How to Import and Manage Multiple Email Accounts in Gmail

Why Give Up a Desktop Email Client?

For years, I was using a powerful desktop email client. When I switched, however, I found that Gmail was just as good, if not better. Since I switched, I no longer have to worry about backing up or moving my profile, I freed up several gigabytes of hard drive space and no matter where I check my mail, it’s always the same familiar inbox setup greeting me.

In return, Gmail offers powerful search and spam protection and clean design. You can even run Gmail like a desktop email client if that’s your thing.

Adding an Email Account to Gmail

Much like a desktop client, Gmail can handle multiple email accounts. Moreover, it makes importing mail from POP3 accounts fairly easy, by automatically filling in the required POP server information for you.

How to Import an Email Account Into Gmail

Are you giving up an old email account, but would you like to sync the contacts and archive those emails in Gmail? Then you should use Gmail’s import feature.

To import emails from an old Yahoo Mail account, here’s what you need to do:

1. Open Google Mail, click the wheel icon in the top right and select Settings from the drop-down menu.
2. In your Gmail settings, go to the Accounts and Import tab.
3. Click Import mail and contacts.
4. Fill in your email address, click Continue, and follow the on-screen instructions.
5. In the next window, select which details you’d like to import.

How to Add Another Email Address to Gmail Using POP3

If you want to manage another account under Gmail’s roof, while still using it to send and receive emails, you’ll take a slightly different route. Don’t know what account you want to use? See how to find accounts linked to your email address first.

To add an email account to send and receive emails from that address, follow these steps:

1. In Gmail, go to Settings > Accounts and Import.
2. Under Check mail from other accounts, click Add a mail account.
3. Gmail will probably pre-fill some information; supplement the password and select your preferred settings..

Once you successfully added an account, Gmail should offer to add it as an alias, meaning you’ll be able to send emails from that address. If you agree, you’ll have to verify your new email alias, as described below.

How to Add an Email Alias to Gmail

To add an email alias to Gmail, do this:

1. Go to Settings > Accounts and Import.
2. Under Send mail as click Add another email address.
3. Enter the email address and click Next Step.
4. Make sure the pre-filled information is correct, enter your password, and click Add Account.
5. Wait for the email with the confirmation code, click the confirmation link, or enter the code and click Verify.

Manage Multiple Email Accounts in Gmail

Now that you have added one or more email accounts to Gmail, how can you best manage them? You can solve this challenge in several ways.

For one, you could treat all incoming mail the same and rely on your email aliases to adjust automatically. Or if you wanted to drop an old email address, you could choose the Always reply from default address option for your aliases and let your contacts pick up the new address in their own time.

How to Enable Multiple Inboxes in Gmail

If, however, you added email accounts for work or different projects, you might want to keep those inboxes separate. In this case, I recommend using a former Gmail Labs feature called Multiple Inboxes.

Go to Settings and unless you already see a Multiple inboxes tab switch to the Advanced tab to enable Multiple Inboxes.

Now you should see the Multiple inboxes tab.

Note: You’ll have to use Gmail’s Default inbox, otherwise your Multiple Inboxes settings won’t show up. Go to Settings > Inbox and switch to Default. We will show you how to get some Priority Inbox features back below.

How to Customize Multiple Inboxes in Gmail

Multiple inboxes allow you to create up to five search queries (inbox panes 0 – 4) that show up along with your default inbox. As shown in the screenshot below, I set up separate inboxes for my starred mail (pane 0), unread mail under an additional email address (pane 1), and drafts (pane 2). You can use Gmail’s standard search operators to create query-based inboxes. You can set the maximum page size to 99 conversations per pane and select the extra panels positioning.

Note: You can combine multiple search operators to build your query. This makes the Multiple Inboxes feature extra powerful. You can refer to the official overview of Gmail search operators or start with our selection of five Gmail search tricks you have to know.

Here are a couple of inbox-specific search queries you could try:

1. Filter for important and unread emails.
   To use Multiple Inboxes, you’ll have to use Gmail’s Default inbox. But you can recreate some of Gmail’s Priority Inbox features, like a separate list of important and unread emails. Just use the search query is: important AND unread and you’re all set.
2. Create a label-based inbox.
   This is a handy search query if you chose to label and archive incoming messages from an added email account. For example, I could use a label: Trekstones to filter for emails from the respective email address.