Send Mail As’ option not working (SMTP functionality not available)

Under the settings tab, I have added a second email address I own via the “check mail from other accounts”. That is all working fine – emails are coming in to the inbox. However I can’t send as/reply via that email address.

When I go to add it in the “send mail as” option, I type in the email address, then click next, and get the following error message:

You must send through (my domain) SMTP servers when you send as (my email address). However, this functionality is not available for your account. Please contact your domain administrator for more information.

I have contacted the hosting company for my domain, and they have checked the situation and said it’s nothing at fault their end and that is is to do with the Gmail interface so can’t assist.

Any help??

Solution

1. Go to admin.google.com and log in as the administrator.
2. Go Apps > Google Apps > Gmail > Advanced setting.
3. Search for Allow per-user outbound gateways” and enable this setting.
4. Save changes.
It may take up to an hour for the changes made in the Admin console to be reflected in the user accounts so please allow some time to pass and try again if you get the same error.

If you don’t want Google to have all of your passwords, you need to turn off Smart Lock

I know it’s convenient to have your Chrome browser save all of your passwords so that you don’t have to type them in each time. However, this is a big security risk.

If I were you, I would go to https://passwords.google.com and turn off “Smart Lock for Passwords.” I bet you didn’t know that such a URL even existed. Scary…

Also, if you use Chrome, go to your Settings > Advanced Settings > Manage passwords and turn it off along with Auto Sign-in.

How To Use a USB Stick To Securely Log In to Gmail

If you’ve configured two-step verification for your Gmail account, rather than checking your mobile for codes you can plug in a verified USB stick instead. You can carry it wherever you go, and of course, it doesn’t lose battery or signal. According to Google, it also offers better protection against phishing attacks. Here’s how you can set it up.

 What you need first is a USB stick that’s compatible with the FIDO Universal 2nd Factor (U2F) standard. A variety of different models are available, which shouldn’t break the bank—in this guide we’re using the Yubico Security Key. You’re also going to need the latest version of Chrome (40+) on your Chrome OS, Windows, Mac OS, or Linux machine.

Head to the two-step verification page from your Google account portal: it’s under Signing in to Google. If you don’t already have the two-step process switched on, it’s time to improve your account security and set it up. If you have the additional layer of security already in place, Security Key appears as one of the alternative options along the top of the settings page.

Choose Add Security Key to begin the setup process. Click the Register button, push your key into a spare USB port, then tap the button on the stick itself. ClickDone and you’re all set—whenever Google’s two-step verification process kicks in (usually when you’re signing in from a new computer), you can use the stick in place of the Authenticator app on your phone.

 The same key can be used with multiple accounts but of course keep a safe watch on your backup codes and have the Authenticator app ready to go as well should your new ultra-secure USB keyring go missing. In places where you can’t use the stick—on phone and tablets, for example—you’ll be prompted for a verification code instead.

How to Upload Google Photos and Create Public Albums

1) Open browser and go to https://photos.google.com and login using your Gmail or G Suite (Google Apps) account. Click the cloud icon (see red box) in the upper right corner.

upload-photos

2) After the photos finish uploading, choose “Shared Album” and select “New shared album.”

photos-uploaded

3) Type name of Album – for example, “Room 1: Event Name (Month Year)”

4) Click “SHARE” button and select red “Google+” option near the bottom of the popup window.

share-button

5) When prompted, select “CONTINUE TO GOOGLE+”

6) Make sure that you are sharing the album as “Public” and then click “POST”

post-public

Google Duo arrives to take on FaceTime

Google Duo, a new video chat app that works exclusively on phones, is getting released today. I’ve been using it for about a week and I can tell you that it’s fast, easy to use, and devoid of complicated bells and whistles. You tap on the face of the person you want to call, they answer, and you have a one-on-one video chat going. Nobody who uses this app can say that Google didn’t achieve its goal of creating a video chat app that’s relentlessly, explicitly designed solely for phones.

That effort is so single-minded I can’t decide if it’s timid or bold.

First, a bit about how Duo works. It’s available on both Android phones and iPhones. When you sign up, the app checks your phone number from your SIM and then sends you a confirmation text. That’s the whole setup process — there are no accounts to create nor friend lists to maintain. It’s tied directly to your contacts list and your phone number.

That’s great for simplicity, but bad if you want to use Duo on anything other than your phone. It’s also unable to make conference calls, put Hangouts-style funny pirate hats on your head during a call, or offer just about any other fancy feature you might expect from a video conference app.

“WE THOUGHT ‘AMAZING ON MOBILE, NOTHING ON DESKTOP’ WAS THE BETTER APPROACH.”

Duo’s radical simplicity is by design, says vice president of Google’s communications division, Nick Fox. “By being laser-focused on mobile,” he says, “it enables us to just make sure that we were doing a great, wonderful job on that case. … For us, we thought ‘amazing on mobile, nothing on desktop’ was the better approach.”

There is one feature in Duo that feels genuinely new: it’s called “Knock Knock.” When you receive a call on Android (it doesn’t work on the iPhone), your entire screen starts showing the live video from your caller before you even answer. It lets you see who’s calling — and lets the caller make funny faces to try to entice you to answer. Google’s promo video for Duo emphasizes it heavily:

In my testing, Knock Knock worked very well — and it has the added benefit of making the call start immediately. The video call is already running the nanosecond you swipe up to answer it. “Instead of the call starting with frustration and confusion,” Fox says, “you start with a smile because you know it already works.” I don’t know about the smile, but I do know that Duo calls started without all the “Hello, are you there?” that I typically experience with most other video and audio calls.

For those worried about people hijacking their screen with a video feed while they’re at dinner or a meeting, a few notes to ease your mind. First, Knock Knock only works with people you already have saved in your contacts — so random people won’t show up. Second, you can block a caller if you like — but take note that since Duo doesn’t have its own independent friends list, blocking a caller on Duo blocks them everywhere. Last, you can turn the feature off entirely if you don’t like it.

Google also has done a lot of work on the back end to make things feel immediate. It’s based on WebRTC, with some added technical underpinnings to make the call automatically ratchet the quality up or down depending on your connection quality. It’s even able to maintain the call when you switch from Wi-Fi to cellular. After a very brief hiccup, the call just keeps on going.

I mostly tested Duo on a Nexus 5X (running the latest Android Nougat Beta), where call quality was mostly good — better on Wi-Fi, but never so bad that it dropped completely. On the iPhone 6S, call quality was equally good. However, because Google doesn’t have the same ability to integrate on iOS as it does on Android, there are a few hassles: no Knock Knock, and you have to unlock the phone before you answer the call.

Duo is the second of the two apps Google announced at its developer conference this past May. The other is the AI-enhanced text messaging app Allo, for which Google hasn’t yet announced a release date. That’s odd enough, but perhaps not as confusing as Google’s overall strategy with communication apps: instead of fixing its unified solution, Hangouts, Google has opted to release two different (but slightly related) messaging apps: one for video and one for text.

Neither app is designed to replace Google’s other video and messaging app, Hangouts. Instead, Hangouts will continue to exist with a more tightly focused mission: serving enterprise users, where Fox says we can expect “it will increasingly be more integrated with Google Apps suite.” It will still be available for consumers, of course, but those users won’t be the focus of future product development.

HANGOUTS WILL CONTINUE, BUT WITH AN ENTERPRISE FOCUS

And Fox is also not especially concerned that Google is offering a multiplicity of communication apps. He sees Google’s products as split broadly into three bands: Allo and Duo for consumers; Hangouts for the enterprise; and services that are more carrier focused — like SMS, RCS, and even the Phone app. Fox believes that consumers simply aren’t confused by a multiplicity of messaging apps — whether they’re made by Google or not — “People use the apps that their friends are using,” he says. And he’s excited to see Duo (and, later, Allo) compete with all of them head-to-head.

How Duo will actually compete was (and is) one of my biggest questions. Why use Duo when Facebook Messenger, Snapchat, FaceTime, Hangouts, and any number of other options exist? Is Google going to leverage the massive power of the Android install base somehow? Will Duo be part of the standard suite of Google Play apps preinstalled on the vast majority of Android phones (outside of China)? “We haven’t made decisions on that yet,” says Fox. “We want to get it out there, see how it does, and then I see distribution as the next step rather than the first step.”

When I said up top that I couldn’t decide whether Google’s strategy with Duo was bold or timid, this is what I was referring to. It’s not going to be the automatic default for all Android phones, replacing phone calls in the way that iMessage replaces SMS. Google isn’t ready to go there just yet, which feels timid.

DUO HAS TO COMPETE ON ITS OWN MERITS

But it’s also bold. In this incredibly crowded marketplace, Google is forcing Duo to compete on its own merits. You can invite somebody to use it by sending them a text from inside the app, but otherwise the plan seems to just be to see how it is received in the marketplace. I asked some variant of “how are you going to get users for this thing” no fewer than four times in my hour with Fox, and every time the answer boiled down to this: “We’re focused on building great apps that people love and distribution will follow that.”

I have no idea if that plan will work: sometimes boldness is just naiveté. But I can’t help but respect the clarity of purpose behind the creation of Duo. It’s aggressively, obsessively focused on making the best possible mobile experience for video chat, at the expense of all else. He said no to desktop, no to conference calling, no even to allowing the same account to work on multiple devices. For the Duo team, getting “mobile first” right meant demanding it be “mobile only.”

Duo does one-on-one video chat very well, which is what Google set out to make it do. The question now is whether or not that’s enough.


GOOGLE’S ALLO AND DUO CHAT APPS FIRST LOOK

How do I transfer a domain into Google Domains?

Transfer a domain in

You can transfer a domain in to your account in Google Domains:

Note: The other owner must work with you to prepare the domain for transfer and must permit the transfer.

  • A domain name you own at a different registrar
  • A domain name owned by another user:
    • Within Google Domains
    • At another registrar

Start the transfer.

  1. There are two ways to start a transfer:
    1. Search for the domain name you want to transfer, and then click the transfer button next to the domain in search results.
    2. Click Transfer In in the left navigation menu and enter the domain you want to transfer.
  2. When you click Continue, the transfer process will start.

Before you transfer from another registrar …

Restrictions on transfers from another registrar

Please note the following:

  • If you recently purchased or transferred your domain using your current registrar, you need to wait 60 days before you can transfer your domain to Google Domains.
  • When transferring, ICANN requires you to register your domain for an additional year. If this will cause your domain to exceed the 10-year maximum registration period (5 years for .co domains), you cannot transfer your domain to Google Domains at this time.
    • .co.nz domains are an exception. Transferring a .co.nz dmoain requires a $20 transfer fee but does not include an extra year of registration.
  • If a domain has been auto-renewed within the last 45 days (the auto-renew grace period), the renewal at the current registrar may cancel the renewal and receive a refund for the cost of the renewal. When this happens, you will not see an increase in the registration expiration date when Google Domains adds a year as part of transfer in. You are entitled to a refund of the auto-renewed registration from your current registrar. You may need to contact the registrar for this refund.
  • If the registry responsible for your domain has an outstanding administrative action against your domain, you cannot transfer your domain until the matter is resolved.

Transfer Overview

Transferring your domain into Google Domains is a six-step process:

Step 1: Prepare your domain for transfer.

Perform these steps on your current registrar:

Tip: It is easier if you open another browser window or tab for the other Google Domains account or other registrar.

Unlock your domain. A domain lock prevents it from being transferred. Most registrars call it a “domain lock,” “registration lock,” “transfer lock,” or just plain “lock.”

Find your current registrar in the List of instructions for other registrars and follow the instructions to unlock your domain for transfer and obtain an authorization code.

Make your WHOIS data public. Most registrars call it “private registration,” “WHOIS privacy,” “registration privacy,” or just plain “privacy.”

Note: Your WHOIS contact information will be publicly available while you complete the transfer process. After you have successfully transferred your domain, you can make your information private again.

Verify your Admin contact email. Log in to your current registrar make sure your contact email is up to date. Google Domains will mail the transfer confirmation notice to the Admin email in your WHOIS contact information.

Get the authorization code from your registrar. Most registrars call it an “authorization code,” “transfer code,” or “EPP code.” The authorization code is a unique string of characters, for example “5YcCd!X&W@q0Xozj”

Perform the next steps in Google Domains.

In Google Domains log in with the account you are transferring the domain to.

Verify the changes you made in your current registrar have taken effect:

If the screen still says the domain is locked, click the Refresh button.

It may take up to 20 minutes or more for the change to take effect. If, after 20 minutes the domain is still locked, go back to your current registrar and make sure the domain is unlocked.

If the screen still says the domain is private, click the Refresh button.

It may take up to 20 minutes or more for the change to take effect. If, after 20 minutes the domain is still locked, go back to your current registrar and make sure your registration privacy settings are set to public.

Click Confirm to verify your Admin contact email. Remember, this is the address to which Google Domains will mail the transfer confirmation notice.

Under Get authorization code enter the authorization code you collected in substep d above and click the Accept and proceed button.

Step 2: Import your domain’s web settings

Choose whether or not to have Google Domains detect and import your current web settings:

If you select Detect and import my domain’s current settings, Google Domains will display the DNS resource records it finds for you domain immediately below your selection.

Google domains will perform a DNS lookup to look up the resource records associated with the most common subdomains (@, www, blog, etc). Please note the following:

You can edit, delete, or add to the records to be imported by Google Domains:

Step 3: Transfer!

Google Domains will display the current expiration date of your domain with your current registrar, the price of adding one year registration (required for transfer), and the new expiration date of your domain after transfer.

Note:

Click to start the transfer and pay for one additional year of registration.

Step 4: Enter/verify contact information

In the Confirm contact information dialog.

Step 5: Pay for one more year of registration

In the payment method dialog.

Step 6: Confirm transfer in email

You will receive an email to the Admin email address for your domain (this is the address you confirmed in Step 5 above).

After you have approved the transfer, it can take up to 7 days for the previous registrar to release the domain. Check the status messages on the Transfer In page in Google Domains to check on the status of your transfer.

Tips to Enhance Google Apps / Gmail Search and Filtering

Advanced search operators are query words or symbols that perform special actions in Gmail search. These operators allow you to find what you’re looking for quickly and accurately. They can also be used to set up filters so you can organize your inbox automatically. Some of the most useful operators are listed below.

You can also refine your search by clicking the arrow in the search box.

Operator Definition Examples
from: Used to specify the sender Example: from:amy
Meaning: Messages from Amy
to: Used to specify a recipient, including “cc:” and “bcc:” fields Example: to:david
Meaning: All messages that were sent to David (by you or someone else)
subject: Search for words in the subject line Example: subject:dinner
Meaning: Messages that have the word “dinner” in the subject
OR Search for messages matching term A or term B*
*OR must be in all caps
Example: from:amy OR from:david
Meaning: Messages from Amy or from David

(hyphen)
Used to exclude messages from your search Example: dinner -movie
Meaning: Messages that contain the word “dinner” but do not contain the word “movie”
label: Search for messages by label Example: from:amy label:friends
Meaning: Messages from Amy that have the label “friends”Example: from:david label:my-family
Meaning: Messages from David that have the label “My Family”
has:attachment Search for messages with an attachment Example: from:david has:attachment
Meaning: Messages from David that have an attachment
list: Search for messages on mailing lists Example: list:info@example.com
Meaning: Messages with the words info@example.com in the headers, sent to or from this list 
filename: Search for an attachment by name or type Example: filename:physicshomework.txt
Meaning: Messages with an attachment named “physicshomework.txt” 

Example: label:work filename:pdf
Meaning: Messages labeled “work” that also have a PDF file as an attachment

” “
(quotes)
Used to search for an exact phrase*
*Capitalization isn’t taken into consideration
Example: “i’m feeling lucky”
Meaning: Messages containing the phrase “i’m feeling lucky” or “I’m feeling lucky”

Example: subject:”dinner and a movie”
Meaning: Messages containing the phrase “dinner and a movie” in the subject

( ) Used to group words
Used to specify terms that shouldn’t be excluded
Example: from:amy (dinner OR movie)
Meaning: Messages from Amy that contain either the word “dinner” or the word “movie”

Example: subject:(dinner movie)
Meaning: Messages in which the subject contains both the word “dinner” and the word “movie”

in:anywhere Search for messages anywhere in Gmail*
*Messages in Spam and Trashare excluded from searches by default
Example: in:anywhere movie
Meaning: Messages in All Mail, Spam, andTrash that contain the word “movie”
in:inbox
in:trash
in:spam
Search for messages in Inbox,Trash, or Spam Example: in:trash from:amy
Meaning: Messages from Amy that are inTrash
is:important
label:important
Search within messages thatPriority Inbox considers important. Example: is:important from:janet
Meaning: Messages from Janet that were marked as important by Priority Inbox
is:starred
is:unread
is:read
Search for messages that are starred, unread, or read Example: is:read is:starred from:David
Meaning: Messages from David that have been read and are marked with a star
has:yellow-star
has:red-star
has:orange-star
has:green-star
has:blue-star
has:purple-star
has:red-bang
has:orange-guillemet
has:yellow-bang
has:green-check
has:blue-info
has:purple-question
Search for messages with a particular star Example: has:purple-star from:David
Meaning: Messages from David that are marked with a purple star
cc:
bcc:
Used to specify recipients in thecc: or bcc: fields*
*Search on bcc: cannot retrieve messages on which you were blind carbon copied
Example: cc:david
Meaning: Messages that were cc-ed to David
after:
before:
older:
newer:
Search for messages sent or received during a certain period of time
(using the date format yyyy/mm/dd)
Example: after:2004/04/16 before:2004/04/18
Meaning: Messages sent between April 16, 2004 and April 18, 2004.*
*More precisely: Messages sent after 12:00 AM (or 00:00) April 16, 2004 and before April 18, 2004.
older_than
newer_than
Similar to older and newer, but allows relative dates using d, m, and y for day, month, and year Example: newer_than:2d
Meaning: Finds messages sent within the last two days.
is:chat Search for chat messages Example: is:chat monkey
Meaning: Any chat message including the word “monkey.”
deliveredto: Search for messages within a particular email address in the Delivered-To line of the message header Example: deliveredto:username@gmail.com
Meaning: Any message with username@gmail.com in the Delivered-To: field of the message header (which can help you find messages forwarded from another account or ones sent to an alias).
circle: Search for messages that were sent from someone who you added to a particular Google+ circle Example: circle:friends
Meaning: Any message that was sent by a person in your “Friends” circle.

Examples: circle:”soccer friends (team blue)” or circle:”my \”fab four\””
Notes: For circle names that include a space, parentheses, curly brackets, or vertical bar, add quotes around the name. For names that include quotes, add a back slash immediately before the quotes.

has:circle Search for all messages that were sent from someone who you added to your Google+ circles Example: has:circle
Meaning: Any message that was sent by a person in any of your circles.
category: Search for messages within a category Example: category:updates
Meaning: All messages in the Updates category.

Example: category:social Mindy
Meaning: Messages in the Social category that include “Mindy.”

size: Search for messages larger than the specified size in bytes Example: size:1000000
Meaning: All messages larger than 1MB (1,000,000 bytes) in size.
larger:
smaller:
Similar to size: but allows abbreviations for numbers Example: larger:10M
Meaning: All messages of at least 10M bytes (10,000,000 bytes) in size.
+
(plus sign)
Match the search term exactly Example: +unicorn
Meaning: Finds messages containing “unicorn” but not “unicorns” or “unciorn”
rfc822msgid: Find a message by the message-id header Example:rfc822msgid:200503292@example.com
Meaning: Locates the exact message with the specified SMTP message-id. Learn more about headers.
has:userlabels
has:nouserlabels
Search for messages that have and have not had labels that you created applied to them.
NOTE: Gmail applies labels to individual messages, not to conversation threads.
Example: has:nouserlabels
Meaning: Finds all messages without any of your own labels (excludes automatic labels like inbox, spam, and trash). Since Gmail applies labels to individual messages, you might see results that appear to have labels; in this case, another message in the same conversation thread has had a label applied to it.

Boolean operators

You can use boolean operators such as ‘OR’ when searching in Gmail.

For example, to look for messages from username@gmail.com and messages that contain the subject line ‘Meeting reminder’, you can enter ‘username@gmail.com OR meeting reminder’ in your Gmail search box.

Using these along with Gmail’s advanced operators can be a great way of making your search criteria more powerful.

The ‘or’ function in Gmail is represented by ‘OR,’ and the ‘not’ function is represented by a minus (-). You also can use quotes (” “) to specify an exact phrase.

How do I filter and keep all starred messages at the top of my Inbox in Gmail and Google Apps?

The Gmail team at Google has been busy lately, haven’t they?

Last week, Google introduced the Multiple Inboxes Lab, which works for both @gmail.com and Google Apps addresses. This lets you sub-divide your inbox into multiple views; check out Simon’s Multiple Inboxes screencast from yesterday for an overview. I didn’t enable the feature for a few days, thinking that I already had a pretty good system for getting to Inbox Zero and staying on top of what needed to get done. Turns out that multiple inboxes makes a good system even better.

Read moreHow do I filter and keep all starred messages at the top of my Inbox in Gmail and Google Apps?