How to Receive & Send Domain Emails in Gmail Using POP3 and SMTP

Introduction

Gmail allows you to receive and send emails from your domain-based email address directly inside your Gmail inbox using POP3 and SMTP settings. This is useful if you want to manage all emails from one place without logging into webmail repeatedly.

In this guide, we will show you how to configure POP3 (incoming mail) and SMTP (outgoing mail) in Gmail step by step.

Before You Begin – Important Limitations

Before setting up POP3 in Gmail, please note the following limitations:

Gmail supports POP3 only, not IMAP, for fetching external emails

Emails are downloaded, not synced with the server

Gmail fetches emails only from the Inbox

Sent, Drafts, or custom folders are not downloaded

By default, Gmail removes emails from the server

It is strongly recommended to enable “Leave a copy on the server”

This ensures continued access to emails via webmail.

Step 1: Log in to Gmail and Open Settings

1. Log in to your Gmail account
2. Click the gear (⚙️) icon in the top-right corner
3. Select See all settings

Step 2: Go to Accounts & Import

1. Click the Accounts and Import tab
2. Under Check mail from other accounts, click Add a mail account

Step 3: Enter Your Email Address

1. Enter your domain email address (e.g., info@yourdomain.com)
2. Click Next

Step 4: Choose POP3 Import Option

1. Select “Import emails from my other account (POP3)”
2. Click Next

Step 5: Enter POP3 (Incoming Mail) Settings

Use the following POP3 configuration (replace values with your hosting details):

POP3 Settings

• Username: Your full email address
• Password: Email password (same as webmail)
• POP Server: mail.yourdomain.com or provided server
• Port: 995
• Security: SSL

✔️ Enable Leave a copy of retrieved messages on the server
✔️ Enable Always use a secure connection (SSL)

Click Add Account

Step 6: Enable Sending Mail from Gmail

Once incoming mail is configured:

1. Select “Yes, I want to be able to send mail as…”
2. Click Next

This allows you to send emails using your domain email address from Gmail.

Step 7: Enter Sender Name

1. Enter the sender name that recipients will see
2. (Optional) Enable Treat as an alias if Gmail is your primary inbox
3. Click Next Step

Step 8: Enter SMTP (Outgoing Mail) Settings

Use the following SMTP configuration:

SMTP Settings

• SMTP Server: mail.yourdomain.com
• Username: Your full email address
• Password: Email password
• Port: 587
• Encryption: TLS

Click Add Account

Step 9: Open Gmail Confirmation Email

Gmail will send a verification email to your domain inbox.

1. Log in to Webmail
2. Open the email titled
   “Gmail Confirmation – Send Mail As”

Step 10: Confirm the Email Address

1. Click the confirmation link in the email
2. Verify the email address
3. Click Confirm

Step 11: Return to Gmail

After confirmation:

• You will see a Confirmation Success message
• Click the provided link to return to Gmail

Step 12: Verify Final Settings

Go back to:

Gmail → Settings → Accounts & Import

Confirm:
✔️ Your email appears under Check mail from other accounts
✔️ Your email appears under Send mail as

You can now send and receive domain emails directly from Gmail.

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Final Notes & Best Practices

• • Enable SSL/TLS for both POP3 and SMTP
  • Always keep “Leave copy on server” enabled
  • Use strong passwords
  • Avoid sharing email credentials
  • Check mail fetch frequency in Gmail settings

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