We usually separate our lives into parts, such as family, work, leisure, and others. And we tend to do the same with our emails. If you have multiple email accounts, you know very well what we’re talking about.
It’s common to have at least two inboxes: one for work and one for personal usage. Which is excellent, since mixing both kinds of emails can be confusing. According to a Radicati Group report, the average number of email accounts per user ratio is currently 1.75, and by 2022 is likely to grow to 1.86. You may know of someone that has three or even four email accounts. And no one can blame them for wanting an inbox just for e-commerce related emails, another one for academic purposes, and the third one for work. Although this may not be the best solution, it is the most accessible people can think of.
When it comes to business emails, it still can happen, mainly for people who need to keep a personal professional inbox and a team inbox. Imagine how great it would be to have them in the same account? No switching between tabs or windows all day long and saving time?
If this is your case, you should know that there are some ways of having multiple Gmail accounts in one inbox. In this article, you are going to learn the complete process step by step. We hope that after this reading, you can finally centralize your emails in just one place, in a way that your workflow can be improved 100%.
The benefits of merging your Gmail accounts
Sometimes having separate accounts for different purposes is ideal. For example, having a personal account separated from the business account is essential to your productivity at work. It also saves a lot of space from each account. But you also can get some specific benefits from having multiple Gmail accounts in one inbox for each one of the cases.
For personal purposes
Having several personal accounts for shopping, education, and others can be confusing. Besides, you lose a lot of time switching between one another.
You don’t need to switch from your business inbox to your team inbox all the time.
Multiple accounts in one Gmail inbox
This step by step applies to people who want to merge different Gmail accounts. It consists of receiving emails from a secondary inbox on a primary account. This way, you can use just one of them.
So the first decision you need to make is choosing one to be the primary account, usually is the one you use the most. Then you can proceed to the following directions.
Note: You can do this process between multiple Google accounts containing a Gmail address, or between two accounts from the same domain on G Suite.
Step 1: Go to “account settings”
On the chosen primary account, click the gear icon and select the option “Settings”. and then click “Accounts” in the top navigation. Then click on the link “Add another email” on the section “Send mail as”.
Step 2: Add another email address
A pop up will open where you need to fill in with the following information:
- Your full name or name of the team in case of a business email
- Your secondary email address
You can either check or uncheck the box to the left of “Treat as an alias”. If you want to send and receive messages in your Gmail inbox from this secondary inbox, you should mark it. Also, keep it checked if you need to send messages from a group mailing list. Now, if you need to send emails on behalf of another user or account, you should uncheck it.
It depends on each case, so you should have a look at this Google article to know more about this option.
There is a link right under the checkbox that offers you an optional step “Specify a different ‘reply-to’ address”. It means that the replies to messages you send will go to this address. If you would like to add this email address, just click on it, and a type box will appear.
After completing the info on this popup, click the “Next Step” button.
Step 3: Send Verification
On the next screen, you will have to send a confirmation email to your secondary Gmail inbox. Just click on the button, and it will automatically send you an email. Don’t close the popup.
Step 4: Confirm the changes
Next, go to your secondary inbox and open the confirmation email. You can either copy the verification code to paste it in the proper popup field. Or you can just click on the indicated link inside the email.
Step 5: Forwarding and POP/IMAP settings
Now you need to go to your secondary email account to set the forwarding of your emails from this account to the primary one. Go to Settings by clicking the gear icon, and choose the tab “Forwarding and POP/IMAP”.
Then on the section “Forwarding”, click the “Add a forwarding address” button. A pop up will open, and you need to type the primary inbox address.
After that, you need to click “Proceed”, and a confirmation code will be sent to the primary inbox.
Step 6: Confirm the forwarding email address
Next, go to your primary inbox and open the confirmation email. Here you can either copy the confirmation code or click the link that is on the email. If you chose the option to copy the code, paste it into the proper field in the “Forwarding” section of your secondary account. Then click the “Verify” button.
If you just click the link, you will eliminate some extra steps. A new tab will open, where you just need to click “Confirm”—no need to come back to the popup.
Step 7: Select a forwarding option
At last, on your secondary account settings, click the drop-down under “Forward a copy of incoming mail to…” and select the desired option. This option decides what is going to happen with the incoming emails on the secondary Gmail account.
After this, all the emails from your secondary account will be forwarded to your primary Gmail account.
Multiple inboxes in Gmail
Besides merging your accounts, you can have multiple inboxes option in Gmail. It consists of creating specific places for each kind of email, working more like a kind of folder inside your inbox. Let’s see how to set it.
Step 1: Navigate to your Gmail settings.
First, click the gear icon at the top right of your primary Gmail inbox account. A drop-down list will appear, then select “Settings”. Go to the tab “Inbox,” and on the first section, “Inbox type,” click the drop-down list. Choose the option “Multiple inboxes”.
Step 2: Set the multiple inbox sections
Right under the “Inbox type” division, a section called “Multiple inbox sections” will appear. Here you are going to name your search queries and your sections. Later we will set labels for these sections work correctly.
The correct format is “is:inbox-name”. Remember to type your queries in lower-case, and if there is more than one word in the name, use a dash instead of space.
Step 3: Create labels
In the left-side menu of your inbox, scroll down and choose “Create new label”, you may need to click “More” to see this option. Now you are going to create the labels with the same names of your previously set inboxes. Just type the name and hit “Create”.
After that, just mark the emails you want to separate in each inbox, with their respective labels. They are going to look like this:
DragApp: Multiple Gmail business accounts in one inbox
The manual process of setting multiple inboxes that you have just seen works very well. But you can also depend on specific tools to share mailboxes, to make your life easier.
Drag is a shared inbox extension that works inside Gmail. And it’s a way of having multiple Gmail accounts in one inbox —but shared with other people. For example, you have your business email (email@example.com), but if you are part of a team, you surely have access to at least one other inbox (firstname.lastname@example.org).
With a shared inbox software like Drag, you can have additional inboxes inside your account. It means you don’t need to switch accounts, or even share login and passwords with your team to access a shared email address.
You will be able to collaborate seamlessly with multiple people inside an inbox at the same time, improving the process you have to perform together and eliminating possible obstacles you may be facing lately. Everybody in the team can know precisely what each one of them is working on at the moment. Because of that, it prevents duplicated answers, miscommunication, and many other mistakes that often happen on shared mailboxes.
Besides that, you can stop using “FWD”, “CC’s, and “BCC’s”, that generate infinite email threads. Everybody receives emails in real-time on this collaborative inbox, so you don’t need to use any of that.
But Drag is not just a shared inbox. There are lots of other features that can help to improve your workflow.
In Drag, you can have the Kanban View, which turns your inbox just like Trello. At Drag, we call them “boards”, and inside each board, you can create columns. Rename the columns with stages names that you usually go through while handling emails. By default you have three columns named “To-do”, “Doing” and “Done”, that are the most straightforward stages for task or email management.
Inside of these columns, you can create tasks or drag and drop your emails. Also, the emails sent to your team email address will arrive on the board set for it. It’s possible to move these cards between the columns, so you know in which stage that specific email or task is at the moment.
Automation is a feature that helps people who have to perform the same processes over and over. It consists of presetting rules to automate your workflow according to your necessities, the steps you take to accomplish tasks, answer emails, and so on.
You can customize three factors in automations: board, conditions, and actions. Besides that, you can choose from 5 acts:
- Move to (someone)
- Assign to (someone)
- Change color
- Gmail action
- Apply tag
Integration with Google Calendar
When there are tasks, there also due dates that come with them. In Gmail, you don’t have the option of setting due dates inside an email, but with Drag, you can. And the best part is that every time you place a due date, an event is created on your Google Calendar, so you can keep track of them whatever you are.
Group Live Chat
Drag also offers a chat inside your inbox, so that you can communicate with your team in real-time. Besides, it’s possible to mention people inside the chatbox. This way, they will receive an email notification with a direct link to the conversation.
With this feature, you can notify specific people to call their attention to something important on an email/card. The chat is particular about the card, so all the information exchanged will be about it, it’s not a general chat like Google Chat. Moreover, you can keep the subject in just one place, without needing to share thoughts about it in third-party communication tools.
Drag analytics and reports
Drag also allows you to track analytics and generate reports across all of your boards. This way, it’s possible to see how you and your team are performing. Drag reports consist of 3 tabs: Cards, Board Activity, and Leaderboard. And across any tab, you can filter your reports by the board, user, and date, in the three drop-down menus located below the names of the tabs. You can measure and compare changes between the current period and the previous one.
The process of having multiple Gmail accounts in one inbox is simple, as you could see. It can help people that need to centralize their several accounts in just one place.
But remember that this may not be a solution for teams that need to share their inboxes since you would need to share a login with them so everybody can have access to the emails. In that case, choose an excellent shared inbox software that will help to boost your workflow and productivity.