The Designer’s Notebook

Managing Email on Multiple Devices


Web Design

Most of our clients receive email one of two ways: on a Microsoft Exchange Server, or through POP/SMTP. For those that use an Exchange server, there is likely an IT staff involved, or at least an external IT supplier like Bulletproof Networks handling the email. For those without IT support, POP is the likely method of email transfer.

Now, Redpoint is not an IT firm – we are a creative agency. We host websites for clients, and help with email config within our scope of expertise. Usually, that includes a couple devices. Recently, I got a new iPhone and as a result, have been managing correspondence more and more on the hand-held. Two things annoy me about email – spam and my laptop and smart-phone missing messages. I also realized I was paying data fees to download 30 spam messages a day on my phone. I know there are clients and people in the general public that suffer the same spam problems.

Enter gMail

We’ve been routing many of our business clients mail through gmail – it is a terrific interface, clients can control their own accounts and the spam filter is terrific! We recently moved the Redpoint mail over to this set-up. The problem is, gmail only allows for one POP mail connection. So in my case, I would receive half my mail on my laptop, and the other half on my phone. Very bad.

With a little research, I set up my laptop with a POP connection and my phone with an IMAP connection. Nothing new here, POP downloads from the server and IMAP just interacts with the server itself. With this, my problems are solved. If your domain is already routing through gmail, it’s a snap to set up. if not, it takes a few extra steps. Here’s the snapshot:

Set your domain up with gmail

If this is not done, you’ll likely need some help. See the sign-up page.

settingsTurn on IMAP in the gmail webmail settings

IMAP is off by default, so enable it in the “Forwarding and POP/IMAP” panel.

Create a new account

Create or edit the settings to add an IMAP account. gmail’s help page will help. Setting vary by device, so you’re on your own a bit here.

That’s it!

NOTE! Replacing a POP email account with a IMAP account will empty your inbox on the device (not the server). proceed with caution and backup important information – you may lose it! Choosing to play around with settings you don’t understand may result in data loss.

Let’s get started!

We’d love to talk with you about your company and where you want to take it.