Archiving UAlbany Mail with Gmail via Outlook

Owned by Lyons, Andrew H
Last updated: Aug 19, 2024 by Grosshandler, Mike
2 min read

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When preparing to leave the University, some people may want to migrate their UAlbany Mail account's contents to Gmail. The instructions below should help.

Instructions

Some of the instructions below rely on third parties or reference third party services which ITS does not manage or control.

This process requires Outlook on Windows to complete due to differences in export and import on Outlook for Mac.

You will need to Install Microsoft Office 365 Apps on a Personally-Owned Device if you do not yet have Outlook installed.

If you are using the "New Outlook", switch back to "Classic Outlook" to perform this process.

  1. Set up UAlbany Mail in Outlook per https://albany.atlassian.net/wiki/x/FIweAw.  

  2. Once your UAlbany Mail account is added, change Outlook to synchronize all e-mail via the steps under in this article.

  3. Wait for Outlook to finish synchronizing all email. The status at the bottom of Outlook will read "All folders are up to date." This will take some time.

  4. Export your UAlbany Mail content to an Outlook archive file (.PST) via the steps in this article.

    • This will likely take several minutes.

  5. Now, set up your Gmail account in Outlook with IMAP per this article.

    1. You may need to enable enable IMAP access for your Gmail account first in order for this to work.

    2. You may also need to enable less secure apps to access Gmail via the steps from https://support.google.com/accounts/answer/6010255

  6. Create a label in Gmail for your UAlbany content via the steps here: https://support.google.com/mail/answer/118708?hl=en 

  7. In Outlook, select/go into the folder corresponding to the UAlbany label you made in Gmail.

  8. Import your UAlbany Mail content from the Outlook archive file (.PST) via the steps here: https://support.office.com/en-us/article/Import-email-contacts-and-calendar-from-an-Outlook-pst-file-431a8e9a-f99f-4d5f-ae48-ded54b3440ac

    1. For Step 7, be sure to choose "Import items into the current folder".

    2. This will likely take several minutes.

  9. Wait for Outlook to finish synchronizing/copying all e-mail up to Gmail. Once this is finished, the status at the bottom of Outlook will read "All folders are up to date." This will take some time, possibly several hours, depending on how much content you have.

 

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