Recently I decided that I wanted to create a new email account because of all the spam emails I was getting. Honestly, I had already decided that I wanted to limit the number of people who had access to my new email address. I decided to do a little research on how to make the transition a lot easier as well as keep in mind who I wanted to include. If you are planning on switching email addresses, this guide will help you with all the information you need.
Tips to keep in mind while switching email addresses
Retain the old email address for a while
As much as you would want to close or deactivate your old email id, I would personally recommend it that you retain it for some time especially in the case if it’s a personal email address. However, when it comes to your work front, you may not have access to your old email address, in that case, you can always send a mail from your new email address for future reference with instructions to reply back to the new email id.
Set the present email address on your email app
If you are using an email app like Outlook, then you can set that up so that you will get all your emails under one roof. While setting it up, you can use different variants like the first and last name or even initials and your last name. Do not forget to check the settings so that you will not face problems while receiving or sending emails. Running a test run to see if things are fine is advisable even before you let people know about your new email address.
Use the email forwarding feature while switching email addresses
Mail forwarding is one of the most useful features that allows a smooth transition from your old to your new email address. You can filter the emails that you wish to forward to your new ID and leave the rest. Another good thing about this feature is that you can use it anytime and deactivate as well when not in need. Let us see the switching email addresses feature for both Gmail and Outlook
Using Gmail
- The first thing you need to do is enter the present email ID and checkmark the option – Treat as an alias.
- Next go to See all settings, Account, and Import, and choose the Add a mail account option.
- Enter the email address and then select the Send through Gmail option
- If you still have access to your old email address, you can choose the Send verification option.
Using Outlook.com
- For switching email addresses first go to Mail and choose either – Other email accounts or Gmail option.
- Then enter the details requested like the email ID and its password as well as your name.
- You will then be asked where you wish to import the emails.
- You can choose to either create a new folder or send them into existing folders like Inbox, Sent, or Drafts.
- Enter the settings manually and then choose – Set default from the address option.
Import the old and new contacts
Your contacts are very important and when you switch your email address, it is natural that you would want to retain them. I would personally recommend that you use this option for all your contacts for safety purposes. You have the choice of important you contact either through Google or Outlook depending on which email app you plan to use. This feature is also applicable to people who are importing their contacts from their mobile phones. To import your contacts, follow the below-mentioned process
- Through Google
If you are switching email addresses and want to import your Google contacts, then you can do so by opting for the import option under Google contacts. Upload the contacts either in the *.vcf or *.csv file option
- Through Outlook
Now if you are planning to import your Outlook contacts then you can do so by logging on to your Outlook account and looking for the people icon. Select that and go to the Import Contact option under the Manage menu,
Inform people about the email address change
Now that you have made sure that everything is in place, the next thing you would need to do is to let everyone know about your new email id. Since you are switching email addresses you have the fallibility to choose who you would want to inform. You can do this in various ways like
- BCC everyone in the welcome email so that no one knows who all has received your mail. This will also help to prevent the exchange of email addresses.
- Provide the new email address in the signature with a note that states that they can start responding back to you on the new email address
If you are letting people know through Whatsapp then you can opt for the broadcast feature.
