[Music]
hello everyone Scott Friesen here at
simple tivity and if you're already a
subscriber here to the simple tivity
channel you know that my greatest desire
is to help you simplify your work life I
want you to spend as little time on the
insignificant things so you can spend
more time on your most important work
and you know just recently I received a
great question in my last live webinar I
received a question about consolidating
email addresses specifically this person
was asking about how she could combine
two different gmail accounts two
different Google accounts so she could
only deal with a single account so today
we're gonna be looking at how we can
consolidate our email so we only have to
deal with one email account here within
Gmail now what I have set up is I've got
two test accounts I've got this
light-coloured account here and if I
click on the tab at the top I've got
this darker there's a blue shaded
account here so the goal in this example
is that we don't want to have to come
back to this account ever again we want
everything that comes in to this second
email account we want it to arrive here
in the first email account but we also
want to go one step beyond when we reply
to the forwarded email from the email
that is intended for this account when
this email comes in to the first account
we want to be able to reply from this
account as well now the steps that I'm
going to be showing you are going to be
specific to receiving and replying to
emails within Gmail but this second
account doesn't necessarily need to be a
gmail account it could be an Outlook
account it could be some other email
service so again the goal is that we
want to never ever come back to this
account we want to deal with all of our
email here and again you may be managing
multiple email addresses you may have
personal email a business email you may
have a separate organization or or some
other board or some other service that
you provide volunteer hours
you want to be able to deal with that in
a single email address you don't have to
bounce around to multiple accounts so
the first thing that we need to do let's
go to the second email address this is
the one that we want to essentially
forget we never want to come back here
again we want to go to settings we're
gonna click on settings and we want to
go to the forwarding aerating forwarding
and pop/imap is what it's called here in
Gmail and at the very top we have
forwarding and I want to select add a
forwarding address pretty simple right I
just need to enter in the address that I
want my future emails to go to so this
is the address of my test account this
is the light-coloured gmail account I'm
going to select next it's going to give
me a little dialog box you want to
proceed yes that's the right address I'm
going to say proceed and it's gonna say
that a confirmation code has been sent
to verify permission I'm gonna say okay
let's see if we've received that so
let's go back to the initial email
address and yes here is that email and
it looks a little complicated here but
essentially it says to allow this second
address to automatically forward mail to
your address please click this link to
confirm I'm going to select that link do
you want to confirm that mail from this
address will go to your address number
one and I'm going to say yes confirm
perfect confirmation success so now that
is set up with my first email address
here now we do want to go back to this
address just for a moment now you'll see
that nothing has actually changed on
this screen if we come out of the dialog
box and then go back in let's go back to
settings and once again we want to
select the forwarding and pop/imap
section now you will see I have two
radio buttons so now disabled forwarding
is set up by default we need to come
back into here and say yes please
forward a copy of incoming mail to this
address this is the one that we just
confirmed Scott F test one and the
second option we have is what
we want to do with the male that is
going to remain here in the second
address now you have a few different
options I usually say just keep Gmail's
copy in the inbox but if you want you
can mark them as read you can archive
them you can delete what is happening
here in this address that we are about
to say goodbye to or maybe a better way
to put it is that we're just going to
ignore it going forward because we're
gonna be dealing with it in our first
email address I'm gonna leave it at the
initial one here keep Gmail's copy in
the inbox so we're gonna forward it to
that new address be sure to select Save
Changes and then at the very top of your
screen you'll notice that it gives us a
warning notification you are forwarding
your email to this address this notice
will end in seven days so for the first
week it will remind you if you do happen
to come in here and log into this
account it's gonna let you know that
it's forwarding email to this address
but eventually this warning will go away
so let's test it out okay let's go to a
third email address so now we have
things set up let's make sure it's
working properly so I'm going to go to a
different email address and I'm going to
craft a new email so let's send an email
to this is the one this is the one that
we want to forget remember this is my
second email address so I'm sending it
to this address but it should appear in
my first gmail address I'm going to say
hi did you get this okay we won't put
anything in the description area I'm
going to select send so first off let's
go to the the old address or the one
that we want to ignore so of course we
received it here right this is where
where we sent it to we sent it to this
second address but we don't want to have
to look for our messages here anymore so
let's go back to our primary email
address and look at that it showed up as
we have set it up perfect exactly this
is exactly what we want happening we
don't want to have to go here anymore
we want those emails to come back here
it's been sent to this address it's
showing us as two different addresses
here just because I happen to use
exact same subject line and from the
exact same email client otherwise it
would just be an individual email so
don't let that don't let that confuse
you so this is perfect this is exactly
what we want happening everything that
is now being sent to this email address
will automatically come to my primary
address here but I do want to show you
one other step that's going to be most
helpful because to complete this process
when you go to reply to this email you
don't want to reply from email address
number one what if email address number
one is your personal address and email
address number two was your business
address you don't want your replies
looking like it's coming from your
personal account so what do we have to
do there okay so we're now in our
primary email address account we're
going to go into settings and what we
want to select here is accounts and
import and about the third option down
you will see is send mail as now of
course by default the first one is our
actual email address right this is the
real email address that we use here but
now that we've got things coming in from
this second email address we want to add
another email address so click this link
we get a new dialog box so now we we get
to select the name of that new one right
so this is going to be our second email
address this is that new email address
and let's enter it in this is Scott F
test two at gmail.com we want to leave
this checkbox checked treat as an alias
it's important that we leave that
checked and we'll get a select next step
now before you can send mail as this
person as this email address we need to
verify it with the with that email
address so let's say send verification
and it's going to tell us that we
actually have two options here so it has
sent that verification we're going to go
check that we can either click on the
link in the confirmation or enter the
confirmation code so if I move this
dialog box out of the way let's go back
to email address number two okay here is
that confirmation that we received here
and we are going to select the link
there is a confirmation code so I could
paste that in but I'm just got to select
the link cuz it's right in front of me
here so I'm gonna say yes
I'm giving it permission before you can
send mail from this address using the
first address please click the link I'm
gonna select the link please confirm I'm
going to say confirm and it says
confirmation success so if I still have
this other dialog box open I can now
close that because I've done this first
option I've confirmed using the link so
I'm gonna close that I don't think it
gives us any other information here in
terms of a new email in the in the
second one if we go back to the first
one here you can see look at that a
second one has been added last time we
were here we only saw the first one now
we have that second email address oh now
it says that it's unverified so let's go
back to yes so we just received this in
our second email account we need to
confirm that as well right so I'm going
to click that link there and I'm gonna
say confirm the gmail user may now send
mail as Scott F test - perfect perfect
okay so let's go back here and I think
the only reason why this is still saying
unverified is that you'll see there's
not a Save button on this particular
page so if we go back out I'm just gonna
click on inbox for a second and go back
to this email I have to confirm it on
this side as well so I'm going to click
that link please confirm that you'll
send mail or send email as this address
I'm going to say confirm confirmation
success okay so now this is again this
is our primary email address let's go
back into settings let's click on
accounts and import and there we go now
we have both of them listed we saw them
they're listed already but the thing
that I wanted to point out is that you
have the choice as to which will be your
default and in this case I'm going to
leave email address number one what that
means is that when you go to compose or
create
a brand new email it's which one is that
which email address do you want to
compose by default which one do you want
to pop up automatically you can always
change it and I'll show you that in just
a minute but I'm going to leave that one
there but the second thing I want to
show you here is that when replying to a
message we want to select this reply
from the same address the message was
sent to you could choose this one so
that all of your replies come from Scott
F test one but that's not what we want
if something is sent to email address
number two I want to reply so they think
that they're still dealing with me at
email address number two so I'm gonna
select that radio button there and now
let's do one other test here I'm gonna
go back to my second email address here
again I want to send something to my
test to account this is the one that we
want to ignore and I'm just gonna say
hello with an exclamation mark I'm going
to send it and so it should appear right
it should appear here perfectly and here
it appears in my old or the one that I
want to ignore going forward there's
there is where it is it should also
appear yes of course it's appeared right
there perfectly now what I want to show
you is that it's telling me that it was
sent to my second email address it's
always gonna let me know that but when I
go to click reply and let me click here
look at that now I'm replying as if I
was replying to that message directly
from this email account here so it is
set up perfectly this is exactly what we
want now going forward I no longer need
to log into this account ever again
unless I want to make some some very
specific changes or settings I can just
deal with that email right here within
my first email account and the last
thing I want to show you in the settings
area is that you can have two different
signatures so here in your email
signature here is my email address
number one signature I can have a
separate email a signature for my second
email address so again it's gonna look
seamless it's going to feel seen
as I'm dealing with that email I hope
that you found this helpful I hope that
you will look at ways that you can at
ways that you can consolidate your email
so you can spend less time logging into
multiple different accounts and instead
deal with as much email as possible in a
single email account thank you so much
for watching and please be sure to LIKE
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tivity remember being productive does
not need to be difficult in fact it's
very simple