Archiving UAlbany Mail with Gmail via Outlook

Owned by
Lyons, Andrew H
Last updated: Sep 24, 2021
2 min read

Action

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.

  1. Set up UAlbany Mail in Outlook as 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 More Information (about half-way down): https://support.microsoft.com/en-us/kb/2733062
  3. Set up your Gmail account in Outlook as per https://support.google.com/mail/troubleshooter/1668960?hl=en
  4. You may need to enable less secure apps to access Gmail via the steps from https://support.google.com/accounts/answer/6010255
  5. Wait for Outlook to finish synchronizing all e-mail. The status at the bottom of Outlook will read "All folders are up to date." This will take some time.
  6. Export your UAlbany Mail content to an Outlook archive file (.PST) via the steps under Office 365: Export from your Office 365 mailbox to a .pst file here: https://support.office.com/en-us/article/Export-or-backup-email-contacts-and-calendar-to-an-Outlook-pst-file-14252b52-3075-4e9b-be4e-ff9ef1068f91
    • This will likely take several minutes.

    If you want to copy just email content, you can skip steps 6 and 9, instead of selecting the messages or folders you want to copy, right-clicking on them, and using the Move > Copy to Folder... feature.

  7. Create a label in Gmail for your UAlbany content via the steps here: https://support.google.com/mail/answer/118708?hl=en 
  8. In Outlook, select/go into the folder corresponding to the UAlbany label you made in Gmail.
  9. Import your UAlbany Mail content from the Outlook archive file (.PST) via the steps under Outlook 2013 and 2016 here: https://support.office.com/en-us/article/Import-email-contacts-and-calendar-from-an-Outlook-pst-file-431a8e9a-f99f-4d5f-ae48-ded54b3440ac
    • For Step 7, choose "Import items into the current folder".
    • This will likely take several minutes.
  10. Wait for Outlook to finish synchronizing all e-mail up to Gmail. The status at the bottom of Outlook will read "All folders are up to date." This will take some time, possibly several hours.



Need more help? Contact the ITS Service Desk.