Merge & Manage Multiple Gmail Accounts Into One Inbox (2024) (2024)

How Many Gmail Accounts Can You Create?

Google does not set a specific limit on the number of Gmail accounts you can create. However, it's worth noting that Gmail uses mechanisms like phone number verification to prevent abuse and ensure account security.

💡 While Google does not officially reveal how many accounts are allowed per phone number, experience tells us that you can open multiple Gmail accounts with one.

Because Gmail allows unlimited accounts, many users keep adding another email address. Some own multiple addresses for work alongside their personal emails.

If you're one of them and looking for a way to organize all your accounts into one inbox, you've come to the right place. We'll show you how to merge and see all Gmail accounts at once!

Declutter your Gmail Inbox

Clean up and organize your Inbox with Clean Email.

Try it FREE

What are the Benefits of a Unified Inbox

Having multiple Gmail accounts comes with its own set of benefits. You can separate personal and work emails or use multiple email addresses for different purposes—for a hobby or multiple social media profiles (one for you and one for your pet dog), for example.

However, managing multiple emails in Gmail all at once can easily get so overwhelming, especially if you don't like switching from one account to another.

Many decide to unify all their email accounts in one inbox for productivity, easier inbox management, and staying on top of their messages.

Benefit 1: Improved productivity

Switching between multiple email accounts and checking each one separately can be time-consuming. It's a massive distraction that hits your productivity. With a unified inbox, you can view multiple emails in one place, saving you time and effort.

Benefit 2: Easier email management

A cluttered inbox makes it challenging to clean and organize Gmail. When you merge multiple Gmail accounts in one inbox, all you have to do is know how to label and categorize emails based on their importance or purpose.

Benefit 3: Avoid missing important emails

With multiple inboxes, there is a higher chance of overlooking important emails or forgetting to check certain accounts regularly. By consolidating all your emails into one inbox, you reduce the risk of missing crucial messages.

💡 If you're looking for a much easier way to keep your inbox tidy, Clean Email is your tool. With features such as Smart Folders, Unsubscriber, and Auto Clean, the app declutters your inbox by organizing emails into categories, unsubscribing from unwanted subscriptions, and removing unnecessary emails.

Merge Multiple Gmail Accounts Using Gmail Settings

Now that we've discussed the benefits of merging multiple Gmail accounts, let's dive into how you can do it.

Step 1: Add Another Email Address

On Desktop

To add another email address to your main account so you can send emails from it without relogging, follow the steps below:

Log in to your main mail account (the one to which you would like to add another address).
Click the Settings gear icon and select the See all settings option.

On Mobile

Open the Gmail app and tap your profile picture in the top right corner.
Tap the Add another account option below.
Choose the type of account you want to add.
Follow the steps on the screen to set up another email account. If available, tap Try Gmailify to proceed.

Once you link your other email address to Gmail, your messages will be accessible in both the Gmail app and on the web. You can read, respond to, and organize these messages just as you would with your Gmail emails.

That’s how easy it is to manage multiple Gmail accounts from a single inbox (learn more about how to change your Gmail address).

Step 2: Set Up Gmail to See Multiple Accounts

If you constantly aim for Gmail Inbox Zero, which essentially means keeping your inbox tidy, then you want to keep your messages read and categorized as they reach you. You can make your life much easier by enabling multiple inboxes.

Merge Two or More Gmail Accounts Into one Inbox on Desktop

Click the Settings gear icon.
Click the Customize button below the Multiple Inboxes option.

Dedicate one section to each of your multiple accounts by entering the email addresses associated with them, such as from:email@gmail.com.

Click the Save Changes button.

This way, you’ll be able to see multiple inboxes in your Gmail account and manage your emails more effectively.

View Multiple Gmail Addresses in One Inbox on Mobile

Here's how to view multiple Gmail accounts in one inbox on mobile:

Open the Gmail app.
Tap the three lines in the top left corner, and choose All inboxes. You should be able to see all Gmail accounts at once from your Gmail app.

💡 Tip: You can use the Gmail search feature to experiment with different inbox filters.

Declutter Your Merged Inbox with Clean Email

Managing multiple accounts can result in a cluttered inbox with many messages. To avoid this, consider using Clean Email, an email management app that helps you neatly organize all of your messages and newsletter subscriptions in one app.

Smart Folders

The app’s decluttering power comes from its ability to intelligently sort messages into 30+ Smart Folders, such as Automated messages, Large Mail, Social notifications, and so on. You can easily find emails with similar criteria, then group and sort them according to your preferences.

Auto Clean

The Auto Clean feature lets you set automated rules for managing incoming emails. Perhaps you want all duplicate messages to go to the Trash or newsletters to be directed to a special folder. You could also program similar automation to star or flag the replies you get to messages so you prioritize the important senders. You set the rules, and Auto Clean takes care of it automatically.

Unsubscriber

Clean Email offers features such as bulk unsubscribing, which allows you to unsubscribe from unwanted newsletters and promotional emails with just a few clicks. This can significantly reduce the number of unnecessary emails in your inbox and save you the time spent manually searching for and removing newsletters one by one.

Screener

The Screener feature captures emails from new senders and isolates them for your examination before they enter your main Inbox folder (you can Allow or Block the senders). This is a handy tool if you're on a daily mission of Inbox Zero!

By using Clean Email in conjunction with proper email forwarding and account merging techniques, you can efficiently manage all your Gmail accounts and keep your inbox clean and organized.

Manage Non-Gmail Email Addresses (POP3/SMTP)

You can manage non-Gmail email addresses using POP3 and SMTP protocols. Those are utilized to establish connections among the sender, mail server, and recipient.

The key difference between SMTP vs. POP3 lies in the stages of the message transfer they are involved in.

SMTP, a push protocol, is used to send the email. POP3, a message access agent, retrieves a message from a mail server to the receiver’s device.

Don’t worry, the instructions below are perfectly safe, and you certainly won’t have to recover your Gmail account even if you make multiple mistakes.

Click the Settings gear icon and select the See all settings option.
Navigate to the Accounts and Import tab.
Click Add a mail account next to Check mail from other accounts.

Enter the email address you would like to add and click Next.

Import emails from other non-Gmail accounts (POP3) to your inbox or link multiple accounts using Gmailify, then click Next.

Fill out your email settings and confirm by clicking Next or Sign in.

To merge and manage multiple Gmail accounts using configuration details, you need to configure the sending settings (SMTP) and receiving settings (POP3 or IMAP) for each account. This will allow you to send and receive emails from different addresses directly from your main Gmail account.

Set Up SMTP Settings for Sending Emails

Follow these steps to set up the SMTP configuration details:

Click the Settings gear icon, then select See all settings.
Go to the Accounts and Import tab.
Under Send mail as, click Add another email address.
Enter your name and the email address you want to add. Click Next Step.
Enter the SMTP server details of the email address. Enter your username (full email address) and password. Use Port 587 and select TLS for a secure connection, then click Add Account.

Click Send Verification. Go to the email account you're adding, open the verification message, and copy the code.
Return to your main Gmail account to paste the verification code and complete the process.

Set Up POP3/IMAP Settings for Receiving Emails

Click the Settings (gear icon) → See all settings → Accounts and Import tab.
Under Check mail from other accounts, click Add a mail account.
Input the email address from which you want to receive mail. Click Next.
Select Import emails from my other account (POP3) and click Next.

Enter your POP server details. Start with your username and password. Enter the POP Server for your account and use Port 995 for a secure connection. Select Leave a copy of retrieved messages on the server if you want to keep copies in the original account.
Check Always use a secure connection (SSL).
Click Add Account.

Confirm the settings and complete the process by clicking Finish.

Enable Mail Forwarding

Email forwarding is one of the best ways to manage multiple Gmail accounts. You'll configure your non-Gmail accounts to forward all new emails to your Gmail inbox automatically.

While certainly not as convenient as using only Gmail multiple inboxes, email forwarding can help you keep track of new emails.

Log in to your main Gmail account and go to Settings.
Go to the Forwarding and POP/IMAP tab.
Select the option Add a forwarding address, then click on it.

Enter the email address you want to forward emails to, then click Next.
Confirm that you want to enable forwarding and verify by clicking Proceed or entering your password if prompted.
Complete the process by clicking OK.

Once you've enabled email forwarding, any new emails sent to the non-Gmail account will be automatically forwarded to your main Gmail account. This allows you to manage multiple accounts from a single inbox without logging in and out continually.

Addressing Common Issues While Merging Multiple Accounts

When all emails appear in one inbox, you might feel an influx of messages taking over your life. This can easily get out of hand; you need a way to deal with it efficiently.

Duplicate Emails

Many users start receiving duplicate emails once they decide to merge multiple accounts. This usually happens when emails are forwarded from one account to another, and the original email is still in the inbox.

To avoid this, select Archive incoming messages (Skip the Inbox) when setting up email forwarding. This will prevent duplicates from appearing in your main Gmail account.

💡 Clean Email's Cleaning Suggestions provide quick actions for managing items in your main inbox. Based on your past actions and data from other users, it helps you delete old emails, especially duplicates.

Sure, you can mass-delete emails on Gmail, but this tool is also an efficient way to keep your inbox clutter-free.

Login Issues

Another problem you may encounter while managing multiple accounts is logging into each separately. To make things easier, consider using a password manager or creating strong and unique passwords for each account.

In addition, enabling two-factor authentication can provide an extra layer of security and prevent unauthorized access to your multiple accounts.

Missing Emails

If you cannot see certain emails from the non-Gmail account in your main inbox, check if they have been archived or marked as spam. If not, ensure you've correctly entered the POP3/IMAP settings for receiving emails.

💡 You can also learn how to find old emails in Gmail with the help of the Clean Email app.

Error Messages While Setting Up SMTP/POP3/IMAP

If you encounter an error while setting up any of these configurations, double-check the server details and consider enabling less secure app access in your Gmail account's settings.

Merge & Manage Multiple Gmail Accounts - FAQs

How can I see all my Gmail accounts in one place?

You can see all your mail accounts in one place by taking advantage of Gmail’s native account management features and enabling the Multiple Inboxes view.

Can I have 2 different Gmail accounts?

Yes, you can create as many accounts as you want to, but we recommend you limit yourself to a handful of accounts at most otherwise you will find it very difficult to manage them even with the tips described in this article.

What is the best way to manage multiple Gmail accounts?

The best way to manage multiple Gmail accounts is to use the Gmail app or a third-party email client that supports multiple accounts. You can add all your Gmail accounts to the app and easily switch between them, or merge them to have everything in one inbox. Additionally, using tools like Clean Email can help keep your inboxes organized by automating email management tasks.

Can I merge two Gmail accounts into one?

You cannot fully merge two Gmail accounts into one, but you can link them to manage emails from both accounts in one place. Use the "Check mail from other accounts" feature to fetch emails from another account, or set up email forwarding to automatically send emails to another inbox.

How do I keep my 2 Gmail accounts separate?

To visually separate emails sent from two different Gmail accounts, you need to enable the Multiple Inboxes view by clicking the Settings gear icon and selecting "Multiple Inboxes".

How do I move everything from one Google account to another?

You can use Google Takeout to export your data from the old account and then import it into the new one. For emails, you can also use the mail forwarding and import features in Gmail settings to transfer emails from one account to another.

Can you have multiple Gmail accounts on the app?

Yes, you can have multiple Gmail accounts in the mobile app. Simply go to the app's settings, select "Add account," and follow the prompts to add additional Gmail accounts. Then you will be able to switch between different accounts and manage all your emails within the same app.