Grown tired of receiving the “WARNING: Your email account is almost full” email subject line every week? This is an issue that falls on every heavy business email user. Business owners simply do not have the time to be bothered by such mundane task of clearing their email accounts. Moreover, as discussed here, using web hosting for online storage is a very bad idea. This is made worst with the mixing of web hosting and email hosting in the same environment as there simply will not be enough space. There are of course many possible solutions depending on a business’s requirements. What we will be discussing in this article, is the use of Google’s Gmail for a heavy business email user.
The short guide provided in this article is suitable for situations whereby there are only 1 or a few users who are heavy email users in an SME environment. This solution will not affect other users in an organization and supports a single user in the organization that requires a big email storage. If you are a heavy business email user in a SME, this solution might just be for you!
First of all, you will need to register a free Gmail account (if you do not have one yet) that comes with 15GB of space. In this article, we are assuming that you are a heavy email user and 15GB is insufficient for your needs. Next, you will need to upgrade the account to a paid Gmail account.
Getting a Paid Gmail Account
- Click on My Account located at the top right of your screen and you will be brought to the screen as shown below. Then click on “Your Google Drive storage”.
- In the next screen, you will be able to view your current usage. As explained here, the Google Drive storage is shared across Gmail, Google Photos, Google Docs and more. This is definitely a plus if you happen to store your photos in the cloud with Google Photos App! Next, click the arrow as shown in the diagram below.
- In the next screen, you will be able to choose the plan that suits your requirements. For only RM8.49/month, you can have up to 100GB of space!
- Choose your plan and proceed to the payment page. Payments can be made safely by using credit cards as well as PayPal.
- That’s it! You can now enjoy your ‘unlimited’ space!
Using Gmail with your Business Email
First of all, you will need to add your business email (e.g. email@example.com) into your Gmail account. For this step, please refer to our previous article How to Download Your Emails into Gmail via POP3.
Next, you will need to configure your Gmail account to send emails by using your business email, firstname.lastname@example.org. This is probably the main reason Gmail is recommended for this purpose as this feature is not yet available in other free cloud email services.
Before we begin, make sure you have the settings of your email server ready such as the Outgoing Server and Outgoing Port (SMTP). The settings must be for SSL or TLS types of configuration.
Firstly, login to your Gmail account. Then, at the cogwheel button to the top right of your screen, click “Settings” and then select the “Accounts and Import” tab.
After that, at “Send mail as:”, click “Add another email address you own”.
In the pop-up window, key in your business email address e.g. email@example.com. For now, we shall uncheck “Treat as an alias”. You may click “Learn more” to read more about this feature. At the next step, key in your outgoing email settings (SMTP), i.e. SMTP server, port number, username, password as well as SSL or TLS.
Next, click “Add Account” and a verification code and link will be sent to the email account that you have added i.e. firstname.lastname@example.org. Submit the verification code and you are done!
So now, instead of using email clients and applications like Thunderbird/Microsoft Outlook or webmails, just send and receive emails with your Gmail account. When users receive emails from your business email, it will show that it is being sent from email@example.com
With this method, it is a lower cost solution to support one/a few heavy business email user or users that requires big storage in a SME business. It is much better than getting an expensive cloud solution that is supposed to support many users.
At TSB Web Consulting, as part of our web hosting services, we also provide help in setting up your email accounts in various devices and environment. However, if you require assistance with more than just setting up your email accounts, do visit our website maintenance page. We strive to provide solutions that suit your business requirements. For any comments, feedback or inquiries, please do not hesitate to contact us.