This way, you can easily navigate across different accounts – and share them with different team members – in a click.
Drag works inside Gmail and enables teams to manage shared inboxes and work together in a unified workspace. Its drag-and-drop shared Kanban boards can be used to arrange tickets, make checklists, sales deals or ToDos. With it, you can also easily manage admin in Gmail or merge multiple Gmail accounts.
Managing Gmail accounts for your small and medium-sized business can be instant and easy if you follow these methods. If you don’t want to go through the hassle of manually managing your Gmail accounts, DragApp can be a convenient alternative to help you manage Gmail accounts like a boss.