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Using Google for downloading email

GMail by Google

We often find clients don’t want to download their email, or at least not right away, so that they can access it from multiple locations, perhaps at home and work. However, we unfortunately have to impose storage limits on accounts otherwise we would run out of space very quickly. We’ve found on a number of occasions clients let their mailboxes fill very quickly, or they give too high a space limit to their mailbox and their entire hosting account gets full. This causes all types of problems as you cannot access your mailbox via webmail once it’s full. So if you want to set up an online system to ‘hold’ your email temporarily or permanently then we recommend using Google Mail. You get 7GB of space with Google Mail. That should be plenty for temporary storage or it should cope with quite a few emails!

Setting up POP on GMail

To download email to GMail you need to use your POP3 mail settings. To set up your POP account on GMail you will need to create and/or log into your Google account. Then follow these instructions.

  • In GMail click on the small ‘cog’ icon in the top right of your screen which should give you a drop down menu with Mail settings and Mail help in it.
  • Select Mail settings.
  • In the settings you need to select “Accounts and Import”.
  • On the Accounts setting screen there is a section called “Check mail using POP3”. Click on the button to the right of this titled “Add POP3 email account”.
  • In the pop up box it will first ask for your email address. Enter the email address for your account on our server. Then click Next Step.
  • In the next screen you will need to enter your username, which is your email address except replace the @ with a + (plus sign).
  • Then enter your email password in the password box.
  • The POP server will probably be prefilled by Google with mail.yourdomain.com (where yourdomain.com is your web address). If it isn’t then please set it to be mail.yourdomain.com.
  • The port number should be set at 110.
  • You then have some checkboxes. We do not recommend that you leave a copy of your mail on the server as this defeats the object of setting up GMail to access and download your email.
  • You can leave the SSL connection unchecked, and the final two boxes are optional and your own choice.

Once finished you can click on Add Account. It will then check that your login details are correct. If they come up as invalid, please check that you’ve entered the details correctly. If you’re not sure if your password is correct then please use your cPanel account to reset it. Too many incorrect attempts may cause the server firewall to temporarily block Google’s IP.

If you later need to download copies of your emails to your computer then you can download them from Google. You will find the information to do this under Settings -> Forwarding and POP/IMAP from within your GMail account.

If you wish to use this method to check your email but are unsure how to proceed, or the steps above seem slightly daunting, then we can provide a service to set up one or more email accounts on your GMail account for you for a small fee. Please contact us to discuss this.