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

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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)

 

Please choose the method which is best for you:

 


Mac Users: Importing into Mac Mail

One of these methods utilizes the file you created through the Google Takeout Service.

Importing Email from Takeout File

 

Please Note: This method is not guaranteed to retain the folder structure, as Gmail's labels are not actual folders, and are not carried over when converted into the mbox file.

  1. First, make sure you've opened your Zip file by double clicking it.
  2. Open MacMail
  3. Choose File > Import Mailboxes
  4. Select "Files in mbox format" and click Continue
  5. Browse to the location that contains your archive data
  6. Open the Mail Folder
  7. Then select the ".mbox" file that is contained in it and click Choose
  8. 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

  1. Open Mac Mail. Note: If you've never added an account, you may be prompted to do so when opening the application.
  2. Make sure 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. Enter 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.

Your emails and folders will steadily appear in your Gmail Account. It should take no longer than 24 hours to transfer, as long as Mail is open and the computer stays connected to the Internet.

 

Calendar

  1. Navigate to your archive folder and open the Calendar folder
  2. Double click the ics file, and your Calendars should be imported automatically

 

Contacts

  1. Open Contacts
  2. Choose File > Import
  3. Browse to the location that contains your archive data.
  4. Open the Contacts Folder
  5. Select the file inside

 

 


 

Windows Users: Transfer and Archive Using Outlook

Before you begin these instructions, please complete the G Suite Sync to connect your Wharton Account to Outlook using the Outlook for Google@Wharton instructions on our website. Then, follow these directions:

Configure G Suite Sync to Store All Emails:

  1. First, open Outlook and select the G Suite Sync profile.
  2. Locate the G Suite Sync icon in the right end of the Windows Task Bar. You might have to click the up arrow to view it.
  3. Right click the icon, and select Set mailbox size limit...
  4. In the window that appears, select the option Unlimited, and click Okay.
  5. Restart Outlook, and all of your emails should begin downloading.

The download process could potentially take a few hours depending on your Internet speed, and the amount of emails in your account. Please allow it to finish before continuing on to the next step.

 

Add Your Personal Gmail Account:

  1. For detailed instructions on how to correctly add your personal Gmail account, you can visit Google's Instructions. We also highly recommend using Colorado University's Instructions.
  2. After successfully adding your account, you should be able to view both accounts' folders in the sidebar.

Once you've finished adding your personal Gmail account, move on to the next step.

 

Recreate Folders and Move Emails:

  1. Before you begin to move over your emails, you'll need 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).
  2. Choose a folder from your Wharton Account, and Select All the emails in that folder by clicking on one and pressing Control+A.
  3. Right-click, the select Move > Copy to Folder, and select the corresponding folder in your personal Gmail account.
  4. Repeat this process for every other folder.

Please note that this process could take a few hours to complete depending on your internet connection, and volume of email you're moving.

 

Create an Archive from Outlook:

 

Only follow this step if you want to create an archive to be stored locally on your computer.

  1. Click Home.
  2. In the New group, click New Items > More Items > Outlook Data File.
  3. In the Create or Open Outlook Data File dialog box, in the File name box, type the name as you want it to appear in the Outlook folder pane, and then click OK.
  4. By default, data files are not password-protected. To add a password to your data file, under Password, type that password that you want to use in the Password and Verify Password text boxes.

If you set a password, you must enter it every time that the data file is opened — for example, when Outlook starts or when you open the data file in Outlook.

 

 


 

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.

 

 


 

The POP3 Method: Migrate Emails Using POP3

Before you start, there are some things to be aware of if you use this method:

  • This method can take a long time , especially if you have a lot of email in your account. Don't wait 'til a few days before your account closes to start.
  • Contact and Calendar items are not downloaded – this operation only works for email in the Inbox.

Directions

  1. Doublecheck that you have turned on access for less secure apps.
  2. From your Wharton Gmail inbox, click the gear icon at the top right corner and choose Settings icon in the top right.
  3. Click the POP/IMAP Download tab to confirm that POP is enabled.
    • Choose Enable POP for all mail
    • Click Save changes. You’ll be returned to the main Gmail screen
  4. Login to your personal Gmail account, click the gear icon at the top right corner and choose Settings.
  5. On the Accounts and Imports tab, click Add a mail account next to Check mail from other accounts
  6. Enter your Wharton email address and click Next
  7. Make sure the bottom bubble is selected (POP3) and click Next
  8. Make the following choices on the Add a Mail Account screen:
    • Enter your Wharton email address for the Username. Then enter your Wharton password 
    • For Pop Server, hit 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.
    • Add a label to distinguish between your Wharton email and your other email

  9. 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.

For instructions on how to Send As your Wharton address from a personal account, visit Configuring An Email Account to send from your Wharton Lifelong Address

 


 

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

 

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