Transitioning Your School Email Account This tutorial will walk you through transferring the email and other data from your School account to a personal email account. Establish a New Email Address (or Use an Old One) It really doesn t matter what account you use, so long as it can use the POP3 mail protocol (POP3 is how your School email will be transferred to your new account). If you don t have a personal account, you can always create a Live.com or Gmail.com account. Regardless of what you choose, you will need an account to move your mail to before you follow the next steps. Setting up the Transfer In Your School Account 1. Consolidate Your Mail Move all email that you want to keep into your Inbox from any folders you might have. Delete all email you do not want to keep from your Inbox. 2. Enable Mail Download Click on Mail on the top menu. You should see a gear at the top right of your screen. Next to the gear, there should be a small down arrow. Click on that arrow and then click on the Settings link. At the top of the Settings page, click on Forwarding and POP/IMAP and then select Enable POP for all mail (even mail that s already downloaded). Finally, click Save Changes at the bottom of the page.
From Your New Personal Account For Live.com 1. Connect to your School Account Log into your new Live.com account and click the gear in the top right of the menu bar and select More mail settings. Under Managing your account, click on Your email accounts. Click on Add a send and receive account under the Add an email account section. Enter your School email address and password in the appropriate areas and then click on Advanced Options. Under Incoming (POP3) server information, be sure to set the Server address to pop.gmail.com, the Port to 995, check Requires a secure connection (SSL), and Send email using Outlook s server.
Click Next and then Save at the last screen. Outlook will send a message to your School account to verify that you own the address you are downloading mail from. Open the email Outlook: Verify your email address and click on the link and then log into your Live.com account. For Gmail 1. Connect Your Personal Account to Your School Account Log into your new Gmail account and click on Gmail on the top menu. You should see a gear at the top right of your screen. Next to the gear, there should be a small down arrow. Click on that arrow and then click on the Settings link. Click on Accounts. Under the Check mail from other accounts (using POP3) section, select Add a POP3 mail account you own. Enter your School email address and click Next Step. Enter your full School email address as the Username and the password for your School account as the Password. You may want to click label incoming messages if you would like be able to separate the messages from your School account from the messages you receive in your new account. Be sure to change the POP Server to pop.gmail.com, the Port to 995, and to check Always use a secure connection (SSL) when retrieving mail. Click on Add Account to proceed.
The last step is to click the option that will allow you to continue to send mail from your School Account. For most users the answer to this question will be No. If you do not need to communicate with your teachers or supervisor before you leave the district, select the NO option. This will exit the wizard. If there is some reason that you need to continue to send email from your School account, select the Yes, I want to be able to send mail as youraddress@delnorte.k12.ca.us option. Please note that this will only work until your account is deleted, normally no more than two weeks after you have graduated or left district employment. The final steps to enable you to send mail from your School account involve how recipients will see your emails labeled. Accept the default values and all will be well. The last step is the verification step. Essentially, Google wants you to prove that you own the account that you are getting mail from and downloading mail to. To do this, the system will send an email to your School account. Log into your School account, open the message Gmail Confirmation Send Mail as youremail@delnorte.k12.ca.us and either click on the conformation link or copy the Conformation Code, paste it into the text area and then click the Verify button. A Note on Email Syncing Regardless whether you transfer your emails to a Live.com or Gmail account, each time you open the personal account you have linked to your School account with POP3, all email may be transferred to your personal account automatically.
Moving Your Contacts Exporting Contacts 1. Log into your School account and click on Contacts on the top menu. Click on the More link next to your list of contacts and then click on Export on the menu Select The Group My Contacts under Which Contacts do you what to export? Under Which export format?, select the appropriate type for the personal account you have created: For a Gmail account, select Google CSV format. For a Live.com account, select Outlook CSV format
Click the Export button to continue. You will be prompted to open or save the file (google.csv). Save the file in a location where you can locate it for the next step. Importing Contacts Live.com Log into your personal account. Click on the down arrow next to Outlook in the top left corner of the screen and click on the People link. Click on the Import from file link under Add people to your contact list. At the next screen, browse to the contact file you saved earlier (google.csv) and click the Import Contacts button. Gmail Log into your personal account and click on the Gmail link on the top menu. On the main page, click on the small down arrow next to Mail on the left side of the screen and then click on Contacts. On the left menu, click on Import Contacts At the next window, browse to the location where you saved your contact file (google.csv) and click the Import button.
Moving Your Documents If you have documents of any type saved on your Google Drive, you can move them to personal account by simply saving them from your Google Drive in your School account to a USB flash drive. (As with your email, it is best to delete documents that you will not need so that you will not have to move them) For Live.com Since Live.com uses the standard Office file formats, it will be best to save any documents that you have created in Google Apps as its Office equivalent. To do this, log into your School account and open the document you want to save. Click on File, and then Download as For a Google spreadsheet, select Microsoft Excel (.xlsx), for a Google Document, select Microsoft Word (.docx), and for a Google Presentation, select Microsoft PowerPoint (.pptx). Save the files to a folder that you can find later on your local system or to a USB flash drive. Any Microsoft Office documents that you have stored on your Google drive can be simply downloaded to your storage area. After you have downloaded your documents, log into your Live.com account. Click on the down arrow next to Outlook in the top left corner of the screen and click on the SkyDrive icon (Sky Drive is Microsoft s name for their online storage currently, each account has 7 GB). Next, click on Upload and browse t the folder where you have saved your files. Select the files (single click on the first you want to upload, hold down the Shift key and singelclick on the last file you want to upplad to select) and click the Open button to upload your documents. For Gmail In Gmail, you can also share your documents with your new account. To do this, log into your School account, click on Drive on the top menu and then select all of your documents. On the Drive menu, click on the Share button
At the bottom of Sharing Settings menu, type in your new Gmail address and click Share and save. At the next screen, click the Done button. Log out of your School account. Log into your Gmail account and click on Drive on the top menu. As you did in your School account, select all of your documents. On the Drive menu, click on More and then Make a copy. This will make a copy of all the documents you selected in your personal Gmail Drive. The reason that this is important is that the documents that you shared from your School account are owned by your School account. By making a copy of your documents, you have created documents that you own under your Gmail account.