Email Management Part 2: Email Forwarders & Alias

How to Setup Email Forwarders & Alias

“Protect Your Important Email Addresses Now!”

*NOTE: these may be somewhat advance tutorials to some (that’s why there are Video & Written Tutorials :) .

SECTION OVERVIEW:

  1. My Forwarder Email Accounts
  2. Gmail Forwarder Accounts
  3. “Send Email As” Gmail Setup
  4. Examples & Action Plan

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My Forwarder Email Accounts

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Purpose: to create forwarder email accounts (served as your “display email addresses”), so that if you get spam to the forwarder/display email you can delete it and keep your “real” email address safe! Note: you can automatically forward any email message received by the forwarder email account to your respective real email/Gmail account.

Process Flow: Someone sends a message to your forwarder@minttree.com (your “display email address”) => forwarder@minttree.com received and forwarded the message to your real email address MintTree@gmail.com => you access the real email account & read the message.

PRO: if your forwarder email address, forwarder@domain.com, gets a lot of spam, you can delete it and still keep your “real” email address, realname@gmail.com — without getting any more spam, because the deleted forwarder email will no longer forwarded email messages to your real email account.

CON: depending on your current hosting provider, there may be some slight delay to receive the forwarded email message in your real email account i.e. this may happen if your forwarder email/display email address constantly received a lot of emails (that need to be forwarded to your real email account). Also, if your hosting server or domain registrar is down, the forwarder email, forwarder@domain.com, cannot forward email messages to your real email account.

Suggestion: use generic domain(s) for your forwarder email addresses e.g. namemail.com.

VIDEO TUTORIAL: http://www.youtube.com/watch?v=5H8fBGlzUCQ

WRITTEN TUTORIAL: http://www.siteground.com/tutorials/email/email_forwarding.htm

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Gmail Forwarder Accounts

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Purpose: to use another Gmail as your forwarder email and as your displayed “From” email when replying to the people who’ve sent you the message i.e. they will only see the forwarder email address, instead of your real/main Gmail address.

VIDEO TUTORIAL: http://video.about.com/email/GmailAliasForwarding-mov.htm

WRITTEN TUTORIAL: http://mail.google.com/support/bin/answer.py?hl=en&answer=10957

  1. Create a new Gmail Account: this is your Forwarder Email Account i.e. any email sent to this Gmail/Forwarder Email Account will be forwarded to another email account of your choice.
  1. Click Settings at the top of any Gmail page, and open the Forwarding and POP/IMAP tab.
  2. From the ‘Add email address” drop-down menu in the Forwarding section, select ‘Add new email address.’
  3. Enter the email address to which you’d like your messages forwarded.
  4. For your security, we’ll send a verification to that email address.
  5. Open your forwarding email account, and find the confirmation message from the Gmail team.
  6. Click the verification link in that email.
  7. Back in your Gmail account, select the ‘Forward a copy of incoming mail to…’ option and select your forwarding address from the drop-down menu.
  8. Select the action you’d like your messages to take from the drop-down menu. You can choose to keep Gmail’s copy of the message in your inbox, or you can send it automatically to All Mail or Trash.
  9. Click Save Changes.

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“Send Email As” Gmail Setup

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Purpose: to hide your real email and use the Forwarder Email as your displayed “From” email when replying/sending email to the people who’ve sent you the message to your Forwarder Email i.e. they will only see the forwarder email address, instead of your real Gmail address.

Process Flow: Someone sends a message to your forwarder@domain.com => forwarder@domain.com received and forwarded the message to your real email address realname@gmail.com => you access the real email account & read the message => you reply to the message using forwarder@domain.com instead of your real Gmail address, realname@gmail.com.

*NOTE: you must have the Forwarder Email Account setup first, before using the Forwarder Email Address as your “Send email as” address in your Gmail.

VIDEO TUTORIAL: http://www.youtube.com/watch?v=TIaI3tUmzZ0

WRITTEN TUTORIAL: http://mail.google.com/support/bin/answer.py?hl=en&answer=22370

  1. Click on “Settings” link on the upper right once login
  2. On the “Settings” page, click on “Accounts and Import” tab
  3. On “Accounts and Import” page, go to the “Send mail as:” section and click “Send mail from another address” button.
  4. A pop-up window will appear and just type your Forwarder Email Address, forwarder@domain.com, in the “Email address:” field.
  5. Click “Next Step”, “Next Step” and “Send Verification”.
  6. Click on “Inbox” link on the left to go to your Gmail inbox and check for the verification email message, which should be forwarded from the Forwarder Email, forwarder@domain.com, to this Gmail address.
  7. Open the email and click the “Confirmation Link” to verify your Forwarder Email Address.
  8. Once confirmed, login and go to “Settings => Accounts and Import” page again, your new Forwarder Email Address will appear under “Send email as”. Click the “make default” link next to your Forwarder Email Address, if you want to make the Forwarder Email, as the default ‘display’ email when you reply/send email to other people.

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Examples & Action Plan

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Purpose: to give you examples and an easy to-do task/action plan, so you can take control of your email and free/get you more time to work on your online business.

MY FORWARDER ACCOUNT EXAMPLE:

  1. js@johnsmith.com => forwarded to =>JohnSmith@gmail.com (Real Personal Email).
  2. biz@johnsmith.com => forwarded to =>JSbiz@gmail.com (Real Business Email).
  3. support@johnsmith.com => forwarded to =>JSsupport@gmail.com = (Real Support Email).
  4. news@johnsmith.com => forwarded to =>JSnews@gmail.com (Important Newsletter Email).
  5. purchase@johnsmith.com => forwarded to =>JSpurchase@gmail.com (Important Purchase Email).
  6. purchase2@johnsmith.com => forwarded to =>JSpurchase2@gmail.com (Other Purchase Email)
  7. payment@johnsmith.com => forwarded to =>JSpayment@gmail.com = Payment Notification Email.
  8. affiliate@johnsmith.com => forwarded to =>JSaffiliate@gmail.com = Affiliate Account Email.
  9. throwaway@johnsmith.com => forwarded to =>JSthrowaway@gmail.com = Throw-away Email.

GMAIL FORWARDER ACCOUNT EXAMPLE:

*NOTE: sometimes the Gmail address may not be available, so try other Gmail address alternatives.

  1. FWJohnSmith@gmail.com =>forwarded to =>JohnSmith@gmail.com = Primary Personal Email.
  2. FWJSbiz@gmail.com =>forwarded to =>JSbiz@gmail.com = Primary Business Email.
  3. FWJSsupport@gmail.com =>forwarded to => JSsupport@gmail.com = Support Email.
  4. FWJSnews@gmail.com =>forwarded to =>JSnews@gmail.com = Important Newsletter Email.
  5. FWJSpurchase@gmail.com =>forwarded to =>JSpurchase@gmail.com = Important Purchase Email.
  6. FWJSpurchase2@gmail.com =>forwarded to => JSpurchase2@gmail.com = Other Purchase Email.
  7. FWJSpayment@gmail.com =>forwarded to => JSpayment@gmail.com = Payment Notification Email.
  8. FWJSaffiliate@gmail.com =>forwarded to => JSaffiliate@gmail.com = Affiliate Account Email.
  9. FWJSthrowaway@gmail.com =>forwarded to => JSthrowaway@gmail.com = Throw-away Email.

*NOTE: again, the main reason why you want to create a separate Forwarder Email is: if your forwarder email address, FWJohnSmith@gmail.com, gets a lot of spam, you can delete it and still keep your “real” email address, JohnSmith@gmail.com — without getting any more spam to the real email address. And, of course, you should create a NEW Forwarder Email Account to protect your real email address.

“SEND EMAIL AS” EXAMPLE:

  1. Display FWJohnSmith@gmail.com instead of JohnSmith@gmail.com when send out email.
  2. Display FWJSbiz@gmail.com instead of JSbiz@gmail.com when send out email.
  3. Display FWJSsupport@gmail.com instead of JSsupport@gmail.com when send out email.
  4. Display FWJSnews@gmail.com instead of JSnews@gmail.com when send out email.
  5. Display FWJSpurchase@gmail.com instead of JSpurchase@gmail.com when send out email.
  6. Display FWJSpurchase2@gmail.com instead of JSpurchase2@gmail.com when send out email.
  7. Display FWJSpayment@gmail.com instead of JSpayment@gmail.com when send out email.
  8. Display FWJSaffiliate@gmail.com instead of JSaffiliate@gmail.com when send out email.
  9. Display FWJSthrowaway@gmail.com instead of JSthrowaway@gmail.com when send out email.

ACTION PLAN:

Major Objective #1: Create Your Forwarder Accounts or Gmail Forwarder Accounts

Completion Time: 30 minutes

CREATE MY FORWARDER ACCOUNTS:

  1. Create js@johnsmith.com => forwarder email for JohnSmith@gmail.com (Real Personal Email).
  2. Create biz@johnsmith.com => forwarder email for JSbiz@gmail.com (Real Business Email).
  3. Create support@johnsmith.com => forwarder email for JSsupport@gmail.com = (Real Support Email).
  4. Create news@johnsmith.com => forwarder email for JSnews@gmail.com (Important Newsletter Email).
  5. Create purchase@johnsmith.com => forwarder email for JSpurchase@gmail.com (Important Purchase Email).
  6. Create purchase2@johnsmith.com => forwarder email for JSpurchase2@gmail.com (Other Purchase Email)
  7. Create payment@johnsmith.com => forwarder email for JSpayment@gmail.com = Payment Notification Email.
  8. Create affiliate@johnsmith.com => forwarder email for JSaffiliate@gmail.com = Affiliate Account Email.
  9. Create throwaway@johnsmith.com => forwarder email for JSthrowaway@gmail.com = Throw-away Email.

…OR…

CREATE GMAIL FORWARDER ACCOUNTS:

  1. Create FWJohnSmith@gmail.com =>forwarder email for JohnSmith@gmail.com = Primary Personal Email.
  2. Create FWJSbiz@gmail.com =>forwarder email for JSbiz@gmail.com = Primary Business Email.
  3. Create FWJSsupport@gmail.com =>forwarder email for JSsupport@gmail.com = Support Email.
  4. Create FWJSnews@gmail.com =>forwarder email for JSnews@gmail.com = Important Newsletter Email.
  5. Create FWJSpurchase@gmail.com =>forwarder email for JSpurchase@gmail.com = Important Purchase Email.
  6. Create FWJSpurchase2@gmail.com =>forwarder email for JSpurchase2@gmail.com = Other Purchase Email.
  7. Create FWJSpayment@gmail.com =>forwarder email for JSpayment@gmail.com = Payment Notification Email.
  8. Create FWJSaffiliate@gmail.com =>forwarder email for JSaffiliate@gmail.com = Affiliate Account Email.
  9. Create FWJSthrowaway@gmail.com =>forwarder email for JSthrowaway@gmail.com = Throw-away Email.

Major Objective #2: Setup “Send Email As” in Real Gmail Accounts

Completion Time: 30 minutes

  1. Setup FWJohnSmith@gmail.com as “Send as email” in JohnSmith@gmail.com = Personal Email.
  2. Setup FWJSbiz@gmail.com as “Send as email” in JSbiz@gmail.com = Primary Business Email.
  3. Setup FWJSsupport@gmail.com as “Send as email” in JSsupport@gmail.com = Support Email.
  4. Setup FWJSnews@gmail.com as “Send as email” in JSnews@gmail.com = Important Newsletter Email.
  5. Setup FWJSpurchase@gmail.com as “Send as email” in JSpurchase@gmail.com = Important Purchase Email.
  6. Setup FWJSpurchase2@gmail.com as “Send as email” in JSpurchase2@gmail.com = Other Purchase Email.
  7. Setup FWJSpayment@gmail.com as “Send as email” in JSpayment@gmail.com = Payment Notification Email.
  8. Setup FWJSaffiliate@gmail.com as “Send as email” in JSaffiliate@gmail.com = Affiliate Account Email.
  9. Setup FWJSthrowaway@gmail.com as “Send as email” in JSthrowaway@gmail.com = Throw-away Email.

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Well, that’s all for Email Forwarders & Alias for now…

*NOTE: it took me quite some times to write up this guide, so please, please do feel obligate to complete the Action Plan(s) above to help yourself free from the email time-eating monster that had kept you unproductive… until now!

My best regards to you and your business!

~ Minh Tri | Mint Tree ~

P.S. Again, it’s very, very easy to do and only takes 30 MINUTES (or 60 minutes if you want to do the other part)! Only 30-60 minutes and you’ll have a ton of time once you’ve set this up!

YOUR “BUSINESS ON-THE-LINE” ASSIGNMENT: Complete the 60 min ACTION PLAN above!

[SUPER TIPS]: use Roboform or similar auto-fill software to automatically fill in the field for you when creating new email/Gmail accounts! If you have this software, it’ll probably take about 10 min to do this!

Also, once you fill out and submit the Gmail account registration form once, Firefox should remember what you’ve input, so just “double click” on the field to see/select what you’ve input before.

Email Management Part 1: Email Segmentation & Schedule

How to Segment Email Accounts & Email Checking/Reading Schedule

“Take Back Control of Your Email Today!”

SECTION OVERVIEW:

  1. Distraction/Problem & Solution
  2. Segmenting Email Accounts
  3. Checking & Reading Emails
  4. Examples & Action Plan

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Distraction/Problem & Solution

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Distracting Thing: many emails from many different people (in ONE email account)!

Distracting/Negative Thought: consciously or unconsciously feel lazy, reluctant, “I don’t want to, but I have to” feeling => have to waste time going through a bunch of unimportant emails to get important ones. And if you think you “may miss important emails,” you’ll probably double check the whole mess and going through the negative process again! FYI: no email is really important unless it’s an emergency i.e. someone’s dying. But know this: if it’s really, really important (e.g. someone’s dying), you would get a phone call instead of an email!

Remove Distraction Solution: sign up for email accounts to segment and filter emails from different sources to their respective/associated email accounts.

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Segmenting Email Accounts

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Purpose: to create different email accounts, so you can segment emails from various sources to their respective/associated email accounts. See below:

**IMPORTANT: use a Firefox add-on called “Gmail Manager” to manage these email accounts. With Gmail Manager, you can auto-login and see how many unread email in each account. NOTE: auto-login only to the Email Accounts you’ll actually check/read (highlighted below)!

  1. PRIMARY PERSONAL EMAIL. For only family & friends. Do NOT use this to subscribe to any list.
  2. PRIMARY BUSINESS EMAIL. For only business contacts, network, and/or clients. (If used Gmail, use this as the email to retrieve your password from other Gmail accounts). Do NOT use this to subscribe to any list, except for “auto-forwarded” emails from networking events/seminars.
  3. Support Email. To receive customer’s support emails & support tickets.
  4. Important Newsletter Email. To get emails from people you want to read (read 1-4 times per month).
  5. Important Purchase Email. To receive only purchase info from people you know & trust: the purpose is to NOT receive constantly promo emails from them. *HINT: people you know & trust should NOT constantly send you promotion email! They should really have your best interest at heart.
  6. Other Purchase Email. For your request of support from seller and for receiving purchase info from new seller you don’t know or from seller (you know) who constantly sends out promo emails.
  7. Payment Notification Email. To receive (automated) notifications when someone pay you.
  8. Throw-away Email. To get freebies/initial info/newsletter/commenting.
  9. Affiliate Account Email. To confirm affiliate accounts and receive commission notifications & merchant emails.

10.  Backup Email. For emailed database copies (e.g. WordPress Database Plugin) or others (e.g. forwarded emails you want to keep a record).

11.  Newsletter Copies Email. To receive what you’ve sent to your subscriber lists. Send a “test email” to this email first before sending it out to your list.

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Checking & Reading Emails

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Purpose: to identify which email accounts need to be checked & read and the frequency of the checking & reading (e.g. daily, weekly, or monthly).

Definition:

  • *Check = glance/scan the “Subject” & “Sender” of the email to see if it needs to be *Read.
  • *Read = only if you think it’s important/requires attention, open and read the email message.
  1. Primary Personal Email. Frequently: check daily or every other days e.g. for Facebook friends.
  2. Primary Business Email. Frequently: check daily or every other day(s) e.g. for Twitter network.
  3. Support Email. Rarely/Occasionally/Frequently: if have outsource, you will rarely need to read; if not, read frequently during your product launch and once a week or two week afterward.
  4. Important Newsletter Email. Occasionally: read once a week or two week.
  5. Important Purchase Email. Occasionally: read once a week or two week (e.g. for product info).
  6. Other Purchase Email. Sometimes: read once or twice a month (e.g. for product info/updates).
  7. Payment Notification Email. Rarely/Frequently: check payment notification frequently during your product launch and once a month afterward.
  8. Affiliate Account Email. Rarely: check once a month for affiliate commissions & updates.
  9. Throw-away Email. None: not read at all but do check “Subject: Title” + “Content” for research.

10.  Backup Email. Rarely: check once a month to see if backup system is fine.

11.  Newsletter Copies Email. Rarely: check once a month to see what have been sent.

**IMPORTANT: use a Firefox add-on called “Gmail Manager” to manage these email accounts. With Gmail Manager, auto-login only to the Email Accounts you’ll sometimes-frequently check/read (highlighted above)!

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Examples & Action Plan

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Purpose: to give you examples and an easy to-do task/action plan, so you can take control of your email and free/get you more time to work on your online business.

GMAIL ACCOUNT EXAMPLE:

*NOTE: sometimes the Gmail address may not be available, so try other Gmail address alternatives.

  1. JohnSmith@gmail.com = Primary Personal Email. (Alternative: JohnSmith.com@gmail.com)
  2. JSbiz@gmail.com = Primary Business Email. (Alternative: JohnSmithBiz@gmail.com)
  3. JSsupport@gmail.com = Support Email. (Alternative: JohnSmithSupport@gmail.com)
  4. JSnews@gmail.com = Important Newsletter Email. (Alternative: JohnSmithNews@gmail.com)
  5. JSpurchase@gmail.com = Important Purchase Email. (Alternative: JSBuy@gmail.com)
  6. JSpurchase2@gmail.com = Other Purchase Email.
  7. JSpayment@gmail.com = Payment Notification Email.
  8. JSaffiliate@gmail.com = Affiliate Account Email.
  9. JSthrowaway@gmail.com = Throw-away Email.

10.  JSbackup@gmail.com = Backup Email.

11.  JScopies@gmail.com = Newsletter Copies Email.

ACTION PLAN:

Create Your New Gmail Account: https://www.google.com/accounts/NewAccount

Major Objective #1: Create First 5 Main Gmail Accounts

Completion Time: 30 minutes

  1. Primary Personal Email. Frequently: check daily or every other days e.g. for Facebook friends.
  2. Primary Business Email. Frequently: check daily or every other day(s) e.g. for Twitter network.
  3. Support Email. Rarely/Occasionally/Frequently: if have outsource, you will rarely need to read; if not, read frequently during your product launch and once a week or two week afterward.
  4. Important Newsletter Email. Occasionally: read once a week or two week.
  5. Important Purchase Email. Occasionally: read once a week or two week (e.g. for product info).

Major Objective #2: Create Other 6 Gmail Accounts

Completion Time: 30 minutes

  1. Other Purchase Email. Sometimes: read once or twice a month (e.g. for product info/updates).
  2. Payment Notification Email. Rarely/Frequently: check payment notification frequently during your product launch and once a month afterward.
  3. Affiliate Account Email. Rarely: check once a month for affiliate commissions & updates.
  4. Throw-away Email. None: not read at all but do check “Subject: Title” + “Content” for research.
  5. Backup Email. Rarely: check once a month to see if backup system is fine.
  6. Newsletter Copies Email. Rarely: check once a month to see what have been sent.

——————————————————————————————

Well, that’s all for Email Segmentation & Filtering for now…

*NOTE: it took me quite some times to write up this guide, so please, please do feel obligate to complete the Action Plan(s) above to help yourself FREE from the email time-eating beast that had wasted you many hours that you could have spent on your business… until now! :D

My best regards to you and your business!

~ Minh Tri | Mint Tree ~

P.S. Again, it’s very, very easy to do and only takes 30 MINUTES (or 60 minutes if you want to do the other part)! Only 30-60 minutes and you’ll have a ton of time once you’ve set this up!

YOUR “BUSINESS ON-THE-LINE” ASSIGNMENT: Complete the 60 min ACTION PLAN above!

[SUPER TIPS]: use Roboform or similar auto-fill software to automatically fill in the field for you! If you have this software, it’ll probably take about 10 min to do this!

Also, once you fill out and submit the Gmail account registration form once, Firefox should remember what you’ve input, so just “double click” on the field to see/select what you’ve input before.