Guide for Alumni. Transferring Office365 s to a Personal Account

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1 Guide for Alumni Transferring Office365 s to a Personal Account

2 Contents Adding Your Account to an Client... 2 Adding Your Office365 Account to Outlook 2010 for Windows... 2 Adding Your Office365 Account to Outlook 2011 for Mac... 2 Adding Your Office 365 Account to Mac Mail... 2 Transferring Your s Using an Client... 3 Transferring s From Office365 Using Outlook 2010 for Windows... 3 Save Your s... 3 Import to a Different Account... 3 Transferring s from Office365 Using Outlook 2011 for Mac... 4 Save Your s... 4 Import to a Different Account... 4 Transferring s from Office365 Account Using Mac Mail... 5 Save Your s... 5 Import to a Different Account... 5 Transfer Your s Using Webmail... 6 Transfer Your Office365 s to an Outlook.com (formerly Hotmail.com) Account... 6 Transfer Your Office365 s to a Gmail Account... 6 Transfer Your Office365 s to a Yahoo! Account... 7 Using Other Clients and Webmail Accounts Clients... 8 Webmail Accounts... 8

3 Adding Your Account to an Client Adding Your Office365 Account to Outlook 2010 for Windows 1. Click File, Account Information and Add Account. 2. In the Add New Account dialog box, select Account, and then type your name, address and password in the relevant fields. 3. Click Next and Outlook will connect to the Exchange Server for Office 365 and configures Outlook. Follow the instructions to complete the process. Adding Your Office365 Account to Outlook 2011 for Mac Before you add your account, make sure Outlook is up to date, by opening Outlook, navigating to the Help menu and Check for Updates. Once you have ensured Outlook updates are installed: 1. Navigate to Tools, Accounts. In the lower-left corner of the Accounts dialog box, click + to add an account, and then click Exchange. 2. On the next page, type your address in to the address field, make sure User Name and Password are selected in the Method box. In the Username field, type your address and then enter your password. 3. Ensure that Configure automatically is ticked, and then click Add Account. 4. In the dialog box that results after Outlook settings get automatically configured, select the Always use my response for this server box, and then click Allow. Adding Your Office 365 Account to Mac Mail 1. Go to Mail, Accounts, and click the little + in the bottom left hand corner to add an account. Select Exchange Account and click Continue. 2. Enter your name, address and password in the appropriate boxes and click continue. 3. It should automatically configure the account and show you the settings. Click continue. Select the apps you wish to use with your accounts. 2

4 Transferring Your s Using an Client Transferring s From Office365 Using Outlook 2010 for Windows If you use the client Outlook, then these instructions will explain how to transfer your s from your Office 365 account before it closes. If you have, but don t yet use, Outlook and want to use this method to save your s, then the instructions in the previous section will explain how to set up your account in Outlook. These instructions may differ slightly depending on the version of Outlook you are using. Save Your s To save your files using Outlook you will need to export them as an Outlook Data File (.pst) file: 1. In Outlook, if you have multiple accounts, make sure you have the Office 365 account selected. Click the File tab, click Options and then click Advanced. 2. Under the Export heading, click the Export button 3. Click Export to a file and then Next, and then select Outlook Data File (.pst) and click Next. 4. The Inbox is likely to be selected on the next screen, but if you make sure to select the account, (ie click on the address) then that will ensure that all mail and calendars, contacts, tasks and notes where relevant will be exported. Make sure the Include subfolders check box is selected. 5. Click Next, and browse to where you want to save the Outlook Data File, and enter a file name. Click OK to continue, and then Finish. Instructions for Outlook 2007 can be found here: gb/outlook-help/export-outlook-items-to-a-personal-folders-file-pst- HA aspx Instructions for Outlook 2013 can be found here: gb/outlook-help/export-or-back-up-messages-calendar-tasks-and-contacts- HA aspx Import to a Different Account To import the Outlook Data File (.pst) to a different account in Outlook: 1. Click the File tab, click Open, and click Import. 2. In the resulting window, click Import from another program or file, click Next, select Outlook Data File (.pst) and click Next. 3. In the next window, click Browse and find the file you created in the previous instruction set (it will most likely have defaulted to this location anyway). Do not 3

5 import duplicates unless you want the information to replace or duplicate items already in Outlook. Click Next. 4. In the next window select the address for the account that you would like the items to be imported to, and click Finish. Instructions for Outlook 2007 can be found here: gb/outlook-help/import-outlook-items-from-a-personal-folders-file-pst- HA aspx Instructions for Outlook 2013 can be found here: gb/outlook-help/import-outlook-items-from-an-outlook-data-file-pst- HA aspx Transferring s from Office365 Using Outlook 2011 for Mac If you use the client Outlook for Mac, then these instructions will explain how to transfer your s from your Office 365 account before it closes. If you have, but don t yet use, Outlook and want to use this method to save your s, then the instructions in the previous section will explain how to set up your account in Outlook. Save Your s To save your Office365 s you will need to save them as an Outlook for Mac Data File (.olm) 1. In Outlook, make sure your UWE account is selected, and then go to File, Export, and select Outlook for Mac Data File (.olm). Make sure all the options that are relevant to you are checked. Click the right arrow to continue. 2. Leave No selected on the next screen, and then click the right arrow again. 3. Give the file a suitable name and browse to where you wish to save it. Click Save. Outlook will begin to export your Mail. When it is finished, click Done. Import to a Different Account To import the Outlook for Mac Data File (.olm) to a different account: 1. In Outlook make sure the account you want to import the s to is selected. Go to File, Import. Ensure that Outlook Data File is selected and click the right arrow to continue. 2. Select the second option: Outlook for Mac Data File (.olm) and click the right arrow to continue. 3. Browse to where you saved the Data File in the previous instruction set and click Import. It will start importing, and when it tells you it has finished, click Done. 4

6 Transferring s from Office365 Account Using Mac Mail If you use the Mac mail client, then these instructions will explain how to save your s from your Office 365 account before it closes. If you have, but don t yet use, Mail and want to use this method to save your s, then the instructions in the previous section will explain how to set up your account. Save Your s To save your Office365 s in Mac Mail they will be saved as an.mbox file: 1. Select your UWE account and right click on it. 2. Click Export Mailbox and choose a location in which to save it. It will be saved as an.mbox file. Import to a Different Account To import the.mbox into another account: 1. Select the account you wish to import the mail into and go to File, Import Mailboxes. Select Files in mbox format and click Continue. 2. Find the file you created in the last instruction set and click choose. 3. It will import the files into a folder which it will name Import. Click Done. 5

7 Transfer Your s Using Webmail Transfer Your Office365 s to an Outlook.com (formerly Hotmail.com) Account 1. Within your Outlook.com account, click the cog/gear on the top right hand side of the screen, and then click More settings. 2. Click Your accounts under Managing your account. 3. Click Add a send-and-receive account under Add an account. Type in your name, Office365 address and password in the appropriate fields. Then click Advanced options. 4. In the Incoming (POP3) server information section, enter: a. Server address: outlook.office365.com b. Port: 995 c. Requires a secure connection (SSL) should be checked d. Leave a copy of messages on the server should be checked e. Username: your Office365 address f. Password: your Office365 password 5. In the Outgoing (SMTP) server information section, make sure Sending s using Outlook.com s server is checked. Click Next. 6. Select where you want messages from your Office365 account to be saved, and then click Save. Outlook.com will start downloading your s from the server. Transfer Your Office365 s to a Gmail Account 1. Within Gmail, click on the cog/gear in the top right hand corner, and then click Accounts, on the top bar of menu items. 2. Click on Check mail from other accounts (using POP3), and in the pop up window that comes up, enter your address. Click Next. 3. In the next window: a. Username: Office365 address b. Password: Office365 password c. POP Server: click Other and then enter outlook.office365.com d. Port: 995 e. Make sure Leave a copy of the messages on the server is checked f. Make sure Use an SSL connection is checked. g. Check the other two boxes as relevant to your personal preference 4. Click Add Account. 5. In the next window when asked whether you wish to send messages as your Office365 account, select No, unless you want to wait until the account closes to stop sending as that address. 6. Click Finish and the s will start downloading to your Gmail account. 6

8 Transfer Your Office365 s to a Yahoo! Account 1. Within Yahoo, click on the cog/gear in the top right hand corner, and click Settings. 2. On the Accounts tab, under the Accounts heading, click Add next to Send and receive from other services 3. In the resulting window, enter your name, address, and description for your Office365 account, and then check the Set up to Receive s box. This will open up some more options: a. Username: Office365 address b. Password: Office365 password c. Leave the Reply-to address as your Yahoo address d. Select where you wish the mail go to. e. POP server outlook.office365.com f. Ensure the Use SSL, Use Filters and Leave mail on POP server boxes are checked. 4. Yahoo! will send an to your Office365 account, containing a link. Click the link, and this will open a web page. Click Continue and then click the refresh arrow next to your Inbox, and your s will begin to download. 7

9 Using Other Clients and Webmail Accounts Clients It will be possible to add your Office365 account, and export the messages using most clients. You should also be able to import your messages into a different account using a similar method to the export method. The method to do this will be similar to the instructions for other clients, outlined in this guide. Webmail Accounts Most webmail accounts will be able to be linked with your Office365 account in order to transfer your s. You will need to add your account as a POP3 account and the settings you are likely to need are as follows: Username Your Office365 address Password Your Office365 password POP Server outlook.office365.com Port 995 SSL Connection True Messages Stored on Server True We would advise, when given the option, sending s from your personal account rather than your Office365 account to help with the transition and to prevent problems when your Office365 account closes. 8

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