How to Transfer Data to your New Account

Transcription

1 How to Transfer Data to your New Account How to Transfer Data to your New Account Page 1 of 47

2 Contents A. o Transferring of Existing Mail and Folders o Setup of Auto Forwarding Rule o Set up Auto-Reply message to inform of New Address o To Transfer your Personal Address Book o To Transfer your existing Personal Folders B. H:\ Drive (Home Directory) and K:\ Drive (Course Directory for users who managed the course web site) C. NUS Admin account / SAP account How to Transfer Data to your New Account Page 2 of 47

3 A. Question 1: What will happen to my s and contacts in my old account's mailbox? Answer: You will need to transfer them to your new account. Follow the instructions at Transferring of Existing Mail and Folders. Kindly note that mails in the old account which has not been transferred to the new account will be deleted after the grace period. Question 2: What about those new mails sent to my old account, how can they be transferred automatically? Answer: You will need to create an auto-forwarding rule to transfer them automatically to your new mailbox. Follow the instructions: Set Forwarding Rule for new incoming mail Question 3: What will happen to the mails sent to my old account after the grace period? Answer: Mails sent to your old account after the grace period will NOT reach you. Therefore, you will need to inform all your correspondences your new address. During this grace period, you can enable the auto-reply features in Microsoft Outlook to inform all senders on your new address. To enable this feature, follow the instructions: Set up auto-reply message to Inform of New address Question 4: How can I transfer my Personal Address Book in my old account to the new account? Answer: Do the following: Transferring of Personal Address Book Question 5: I have created my own Personal folders in my hard disk. How can I link these existing personal folders to my new account? Answer: Do the following: Transferring of existing Personal folders that stored in hard disk Question 6: If I have a Personalized Alias, (e.g. monica@nus.edu.sg), what will happen to the mails sent to it? Answer: Your Personalized Alias (PEA) will automatically be transferred to your new account by the time you received your new account package. All s sent to your PEA will automatically reach you at your new account, during or after the grace period How to Transfer Data to your New Account Page 3 of 47

4 Transferring of Existing Mail and Folders This article illustrates the steps to transfer existing mails / folders from your old mailbox to your new mailbox. You may choose to transfer mails selectively. Transferring of Existing Mails/ Mail Folders Transferring of Existing Contacts and/ or Calendar Folders (if there is any) Transferring your Existing mail folders Steps required: 1. In your old mailbox, create a Personal Folder. 2. Copy/Move the mail/folder (e.g. Sent-Item, mail in Inbox etc...) you wish to transfer to this newly created Personal Folder. 3. In your new mailbox, link to this Personal Folder. Copy/Move the mail/folder from this Personal Folder to your new mailbox. Creating a Personal Folder A Personal Folder in your local hard disk will allow you to store your mail. Its size will be limited by your hard disk capacity. 1. From the File menu bar, choose Outlook Data File... How to Transfer Data to your New Account Page 4 of 47

5 3. Choose Personal Folders and click on OK. You will be prompted for a path to store your Personal Folder file (e.g. C:\Windows\Application Data\Microsoft\Outlook). Name it with your userid or any other name, e.g. CCETEST1.PST. How to Transfer Data to your New Account Page 5 of 47

6 4. The Personal Folder property will be displayed. Click on OK to use the default. Important Notes: Personal Folder is kept in your local hard disk. It is your responsibility to ensure that the file is safe and correct. The Personal Folder file is not protected. You must ensure the safety of the file. If you apply a password to the Personal folder, you must ensure that you remember the password. If you forget the password, the Exchange Administrator has NO way to restore the Personal Folder. How to Transfer Data to your New Account Page 6 of 47

7 Copy/Move the mail After you have done so, you would see Personal Folders at the same level as your Mailbox. You can then drag the mail/folders you want to the Personal Folders. Basically this will copy the entire folders to the Personal Folder. Important: For users who uses and want to keep their existing Contacts and/ or Calendar folder, please remember to transfer them by referring to the steps on Transferring Existing Contact and/ or Calendar folders. Transferring to Your New Mailbox After you have moved/copied the mail/folder, log out from the old account. Login to your new account and start your Ms Outlook. Link the Personal Folder you have earlier created. 1. Login to your new account, go to Outlook How to Transfer Data to your New Account Page 7 of 47

8 2. Click on File Data File Management... Click Add 3. Select Office Personal Folders File (.pst), click OK Change the "Look in" to the location you stored your Personal Folder file (e.g. C:\Windows\Application Data\Microsoft\Outlook\CCETEST1.PST) How to Transfer Data to your New Account Page 8 of 47

9 Select the file and click Open Click OK for this screen How to Transfer Data to your New Account Page 9 of 47

10 You will see the Personal Folders listed in Data File Management After you have done so, you would see Personal Folders at the same level as your Mailbox. You can then drag the mail/folders you want from the Personal Folders back to your new mailbox. How to Transfer Data to your New Account Page 10 of 47

11 Transferring your Existing Contacts and/or Calendar Folder If you currently use Contacts and/or Calendar folder and want to transfer them from your old mailbox to your new mailbox, please refer to the follow procedure: (applicable to both Contact and Calendar folders) 1. Login to your old account, at outlook, select Import and Export from the File menu 2. Select Export to a file and click on Next How to Transfer Data to your New Account Page 11 of 47

12 3. Select Personal Folder File (.pst) from the list and click Next 4. Select Contacts folder, click Next. How to Transfer Data to your New Account Page 12 of 47

13 5. Specify the path and give a file name e.g. C:\Documents and Settings\ccedf\Local Settings\Application Data\Microsoft\Outlook\Contact.pst for Contacts folder and click Finish Note: This will overwrite the duplicates items in the same folder later. 6. Click OK for this screen How to Transfer Data to your New Account Page 13 of 47

14 7. Logout your Old account and login your New account, startup the Outlook 8. From the File menu, select Import and Export 9. Select Import from another program or file, click on Next How to Transfer Data to your New Account Page 14 of 47

15 10. Select Personal Folder File (.pst) from the list, click on Next 11. Enter the filename you export previously, e.g. c:\temp\contact.pst, or you can use the Browse to locate your file. Click Next. How to Transfer Data to your New Account Page 15 of 47

16 12. Select Contacts folder, click on Finish. 13. After folder imported, check your Contacts folder, all your contacts should appear in your new account. 14. Repeat the steps for Calendar folder Back to Back to Top How to Transfer Data to your New Account Page 16 of 47

17 Setup of Auto Forwarding Rule The following procedure guide you to setup a auto-forwarding rule in order to forward all your new incoming message from your old account to your new account. Microsoft Outlook 2003 Microsoft Outlook 2002 (Office XP) Microsoft Outlook 2003 Log on to your old account. In Outlook, select Tools, then Rules and Alerts. Click on New Rule to create a new rule. You will be guided through the few screens to specify the rules. Click on Start from a blank rule to proceed to the next condition. Specify Check messages when they arrive. How to Transfer Data to your New Account Page 17 of 47

18 For the next screen, do NOT click on any condition. Outlook Rules Wizard will prompt you if you wish to apply the rule on every message (as indicated below), click on Yes. How to Transfer Data to your New Account Page 18 of 47

19 In the next screen, check on the redirect it to people or distribution list option. Then click on the words people or distribution list at the bottom screen. You need to specify a forwarding address. Click on Advanced then Find... button to search for your new UserID. How to Transfer Data to your New Account Page 19 of 47

20 Enter your new UserID in the Alias name and click OK Your name will be displayed. Click on To then OK How to Transfer Data to your New Account Page 20 of 47

21 The following screen is what you should see; a rule will forward the mail to your new mailbox. The people or distribution list has changed to your name. Click Next. At the same screen, check on have server reply using a specific message options. Then click on the word a specific message at the bottom screen How to Transfer Data to your New Account Page 21 of 47

22 The following message screen will pop up, please enter at the subject & message to inform sender of the change of your address. The message will be returned to the sender if they send you a mail. After completed, click on File, followed by Save and Closed. How to Transfer Data to your New Account Page 22 of 47

23 Optional Step- At this same screen, click on Delete It if you do not want a copy the forwarded mail to be kept in your old account after forwarding. Click Next. Click on Next for the screen on Add any exceptions (if necessary). How to Transfer Data to your New Account Page 23 of 47

24 The following screen is the final screen in the setup. Give a name for the rule that you have created. Click on Finish. You have now created a rule through Rules Wizard in Microsoft Outlook. The rule will automatically forward all mail to the destination mailbox that you have specified and at the same time inform the sender of the changes of your address. To test out, please send a mail to your old account and you should receive it in your new account. Kindly note that the forwarding rule will not valid after old account was deleted. How to Transfer Data to your New Account Page 24 of 47

25 Microsoft Outlook 2002 (Office XP) Log on to your old account. In Outlook, select Tools, then Rules Wizard. Click on New to create a new rule. You will be guided through the few screens to specify the rules. Click on Next to proceed to the next condition. How to Transfer Data to your New Account Page 25 of 47

26 Specify Check messages when they arrive. For the next screen, do NOT click on any condition. How to Transfer Data to your New Account Page 26 of 47

27 Outlook Rules Wizard will prompt you if you wish to apply the rule on every message (as indicated below), click on Yes. In the next screen, check on the forward it to people or distribution list options. Then click on the words people or distribution list at the bottom screen. How to Transfer Data to your New Account Page 27 of 47

28 Select your new account from Global Address List, click To and OK The following screen is what you should see, a rule to redirect the mail to your new mailbox. The people or distribution list has changed to your name. Click Next. How to Transfer Data to your New Account Page 28 of 47

29 Optional Step- At this same screen, click on Delete It if you do not want a copy the forwarded mail to be kept in your old account after forwarding. Click Next. Click on Next for the screen on Add any exceptions (if necessary). The following screen is the final screen in the setup. Give a name for the rule that you have created. Click on Finish. How to Transfer Data to your New Account Page 29 of 47

30 Click OK for this screen You have now created a rule through Rules Wizard in Microsoft Outlook. The rule will automatically forward all mail to the destination mailbox that you have specified. To test out, please send a mail to your old account and you should receive it in your new account. Kindly note that the forwarding rule will not valid after old account was deleted. Back to Back to Top How to Transfer Data to your New Account Page 30 of 47

31 Set up Auto-Reply message to inform of New Address You can make use of the Out of Office Assistant feature in Microsoft Outlook to inform the recipients the change of your address. 1. Go to Microsoft Outlook XP/2003 to access to your old account. 2. Click on Tools Out of Office Assistant. 3. Select I am currently Out of the Office, and enter your preferred message please refer to the example below. How to Transfer Data to your New Account Page 31 of 47

32 4. Click OK to save. Try sending a test mail to your old account to check the auto-reply message. Alternatively, you could access to Outlook Web Access ( to setup the Auto-Reply message. 1. After you have logged on to your old account, click on Shortcuts on the left panel. 2. Click on the following icon (Options) under the Shortcuts menu. 3. Select I m currently out of the office, and enter your preferred message please refer to the example below. 4. Click on Save and Close to save the message. How to Transfer Data to your New Account Page 32 of 47

33 To Transfer your Personal Address Book The Personal Address Book is where you have kept your addresses locally on your computer. Upon changing of your user account, you may want to transfer it to your new mailbox. A. Finding your Personal Address Book 1. Firstly you would have to find the location where your Personal Address Book (*.PAB) is stored. 2. From Microsoft Outlook XP/2003, click on Tools Accounts under Directory, select View or change existing directories or address books click Next. How to Transfer Data to your New Account Page 33 of 47

34 3. Double-click on Personal Address Book. 4. Note down the Path which would refer you to the exact location where the Personal Address Book (*.PAB) is stored on your local hard disk. 5. Click Cancel to exit the screen and exit your Microsoft Outlook. 6. Go to the location where the path mentioned and copy out the Personal Address Book (*.PAB) to another folder in either your C or D drive. How to Transfer Data to your New Account Page 34 of 47

35 B. Adding the Personal Address Book in your new account 1. Login to your new account. 2. From Microsoft Outlook XP/2003, click on Tools Accounts under Directory, select Add a new directory or address book click Next. 3. Select Additional Address Books and click Next. How to Transfer Data to your New Account Page 35 of 47

36 9. Select Personal Address Book and click Next. 10. For the next screen, click on Browse. How to Transfer Data to your New Account Page 36 of 47

37 11. Look into the folder where the PAB file is located and double-click on it. 12. Just click OK for the following screen. How to Transfer Data to your New Account Page 37 of 47

38 13. If you encounter the following prompt, just click OK and restart your Microsoft Outlook XP/ With the above done, your Personal Address Book would be added into your new Outlook profile. Back to Back to Top How to Transfer Data to your New Account Page 38 of 47

39 To Transfer your existing Personal Folders If you currently have setup any Personal folder(s) in your hard disk, you can follow the procedure to setup in your new mailbox. 1. First you will have to take down the information of your existing Personal folder(s) 2. Login to your old mail account, go to outlook 3. Click on File Data File Management Outlook Data Files 4. Click on your "Personal Folders" (you could have named it differently) 5. Click on Open Folder or Setting. Take down the full path and filename of your Personal Folder at the path field C:\Documents and Settings\ccekks\Local Settings\Application Data\Microsoft\Outlook\Personal Folders.pst How to Transfer Data to your New Account Page 39 of 47

40 6. Click Cancel to exit the screen 7. Repeat these steps for all your Personal Folders (if there is anymore) Setup your Personal Folders in your new account 1. Login to you new account, go to Outlook 2. Click on File Data File Management Outlook Data Files ADD Microsoft Outlook 2002 How to Transfer Data to your New Account Page 40 of 47

41 Microsoft Outlook Select Types of Personal Folders, click OK. Please select Outlook Personal Folders File (.pst) if your personal folder was created using Outlook 97, 98, 2000 and Office Outlook Personal Folders File (.pst) - Provides more storage capacity for items and folders. Support multilingual Unicode data. Not compatible with Outlook 97, 98, 2000 and Outlook Personal Folders File (.pst) - Provides storage for items and folders. Compatible with Outlook 97, 98, 2000 and Click OK. How to Transfer Data to your New Account Page 41 of 47

42 5. Change the location you stored your Personal Folder file (xxxx.pst) e.g. C:\Documents and Settings\ccekks\Local Settings\Application Data\Microsoft\Outlook\Personal Folders.pst 6. Select your personal folder and click ok. 7. You will see the "Personal Folders" (you could have named it differently) listed in Name Field. How to Transfer Data to your New Account Page 42 of 47

43 8. Click OK and you will be able to find your Personal Folders in the Folder List 9. Repeat the setup for all your Personal Folders (if there is anymore) Back to Back to Top How to Transfer Data to your New Account Page 43 of 47

44 B. H:\drive and K:\drive Question 1: How can I transfer my Home directory (H:\ drive) to my new account? Answer: Do the following: H drive data Question 2: If I have access to a course directory in IVLE (also known as K:\drive), how can I transfer it to my new account? Answer: For K: drive, please refer to the procedure on Transferring File for H:\drive to local hard disk. You can also apply the similar procedure by choosing K:\drive instead of H:\drive. Back to Top How to Transfer Data to your New Account Page 44 of 47

45 H Drive Data The following is one of the methods you can use to transfer data from H:\drive to your hard disk. This procedure is necessary only if you have Folders/ Files stored in your H:\drive. At your Old Account 1. After login to network, click on Start Program Accessories Window Explorer 2. At Left-hand screen, click on C:\drive 3. Click on File at menu bar New Folder 4. A new Folder should appear at the Right-hand screen, Right-click on this New folder Rename, give a name e.g. OLDHDATA Later we will use this folder to store the transferred data. Start to select the data and transfer 5. Now click on H:\drive at the Right-hand screen, look for your userid and double click it, select the folders/files you want to transfer by click once on it For Your Information, if you want to select multiple Folders/Files, you can hold the <CTRL> key on keyboard and use mouse to click on the Folders/Files at the Right-hand screen to make multiple Folders/Files selection. How to Transfer Data to your New Account Page 45 of 47

46 6. After data selected, click on Edit at the menu bar, click on Copy 7. Go back to C:\oldhdata at the Left-hand screen 8. Click Edit at the menu bar Paste to paste all selected h:\drive data here. 9. Repeat step 5-8 until all wanted data are transferred. You can copy your data back to new account H:\ if you want to. Back to Top How to Transfer Data to your New Account Page 46 of 47

47 C. NUS Admin account / SAP account Question 1: If I have a NUS Admin / SAP account, what will happen to it? Answer: If you currently owned a NUS Admin / SAP account, kindly use your old UserID (e.g. ccegen3) to access the NUS Admin / SAP system till further notice of your new NUS Admin / SAP account. Back to Top How to Transfer Data to your New Account Page 47 of 47