Setting up Professional Email Addresses in Gmail

Many of our clients use Gmail for their everyday email system. For small to medium size businesses we believe that Gmail is a better choice than using Microsoft Outlook. In fact, we use Gmail as our corporate email system at SlipFire.

Gmail is Fast, Reliable, Accessible from around the world, and you never have to worry about backing up your email. All things that Outlook is not.

Google has made setting up professional email addresses with your own domain name in Gmail very simple. So for instance, if you send an email to info at slipfire dotcom, it will be delivered to our Gmail account. When we reply to your email it, the address will be info at slipfire dotcom. You would never know that we were using Gmail unless we told you.

So here’s how you setup your professional email address:

  1. At your domain host setup emails forwarders for the email addresses you want. For example: We setup info at slipfire dotcom as forwarding to our Gmail email address.
  2. Once that’s done, sign into your Gmail account
  3. Click on SETTINGS in the upper right corner of the screen
  4. Click on the ACCOUNTS tab
  5. Find where it says “When I receive a message sent to one of my addresses:” You will have two choices here and you need to decide which one you want to choose. This is a universal setting for all the email addresses under this account. For most businesses you should choose: “Reply from the same address the message was sent to
  7. A Popup box should open
  8. In the NAME field, enter the name you want to appear your emails. Fo rinfo at slipfire dotcom, we have “SlipFire Info”
  9. In the EMAIL ADDRESS field enter your new email address (i.e. info at slipfire dotcom)
  10. The REPLY-TO ADDRESS field is optional. If you want your email coming to one address, but you want your recipients to reply to a different address you would fill this in. Most of the time you would leave this blank.
  11. Click NEXT STEP

Gmail will now send you a verification email to your new email address, just to make sure it’s yours. Follow the instructions in the email and will have another email address.

You will also notice that when you compose a new email or reply to an existing one, you will be presented with a dropdown box that where you can choose which of your email addresses you want this email to come from.

35 comments for “Setting up Professional Email Addresses in Gmail

  1. aki
    April 30, 2008 at 3:16 pm

    i tried this but when i send an email from gmail using my professional id, the recipient gets my email with professional email id plus gmail address in parenthesis. Is there anyway to get rid of the google adress?

  2. May 1, 2008 at 3:32 pm

    That shouldn’t happen. You may get “mailed-by”, but not the gmail address in parenthesis. Under SETTINGS – ACCOUNTS, click on EDIT INFO next to the email address. Does the gmail address show?

  3. mi
    June 13, 2008 at 8:54 am

    I’m afraid it does happen.

    See what Google says at the bottom their help page:

    ” Note: when you’re sending with a different ‘From:’ address, your Gmail address will still be included in your email header’s sender field, to help prevent your mail from being marked as spam. Most email clients don’t display the sender field, though some versions of Microsoft Outlook may display “From [email protected] on behalf of [email protected].” ”

    A disturbing amount of people don’t know about this until they learn about it the hard way, myself included.

    You may also want to check the google groups discussion on the topic:

  4. SlipFire
    June 13, 2008 at 9:18 am

    Some versions of Outlook will display it, but many email applications will not.

    If you want to totally get rid of the Gmail address, then go with Google Apps. It requires a little more technical knowledge, but it should totally remove the Gmail address.

    You can find out more here:

  5. July 28, 2008 at 5:46 pm

    I’ve taken this a step further using Google Apps. I have set up email addresses at several different domains. When I log into [email protected], the user interface is indistinguishable from the Gmail interface, and I have access to all the Google add-ons, like Calendar and Docs.

    All my accounts forward to one main account, and I use the forwarding and sending features as described by SlipFire.

  6. October 1, 2008 at 2:31 am

    Why not just link up the email ID with Google APPS?

    Then you get to manage and create email ID’s with the same domain at ease, and you get the famous google interface as well….

  7. October 6, 2008 at 8:56 am

    Sarthak, thanks for the comment. Google apps is definitely a great alternative and highly redcommended. Setting up different email addresses in basic Gmail is just so easy I usually recommend that first.

  8. Donna
    January 8, 2009 at 1:39 pm

    Sarthak – I followed the slipfire recommendations and it works great however, the only test that had a professional header without the gmail association appearing was yahoo. I tested it with many accounts through friends, both personal and business. So I went to apps as per your suggestion and would appreciate instructions on how to link email ID with google apps I followed the link but it doesn’t seem to be clear cut. Tks

  9. January 8, 2009 at 11:16 pm

    Setting email up with google apps is a bit different. With apps you already have the domain setup (… you just need to add the email name (ie Sarthak), to make [email protected].

    From the apps dashsboard, click on “Activate Email” and follow the directions.

    You may need to change the MX record on at your domain registrar.

  10. Ellen
    January 14, 2009 at 4:33 pm

    I already have set up all my alternate email addresses, which all forward to the gmail account. The full header still indicates the sender as [email protected]

    As far as I can tell, the only way to avoid this is to either use the email server provided by the domain host or to pay for a different email server. I had been seeking an interface that allowed me to use RTF and include images and/or formatting in the signatures, as well as associating different signatures with different alias’ – I thought I’d found that in gmail, but I do not want everyone I email to be able to identify or send email directly to the base account.

    • Peter
      September 20, 2011 at 8:42 pm

      HI Ellen, have you solved this problem..currently i have all my email addresses which are sent from the one maain account, showing as sent via that account. Does your work around of using a different outgoing server for gmail apps work. do you have any other tips to make this work I would appreciate your advice…

  11. February 8, 2009 at 8:07 am

    thanks !! very helpful post!

  12. February 8, 2009 at 9:20 am

    Does anyone know where I can find free online grant applications?

  13. February 11, 2009 at 8:28 am

    Hey very nice blog!! Man .. Beautiful .. Amazing .. I will bookmark your blog and take the feeds also…

  14. NJT
    February 16, 2009 at 1:20 pm

    Very useful thread. I’ve set up to domains with several email address under each with google apps and it works very well. If your managing your email in the web browser you tell google apps to “Reply from the same address the message was sent to” which is great. I also want to use Outlook 2007 and IMAP the google apps account – I’ve successfully done this, and again, everything works great….Just one problem: How do I get Outlook 2007 to “Reply from the same address the message was sent to” – it will only reply from the primary google app address. Any ideas?

  15. February 17, 2009 at 3:11 pm

    Hey NJT,

    Glad you got Google Apps working well. As for Outlook, I’m not sure how to set that up. However, our recommendation is too get rid of Outlook! 😉

  16. Njt
    February 17, 2009 at 5:09 pm

    Im not much of a fan of outlook either, but it’s a lot more user friendly and intuitive than google web based mail client. Google apps is great, buy if it’s functionality evaporates when used with an email client it’s not much use. Anyone any suggestions for an email client that can handle google apps but comes with the business functionality of outlook 2007?

  17. sbruner
    February 19, 2009 at 10:46 am

    Hi NJT,

    We are big fans of OpenSource software at SlipFire. Check out Thunderbird:

  18. NJT
    February 19, 2009 at 11:00 am

    Tried it but it appears to basic, I need to be able to line up custom user forms and attachments for various common notifications.

  19. February 27, 2009 at 9:36 pm

    Hi nice post, i read your blog from time to time but i was wondering something. I also run a blog on a similar topic, but i get 1,000’s of spam comments and emails every day does that happen to you.. Any ideas to stop it? I currently have commenting disabled but i want to turn it back on.. Thanks!

  20. February 28, 2009 at 6:02 am

    Hi Cruz,

    We use Akismet to stop the spam!


  21. March 12, 2009 at 2:36 pm

    Do you guys have a recommendation section, i’d like to suggest some stuff

  22. November 16, 2009 at 6:44 pm

    This is exactly what I was looking for for one of our clients. He did not want to use Outlook and wanted us to set up his email through hotmail. This is the next best thing. Thank you!

  23. November 19, 2009 at 6:07 pm

    Is there a way to consolidate several email accounts on gmail into 1, including several @mydomain accounts? I have a client who owns several domains and would like to have a centralized email system through which he can check all his @mydomain emails, but through a cloud service like gmail and hotmail.

    Thanks for the tips in the article, very useful!

  24. June 15, 2011 at 8:53 am

    Hi Steve, informative post about professional email address integration into one’s gmail account. Didn’t know this. Came across your blog post by looking for prices that people charge for professional email address services, as thinking of adding it to the services we offer.
    ps, I would have recommended Akismet to Cruz too, in your comments, or I may have just ignored the comment I’ve had a few very similar comments on my own WordPress blogs and thought they looked like spam comments themselves. One or two of your other comments also look like some I’ve also received on my blogs. I usually ignore them. If Cruz was genuine, then yes, Akismet was a good recommendation.

  25. June 28, 2011 at 1:33 pm

    and you can create a cool background look with gmail!

  26. August 15, 2011 at 11:41 am

    3.5 years later and still helping. Thanks. Worked like a champ. Thanks.

    • sbruner
      August 15, 2011 at 11:44 am

      That’s great news! But you may want to try Google Apps for your Domain. I think that’s a much better way to go.

  27. Edward
    September 6, 2011 at 6:43 pm

    which one is more professional than the other one?
    [email protected] or [email protected]
    Should we use dot between firstname and lastname? Please help.
    And, what about [email protected] is this professional looking address?

    • sbruner
      September 7, 2011 at 9:50 am

      Only you can determine what is professional for your business… 😉

    • Javier
      September 28, 2011 at 5:45 pm

      I would recommend you to use [email protected]. Without dots; many business companies use dots between names but it looks too large.

      It’s better to have a simple and compact address email, easy to remember. Thus there are some email providers that have problems with dots.

  28. nikhil
    September 30, 2011 at 2:47 am

    yes i am also agree with the javier post many people add dots after the name to add company name but looks to messy. An email id must easy to remember and must sounds like professionals. Nowadays it becomes one of the vital identity of person.

  29. ognjen pavlovic
    November 6, 2011 at 12:02 pm

    yes like gmail

  30. Patricia
    January 14, 2012 at 2:59 pm

    Very good info. It worked!!

  31. October 22, 2012 at 1:43 am

    Gmail is the best option for small sizes businesses. It’s the ease of use that makes it such a hit among SMEs.

Leave a Reply

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed.