Managing Gmail

Many organizations assign new people a gmail, mail.google.com or properly a Google Workspace account with an email address. A few tricks help people handle multiple gmail accounts better.

Send Mail As: When writing an email it can be useful to make it look like it was sent from the address of another gmail account. A one time setup is required. After it is set up and when composing an email you will be able to select the address as an alternative From email address. This assumes you use the web interface of mail.google.com. Similar steps should work for software email clients like Thunderbird. 

1. go to myaccount.google.com and select Security.

2. Two step verification must be on.

3. Now in the search box where it says "Search Google Account" type in app passwords. From the drop down select app passwords.

4. for "To create a new app specific password, type a name for it below..." type smtp or something memorable.

5. Select Generate and write down the 16 character code.

6. Switch to your other gmail you want to send from.

7. In the upper right of mail.google.com is a gear icon. Click it then click "See All Settings".

8. Select "Accounts and Import"

9. Beside "Send Mail As" click "Add another email address" that you own. (details)

10. Type your email address and name.

11. Check the box "Treat as an Alias".

12. Click send verification then Next Step. You will need to find the email it sends and click a link inside for verification.

13. Mail is sent through SMTP secured connection on port 587 using TLS. server is smtp.gmail.com

14. Username is your other gmail email address

15. Password is the app password 16 characters

16. Click save.

17. Do not be concerned if it does not show up immediately. Allow a half hour. You may have to fully "log out" of your gmail account, close the browser or (better) reboot your device, then log in at mail.google.com or your device mail app to see the change.

Receiving Forwarding: It can be convenient to get copies of all email sent to another gmail account forwarded to the gmail account you read most often.

1. In the upper right is a gear icon. Click it then click "See All Settings"

2. Click "Forwarding and POP/IMAP"

3. Click "Add Forwarding Address" button then enter the email address. You will have to confirm it.

4. Beside Forwarding click the radio button "Forward a copy of incoming mail to..." and select in the drop down the email address you just entered.

Receiving Filters: Instead of all email, an alternative is to use a filter to get copies of only matching emails sent to another gmail account.

1. In the upper right is a gear icon. Click it then click "See All Settings".

2. Click "Filters and Blocked Addresses"

3. Click "Create a new filter"

4. Type in some criteria to match the emails you wish to folder and click "Create filter"

5. Check "Foward it to:" If no addresses are in the drop down you can add one by clicking "Add forwarding address"

6. Check other actions and save it by clicking the button "Create filter"

Filters can also be used to automatically apply a label and/or "Never send it to Spam".