New Email Account: Gmail Setup

There are a few settings in the Williams Gmail web interface that you’ll want to review and/or change:

Log in from a web browser.

Enable IMAP

You MUST enable IMAP to be able to check your new mail using an email client like Outlook, Mac Mail, Thunderbird or an iPhone or other smartphone.

  1. While logged in click the gear icon in the top right corner.
  2. Select Settings.
  3. Click the Forwarding and POP/IMAP tab.
  4. Select Enable IMAP (leave the other IMAP settings at default)
  5. Click Save Changes.

Change your Display Name

By default when you send email it will appear to come from last name, first name. You may want to change that to first name last name or to a nickname.

  1. Click the gear icon in the top right.
  2. Select Settings.
  3. Click the Accounts tab.
  4. In the “Send mail as:” section, click Edit Info on the right.
  5. In the “Name:” section, specify what you would like your name to be and click Save Changes.

Set Auto-Reply

When you need to setup an automated reply for your email:

  1. Click the gear icon in the top right.
  2. Select Settings.
  3. Click the General tab.
  4. Scroll down to the “Vacation Responder”section.
  5. You can set a start date and an end date (if needed).
  6. It is recommended you set the subject line to something simple like Auto-reply.
  7. Click Save Changes at the bottom of the page.


Please review our article on email forwarding BEFORE setting this up
  1. Click the gear icon in the top right.
  2. Select Settings
  3. Select the Forwarding and POP/IMAP tab.
  4. Click Add a forwarding address in the “Forwarding” section.
  5. Enter the email address to which you want to forward.
  6. For your security, Google will send a verification email to that address. Open your forwarding account and find the confirmation message from the Gmail team.
  7. Click the verification link in that email.
  8. Go back into your Gmail account.
  9. On the same Forwarding and POP/IMAP page in Settings, check that Forward a copy of incoming mail is selected and your email address is in the drop-down menu.
  10. In the second drop-down menu, choose what you want Gmail to do with your messages after they’re forwarded. The choices are:
    • Keep a copy in the inbox
    • Mark as read
    • Archive a copy (moves it out of the inbox and into All Mail)
    • Delete (forwards the message and then deletes it from gmail)
  11. Click Save Changes at the bottom of the page.

Conversation View

By default emails of the same topic are grouped together. You may choose to keep this on but most people prefer it off.

  1. Click the gear icon in the top right.
  2. Select Settings.
  3. Click the General tab.
  4. Next to Conversation View, select Off and click Save Changes.

Note for Student Accounts

When you give out your email address to your friends and family you may want to use the short version ([email protected]). So instead of [email protected] you should use [email protected]

Once you have graduated ONLY the [email protected] email address will work (if you set up alumni email forwarding) and the longer alias [email protected] will no longer be viable.