For Photographers : Gmail Account Setup

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Just like with my ShootQ series this started off as a single blog post on how I use Gmail but when I wasn’t even halfway through and it was over 1000 words I decided to split things up!  So over the next couple weeks I’m going to talk about how I use Gmail in my business!  In Part 1 here we will talk about setting up Gmail to receive your business emails!

Like most people I have a personal email address that is hosted through Gmail and then I have several business email addresses for Melissa Arlena Photography.  I was using Outlook for my business accounts and also downloading those same emails to my iPhone to view on the road.  Plus of course checking my Gmail account for my personal emails.  After finding myself several times without an email I needed on my phone because it had downloaded to Outlook on my computer I realized I needed a better way to organize and I wanted one place to check everything!  I didn’t want to switch to a Gmail account for my business because I am one of those people that don’t trust when someone is using personal email accounts for business.  It might sound petty but if you own your own business and you have a website then your email should match your website, it makes you look professional.  That is my opinion though and yours may differ.

So how do I send and receive email through Gmail and still keep my business email account you ask?  Well it’s easy!  You will need your email account settings from your hosting provider, this would be your POP and IMAP server information.  If you don’t know these then contact your website hosting provider to find out what they are.  Since I use Gmail for my personal account I’m going to add my biz account to it.  You can always create a Gmail account that is just for your business if you like.  So once I’m logged into my gmail account I’ll click on mail settings up in the right hand corner.  From there I select Accounts and Import and Check Mail using POP3.  What this will do is download my business emails from my hosting provider email box and they will now reside on the Gmail servers.  So I still will have access to them from practically anywhere because they are hosted online with Gmail vs if I was using POP3 to put them on my computer, then I wouldn’t be able to access them unless I was at the computer.  I also add my business accounts to the Send Mail as section.  This way even though I’m in Gmail I can reply to my business emails from my business account.  If you don’t set this up then when you reply to your business emails they will come from your personal account.  I check the option here to always reply from the account the message was sent to, this way I can reply to personal or business emails and I don’t have to keep changing what account they are coming from.  So once I set this all up my inbox started receiving all my business and personal emails in one pot.  My emails are automatically labeled when they come in for my business with the email address they are sent to.  Next week I will talk more about labels and nested labels and how they saved my inbox one night!!!


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    Miami newborn photographer

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    I'm Melissa! Luxury maternity and lifestyle newborn photographer in Charlottesville, sail boater, lover of Lilly Pulitzer, and obsessed with true crime and interior design. I'm so glad you found me!


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    Melissa Arlena is an award winning Richmond and Charlottesville photographer. She recently earned her Master Photographer Certification in the Maternity, Newborn & Family categories from the National Association of Professional Child Photographers. Melissa offers maternity, lifestyle newborn, and family photography in her relaxed, natural, and joyful style.


    Melissa serves Charlottesville, Richmond, Staunton, Fredericksburg, Harrisonburg, Waynesboro, Culpeper, Gordonsville and beyond.



    Melissa Arlena Photography captures newborns, maternity, and families.

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