Gmail is removing POP collection and "Gmailify" for third-party accounts
From January 2026, Gmail will stop collecting email on desktop/laptop (WEB) machines via the POP protocol. Paid workspace accounts are unaffected.
You will still be able to use Gmail to send email from your domain address using SMTP; only the collection of email using POP and "Gmailify" is affected.
Email addresses can still be added to the Gmail mobile App, as it uses IMAP to collect and synchronise mail. However, the mobile app is a standalone version, and changes made will be stored on your domain server, not Gmail's servers, meaning they will not transfer to the web-based version.
To continue reading incoming messages on a desktop account (web version), you could simply set up your hosting provider to automatically forward your domain-based email to your Gmail address.
For reasons outlined below, forwarding all emails is a bad idea, and I would recommend switching to an email client and connecting your domain-based email accounts (and existing Gmail) using the IMAP protocol. Choose a cross-platform email client such as Thunderbird or Outlook, and your emails will be the same on all your devices.
The Risks of Email Forwarding
Why Your Custom Domain Belongs in an Email Client, Not Just Gmail
For years, the standard "shortcut" for managing a custom domain's email (like
However, the email landscape has shifted dramatically. With Google cracking down on security and phasing out legacy collection methods like unsecured POP, relying on basic email forwarding is no longer just an inconvenience—it’s a fast track to having your legitimate emails blocked or marked as spam.
Here is why forwarding your domain-based email to Gmail is failing, and why switching to a dedicated email client like Mozilla Thunderbird is a much smarter move.
The Great Forwarding Breakdown: SPF, DKIM, and DMARC
To understand why email forwarding is breaking, you have to look at the modern security protocols designed to prevent email spoofing: SPF, DKIM, and DMARC. While these tools are great for stopping hackers, they inadvertently turn email forwarding into a logistical nightmare.
1. The SPF Failure
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How it works: An SPF (Sender Policy Framework) record lives on your domain and lists the specific server IP addresses authorised to send emails on your behalf.
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The Forwarding Pitfall: When someone sends an email to
This email address is being protected from spambots. You need JavaScript enabled to view it. , and your server forwards it to Gmail, Gmail sees your forwarding server as the sender, not the original author. Because your forwarding server isn’t listed in the original sender's SPF record, the email fails SPF authentication.
2. Breaking the DKIM Signature
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How it works: DKIM (DomainKeys Identified Mail) adds a cryptographic digital signature to the email header, proving the message wasn't altered in transit.
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The Forwarding Pitfall: Many forwarding servers subtly modify email headers or footers (such as adding "Forwarded by...") during the transfer. This breaks the cryptographic seal. If the DKIM signature is broken, Gmail treats the message with extreme suspicion.
3. The DMARC Death Sentence
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How it works: DMARC (Domain-based Message Authentication, Reporting, and Conformance) is the strict policy layer that tells Gmail what to do if SPF or DKIM fails (e.g., reject the email entirely or send it to spam).
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The Forwarding Pitfall: Because forwarding routinely breaks SPF and DKIM, strict DMARC policies enforced by major senders (like banks, PayPal, or Netflix) mean that forwarded emails are often completely dropped by Gmail. You will never even know you missed them.
Your Reputation: The Forwarded Spam Trap
The impact on your own domain's reputation is arguably the most significant hazard associated with email forwarding.
When a spammer sends a junk email to
Why Google’s POP Changes Change the Game
In the past, you could bypass forwarding issues by using Gmail's "Check mail from other accounts" feature via POP3. This allowed Gmail to securely log in to your domain's mail server and "pull" the messages natively, preserving all original headers and security tokens.
However, Google’s ongoing push away from traditional password-based POP/IMAP in favour of strict OAuth authentication means that unless your private domain host supports Google's specific modern authentication methods, pulling mail via POP is no longer a viable or reliable option.
The Solution
Switch to an Email Client Like Thunderbird
Instead of trying to force Gmail to act as a hub via broken forwarding links, the most robust, professional solution is to use a dedicated desktop or mobile email client. Mozilla Thunderbird stands out as an exceptional, free, open-source alternative.
Here is why a local client is a vastly superior solution:
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Direct Connection via IMAP: Thunderbird connects directly to your custom domain’s mail server using IMAP. It downloads and synchronises your mail natively. No forwarding means zero risk of breaking SPF, DKIM, or DMARC.
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Protection for Your Domain Reputation: Because your server isn't forwarding spam to an outside provider like Google, your domain’s sending reputation remains pristine.
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Privacy and Control: Unlike Gmail, which scans emails to build data profiles and target ads, Thunderbird runs entirely locally on your machine. Your data belongs to you.
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Unified Inbox: If you love Gmail's ability to see everything in one place, Thunderbird can handle this seamlessly. You can add your personal Gmail account, your work custom domain, and any other accounts to a single "Unified Inbox" without them interfering with one another.
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Advanced Filtering and Customisation: Thunderbird features powerful, built-in, adaptive junk mail filters that learn from your habits, alongside a massive ecosystem of add-ons to customise your workflow exactly how you like it.
Conclusion
Email forwarding is a relic of an older, less secure internet. In an era dominated by strict anti-spoofing protocols and Google's evolving security landscape, relying on it may result in missed messages and damaged domain reputations.
By transitioning to a dedicated client like Thunderbird, you reclaim control over your digital identity, ensure 100% email deliverability, and protect your domain name from being falsely flagged as a source of spam.
If you need any help with the above or would like to consider setting up an email client such as Outlook or Thunderbird, please get in touch. During the changes, if you think you have missed collecting any mail, you can log in to your domain mail from your website and find all your emails safely stored.