Funnel Your Email Address Through Gmail

Real Estate Agent with Novella Real Estate

Gmail LogoRecently I wrote a post about how much I like using Gmail.  Like many people in the real estate business I've had an email address for a long time.  In fact my original email address attached to my domain of Denver Real Estate and Relocation had to be "retired" because I was getting so much spam from it all I did all day long was delete and delete some  more.

I was so sad to lose my original "branded email" but the work involved with keeping it just was worth it anymore.

But now I have a solution.  Gmail.

Gmail has been around for quite awhile now.  At first one only got an account via personal invitation.  Now anyone can have an account (or more) just for the asking!

Gmail has improved  from the beginning.  If you haven't taken a look at it lately perhaps you should! After my last post on this topic, many were concerned about "giving up" their long loved email addresses.  This is nothing further from the truth!

Gmail settings allow for multiple email accounts to be processed through gmail, and one never has to even give out their gmail address.  You can continue using your old address but enjoy the benefits, features and power of gmail!

Here's how you can set up mulitple accounts to go through gmail.  Go to the gmail dashboard>Settings (found in the top navigation bar)>Accounts and Import>Send mail as:>

At this point all you need to do is add your current email accounts.  It is necessary to know your passwords for each account.

Be sure to check the box "Reply from the same address the message was sent to" under the heading "When receiving a message:"

By doing this you never have to worry about which account you are receiving mail, it will automatically respond with your correct email address.

It gets better.

Now you can create a different email signoff for each account.  For instance, I'm currently the secretary of the Lone Tree Photography Club.  Email for the club comes directly to my gmail account.  I can respond to it and have the proper email signature attach to the club emails.  Next year when I am no longer the secretary, this email account can be assumed by the new secretary without having to notify members of an email address change.  It's all very organized and professional.

Grasp a new concept - don't delete!

How many of us delete email all day long?  Not me, at least not anymore.  Now with gmail I ARCHIVE my email.  Why?  Because with gmail I have tons of storage space.  It's not necessary to delete an email that maybe I will want to find in a week or two! 

Ah you say, But the inbox swells to thousands...

No, it won't not if you create filters to organize important emails.  Filters are like "Creating a rule" in Outlook.  Filters will allow you to have files where your emails are filed rather than letting them pile up in your inbox.  For instance I like to create a file for each of my clients.  I create a filter that sends any email directed from them to me into this file.  I know I have an email from them because there will be a number next to the filter on the left column.

To organized like filters together, I begin them with a1-ClientsName  a1-Client2  a1-client3 etc.  Of course I use real names. 

The second tier is my lead management filters.  b1-leadActivity b1-NewLead b1-ReloRequest

The third tier consists of people I communicate with daily, my assistant, broker, daughter who's in the business with me.  Basically tier 3 are the ones whos communications are directing me with items I need to act upon.

Why the tiers?  Well after first creating filters that would list in the sidebar in alpha order, I realized I wanted  more "order" to the sidebar, thus I created the tier concept.  Now when I look at my email I can glance down the sidebar to see who's sent me an email.  Clients, Prospects, Office, are my order of importance.

Yes, I have many more filters, newsletters, social media catagories, receipts, etc.  These all follow the tiers at the bottom of the sidebar.  These are filters I look at when I have the time.

If an email ends up in my box that needs to be associated with a filter, it's easy to "Move to" that filter and file the email in the appropriate place.  Now I have everything nice and neat where it belongs.

For a FREE program Gmail is very robust.  I'm strong on it of late because so much of our work is now in the cloud.  I can access my mail from any computer, not just the one sitting on my desk.

red heartOnce you start working with gmail you will see the convenience of not having to delete on multiple devices as I did for so long.  Now I do things once and I'm done with it!

Convenience and freedom are a great combination.  Give it a try and let me know what you think!

Other posts about the joys of Google.

Gmail Offers a Passport to Many FREE Services

Google has a Voice and I Love It!

Relocate to Gmail - A Step by Step Story


Re-Blogged 8 times:

Re-Blogged By Re-Blogged At
  1. Roland Woodworth 01/30/2011 03:19 AM
  2. Gayle Henderson 01/30/2011 03:52 AM
  3. K.C. McLaughlin 01/30/2011 08:20 AM
  4. Carla Freund 01/30/2011 01:47 PM
  5. Laurel Stone 01/31/2011 02:01 AM
  6. Julie Moorhead 01/31/2011 03:58 AM
  7. Karen Steed 01/31/2011 06:33 AM
  8. Cheryl Ritchie 01/31/2011 11:59 AM
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Show All Comments
Danielle Watson

I started using Gmail in Beta. It was and still is the most amazing email that anyone could use, and by the responses here, just that!

When starting up with Gmail, not only does it have amazing filters, folders, etc., but the color coding for each folder is another tool that is a must.

When filtering your email and all your accounts into one, color coding them so you know where each one came from is also fantastic.


Red- Yahoo

Blue - MSN

Then after you set up your folders in the colors, then you can add another filter "labels" for each of your emails etc.


Red - Yahoo, Real Estate Deals 

Blue - MSN, Linkedin Groups

So, there are so many ways of filtering the emails, it's endless.

Don't forget to also use the Google Calendar, Google Phone, and also Google Maps and Presentations, all "SEO" important. All these things that are part of Gmail will get you some search engine traffic as well.  So, read the introduction, play around with Gmail, and have fun, it's worth it's weight in gold, not to mention filtering out so much "junk" mail to top it off.

Happy Gmailing...

Jan 31, 2011 11:20 AM #136
Dan Falco
Assist-2-Sell Buyers and Sellers Advantage - Newtown, PA
Assist 2 Sell Full Service Discount Broker

Kristal - Great info, thanks!

Jan 31, 2011 11:41 AM #137
Trang Beuschlein
Homes for Sale in Campbell CA- Broker-BKR Realty - Campbell, CA
Campbell CA Real Estate - Campbell CA Homes for Sa

Thank you for the post!  This is very helpful--- I never knew Gmail can do all of this.  I was always afraid to get rid of my branding e-mail also.

Jan 31, 2011 11:48 AM #138
Cheryl Ritchie
RE/MAX Leading Edge - Huntingtown, MD
Southern Maryland 301-980-7566

Great post. Timely, too. I just reblogged with this addition:

I have been considering doing a switch to gmail so this article really highlights the reasons to do so and also the steps to take. I like the spam reduction. I also like the no need to ever swtich concept. Breeze through this well written post!

Jan 31, 2011 12:01 PM #139
Virginia Gardner
Roy Wheeler Realty Co. - Charlottesville, VA
Realtor, Charlottesville, Serving Central Virginia

I do love gmail, but I have some labels, but I was never comfortable setting up the filters.  I think that's now on my "to-do" list, along with voice.  Nice post, thanks.

Jan 31, 2011 01:48 PM #140
Steven Zimmerman
Belloise Realty Tropical - New Port Richey, FL
Husband & Father, @Gulf_Harbors Resident Realtor


Good evening and good post. For those not using G-mail I too would strongly recommend it. I have several G-mail addresses to organize their respective contents ...though I still use my namesake @MSN [from when you could pay to show you cared

Have a great week :) Steven

Jan 31, 2011 02:01 PM #141

I just made my gmail account and find your post. The friends of mine told me about gmail and the great future that they offer

Jan 31, 2011 06:30 PM #142
Rhonda Abbott
Howard Hanna - Wadsworth, OH
Wadsworth & Greater Akron, OH

I jsut started with Gmail recently, but hadn't taken the time to work much with it.  Thanks for the tips and inspiration!

Feb 01, 2011 12:30 AM #143
Carrie Goodman

Really appreciate info on filters.... I have had gmail since it became available... I love it.  I have organized using level 1 filter, but didn't realize I could filter further. 

I also love gmail's integration with Picasa (free download  I edit my photo's using Picasa, then upload to an online album.  Just send a link when I get a request for additional photo's. 

Feb 01, 2011 02:42 AM #144
Paul Armstrong
Realty Network - Laguna Hills, CA
Serving Orange County & The Long Beach Area

Thanks for the info Kristal!  Yes, Gmail is the best!

Feb 01, 2011 05:02 AM #145
Elisa Uribe Realtor #01427070
Golden Gate Sotheby's International - Oakland, CA
Opening the Doors to California Homes -East Bay

this is a really interesting way to use email and cut down on the spam. Right now I have a good spam filter but would consider this idea down the road. Thanks for the post.

Feb 01, 2011 05:30 AM #146
Gene Riemenschneider
Home Point Real Estate - Brentwood, CA
Turning Houses into Homes

I have been using G-mail for about 2.5 years.  Ever since my hard drive went and took down about 2 months of unbacked up e-mail.  I love it.

Feb 01, 2011 07:19 AM #147
DeeDee Riley
Lyon Real Estate - El Dorado Hills CA - El Dorado Hills, CA
Realtor - El Dorado Hills & the Surrounding Areas

Kristal, what a wonder inspiring post!  I have a gmail account mostly for creating my blogs but have never really done much else with it.  I'm game now though!!!

Feb 01, 2011 02:44 PM #148
Marte Cliff
Marte Cliff Copywriting - Priest River, ID
Your real estate writer

Guess I need to take another look at g-mail and see what I'm missing. I have an account but never use it because it feels cumbersome. Just getting there is kind of a pain. But I can sure see the value of having saved emails be somewhere besides on my desktop. Like Gene, I've lost mail that I didn't want to lose.

Feb 01, 2011 08:05 PM #149
Wayne B. Pruner
Oregon First - Tigard, OR
Tigard Oregon Homes for Sale, Realtor, GRI

Gmail is pretty awesome for a free product. I understand your solution, but I delete most messages so I don't have to see them again.

Feb 13, 2011 01:00 PM #150
Steven Beam
RE/MAX Alliance - Parker Colorado Real Estate. - Parker, CO
Parker Colorado Real Estate

I just wanted to be comment #152.

Google Apps is what I use and have been for awhile. When I started with it I felt like it was an Epiphany. I see the LIGHT at the end of the tunnel sort of thing. Like you said I too was sick of the double and triple deleting on multiple devices.

I occasionally deleted items early on and learned very quickly that it will delete the entire conversation. I lost a few important emails but once I learned how to archive life is good. I go int my sent box about once a week and archive all conversations. Life is good.

The search capabilities are amazing. Finding an email you sent/received or were copied on months ago is so easy even I can do it. Go to "ALL MAIL" and search anything you remember about the email and it will be found.

QUESTION: The only thing I miss from Outlook is at the end of a transaction I used to go in and use Adobe PDF and create a pdf portfolio of the entire client file of emails. All the emails would at once be transformed into a single pdf complete with links and addresses. I would store the file with all the other files in the transaction and even load it into our company's file management system. With gmail this doesn't happen. I would have to do each email individually. Oh well.


Feb 27, 2011 03:04 AM #151
Eric Michael
Remerica Integrity, Realtors®, Northville, MI - Livonia, MI
Metro Detroit Real Estate Professional 734.564.1519

I have a couple of gmail accts, but I've never tried to set up filters. Great idea.

May 11, 2011 11:45 AM #152
Frank Rubi
Frank Rubi Real Estate, LLC - Metairie, LA

Kristal I have been using GMAIL for about 2years. I will never return to Outlook. Thanks for the tip on filters. I will try that one for sure. 

Aug 05, 2011 06:38 PM #153
Christina Sanchez Hood
Palo Alto, CA
#SiliconValleyHOODS | Inspired Living

Kristal, I really appreciated your gmail post!  The swell of email in my inbox began to break when I realized that if my local library was set up the way I have been using my inbox, we would all be very unhappy!  I'm down to under 1000 emails and working on getting it to 0!  Filters are great and also is the 'unsubscribe' button :)

Nov 01, 2012 03:11 AM #154
Andrew Mooers | 207.532.6573
Northern Maine Real Estate-Aroostook County Broker

Thanks for the helpful information on emails that we all wrestle with on a daily basis.

Jan 06, 2013 09:47 PM #155
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Kristal Kraft

Selling Metro Denver Real Estate - 303-589-2022
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