Instructions On How To Fetch Email From Other Accounts In Gmail

One of the biggest advantages of using Gmail for me has been having the capacity to have all my email accounts coming into the one spot, which I can access from anywhere that has internet access!

Gmail’s Mail Fetcher can download messages from up to five other email accounts, centralising all your email in Gmail. I have created some step by step instructions with screen images to take you through how you can set up Gmail to fetch email from your other email accounts.

Step 1


Once you have logged into your Gmail account, click on Settings in the top right hand corner.

Step 2


In the Settings menu you have a number of options to choose from. Click on Accounts.

Step 3


From the options in Accounts, select Add another email address.

Step 4


Enter the email address that you want Gmail to fetch mail from.

Step 5


You will need to enter the password to your other email account where the green arrow is pointing. Gmail will fill in most of the information for you on this screen. Depending on what type of email account you are fetching email from, you may need to change the information highlighted with the red arrow.

Step 5


The next screen should say that your mail account has been added. If you want to send emails as well from this account. It is essential that you click yes as indicated by the green arrow and follow the next steps.

Step 6


Enter the name that you would you would like to appear when you send emails from this account.

Step 7


Gmail will need to verify that you own the account which you are adding. Click on Send verification. This will send an email to the account that you are trying to add to Gmail.

Step 8


Check your email account for the verification email. Once received you will have two options:
(1). Click on link in email.
(2). Enter code from email. (In the image above I have entered the code.)

Step 9


Gmail should then take you back to the Accounts tab under the Setting options as illustrated above.

If you have set up Gmail address to move your email account on line and want to still use your other email account as your main email account, you will need to change the default settings.

The green arrow above is pointing to the Make default function. Click that option to make your added account the default email address from which you will send email.

Step 10


If you have multiple email accounts that you use regularly, I recommend checking the radio button highlighted by the green arrow. This will ensure that replies that you send to people will come from the same address the message was sent to.

And that is it! You now have your emails coming into the same place, have a fantastic spam filter in operation and have massive amounts of storage space.

Importing Contacts From Old Email Account

So you set up email address in Gmail and are now thinking, but what about all the email addresses I had in my address book – do I have to type these into Gmail? No! Thankfully Gmail makes it very easy to import your contacts from Outlook, Hotmail, Yahoo!, orkut, and other services into your new Google Mail account.

STEP 1
Create a CSV file of your contacts. CSV stand for comma separated values and the format of the data in the file – it is separated by commas!

I will use the example of Outlook to show how to create this a CSV file:

  • Click on File, then Import and Export.
  • This will start the Import and Export Wizard. Click on Export to a file. Next.
  • Select Comma Separated Values (Windows). Next.
  • Highlight Contacts. Next
  • Click on browse to select the location and the name of the CSV file. OK. Next. Finish.

STEP 2
Log into your Gmail account and then follow these steps:

  • Click Contacts on the left side of any Google Mail page.
  • Click Import in the bottom left corner.
  • Click Browse to locate the CSV file that you want to upload.
  • Select the file and click Import.

You can then click on Contacts and will be able to view your recently imported contacts, along with any contacts that you have created in your Gmail account already.

How To Achieve A Zero Inbox

Before I set up email address with Gmail, I really struggled containing my inbox. I would have week/month old emails sitting in my inbox waiting for me to action them.

There was a great inefficiency in the way that I was handling my emails. When I was in my inbox and I could see the emails sitting there, I found that I was often reading them multiple times, deliberating on what to do with them and generally getting sidetracked by non urgent emails.

I went away last week and decided to have an online holiday as well. I did not check my email for six days! When I had been using Outlook, such behaviour would have seen me most likely exceed my mail box storage and a massively overflowing inbox.

Using Gmail effectively though means that my return scenario was very different for the following reasons:

STORAGE
Gmail allows you over 7000MB (and continually growing), so the chances of me exceeding this storage limit are almost impossible.

SKIPPING THE INBOX
I receive email from so many sources on a regular basis that I do like to read, but they do not need my immediate attention. The types of emails that fall into this category are statistic reports, monthly newsletters, subscriptions to my own blogs, etc.

By setting up filters within the settings function of Gmail, I can choose to apply a label to the email and have it skip the inbox completely and be archived under this label. This is a fantastic way to reduce distractions that can arrive in your inbox.

LABELS
As most people do, I receive regular emails from particular friends or groups that I am working with. In the filters section I can apply a filter to a particular email address, so that it labels the email with that name.

For example I have set up a website for the occasional care centre that my youngest child goes to. Every time I receive an email from my contact person at the centre, it is automatically lablelled “Occassional Care”. Once I have actioned the email, I then simply click on archive button to remove it from my inbox and keep it filed appropriately under “Occassional Care” if I need to recall it later.

SPAM
Dealing with spam can be a big time waster. The spam filters are so smart on Gmail. Over a week in Outlook, I would receive at least 30 – 40 spam emails in my inbox. In my six day absence, there was no spam in my inbox and only eight in my spam folder.

CONVERSATIONS
Gmail groups all replies with their original message, creating a single conversation or thread. Replies to replies (and replies to those replies) are displayed in one place and in order. So when you have been away for multiple days like I had, it made it so much easier to follow the “conversation” of some of my emails. It also reduces the total volume of emails that you see initially in your inbox.

These factors, combined with a more disciplined approach by myself, meant that it took less than an hour to action and tame by inbox back to zero again.

So if you are having trouble managing your inbox and have not yet set up email address with Gmail, I can highly recommend doing so as the first step to effectively managing your inbox to zero.

Google Reader in Plain English

Common Craft, whose videos I have used previously on this blog, were hired by the team at Google to make a short video on their Google Reader. The video runs for just over a minute and as is Common Craft’s unique style, is in plain english and very easy to understand.

My step by step instructions on adding blogs to Google Reader includes screen shots if you are looking for more information on how to use Google Reader.

Where Is My Address Book In Gmail?

ADDRESS BOOK

When I first set up email address with Gmail, initially I couldn’t find where my Address Book was. Having been operating email from only Outlook for years, I had become programmed to look for particular terms and had become used to the way the Address Book function operated in Outlook.

CONTACTS

The first difference is that in Gmail, Contacts is where you will find all your email addresses. Contacts can be found on the left hand side on any page once you have logged into Gmail, just above the Chat box.

It is worth having a look at some of the nifty functions in Gmail Contacts:

    When entering addresses in the appropriate fields, you need only type the first letter of the name of your contact, using predictive text Gmail then brings up the contacts that match your input. Simply click on the right one and add more addresses the same way if you need to.
    It is very easy to create groups in contacts, for people that you email regularly together. For example I have a Family contact group, so when I want to send a message to all of the members of my family, I only have to put one name in the “To” box.
    Email addresses are automatically added to your Contacts list each time you use the Reply or Forward functions to send messages to addresses not previously stored in your Contacts list.
    Each time you unmark a message as Spam, your Contacts list is automatically updated so that future messages from that sender are received in your inbox.
    When you are in your Contacts, you can click on a particular person and not only do their details come up, but with one more click, you can see all your recent email coversations with them. It will even let you know if you have any messages from them in “Trash” and you can recover them if needed.
    You can import your contacts from Outlook, Hotmail, Yahoo!, orkut, and other services into Gmail. Gmail requires this to be in CSV format and most email services will export contacts in this way.

Now that I have adjusted to my new surroundings in Contact Manager, I am really enjoying the simple interface and efficiency that this feature of Gmail offers.

So have you set up email address yet with Gmail?

How To Use RSS Feeds To Keep Up To Date With Your Favourite Blogs

By now if you have had a look around Technorati and starting surfing the web using the StumbleUpon Toolbar, you will have no doubt found yourself an amazing number of blogs that you would like to keep up to date with.

In a previous post I gave a very generic introduction to the How To RSS Feeds. Today I will take you through a step by step guide on how to use RSS to subscribe to blogs.

I will use my reader (Google Reader) as an example of how to do this, but the process will be very similar regardless of which reader you choose to do.

STEP 1 – THE RSS ICON

Locate the RSS icon on the blog that you would like to subscribe to. The read arrow points out what you should be looking for. Click on the RSS icon to add it to your reader.

STEP 2 – SELECTING YOUR READER

On this page you will be given a range of web based and other type readers to choose from. For me I simply click on the Google button, which I have pointed out with the red arrow. If you were using a reader in Outlook you would choose the “View Feed XML” option.

STEP 4 – ADDING TO READER

On this page I need to choose the “Add to Google Reader” button as pointed out with the red arrow.

STEP 5 – SUCCESSFULLY SUBSCRIBED

The blog has now been added to my reader. You will note that the arrow on the left points to the Previous Item and Next Item buttons. You can use these to click through the posts that have been added to your reader.

When you add a new blog to your reader, how many items it adds to your reader will depend on what the blog owner has set up for their feed. It is usually between 5 – 10 items, but some may have more. The red arrow on the right points to the number of items that are unread for this blog, which in this case is 10.

STEP 6 – ADDING TO FOLDER

If you look to where the green arrow is pointing you will see a drop down menu titled “Feed Settings”. This allows you to manage your subscriptions efficiently by adding them to folders.

For example some of the folders that I have in my reader are mum blogs, dad blogs, craft blogs, recipe blogs. So when I click on the Feed Settings, I can scroll down and add this blog to mum blogs.

If you haven’t made any folders yet, scroll through until the end of the drop down menu and click on the “New Folder” option and name the folder as you wish. Having folders makes it easier to find blogs, if you are wishing to read one particular one.

STEP 7 – READING NEW ITEMS

When you go back to your reader, you can easily see what blogs have new items. The red arrow points to bolded blogs. If a blog is in bold, it means that there are unread items. The number in brackets, tells you exactly how many items are unread for that blog.

It also will tell you this information for the folder. In this instance Mum Blogs has new items and the actual number is 101. (As you can probably tell, I haven’t checked my reader for a couple of days!)

So now as you are web surfing, for blogs that you would like to stay updated with, just look for the RSS Icon and add them to your reader!

4 Benefits Of Gmail

How does Google promote its own free online email service as the best place to set up email address? Take 4:21 to watch this video and they will explain the following for benefits of Gmail:

(1). Fights Spam

(2). Conversations

(3). Search

(4). Gmail and Chat combined.

Why Gmail Is The Best Place To Set Up Email Address

I have written of my own personal positive experience with Gmail, but I thought I would collate for you other reviews of the Gmail service.

This information should help in you if you are making a decision about setting up email address or if you are considering to moving to an online email service.

Check them out and they should convince you that Gmail is the best place to set up email address.

Gmail (Google Mail) – Free Email and Chat Service
About rate Gmail 4.5 out of 5 stars.

Useful Secrets of Gmail Service – Efficient Strategies for Gmail Service Usage
Softpedia explains why Gmail is much more than just an email service.

Become A Gmail Master
This LifeHacker author loves Gmail way more than I do!

Getting Started With Google’s Gmail
Helium gives a great introduction to the benefits of Gmail.

10 Reasons To Switch To Gmail
Just Creative Design are a recent but very happy convert to Gmail.

Gmail Review
Top Ten Reviews gives Gmail 4 out of 5 stars

Get organized in Gmail
Macworld recommneds that the Gmail online e-mail service is the way to go.

Reviewing Sites With Your StumbleUpon Toolbar

In my last, I explained how to download the StumbleUpon Toolbar and how you can the use the StumbleUpon Toolbar to web surf through areas of your interest.

Today I want to look at how you can add sites that you like to StumbleUpon. Like the majority of social media sites, StumbleUpon is based on a community principle. To be a successful web surfing tool, StumbleUpon relies on its members submitting quality blogs, websites, photos and videos.

If you have favourite sites that you visit regularly, you can choose to give the whole site the “Thumbs Up” or a particular page or post a “Thumbs Up”.

I will use my other blog to illustrate this. If I wanted to tell StumbleUpon that I thought the the whole website was great I would ensure that the url address in my browser look like this:

But if I wanted to “Thumb Up” a particular post, then I would click on the title of the post, so I would have the permalink for this post as the url address. It would look something like this:

Once you have the right address in your browser you click on the “Thumbs Up”. Now if you are the first person to submit this post or site, a box like that illustrated below will pop up.

You then complete the required information in the box, as I have done in this example.

If you click on the “Thumbs Up” and someone else has already submitted this site, StumbleUpon will record this as a favourite and you will see that the “Thumbs Up” icon on your StumbleUpon Toolbar will change from blue to green. If you would like to add a review as well, you can click on the speech bubble icon and you can then add your own review.

Remember you can add a variety of mediums using the StumbleUpon Toolbar – websites, blogs, photos and videos.

The quality of what you see when you websurf with StumbleUpon is dependent upon the StumbleUpon community, so make sure that you are adding quality material to StumbleUpon.

Downloading StumbleUpon Toolbar

Image: Wikipedia

StumbleUpon describes itself in the following way:
“StumbleUpon discovers web sites based on your interests. Whether it’s a web page, photo or video, our personalized recommendation engine learns what you like, and brings you more.”

To use StumbleUpon you need to download the StumbleUpon Toolbar and install it. During the installation process the StumbleUpon Toolbar will be embedded into your browser. The StumbleUpon Toolbar has different versions for Firefox, Mozilla Application Suite and Internet Explorer.

The simplest analogy for StumbleUpon would be to compare it to your TVs remote control. You can just flick through the available channels and stop and look at what interests you. The Stumble! button on the StumbleUpon Toolbar is just like the channel up button on your TV remote control. You click the Stumble! button and you can flick through websites, photos or videos depending on your settings.

Once you have downloaded the StumbleUpon Toolbar you can then set your preferences for what sort of media Stumble will show you. In the preferences section there are 100s of areas of interests that you can choose to see information on. For example I have currently 21 areas of interest that I have selected to see websites, photos or videos on, which I have copied below:

Activism Australia Babies Children’s Books Country music Crafts Family For Kids Homemaking Independent Film K-12 Education Liberal Politics Parenting Politics Psychology Rugby Sewing/Quilting Shakespeare Sociology Teen Parenting Women’s Issues

This provides me with quite of mix of interests that I can flick through. As you are flicking through these items you have the choice to give them the “Thumbs Up” by clicking that button on the StumbleUpon Toolbar or the “Thumbs Down”.

Clicking on the “Thumbs Up” will save that website to your favourites on StumbleUpon and tell StumbeUpon to show more like this to you. If you click the “Thumbs Down”, you tell StumbleUpon not to show you any more sites like this.

This is the very basics of StumbleUpon. In my next post on StumbleUpon I will explain how you can use the StumbleUpon Toolbar when you are checking out other sites and add them to StumbleUpon with your review.