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Beyond Gmail #2 of 3: Using Kiwi for Gmail to Read and Write Email From Just About Any Email Account
Posted June 14, 2013 in Tech Tips
Reading and Writing From Most Email Accounts Using Kiwi for Gmail

By DOUG DAVIDOFF Director of Public Relations
ZIVE, INC., maker of Kiwi for Gmail


Here’s some great news: You can use Kiwi for Gmail with just about any email account. It doesn’t have to be a Gmail account.

Really! It turns out that most email accounts can be easily linked up to Kiwi for Gmail. This blog post will show you how.

Before we start, let’s carve out two exceptions:

First, if you want to link your Apple iCloud email account (an account ending in “.icloud,” “.me,” or “.mac”) to Kiwi for Gmail, there are some special instructions for that. We’ve already published them here.

Second, if you want to link a corporate or academic email account to Kiwi for Gmail, go ahead and follow these instructions. Bear in mind that if you’re in a sizable organization, your IT staff may have placed some limits on your ability to do so. (Also, if you’d like to move the entirety of your organization’s email to Kiwi for Gmail, stand by for another blog post which will cover that in some depth.)

So for now, let’s assume we’re working with a plain vanilla email account that’s not an Apple iCloud account. From here, you have two choices. 

Option One: Incorporate your other email account into one of your existing Gmail accounts. While the Gmail account will read your other email, you’ll still be able to select whether to respond from your Gmail account or from your other account.

Option Two: Keep your other email account independent so it does not get mixed with an existing Gmail account.

 

 


OPTION 1: INCORPORATE YOUR OTHER EMAIL ACCOUNT INTO AN EXISTING GMAIL ACCOUNT

Step 1

In Kiwi for Gmail, navigate to the account window for the Gmail account into which you want to add your outside email account. You can click on the account in the sash on the upper right or you can click on the menubar helper and then click on the envelope for the account you want to use.

Step 2
Get into the settings for this account. Click on the gear just under your picture of avatar in the top right corner of the window. Select “Settings” and click on that. Once you’re on the settings page, there’s a list of blue tabs across the top of the page. Find “Accounts and Import.” It’s the fourth tab, but only the third tab labeled in blue. Click on this so “Accounts and Import” now appears in black type.

Step 3
Set up Gmail to read your other account. In the middle of the page, find the blue link for “Add a POP3 mail account you own.” Click on this. A yellow box will open with a blank space into which you should type the other email address. Click on “Next step"

Step 4
Another yellow box will open and, sorry to say, it’s a bit more complicated. Stay close, we’ll get through this! Your user name might be pre-filled. Check to see if it’s correct. Add your password. Some other settings may be pre-filled. For now, leave them as they are because Google has tried to use its years of wisdom to figure out the best settings for your other account.

If you want to leave copies of the emails you read on Kiwi for Gmail on the original email account, check that box. (I have no advice to give you on this; it’s personal preference. Do you really need to keep copies over there, though?)

Gmail may suggest a label for your messages coming from the other account. It’s probably useful to accept this option.

You certainly do not want to check the last box, which will move all your incoming emails past your inbox straight into the archive. Kind of defeats the purpose, eh?

Done with this box? Click on “Add account.” This is the moment of truth.

Step 5
All sorts of things can go ker-fluey here. If you are trying to add a Yahoo! mail account, you might be told you need a premium subscription to do so. (Those are Yahoo! rules, not ours.) If the port settings are wrong, you may need to check with the help desk for your email provider, or look up the settings on the web. If you have an IT provider, ask them for the correct settings. Just keep asking around in IT, or on the web, until you find the account settings for your type of email.

If you can make this work, it’s worth the attempt.

But if you throw up your hands and say, “It’s beyond me,” there’s another way. You can set up your other email account to forward its incoming email to the Gmail account you’re reading in Kiwi for Gmail. The problem with this option is that each email service has a different way of setting up forwarding. I cannot advise you, except to say that you should type “forward email” into a help search box and see if the correct instructions are produced for you.

Step 6
By one means or another, you have set up your other email account to either be accessed via POP from your Gmail account or by means of forwarding its mail to your Gmail account. You should start seeing your other email arriving into your Gmail account on Kiwi for Gmail. Now the problem is: If you reply to the email, it will come from your Gmail address! Fortunately, you can add a way to send email from your other address.

Step 7
Still on the accounts and import page of your Gmail account, look for the blue link labeled “Add another email address you own.” In the resulting yellow box, add the email address for the other email account you’re working with. Now, about that “Treat as an alias” check box? In most cases, leave it checked. But there are some cases in which it’s better off unchecked. A Google Gmail help article unpacks all the options for you. Click on next step.

Gmail has probably filled in some settings for you. But you will need to add your password. Do so, and check “Add account.”

If all goes well, you’ll receive a very pleasant message in the next yellow box. It will congratulate you, and then ask you to go to the other email service to click on a verification email.

No bells will go off next, and no confetti or balloons will drop from the ceiling of the room you’re in. But if you make it here, you’ll see that Google now reports you can send email from the other email address.

Some other settings will make this setup sing for you. Do you want to always send email from the other account? If so, click on “make default” over on the right side of the screen. Would you like to reply from the account to which you were addressed? If so, click the circle (actually, we call them a “radio button”) next to the line that says, “Reply from the same address the message was sent to."

Step 8
So let’s test this out. Start to compose a message from your Gmail account. See the new drop-down arrow next to your account? Click on it. Zounds! There’s the option to send mail from your other account. Nifty! And if you selected the other email address in the step above as your default, it should already be listed as your outgoing address.

Summary
So there you have it. You’ve added another email account to Gmail and then set up your Gmail account to send messages from that account using the options you selected. Now you’re reading and replying to the other email inside Kiwi for Gmail. One less reason to be using any other email app!

If you’re set up successfully, stop here. (The rest of this article is for Kiwi for Gmail users who chose to set up a separate Gmail account to mirror their other account.)

 

 


OPTION 2: SET UP A NEW GMAIL ACCOUNT FOR YOUR OTHER EMAIL  ACCOUNT

Step 1

You’ve chosen to  create a new Gmail account that you can use to mirror your other email account.

Think carefully about a name and password for this new account. The need an account name truly memorable. You're going to set up this new Gmail account and then largely forget about it. One day, months or years from now, you might want to sign into this account. So pick something you can remember when that day comes.

Step 2

Go to www.Google.com. If you're signed into one of your current Google accounts, click on the account icon on the top right of the www.Google.com page. Click on "add account."

If you haven't signed into aa Google account in this browser session yet, just click on "Log In." You'll be shown a list of your accounts. Again, click on "add account.” Set up your mirror Gmail account. Don't forget to use the account name and password you chose in Step 1. By the way, this is one of the rare times you will ever need to access your mirror Gmail account. Do it right and it will just work pretty much forever.

Step 3

Get into the settings for this mirror account. Click on the gear just under your picture of avatar in the top right corner of the window. Select “Settings” and click on that. Once you’re on the settings page, there’s a list of blue tabs across the top of the page. Find “Accounts and Import.” It’s the fourth tab, but only the third tab labeled in blue. Click on this so “Accounts and Import” now appears in black type.

Step 4

Set up your mirror Gmail to read your other account. In the middle of the page, find the blue link for “Add a POP3 mail account you own.” Click on this. A yellow box will open with a blank space into which you should type the other email address. Click on “Next step"

Step 5

Another yellow box will open and, sorry to say, it’s a bit more complicated. Hang on! We’ll get through this! Your user name might be pre-filled. Check to see if it’s correct. Add your password. Some other settings may be pre-filled. For now, leave them as they are because Google has tried to use its years of wisdom to figure out the best settings for your other account.

If you want to leave copies of the emails you read on Kiwi for Gmail on the original email account, check that box. (I have no advice to give you on this; it’s personal preference. Do you really need to keep copies over there, though?)

Gmail may suggest a label for your messages coming from the other account. It’s probably useful to accept this option.

You certainly do not want to check the last box, which will move all your incoming emails past your inbox straight into the archive. Kind of defeats the purpose, eh?

Done with this box? Click on “Add account.” This is the moment of truth.

Step 6

All sorts of things can go ker-fluey here. If you are trying to add a Yahoo! mail account, you might be told you need a premium subscription to do so. (Those are Yahoo! rules, not ours.) If the port settings are wrong, you may need to check with the help desk for your email provider, or look up the settings on the web. If you have an IT provider, ask them for the correct settings. This is the rubber-hits-the-road spot and there are no general rules. Just keep asking around in IT, or on the web, until you find the account settings for your type of email.

If you can make this work, it’s worth the attempt.

But if you throw up your hands and say, “It’s beyond me,” there’s another way. You can set up your other email account to forward its incoming email to the Gmail account you’re reading in Kiwi for Gmail. The problem with this option is that each email service has a different way of setting up forwarding. I cannot advise you, except to say that you should type “forward email” into a help search box and see if the correct instructions are produced for you.

Step 7

By one means or another, you have set up your other email account to either be accessed via POP from your Gmail account or by means of forwarding its mail to your Gmail account. You should start seeing your other email arriving into your Gmail account on Kiwi for Gmail. Now the problem is: If you reply to the email, it will come from your mirror Gmail address! Fortunately, you can set up a way to send email from your other address — the address you really want people to see!

Step 8

Still on the accounts and import page of your Gmail account, look for the blue link labeled “Add another email address you own.” In the resulting yellow box, add the email address for the other email account you’re working with. Now, about that “Treat as an alias” check box? In most cases, leave it checked. But there are some cases in which it’s better off unchecked. A Google Gmail help article unpacks all the options for you. Click on next step.

Gmail has probably filled in some settings for you. But you will need to add your password. Do so, and check “Add account.”

If all goes well, you’ll receive a very pleasant message in the next yellow box. It will congratulate you, and then ask you to go to the other email service to click on a verification email.

No bells will go off next, and no confetti or balloons will drop from the ceiling of the room you’re in. But if you make it here, you’ll see that Google now reports you can send email from the other email address.

Now we have to make sure that you always send email from the other account. Do so by clicking on “make default”  on the right side of the screen. 

Step 9

So let’s test this out. Start to compose a message from your Gmail account. Since you selected the other email address in the step above as your default, it should already be listed as your outgoing address.

Summary

So there you have it. You’ve set up a Gmail mirror account and the added your other account. From Kiwi for Gmail, you are now servicing a non-Gmail account. One less reason to be using any other email app!


Let us know what you think of this blog post about using Kiwi for Gmail with non-Gmail email accounts.You may leave a comment below. Do you have other questions about Kiwi for Gmail? Leave us a comment beflow, or post to Facebook or tweet us @KiwiforGmail. We're also on InstagramLinkedIn, and Google+.  Write to our product support team by emailing [email protected].