Transfer emails from Outlook to Gmail

Overview

This process will take some time, so I recommend preemptively downloading all available Outlook emails before the meeting.

The faculty member (or alumni) will need to log into their Outlook and their Gmail accounts during this process, which is why we choose to meet in person.

Once the process is complete there mail, calendar, contacts will be available on Umich Gmail.

Timeline

  • Determine their last day
  • Confirm they have a lvl1 gmail account
  • Work with them to find a day and time in person for us to get a hold of their machine for several hours before their last day.
  • (optionally offer to provide a loaner they can use while we hold onto their machine to run this transfer).
  • Send them information on how to download all server emails to their Outlook client.

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  • During the scheduled email transfer appointment. Perform the transfer (and provide loaner if needed)
  • Once complete inform them of the status
  • Then complete the rest of their off-boarding (including retrieving the loaner if applicable) on their schedule day.

Guide

  1. Power and provide an Ethernet connection to the computer
  2. Have user log into their computer
  3. Download the Google GWMMO .exe tool (https://tools.google.com/dlpage/gsmmo/)
  4. Have them log into their lvl1 email using Google chrome. email.umich.edu
  5. Open Outlook and confirm all emails are downloaded
    1. Under their inbox, right click their account and select the Folder Size under the general tab
    2. Toggle between Local Data and Server Data to determine if all messages have been downloaded
  6.  

Extend Outlook's Offline Cache

Have the end user extend out their email following the directions below

Here are Microsoft's directions.

  1. Click File > Account Settings > Account Settings.
  2. Under the Email tab highlight their lvl2 account, and then click Change.
  3. Under the Download email for the past, drag the slider to All position.
  4. Return back to the main inbox, and select the Send / Receive tab at the top.
  5. Select Send / Receive All Folders.
  6. Over the next several hours Outlook will slowly download all emails.

 

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