When you compare the following emails, there are two main assumptions that are often made.
Using your domain name is more professional and people are generally more trusting of a business email that is using the domain name (especially with the increased fear of phishing emails).
DNS providers offer a way for you to easily set up email forwarding by letting you configure your DNS settings – this is included when you purchase your domain. So as a small business you could have a free gmail account “[email protected]” and tell your DNS provider to forward all emails that are sent to “[email protected], [email protected], etc.” to “[email protected]”.
While receiving email is relatively simple, sending email from the custom domain requires additional configuration.
This article explains how to configure your Gmail account to both send and receive emails with a custom domain (for free).
Step 1: Configure MX Records
To get started, you need to have email forwarding set up through your DNS provider. To do this, you need to configure your MX Records to point to Google’s email servers (you can find the exact MX record data here: https://support.google.com/domains/answer/9428703?hl=en&ref_topic=6293345).
Step 2: Generate App Password
An App Password is a 16-digit passcode that gives a non-Google app or device permission to access your Google Account. App Passwords can only be used with accounts that have 2-Step Verification turned on. (Learn more about App Passwords here)
To set up a App Password, go to https://accounts.google.com/ and click on the Security tab.
You will see options for Signing in to Google. Go to App passwords.
Next you will need to click on Select app and choose the option Other (Custom Name). You can name your app password whatever you like, then click the Generate button.
This will generate your App Password. Make sure that you hold on to this for the next step. You can discard it after the set up process is complete.
Step 3: Gmail Configuration
With your app password in hand, open your Gmail inbox to start the configuration process.
Go to Settings. Usually located in the upper right corner.
Select Accounts and Import
Go to the third section under Accounts and Import that says Send mail as.
Click the link in this section that says Add another email address.
Once you click on the link that says Add another email address, a pop-up will appear that looks similar to the following. The information that you fill in here is about your custom email address ([email protected]).
The Name field is the name that will show up as the name of the email sender. If the email is a generic email, like “[email protected]”, then it would be best to use something like Example Info or something of that nature.
The Email address field is going to have the email that you have configured to forward mail to your gmail account.
Treat as an alias is going to need to be UNCHECKED.
Continue on to the Next Step >>
The following screen will automatically fill in with information that you will need to change.
Enter the relevant information into the fields provided. Be sure to substitute <your_gmail> for your Gmail address and <app_password> for the App Password you generated in Step 2.
SMTP Server: smtp.gmail.com Username: <your_gmail> Port: 465 Password: <app_password>
Once your information has been entered in, it should look similar to the following.
Continue on to Add Account >>
Google will send a confirmation code to your custom domain email (which should forward to your Gmail inbox). Retrieve your confirmation code, verify and you’re all set!
To send an email as the new custom email address, go to Compose a new email like normal. You will now see that the “From” address line has a drop down that will let you choose which email you would like to send an email from.
If you have any questions or comments, feel free to reach out or leave a comment on this article!