How To Change Your Gmail Name Without Creating A New Email Address
You might’ve had your email address for years, so everyone knows it. But let’s say you want to change the name associated with that address. Perhaps you’re getting married. Or want to create a fabulous stage name for your Hollywood debut.
Whatever the reason, don’t worry – you can do it in a few simple steps. Just remember:
- You can’t change your username or the actual email address. You can only change the name associated with the account.
- If people have you saved as something else in their contacts, that’s the name they’ll see. Your “new name” will only show up in emails you send to them.
Allow Gmail To Send Emails Using Smtp
At this point, new emails to your custom domain should show up in your Gmail account. However, you wont be able to reply to them from your custom email domain yet.
To fix that, you need to configure your Gmail account to send through your custom emails SMTP server. Typically, youll find your emails SMTP server information at the same spot where you found the POP3 information:
Once you have your SMTP information:
This will open another popup window that has multiple steps.
On the first screen:
- Enter the custom email address that youre using.
- Check the box for Treat as an alias.
Next, enter the SMTP information from your email host:
- SMTP Server and Port from your email host.
- Username normally, this is your full email address, but sometimes its only the part that comes before @.
- Password the password that you set when creating your custom email address.
- Choose whichever Secured connection method that Gmail recommends.
- Click Add Account.
Gmail will then send a confirmation code to your custom email address. You need to click the link in that email and click Confirm to finish the process.
Since you already configured Gmail to receive emails from your custom domain name, you should be able to receive this email from your Gmail account. It might take a few minutes for Gmail to fetch the email from your server.
Why Perform A User Rename Instead Of A Primary Domain Change
As previously mentioned, performing a primary domain change does not change how users sign-in. It does change the resources and settings that are associated with the organization, and its not always possible to locate every resource that points to the primary domain out there on the web. Additionally, and currently most importantly, in order to perform a primary domain change all 100% of Chrome devices have to be deprovisioned, the licenses have to be removed, and after the domain change has been completed, all Chromebooks have to be re-enrolled in the new domain. This requirement is something that Google has been working to simplify and even has had a Beta program to test a new method where every Chromebook doesnt need to be touched, twice. But until it has been completely vetted, this is one of the current requirements for performing a primary domain change, and this is one of the major factors preventing schools from doing it. Amplified IT has been notified that the beta is still open, and for those with support contracts with Amplified IT, we can work with schools to bypass the Chromebook deprovision/re-enroll step of a primary domain change.
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What Could Break By Renaming My Users
First, lets start with what wont break. Nothing built by Google will break. Users will retain access to all their Google Drive files, Google Classroom activities and data, Google Mail, and Google Chat/Hangouts messages all will be in place as though nothing happened. This is due to Google using a unique ID to identify your users instead of using their email address. Google makes this ID available for developers as well and encourages them to use this field rather than an email address. For third parties that use this identifier, everything will continue to work as well. Access to any app-specific data about your users will remain accessible.
Also, anything which you type in the email address and enter a password will continue to work with the old email address.
Single Sign-On or SAML applications within your Google Workspace domain may need to be updated to reference the new primary email address. The same goes for any Marketplace Apps which have been purchased. We recommend that you reach out to any third party tools and ensure that licenses will be updated and that admin accounts are updated as well. If the tool is making reference to the users email address or sign-in credentials rather than the user ID, any application data will not be accessible if you use a Sign-in with Google button.
Create Your Professional Email Account Domain
Next, youll need to register your custom domain with a registrar that offers email forwarding.
If you havent registered your domain already, you can to get a domain name, email hosting, and web hosting all for just a couple of bucks a month. You can even use this tool to see if your domain idea is available:
Why do we recommend Bluehost?
Well if youre looking for a professional email, youll probably want a website to go with it. Bluehost includes a domain name free if you sign up for web hosting, and theyre pretty much the gold standard when it comes to web hosts.
Even better, we have an exclusive Bluehost discount for you! Use the tool above or link below to get 1) a domain name, 2) website hosting, 3) an SSL certificate, and 4) email hosting for just $2.95 a month.
If nothing else, they have a 30-day money-back guarantee and pretty stellar support, so you can easily change your mind later.
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Configure The New Provider In Your Email Tool
Weve already created an identical email address with your new provider, and weve also set a redirect that will send all new emails to that new provider.
The main thing to do now is to configure that new email address in your email tool .
Go back to cPanel on your new host, and click on Email Accounts.
Click on CONNECT DEVICES next to the email address that youre migrating to the new host.
On the next page, youll see all the details needed for configuring this email in any email tool.
- The first section is where you can find auto-config files for some of the popular tools.
- The second section shows the raw config details, which you can use to configure your email by hand in any tool.
Note In this model, youre going to have two instances of the same email address configured in your email tool. Theres the version still hosted on the old server and the one hosted on the new one.
At this stage, when someone sends you an email, it should be delivered to your new host. However, within the next two days or so, you might still be getting an odd email landing on your old server. This is because domain name redirection doesnt take effect right away.
In some cases, it takes up to 48 hours for all traffic to be correctly redirected to the new server.
This is why you shouldnt delete your old email configuration from your email tool right away.
That being said, the core of the work is done now!
Purchasing A Domain Name
Checking for a domain names availability at Domain.com is simple. Type the name you wish for in the search bar and then hit the magnifying glass symbol. If available, you can then buy your domain name. If unavailable, a list of similar names with slight variations to the domain name itself or the domain extension is presented.
Once you have found that ideal domain name and confirmed its availability, youre then required to submit the following information to Domain.com:
- The domain name and domain extension
- First and last name
- Billing information
- Administrative contact information
After you file this information, Domain.com instantly starts the registration process, sending the request to ICANN, who then performs a WHOIS query to confirm your identity.
As a note, you should be aware that domain registration does not last forever. It is similar to renting an apartment for a few years, with the option to renew that rent annually. With Domain.com, you have the opportunity to purchase a domain name for a span of one to five years.
Recommended Reading: What To Do After Buying A Domain Name From Godaddy
Create An Identical Email Address On The New Host
In cPanel, go to Email Accounts.
Click on + CREATE.
Youll see the following form:
- Domain. Select your domain name from the list the one you added a minute ago.
- Username. This is the identifiable part of your email address the part that comes before the @ sign. This step is crucial! The email address has to be identical to the one youre currently using. This means that it has to use the same spelling and capitalization. For example, if the email I want to migrate is then in the Username field, I must enter Karol consider capitalization.
- Password. Enter a password. It can be the same youre using right now, but it can also be completely new.
- Storage Space. Best set to Unlimited.
- Leave everything else as is.
Click on + CREATE.
Youll see your email account on the list.
With this done, you now have the same email address set with both your new email hosting provider and the old provider.
How To Connect Your Domain To Gmail In Google Workspace
Sign up for a Free 30 Day Trial of Google Workspace Business and get Free Admin support from Google Certified Deployment Specialists. No Credit Card Required.
Its common for many first-time domain owners to be unfamiliar with the mechanics of domains, especially their integration with other services like Gmail. For instance, did you know that its possible to link your domain to your Gmail account allowing you to take full advantage of Google Workspace services?
If you do not own a domain, you need to create one first before creating a professional-looking email address to utilize the power of Google Workspace fully. This article touches a little about Google Workspace pricing and verifying your domain name but mainly discusses the next step setting up MX records.
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Redirect Your Domain Name
This is a good moment to redirect your domain name to the new host.
Important in the previous step, we only configured your domain name on the new server, but the domain itself hasnt been redirected to that server yet. The new server is only ready to receive that domain, so to speak.
The difficult part about this step is that these things tend to differ from host to host and registrar to registrar.
Beginners note: A domain name registrar is the company that registered the domain name for you.
In general, you have two paths that you can choose:
Change Your Primary Domain
Signed up the wrong domain? trial period
You add the new domain to the Google Admin console and set up email. Then, you update the email addresses of your users and groups to use your new primary domain.
You can keep your old domain as a user alias domain so you get email at bothyour new and old email addresses.
Be sure you can sign in to the domain host of your newprimary domain. You need to update domain settings, and your domain host can help you.
If you purchased your account from a reseller, notify your reseller beforeswitching. They can help with the switch.
Sign in using your administrator account .
In Manage domains, click Add a domain.
Note: If you have the legacy free edition of G Suite, the “Add a domain” option isn’t available.
Enter the name of the domain you’re adding.
If you recently removed this domain from your Google Workspace account, you need to wait up to 24 hours before adding the domain. Check troubleshooting tips.
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Forward Emails From Your Custom Domain
Now that youve got a domain name, youre going to route emails from your professional address to your Gmail address, so that you can continue to use the Gmail interface.
Below are the instructions for several different web hosts.
If your host isnt listed: Look at the HostGator instructionschances are you have the same cPanel admin interface.
If that doesnt work: Your provider might not include email forwarding. You can transfer it to Bluehost for a web hosting package that includes email forwarding. Just click Get Started on this link, and on the 3rd step or so put in your existing domain name rather than searching for a new one. Theyll guide you through the rest.
Why Should You Select Gsuite For Your Needs
While you may think you can just get by with the free Gmail account and Google Apps, that means you dont have the ability to link your domain name to Gmail. On top of that, you miss out on all of the powerful tools that come with the G Suite subscription.
Your subscription includes:
- Security key enforcement
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Add Additional Email Addresses If You Need Them
At this point, you can add additional users or create alias email addresses if you need to.
Each user costs $6 per month.
To add users or alias email addresses, click Users in your Google Admin console.
To add alias emails, select a User, then click on User details. Youll see an option to add Email aliases.
Now you have a professional email address, a variety of alias email addresses, plus all the other apps and storage that come with G Suite.
Add The New Channel To The Existing Inbox
From the Channels settings of the inbox you just removed the channel from, select a channel type and follow the prompts to add the new channel associated with your new domain.
We have specific setup guides for common channel types in this section of our Help Center.
Repeat parts 1 and 2 for each channel that you need to replace.
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Set Up Gmail With Your Business Address
Ready to start using Gmail with your Google Workspace team? Once you sign up for Google Workspace and verify your domain ownership, you can start using your business or school address with Gmail. Heres how to begin:
An account gives each user a name and password for signing in to Google Workspace, and an email address at your domain.
Advanced deployments: If youre deploying Gmail alongside your existing mail service, such as for a pilot, visit these advanced email delivery options.
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