How to Manage Multiple Gmail Accounts

If you have more than one Gmail address, then you should learn how to manage multiple Gmail accounts using native inbox management features and third-party inbox organizers.

Manage Multiple Gmail Accounts With Ease

With nearly 2 billion active users, Gmail is the most popular email service in the world. The number of Gmail addresses, however, is much greater because many users have more than one address.

Some users have multiple addresses to separate work-related emails from personal ones, while others just want to take advantage of free cloud storage space. There are also people who use this mail service provider for various personal projects and delete their accounts whenever they stop serving the intended purpose (the same people often want to know how to delete a Gmail account on iPhone).

Regardless of what your reason for having multiple accounts is, we have good news for you: learning how to manage multiple accounts efficiently and productively is easy!

By following the tips and instructions provided in this article, you will be able to avoid the main issues users of Gmail multiple inboxes face, such as missing out on new messages or sending messages using the wrong email address.

How to Manage Multiple Gmail Accounts in One Inbox

The best way to manage multiple Gmail accounts in one inbox is to add another email address to Gmail from Settings.

The process is pretty straightforward, and it boils down to the following main steps:

  1. Configure the ability to send emails using another Gmail address.
  2. Create separate email signatures for all mail addresses.
  3. Enable multiple inboxes to be visible at the same time.

Let’s take a closer look at each of these steps.

Step 1: Add Another Email Address

To add another email address to your main account so you can send emails from it without relogging, follow the steps below:

  1. Log in to your main mail account (the one to which you would like to add another address).
  2. Click the Settings gear icon and select the See all settings option.
  3. Add another email address to GmailAdd another email address to Gmail
  4. Navigate to the Accounts and Import tab.
  5. Click Add another email address next to Send mail as.
  6. How to add another email address to GmailHow to add another email address to Gmail
  7. Enter the name associated with the email address you want to add and the address itself. Click Next Step.
  8. Click Next StepClick Next Step
  9. Click the Send Verification button and go to the email account whose address you want to add.
  10. Click the Send VerificationClick the Send Verification
  11. Open the verification message, copy the code inside, and paste it into the verification field.

You should now be able to send emails from multiple accounts just by selecting a different “From” email address, so go ahead and try it:

  1. Go back to your inbox.
  2. Click the Compose button to create a new message.
  3. Click on the email address in the From field and select the newly added address. Compose a message just like you would normally. Click Send.
  4. Click on the email address in the From fieldClick on the email address in the From field

That’s how easy it is to manage multiple Gmail accounts from a single inbox (learn more about how to change Gmail address).

Step 2: Create Unique Email Signatures for All Addresses

Now that you can manage multiple accounts from one place, you should customize Gmail signatures so that you can effortlessly tell them apart from each other without having to carefully examine the email address in the From field.

  1. Click the Settings gear icon and select the See all settings option.
  2. Create email signatures for all Gmail addressesCreate email signatures for all Gmail addresses
  3. Navigate to the General tab.
  4. Scroll all the way down until you see the Signature option. Click the Create new button to create a new email signature.
  5. Create signatures for all Gmail addressesCreate signatures for all Gmail addresses
  6. Give the new signature a name and click Create. Then customize the signature to your liking.
  7. Create customized email signature in GmailCreate customized email signature in Gmail
  8. Associate the newly created signature with the corresponding email address by changing the email address settings below the text box.
  9. Repeat these steps to create unique email signatures for other email addresses.

Regardless of which of your accounts you use to send a message, the correct email signature should be automatically appended to it.

Step 3: Enable Multiple Inboxes

If you strive to achieve and maintain Gmail Inbox Zero, which essentially means that you aspire to keep your inbox constantly empty by categorizing and otherwise organizing new emails as soon as they arrive, then you can make your life much easier for yourself by enabling multiple inboxes.

To enable multiple inboxes:

  1. Click the Settings gear icon.
  2. Click the Customize button below the Multiple Inboxes option.
  3. Enable multiple inboxes in GmailEnable multiple inboxes in Gmail
  4. Dedicate one section to each of your multiple accounts by entering the email addresses associated with them, such as from:email@gmail.com.
  5. How to enable multiple inboxes in GmailHow to enable multiple inboxes in Gmail
  6. Click Save Changes button.

This way, you’ll be able to see multiple inboxes in your Gmail account and manage your emails more effectively.

💡 Tip: You can use the Gmail search feature to experiment with different inbox filters.

Manage Non-Gmail Email Addresses (POP3/SMTP)

As a Gmail user, you can also manage non-Gmail email addresses that use the POP3 and SMTP protocols. Don’t worry, the instructions below are perfectly safe, and you certainly won’t have to recover your Gmail account even if you make multiple mistakes.

  1. Click the Settings gear icon and select the See all settings option.
  2. Navigate to the Accounts and Import tab.
  3. Click Add a mail account next to Check mail from other accounts.
  4. Enter the email address you would like to add and click Next.
  5. Either import emails from the address to your Gmail inbox or link the accounts using Gmailify.
  6. Fill out your email settings and confirm by clicking the Add Account button.

Alternatively, you can take advantage of email forwarding and configure your non-Gmail accounts to automatically forward all new emails to your Gmail account. While certainly not as convenient as using only Gmail multiple inboxes, email forwarding can still be useful and help you keep track of new emails.

Declutter Your Gmail Inboxes With Clean Email

Usually, with multiple inboxes come more messages to organize, and doing so manually can take a lot of time and effort. Fortunately, there are third-party inbox organizers like Clean Email that you can use to declutter your Gmail inboxes and automate repetitive email management tasks.

Clean up your inbox with Clean EmailClean up your inbox with Clean Email

The app’s decluttering power comes from its ability to intelligently sort messages into different categories, such as automated emails, emails that are larger than 10 MB, social notifications, emails you replied to, and so on.

Smart Views feature in Clean EmailSmart Views feature in Clean Email

You can then apply actions to entire groups of emails, and configure the app to apply the same actions for you in the future by clicking a single checkbox to create an Auto Clean rule.

Automatically move emails with Auto Clean in Clean EmailAutomatically move emails with Auto Clean in Clean Email

For example, this is how you can create an Auto Clean rule to keep only the latest email from a specific sender in your inbox and archive all previous emails:

  1. Log in to the app with your mail account.
  2. Enter the email address of the sender in the search box.
  3. Apply the Older than 1 day filter.
  4. Older than 1 day filter in Clean EmailOlder than 1 day filter in Clean Email
  5. Click the Keep Newest button.
  6. Keep Newest feature in Clean EmailKeep Newest feature in Clean Email
  7. Apply the Auto Clean rule to all selected and future similar emails.
  8. Create Keep Newest rule in Clean EmailCreate Keep Newest rule in Clean Email

Clean Email is a secure inbox organizer that complies with Google’s strict privacy policy for third-party apps, so you can trust it even with your most sensitive emails.

Can you have multiple Gmail accounts in Clean Email?

Yes, you can use the app to organize all of your Gmail accounts, and it takes just a few clicks to switch between them. Watch the instructional video on this page for more information.


How to Manage Multiple Gmail Accounts - FAQs

How can I see all my Gmail accounts in one place?

You can see all your mail accounts in one place by taking advantage of Gmail’s native account management features and enabling the Multiple Inboxes view.

Can I have 2 different Gmail accounts?

Yes, you can create as many accounts as you want to, but we recommend you limit yourself to a handful of accounts at most otherwise you will find it very difficult to manage them even with the tips described in this article.

How do I keep my 2 Gmail accounts separate?

To visually separate emails sent from two different Gmail accounts, you need to enable the Multiple Inboxes view by clicking the Settings gear icon and selecting Multiple Inboxes.

Can you have multiple Gmail accounts on app?

Yes, there are many third-party email clients that let you add an unlimited number of email accounts. Such clients often provide a unified inbox, allowing you to see emails from all of your inboxes in one place.

David Morelo Updated on Sep 23, 2022
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