Google Apps for Education at UTK

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1 Google Apps for Education at UTK 1. Change your NetID Password Getting Started Visit directory.utk.edu/change to change your password online 1. Login using your current NetID password 2. Create a new password 3. Allow minutes before logging into any UT system A complete list of password reset options can be found in our online Knowledge Base, 2. Login to Google Apps Need Help? Call the OIT HelpDesk at Your Google username will be Your Google password will be your UTK NetID password Visit Google.com and click the Sign-In button in the upper right corner

2 Table of Contents How to Move Moving your Mail Messages Using Outlook for PC (2010 & 2013) Exporting your mail as a.pst file Outlook 2010 or Outlook 2013 Importing your mail from a.pst file Outlook 2010 or Outlook 2013 Using IMAP to drag and drop your mail Outlook 2010 or Outlook 2013 Using Outlook for MAC (2011) Using IMAP to drag and drop your mail Using Online Gmail App Using ios Mobile Device (iphone and ipad) Moving your Contacts Using Outlook for PC (2010 & 2013) Exporting your Contacts as a.csv file Outlook 2010 or Outlook 2013 Importing your Contacts to Google from a.csv file Using a MAC Computer Export contacts from the Mac Address Book (vcard Files) Copy and Paste Contacts within Apple Contacts App Import vcard files into Gmail Moving your Calendar Items Using Outlook for PC (2010 & 2013) Exporting your Calendar Items Importing your Calendar Items to Google Calendar Using a MAC Computer Export Calendar items from Apple Calendar Import.ICS File into Google Calendar

3 How to Configure Mobile Device Set-up Apple iphone/ ipad Mail App Configuration Android Gmail App Configuration Windows Windows Mail App Configuration Desktop Client Set-up Outlook for PC Outlook 2010 & 2013 Configuration Outlook for MAC Outlook 2011 Configuration Thunderbird (MAC and PC) Thunderbird Client Configuration Apple Mail (Desktop/Laptop) Apple Mail Configuration Windows Mail (Win 8) Windows Mail Configuration

4 Export Messages to a.pst File- Outlook 2010 Current Outlook 2010 users can export a copy of their mailbox by creating a.pst file of their mail. The account to be exported to a.pst file should already be configured within Outlook 2010 before you will be able to create the.pst file. For complete instructions on how to export to a.pst file in Outlook 2010 visit, Export Messages to a.pst File- Outlook 2013 Current Outlook 2013 users can export a copy of their mailbox by creating a.pst file of their mail. The account to be exported to a.pst file should already be configured within Outlook 2013 before you will be able to create the.pst file. For complete instructions on how to export to a.pst file in Outlook 2013 visit, Importing Messages to Gmail from a PST file using Outlook 2010 Prior to completing this step, you will need a valid PST of the mail you wish to transfer. You may create a PST of your mail by following the steps outlined in this article, Export Messages to a.pst File- Outlook Launch the Outlook 2010 application on your desktop/ laptop 2. Click File in the upper left of the Outlook window

5 3. Click Open then click Open Outlook Data File 4. Locate the PST file(s) you would like to open then click OK 5. The PST file will open in the Navigation Pane to the left under the heading Outlook Data File

6 6. Click, Hold and Drag the folders you wish to copy from the Outlook Data File. Drag the folder to the new account heading and release when the account name is highlighted. (Only one folder can be moved at a time.) 7. The copied folder will appear as a new folder in the new account. (Large folders may take longer to copy) 8. Login to Gmail to verify the folders have moved. You can view your new folder online by looking at the navigation pane to the left in the Gmail App. The copied folders will be named starting with [IMAP]/ You may rename the folders by using the instructions provided by Google at,

7 Importing Messages to Gmail from a PST file using Outlook 2013 Prior to completing this step, you will need a valid PST of the mail you wish to transfer. You may create a PST of your mail by following the steps outlined in this article, Export Messages to a.pst File- Outlook Launch the Outlook 2013 application on your desktop/ laptop 2. Click File in the upper left of the Outlook window 3. Click Open & Export then click Open Outlook Data File

8 4. Locate the PST file(s) you would like to open 5. Click OK 6. The PST file will open in the Navigation Pane to the left under the heading Outlook Data File

9 7. Click, Hold and Drag the folders you wish to copy from the Outlook Data File. Drag the folder to the new account heading and release when the account name is highlighted. (Only one folder can be moved at a time.) 8. The copied folder will appear as a new folder in the new account. (Large folders may take longer to copy)

10 9. Login to Gmail to verify the folders have moved. You can view your new folder online by looking at the navigation pane to the left in the Gmail App. The copied folders be named starting with [IMAP]/ You may rename the folders by using the instructions provided by Google at,

11 Drag and Drop Mail Message with IMAP using Outlook 2010 You will need to configure both accounts within Outlook 2010 prior to completing this step. See Gmail Configuration instructions for Outlook Launch the Outlook 2010 application on your desktop/ laptop 2. Expand both Accounts in the Navigation Pane to the Left 3. Click, Hold and Drag the folders you wish to copy from the old account; Drag the folder to the new account heading and release when the account name is highlighted. (Only one folder can be moved at a time.)

12 4. The copied folder will appear as a new folder with the existing name in the new account. (Large folders may take longer to copy) 5. Login to Gmail to verify the folders have moved. You can view your new folder online by looking at the navigation pane to the left in the Gmail App. The copied folders be named starting with [IMAP]/ You may rename the folders by using the instructions provided by Google at,

13 Drag and Drop Mail Message with IMAP using Outlook 2013 You will need to configure both accounts within Outlook 2010 prior to completing this step. See Configuration instructions for Outlook Launch the Outlook 2013 application on your desktop/ laptop 2. Expand both account in the Navigation Pane to the left 3. Click, Hold and Drag the folders you wish to copy from your old account. Drag the folder to the new account heading and release when the account name is highlighted. (Only one folder can be moved at a time.)

14 4. The copied folder will appear as a new folder in the new account. (Large folders may take longer to copy) 5. Login to Gmail to verify the folders have moved. You can view your new folder online by looking at the navigation pane to the left in the Gmail App. The copied folders be named starting with [IMAP]/ You may rename the folders by using the instructions provided by Google at,

15 Drag and Drop Mail Message with IMAP using Outlook 2011 You will need to configure both accounts within Outlook 2011 prior to completing this step. See Configuration instructions for Outlook Open Outlook Locate your Gmail Account and create a new folder named O365 Mail

16 3. Locate the messages/ folders you would like to copy to Gmail a. The inbox must be copied by selecting the messages. You can select multiple messages at once. **Dragging the Inbox to Gmail will not copy the messages. b. You can move entire folders by dragging the folder name to the O365 Mail folder in Gmail, the copied folder will be made into a sub-folder. 4. The messages copied from O365 will then show in your O365 Mail folder in the Gmail navigation pane when you login online.

17 Using the Online Gmail Application 1. Login to Google and access the Gmail Application 2. Locate and open the Settings menu 3. Select the Accounts tab, then click Add a POP3 mail account that you own 4. Use your address format to access your O365 account

18 5. Enter your O365 Account Settings Username: Password: Current NetID password O365 Server: outlook.office365.com Port: 995 **Select all checkboxes to ensure mail is delivered correctly to Gmail 6. Click Add Account Choose NO when the Send As option appears **You will not be able to send mail from your O365 account from Gmail

19 7. Your O365 account mail messages will now appear in a new folder named after your O365 address. Moving Messages using the iphone/ ipad Mail App **You will need to configure both your O365 account and Gmail account prior to completing these steps. 1. Launch the Mail App on your device. 2. Create a New Folder in your Gmail Account a. Scroll down to Accounts and Select your Gmail Account

20 b. Click the Edit Button in the upper right of the screen. c. Click the Create Mailbox button in the lower right of the screen

21 d. Enter O365 Mail for the name of the new mailbox e. Return to the list of Account by clicking the Mailboxes button in the upper left of the screen

22 3. Select the O365 Account from the list of Mailboxes 4. Click the Edit button in the upper right corner

23 5. Select the messages you would like to copy to your Gmail Account then click Move at the bottom of the screen. *You may need to switch between folders if you wish to copy messages from more than one folder location. **You cannot move an entire folder at one time using this method. 6. Click Accounts in the upper left.

24 7. Select your Gmail Account 8. Find and select the O365 Mail folder within your Gmail Account. Your mail will be copied to your Gmail Account.

25 Exporting your Contacts as a.csv File- Outlook 2010 You can use Outlook 2010 to create a Comma Separated Values file that can be used to transfer your contacts to Google. Contacts created using the Global Address List in Outlook may not appear correctly in Google and will need to be corrected within Gmail after they are imported. Alternatively, the contacts may be deleted and re-created using the UTK Global Address List in Google. For complete instructions on how to create a.csv file in Outlook 2010, visit Exporting your Contacts as a.csv File- Outlook 2013 You can use Outlook 2013 to create a Comma Separated Values file that can be used to transfer your contacts to Google. Contacts created using the Global Address List in Outlook may not appear correctly in Google and will need to be corrected within Gmail after they are imported. Alternatively, the contacts may be deleted and re-created using the UTK Global Address List in Google. For complete instructions on how to create a.csv file in Outlook 2013, visit Importing your Contacts to Google from a.csv File The Google Gmail Application allows you to import your contacts using a.csv file created within Outlook. For complete instructions on how to import your contacts from a.csv file, visit

26 Export Contacts from the Mac Address Book (Contacts App) Contacts can be exported from your Apple Contacts app by exporting them as a vcard file. **Exporting your contacts as a vcard file is not recommended if you have more than 50 contacts. Please refer to the instructions for Copying and Pasting all contacts here, Copy and Paste Contacts between Accounts in Apple Contacts For complete instructions on how to export your contacts from Apple Contacts as vcard files, visit Import vcard Files into Google Contacts Google Contacts allows you to import your contacts from vcard files. For complete instructions on how to import a vcard file into Google Contacts, visit Copy and Paste Contacts between Accounts in Apple Contacts Before completing these steps, your Gmail account will need to be configured to your computer as well as the account containing the contacts you wish to copy (e.g.- O365 account). See the instructions for Configuring Gmail in Apple Mail 1. Open the Apple Contacts app on your desktop/ laptop 2. Select the Account that contains the contacts you would like to copy to Gmail.

27 3. Highlight all the contacts in the list you want to copy then press Command + C on the keyboard to copy the contacts. 4. Select your Gmail Account and Press Command + V on the keyboard to paste the contacts.

28 5. Your contacts are now copied to your Gmail Account. Exporting/Importing Calendar- Outlook 2010 & 2013 to Gmail Google provides complete instructions for exporting your Outlook Calendar items and then importing the items into Google Calendar. Visit Export Calendar Items from Apple Calendar- icalendar File If you currently use Apple Calendar with your O365 account, you can export your calendar items into an.ical file and import the file to Google Calendar. For complete instruction on how to export your calendar from Apple Calendar, visit Import.ICS/.iCal Files into Google Calendar Google allows the importing of.ics files (Outlook) and icalendar Files (Apple Calendar). Once you have successfully exported your calendar items, follow the instructions from Google to import the file into your Google Calendar. Visit

29 Configure iphone/ ipad for Gmail Account To configure the 'Mail' app on an Apple device for access to Gmail, just follow these steps: 1. Open the Settings app on your device 2. Tap Mail, Contacts, Calendars 3. Tap Add Account Tap Gmail (Google) 5. Enter your account information, being sure to use your address and current NetID Password 6. Tap Next 7. Tap Save Android Mobile Device Configuration- Native Gmail App You can use the native Gmail Application on your Android device to check your Gmail. For complete instructions on how to configure your new account, visit Gmail Account Login Information Username: Password: Current NetID Password

30 Windows Phone Mail App Configuration You can use the native Windows Mail Application on your Windows mobile device to check your Gmail. Gmail Account Login Information Username: Password: Current NetID Password 1. In the App list, tap Settings, and then tap + accounts. 2. Do one of the following: o If you have Windows Phone 8, tap Add an account > Google. o If you have Windows Phone 8.1, tap Add an account > Google > Connect. 3. Enter your address and password, and then tap Sign in. 4. Tap Accept. Your Google account , contacts, and calendar will be synced to your phone. Notes o o Getting an "Info is incorrect" error when you try to set up or sync your Google account? Learn more Getting a "Google error" when you try to set up a Google account on your phone? Learn more

31 Configuring Outlook 2010 & 2013 for Gmail Gmail Account Login Information Username: Password: Current NetID Password 1. Open Outlook. 2. Click the Tools menu, and select Accounts or Accounts 3. Click Add. Then Sign-in. Outlook should automatically configure the appropriate IMAP connection settings for your account, but confirm that the connection settings your client configures are the same as what's listed below. If you have problems, contact the OIT HelpDesk at Incoming Mail (IMAP) Server - Requires SSL o imap.gmail.com o Port: 993 o Requires SSL:Yes Outgoing Mail (SMTP) Server - Requires TLS o smtp.gmail.com o Port: 465 or 587 o Requires SSL: Yes o Requires authentication: Yes o Use same settings as incoming mail server Full Name or Display Name: [your name] Account Name or User Name: your full address address: your full address Password: your Current NetID password

32 Configuring Outlook 2011 for Gmail (MAC) 1. Launch Outlook Click the Outlook menu button and select Preferences then click Accounts 3. Click the + button in the lower left corner of the Accounts window to add an account. Select the option

33 4. Enter your Account Information. The account configuration options will not be visible until you enter your address 5. Click Add Account **It may take several minutes for the account to become active and appear in Outlook.

34 Configuring Thunderbird for Gmail (PC and MAC) Gmail Account Login Information Username: Password: Current NetID Password Launch the Thunderbird application and select File New Mail Account. The Mail Account Setup dialog is displayed. After you provide your account information, Thunderbird will automatically configure your Gmail connection. Visit Automatic Account Configuration for more information from Mozilla s support team. Configuring Apple Mail (Desktop/ Laptop) Gmail Account Login Information Username: Password: Current NetID Password 1. Start by going into System Preferences, then open Internet Accounts.

35 2. From here, select Add Other Account then select Add a Mail account. 3. Enter your Full Name, Address and Current NetID Password, then click Create. You will then be prompted to configure your account manually. Click Next.

36 4. Select IMAP for Account Type. Enter imap.gmail.com for the Mail Server. Enter your Address for the User Name. Enter your NetID Password for the Password. Click Next. 5. Enter smtp.gmail.com for SMTP Server. Enter your Address for the User Name. Enter your NetID Password for the Password. Click Create.

37 6. Click on the apps you would like to use with this account. 7. Open Mail and verify that your mail is appearing. NOTE: This may take some time if you have a large mailbox. Your folders (Flagged, Drafts, Sent, Junk, Trash, & All Mail.) will appear under mailboxes as you use them. Configuring Windows Mail (Windows 8) Windows Mail is the native mail application in Windows 8 and can be configured with your new Gmail account. Gmail Account Login Information Username: Password: Current NetID Password 1. On Start, tap or click Mail. 2. Swipe in from the right edge of the screen, and then tap Settings. (If you're using a mouse, point to the lower-right corner of the screen, move the mouse pointer up, and then click Settings.) 3. Tap or click Accounts. 4. Tap or click Add an account, choose Google as the account type, and then follow the on-screen instructions.

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