How to Setup Company Email in Gmail (Step by Step)

For small business owners, using a company-branded email (like yourname@yourcompany.com) instead of a free Gmail or Yahoo address is an important step toward building trust and professionalism. Customers are far more likely to take your business seriously when your email reflects your brand.

But here’s the good news: you don’t have to give up the convenience of Gmail to use your business email. With just a few simple steps, you can set up your company email so it works seamlessly inside Gmail – on both desktop and mobile.

In this tutorial, we’ll walk you through exactly how to setup company email in Gmail, with instructions for both desktop browsers and the Gmail mobile app.

Before diving into the setup, make sure you have the following:

• A company-branded email address already created through your hosting provider (e.g., SiteGround).
• Your email login details (email address and password).
• Incoming and outgoing mail server information (provided by your email hosting provider).
• Access to Gmail (web or mobile app).

👉 If your email is hosted through Devadigm, you’ll find your mail server details in the “Your email is ready!” email we sent you. Can’t find it? No problem, just reach out to us, and we’ll resend the information.

Go to gmail.com and sign in with your Gmail account. This can be your existing Gmail account – no need to create a new one unless you want to.

Click the gear icon in the top right corner, then select “See all settings.”

In the top menu, click Accounts and Import. This is where you’ll add your business email.

Under “Check mail from other accounts,” click Add a mail account.

• Enter your company email address (e.g., info@yourcompany.com).
• Choose Import using IMAP (recommended).
• Enter the IMAP server details from your hosting provider:
  • IMAP server: (e.g. mail.yourdomain.com)
  • Port: 993
  • Security: SSL
• Enter your full email address and password.

⚠️ Note: Gmail sometimes defaults to POP3. While POP3 works, IMAP is better because it syncs emails across all devices. If Gmail only offers POP3 here, you can still set up IMAP by adding your email as a new account in your email client or by using the Gmail app directly (see mobile setup below).

Step 5: Add Your Company Email for Sending Messages

Still in Accounts and Import, find “Send mail as” and click Add another email address.

• Enter your name and company email address.
• Select “Send through your domain’s SMTP server.”
• Enter the SMTP settings:
  • SMTP server: (e.g. mail.yourdomain.com)
  • Port: 465 (SSL) or 587 (TLS)
  • Security: SSL/TLS
• Enter your email login and password.
• Click Add Account.

Gmail will send a confirmation email to your business address. Open it, click the link, and you’re done! You can also set your company email as the default so every new email looks professional.

If you’re not going to use the Gmail Mobile App, you can skip this next section and view Adding a Google Group Email to Gmail, Troubleshooting ideas, Best Practices, or FAQ’s.

On your phone, open the Gmail app.

Tap your profile photo in the top right → tap “Add another account.”

Since your business email isn’t a Google account, select Other.

Type in your company-branded email address and password.

The app will ask for incoming and outgoing server details:

• IMAP (Incoming): (e.g. mail.yourdomain.com) (Port 993, SSL)
• SMTP (Outgoing): (e.g. mail.yourdomain.com) (Port 465 SSL or 587 TLS)

👉 If your email is hosted by Devadigm, check your “Your email is ready!” email for these settings, or contact us if you need them.

Choose how often you’d like Gmail to check for new messages, and whether you’d like push notifications on your phone.

Compose a new message and send it to yourself to confirm that sending and receiving both work.

Many small businesses use Google Groups for shared addresses such as info@yourcompany.com or support@yourcompany.com. These addresses let multiple team members manage incoming messages. The good news is you can also access and send from your group email right inside your regular Gmail inbox.

Step 1: Make Sure You’ve Been Added to the Group

Before you begin, confirm that your business’s Google Workspace admin has:

• Added you as a member of the group.
• Given you permission to send emails as the group.

If you’re not sure, ask your admin to check this for you. Without being added correctly, Gmail won’t let you send or receive from the group address.

Step 2: Open Gmail Settings

• Log into your Gmail account.
• Click the gear icon in the top right → See all settings.
• Go to the Accounts and Import tab.

Step 3: Add the Group Email as “Send Mail As”

• Under “Send mail as,” click Add another email address.
• Enter the display name (for example, “Customer Support”) and the group email address (e.g., support@yourcompany.com).
• Keep the box checked for “Treat as an alias.”
• Click Next Step.

Step 4: Verify the Email

• Gmail will send a verification email to the group address.
• Since you’re a member of the group, the message will arrive in your inbox.
• Open it, click the confirmation link, and your group address will be ready to use.

👉 Now you’ll be able to both send and receive from your Google Group address right inside Gmail, alongside your personal and company-branded email. This makes managing shared inboxes like support@ or sales@ much easier.

Step 5: Change the default “reply from” address (Optional)

The default in Gmail is to reply from your primary email address. However, oftentimes users want to reply from the email address that the email was sent to, especially when combining personal and business email in one inbox. To change the “reply from” default setting:

• Go back into settings (gear icon) → See all settings.
• Click on the “Accounts and Import” tab
• Under “Send Mail as”, go to the “When replying to a message” section and choose your desired setting.

• Authentication failed: Double-check your email address and password.
• Server not found: Make sure you entered the correct IMAP/SMTP server names.
• Emails won’t send: Confirm the SMTP port (465 with SSL or 587 with TLS) and authentication settings.
• Duplicate or missing emails: Switch to IMAP if you accidentally set up POP3, since IMAP keeps everything synced.

• Set your business email as default: This avoids accidentally emailing clients from your personal Gmail.
• Create a professional signature: Include your name, business name, phone number, website, and even your logo.
• Check your spam folder: Especially right after setup, in case legitimate emails are being filtered.
• Keep login details handy: Store them securely in a password manager in case you need to re-add the account on a new device.

Setting up your company email inside Gmail only takes a few minutes, but the impact on your business image is long-lasting. You’ll enjoy the convenience of Gmail’s interface while projecting the professionalism of a branded email address.

👉 If you’re a Devadigm client, check your “Your email is ready!” message for your server settings—or contact us if you need help getting set up.

Taking the time to configure Gmail with your business email today ensures that every customer interaction looks polished, credible, and professional.

👉 If you’d like hands-on assistance, you can book an appointment with our team at Devadigm and we’ll walk you through the setup step-by-step.

1. Can I use Gmail with my company email without paying for Google Workspace?
Yes. Even if your email is hosted through a provider like SiteGround or Devadigm, you can connect it to your free Gmail account. This lets you send and receive emails inside Gmail without paying for Google Workspace.

2. What’s the difference between IMAP and POP3?
IMAP keeps your email synced across all devices. If you read or delete an email on your phone, it will update in Gmail on your computer as well. POP3, on the other hand, downloads emails to one device, which can cause issues if you check email from multiple devices. For most businesses, IMAP is the recommended choice.

3. What are the server settings for my company email?
If you host your email through a company like SiteGround, your incoming server is typically mail.yourdomain.com (IMAP, port 993 with SSL) and your outgoing server is also mail.yourdomain.com (SMTP, port 465 with SSL or 587 with TLS). Although this does vary depending on your provider and plan level.

If you host through Devadigm, check your “Your email is ready!” email for your exact settings or contact us for help.

4. Can I set my company email as the default in Gmail?
Yes. Once your account is added, go to Gmail Settings → Accounts and Import → “Send mail as.” Select your company email and click “Make default.” From then on, all new emails will come from your branded address automatically.

5. What if I can’t get my company email to work in Gmail?
Most setup problems are caused by incorrect server names, ports, or passwords. Double-check your host’s documentation or your Devadigm setup email. If issues persist, you can book an appointment with us and we’ll help you get everything working smoothly.

6. Why Use TLS Instead of SSL?
When setting up email in Gmail, you’ll notice the option to choose between SSL and TLS for security.

• SSL (Secure Sockets Layer): An older protocol for encrypting connections. While still supported, it’s largely been replaced.
• TLS (Transport Layer Security): The newer, more secure version of SSL. It fixes vulnerabilities found in SSL and is the current industry standard.

In short: Gmail and most modern email providers recommend using TLS because it’s stronger, more up-to-date, and better supported. Some hosts (like SiteGround or Devadigm-hosted accounts) may still list both options, but if TLS is available, that’s the best choice.

7. Why don’t Google Group emails have passwords?
Google Groups aren’t standalone mailboxes like regular email accounts. Instead, they act as a shared email address that forwards messages to the members of the group. Since they don’t store emails directly, they don’t need a separate username and password. You access the group’s messages using your own Gmail account, and your admin manages who can send and receive on behalf of the group.

8. Can I log directly into a Google Group like I do with Gmail?
No. A Google Group is not a full email account, so you can’t sign in separately. All activity (sending and receiving) happens through your personal Gmail account once you’ve been added as a member.

9. Why can’t I send as the group email from Gmail?
If you don’t see the option to send as your group email, and you’ve setup the email correctly (as outlined in the steps above), it could mean your admin hasn’t given you the right permission. Ask your Google Workspace admin to allow you to “post as the group.” Once that setting is enabled, you’ll be able to send from the group address in Gmail.