>> Wharton Student Computing's Knowledge Base Has Moved . Find the most up to date information here.

Transferring/Backing Up Google@Wharton E-mail, Calendar and Contacts to A Personal Gmail Account

Follow

If you want to move your emails from your Google@Wharton account to your personal Gmail account (some students want to do this before their account closes after Graduation), there are several methods to manage this task.

 

First make sure to create an archive of your Google@Wharton calendar and contacts using the Google Takeout Service: Backing Up Google@Wharton Account Data (Google Takeout Service) 


Wharton Gmail to Personal Gmail (POP3)

This method is best for students who want their Wharton email in their personal Gmail account. Please keep in mind the following things before starting this process:

  • This method can take a long time, especially if you have a lot of email in your account. Don't wait until a few days before your account closes to start.
  • Label structure is not kept, any mail in the inbox or various labels will be moved into one label in your personal account
  1. Double-check that you have turned on access for less secure apps.
    1. Ensure you are logged into your Wharton email account
    2. Click on this link: https://www.google.com/settings/security/lesssecureapps
    3. Make sure the radio button Turn On is checked.
  2. From your Wharton Gmail inbox, click the gear icon at the top right corner and choose Settings.
  3. Click the POP/IMAP Download tab to confirm that POP is enabled.
  4. Choose "Enable POP for all mail"
  5. Click Save changes. You’ll be returned to the main Gmail screen
  6. Login to your personal Gmail account, click the gear icon at the top right corner and choose Settings.
  7. On the Accounts and Imports tab,  look next to "Check mail from other accounts", click "Add a mail account" 
  8. Enter your Wharton email address and click Next
  9. Make sure the bottom bubble is selected (POP3) and click Next
  10. Do the following on the Add a Mail Account screen:
    • Enter your Wharton email address for the Username. Then enter your Wharton password
    • For Pop Server, select the down arrow and select Other. Type in pop.gmail.com and leave the Port at 995
    • Check "Always use a secure connection (SSL) when retrieving mail"
    • Check "Label incoming messages" to distinguish between your Wharton email and your other email
  11. Click Add Account. It may take a few minutes for the mail to download. This mail will be integrated into the rest of your Gmail.

 

Backup via Outlook

PST File Backup

This method is best for students who do not or will not have access to a personal Gmail account. Please keep in mind that you need access to Outlook to be able to view any mail backed up with this method.

Data File Export/Backup

These instructions are for Outlook 2016 or Office365. For additional instructions for exporting Outlook data, please see Microsoft's instructions here.

  1. If you have not already setup Outlook with your Wharton Gmail account, you can follow the instructions for doing so here.
  2. Open Outlook
  3. Click File > Open & Export > Import/Export
  4. Select "Export to a file" & click Next
  5. Select Outlook Data File (.pst)  & click Next
  6. Select your account (i.e. Username@wharton.upenn.edu) & click Next
  7. Take note of the directory listed in "Save exported file as:" & click Finish
  8. Allow the export to run

Data File Import/View

  1. Open Outlook
  2. Click File > Open & Export > Open Outlook Data File
  3. Select your Outlook Data File & click OK
    • Default location is: C:\Users\[User]\Documents\Outlook Files
  4. Your data file will now be shown as "Outlook Data File" on the left-hand pane

Windows Users: Thunderbird Setup

 

These instructions are for users that have opted NOT to use the Outlook Method detailed above. Please also be aware that Mozilla may discontinue supporting Thunderbird in the future.

These directions are only for backing up your email, and require downloading and installing Mozilla's Thunderbird. To back up your calendar and contacts, you should use import into your personal mail (such as Gmail).

Download and Install Mozilla Thunderbird:

  1. First, make sure you've opened your Zip file by double clicking it.
  2. You can download Thunderbird for free from here.
  3. After the file has downloaded, open it and follow the on screen instructions for installation.

Add a Personal Email Account

  1. While you have the Thunderbird Application open, open the Thunderbird dropdown menu locate in the top right corner of the application window. 
  2. Through the dropdown menu, navigate to the "Options" tab. 
  3. While in the Options tab select "Account Settings".
  4. In the Account Settings window you will see an "Account Actions" dropdown menu. 
  5. In the Account Actions menu select "Add Mail Account..."

Install ImportExportTools Add-In:

  1. Download the "ImportExportTools" add-on from the Mozilla website: https://addons.mozilla.org/en-us/thunderbird/addon/importexporttools/ .
  2. Save this file to your desktop or a location you can easily browse to.
  3. Go to Tools > Addons > Extensions. Select the icon that looks like a gear (it's actually a list box) near the top of the window and then choose Install add-on from file.
  4. Browse to where you downloaded the .xpi file, select it and press Open.
  5. It will then display a "Software Installation" screen with a grayed out "Install" button. After a couple of seconds it will finish processing the .xpi file and replace that button with a Install Now button. Press the button.
  6. Exit Thunderbird.

 

Import the Backup File:

  1. Start Thunderbird again, and select Local Folders
  2. Go to Tools > ImportExportTools > import mbox file.
  3. Browse to the location that contains your archive data
  4. Select the Mail Folder
  5. Then select the ".mbox" file that is contained in it and click Open.

Please note that Thunderbird is a View Only Archive, and cannot be replied to or forwarded.

 

 


 

Google Takeout Import

The following methods will guide you how to view a Google Takeout archive for mail. They can also be used if you do not or will not have access to a personal Gmail account or Outlook. These methods are not guaranteed to retain label structure as Gmail's labels are not actual folders, and are not carried over when converted into the mbox file (via Google Takeout).

Thunderbird Import (Windows)

Download and Install Mozilla Thunderbird:

  1. First, make sure you've opened your Zip file by double clicking it.
  2. You can download Thunderbird for free from here.
  3. After the file has downloaded, open it and follow the on screen instructions for installation.

Add a Personal Email Account

  1. While you have the Thunderbird Application open, open the Thunderbird dropdown menu located in the top right corner of the application window. 
  2. Through the dropdown menu, navigate to the "Options" tab. 
  3. While in the Options tab select "Account Settings".
  4. In the Account Settings window you will see an "Account Actions" dropdown menu. 
  5. In the Account Actions menu select "Add Mail Account..."

Install ImportExportTools Add-In:

  1. Download the "ImportExportTools" add-on from the Mozilla website: https://addons.mozilla.org/en-us/thunderbird/addon/importexporttools/ . 
  2. Save this file to your desktop or a location you can easily browse to. 
  3. Navigate to the three lines in the top-right> Addons > Extensions. Select the icon that looks like a gear (it's actually a list box) near the top of the window and then choose Install add-on from file.
  4. Browse to where you downloaded the .xpi file, select it and press Open.
  5. It will then display a "Software Installation" screen with a grayed out "Install" button. After a couple of seconds it will finish processing the .xpi file and replace that button with a Install Now button. Press the button.
  6. Exit Thunderbird.

Import the Backup File:

  1. Start Thunderbird again, and select Local Folders on the left-hand pane
  2. Navigate to  the three lines in the topright > Tools > ImportExportTools > import mbox file.
  3. Browse to the location that contains your archive data
  4. Select the Mail Folder
  5. Then select the ".mbox" file that is contained in it and click Open.

Please note that Thunderbird is a View Only Archive, and cannot be replied to or forwarded.

 

MacMail Import (MacOS)

  1. Open your Google Takeout Zip file by double clicking it.
  2. Open MacMail
  3. NOTE: You will need to configure MacMail with a personal email account initially (PROVIDE INSTRUCTIONS FOR MACMAIL SETUP?)
  4. Choose File > Import Mailboxes
  5. Select "Files in mbox format" and click Continue
  6. Browse to the location that contains your archive data
  7. Open the Mail Folder
  8. Then select the ".mbox" file that is contained in it and click Choose
  9. When the import is complete click Done

Your emails will be listed under the On My Mac section in Mail with the folder name of "Import"


 

Migrating Email Manually

This method is best for students who want their Wharton email in a personal Gmail account and want label structure to be kept. Please keep in mind that this process is much more involved. You will need access to Outlook or MacMail for the duration of the transfer.

Outlook

Prep Your Gmail Accounts:

NOTE: You will need to do this for both your Wharton & Personal Gmail accounts.

  1. Login to gmail.com
  2. Navigate to Less Secure Apps & make sure the radio button is set to ON
  3. Navigate to your Gmail inbox & click the Gear in the top-right corner
  4. Select Settings & click on the POP/IMAP Download tab
  5. Select the Enable IMAP bubble & click Save Changes

Recreate "Folders":

  • Before you begin add your two mail accounts, you'll want to recreate your Wharton Account's folders in your personal Gmail (or at least some sort of folder structure to store your Wharton emails in).

Add Your Wharton & Personal Gmail Accounts:

NOTE: If you already have your Wharton Gmail account configured in Outlook via G Suite Sync, you only need to do this once for your Personal Gmail account.

For Outlook 2016:

  1. Open Outlook
  2. Type in your Email address
  3. Click Advanced Options & check the box titled "Let me set up my account manually"
  4. Click Connect
  5. Select IMAP
  6. Enter the following information:
    • Incoming Mail
      • Server: imap.gmail.com
      • Encryption method: SSL/TLS
      • Port: 993
      • DO NOT check the box titled "Require logon using Secure Password Authentication"
    • Outgoing Mail
      • Server: smtp.gmail.com
      • Encyption method: STARTTLS
      • Port: 587
      • Check the box titled "Require logon using Secure Password Authentication"
  7. Click Connect
  8. When prompted, enter your E-mail password and ensure the "Save this password in your password list" is checked
  9. Click OK
  10. At the "Account setup is complete" screen, click OK

For Outlook 2013, please refer to Colorado University's Instructions.

Move Emails:

  1. In Outlook, choose a folder from your Wharton Account and Select All the emails in that folder by clicking on one and pressing Control+A.
  2. Right-click, the select Move > Copy to Folder, and select the corresponding folder in your personal Gmail account.
  3. Repeat this process for every other folder.

 

MacMail

  1. Open Mac Mail
    • NOTE: If you've never added an account, you may be prompted to do so when opening the application.
  2. Ensure you've added both your Wharton Gmail account, and your Personal Gmail account to Mac Mail.
  3. Choose Mail > Add Account...
  4. Select "Google" and click Continue
  5. Type in the credentials for the account you're adding
  6. When both accounts are added, click the Envelope Icon in the upper left corner of the window.
  7. Wait for all of your emails to download before proceeding. This may take some time.
  8. When the download is complete, select all of the folders from your Wharton Account.
  9. Copy and paste the selected folders to a chosen location in your Personal Gmail.
    • Don't forget to move over your Inbox and All Mail folders to their corresponding locations in your Personal Gmail.
  10. Finally, wait for all the emails to be moved from one account to the other. This may take some time.

 

 

For importing Contacts and Calendar to a personal Gmail account, see:

Article last updated:
Have more questions or want to report an error with this article?Submit a request