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Manually Migrate UW Deskmail email messages to UW Exchange Online (UW Office 365) (Windows)

Note: Manual email migration is a fairly complex technical process. UW-IT does not offer support for manual migration. If you are moving from one UW email service to an alternative UW email service, UW-IT strongly encourages the use of our Comparex supported migration service. Engaging Comparex results in a seamless email migration experience for users and local IT support staff. At $25 per email account, the charge for this service is far less than the cost of user personal time and/or local IT support staff time required for a more manual method of email migration. A UW budget is required for Comparex supported migration. See the UW-IT Comparex webpage for more details.

Complete all of the steps below to manually copy all of the emails from a UW Deskmail account directly into a corresponding UW Exchange Online (UW Office 365) email account.  You can use this guide to copy all of the emails from a personal UW Deskmail account into a corresponding personal UW Exchange Online (UW Office 365) account, or from a Shared UW NetID UW Deskmail account into a corresponding Shared UW NetID UW Exchange Online (UW Office 365) account.

This manual migration guide is for use with Microsoft Outlook 2016 for Windows.

For Mac users, use this guide to manually migrate UW Deskmail email to UW Exchange Online (UW Office 365).

  1. Forward your email to UW Exchange Online (UW Office 365)
  2. Configure UW Exchange Online (UW Office 365) Account in Outlook
  3. Configure UW Deskmail account in Outlook
  4. Export email messages from UW Deskmail to Outlook PST file
  5. Import UW Deskmail PST into UW Exchange Online (UW Office 365) Account
  6. Remove UW Deskmail account from Outlook

1. Forward your email to UW Exchange Online (UW Office 365)

Before you transition from UW Deskmail to UW Exchange Online, make sure you are acquainted with the UW rules and guidelines for forwarding email.

  1. Go to the UW NetID Manage Portal.
  2. Under Change UW Email Forwarding, select Forward to UW Office 365 (UW Exchange Online).

2. Configure UW Exchange Online (UW Office 365) Account in Outlook

  1. Follow these instructions from Microsoft to create a new Outlook profile. You will then see the screenshot below.
    Add account
  2. Enter the Display Name of the account (your name or the name of the Shared UW NetID), UW email address, and UW NetID password, and then the UW NetID password once more to confirm, and then click Next. If your name and UW email address are already auto-completed for you, click Next. You will see a message that says “Congratulations! Your email account was successfully configured and is ready to use.”
  3. Click Finish. On the next screen, you’ll see an option that says Always use this profile. Select the Outlook profile you created from this dropdown menu and then click OK.
  4. Open Outlook on your PC.

3. Configure UW Deskmail account in Outlook

  1. Next, in Outlook, click File and select Account Settings, then Account Settings again.
  2. In the dialog box that appears, click the Email tab, then click New.
  3. If you see this dialog box, proceed to Option A:
    Welcome to Outlook
  4. If you see this dialog box, proceed to Option B:
    Add Account dialog box

Option A

Welcome to Outlook

  1. Enter the UW Email address, then select Advanced options.
  2. Select the check box next to Let me set up my account manually, then select Connect.
  3. From the Choose account type menu, select IMAP.
  4. Now, enter this information as follows:
    Incoming mail Server: UWNetID.deskmail.washington.edu
    Port: 993
    Encryption method: SSL/TLS
    Outgoing mail Server: smtp.uw.edu
    Port: 587
    Encryption method: STARTTLS
  5. Click Next.
  6. Enter the UW NetID password and click Connect.
  7. On the next screen, in the User Name field, delete the @uw.edu after the email address so it is just the UW NetID, then click OK. You may have to do this several times.
  8. You will then see an Account setup is complete page. Uncheck the checkbox next to Set up Outlook Mobile on my phone, too, and then click OK.
  9. If Outlook “hangs” here, wait 30 seconds and if it is still stuck, hit the Ctrl + Shift + Esc keys together, simultaneously, to bring up Task Manager.  Select the Microsoft Outlook app and select End task in the lower right corner.  Now re-open Outlook.
  10. You will now be looking at the UW email address listed twice in the Account Settings menu. Select the UW email account that has IMAP/SMTP listed in the Type column then click the Change button.
  11. In the lower right corner of the Change Account menu, there is a settings slide called Mail to keep offline. Drag it all the way to the right until it says All.
  12. Click More Settings in the lower right corner and then, in the Mail Account box, delete your UW email address and enter “Deskmail”.
  13. Click Next and your Outlook will test your account settings, then click Close, then Finish, then Close.
  14. Click OK and then click Next. That should set up your UW Deskmail account in Outlook on your PC.
  15. Now, select the UW Deskmail account’s Inbox folder and you should see your UW Deskmail Inbox emails begin to appear.
  16. Right-click on the Inbox folder and select IMAP Folders then select Query.
  17. Hold down the Shift key and select the top folder in the list, then scroll all the way to the bottom of the folders and select the bottom folder in the list so all of the folders are selected, then click Subscribe, then click OK.  If you receive an error that a specific folder or folders cannot be subscribed, that is normal.  Just be sure that all of the folders that you want to copy to the UW Exchange Online (UW Office 365) Account are Subscribed.
  18. In the far upper left corner of Outlook, click the Send/Receive menu tab and then select Send/Receive All Folders. Depending on how many UW Deskmail email messages you have, it may take up to an hour for all your email to download to Outlook.  Once your email is finished downloading, proceed to Step 4, below: Export email messages from Deskmail to Outlook PST file.

Option B

Add Account dialog box

  1. On the screen seen above, select Manual setup or additional server types and click Next.
  2. Select POP or IMAP and click Next.
  3. Now, enter this information as follows:
    User Information
    Your Name: Display Name of the Account (Your name or Shared UW NetID name)
    Email Address: UWNetID@uw.edu
  4. Server Information
    Account Type: IMAP
    Incoming mail server: UWNetID.deskmail.washington.edu
    Outgoing mail server: smtp.uw.edu
  5. Log on Information
    User Name: UWNetID (NOT your UW email address)
    Password: UW NetID password
    Select the check box next to Remember password
  6. Locate the Mail to keep offline slider and slide it to all the way to the right until it says All.
  7. Click More Settings and, in the Mail Account box, delete your email UW email address and type in UW Deskmail.
  8. Select the Outgoing Server menu tab and select the check box next to My outgoing server (SMTP) requires authentication, then select the Advanced menu tab.
  9. Under Server Port Numbers, for Incoming server (IMAP) enter “993,” then from the Use the following type of encrypted connection dropdown menu, select SSL.
  10. From the Use the following type of encrypted connection dropdown menu, select TLS, then enter “587” for the Outgoing server (SMTP), then click OK, then click Next.
  11. If Outlook “hangs” here, wait 30 seconds and if it is still stuck, hit the Ctrl + Shift + Esc keys together, simultaneously, to bring up Task Manager.  Select the Microsoft Outlook app and select End task in the lower right corner.  Now re-open Outlook.
  12. Outlook is now testing your mail settings by sending you a test email. You should then see a successful test dialog, then click Close, then a You’re all set! message. Click Finish and then click Close.
  13. Now, select the UW Deskmail account and select the Inbox folder and you should see your UW Deskmail Inbox emails begin to appear.
  14. Right-click on the Inbox folder and select IMAP Folders then select Query.
  15. Hold down the Shift key and select the top folder in the list, then scroll all the way to the bottom of the folders and select the bottom folder in the list so all of the folders are selected, then click Subscribe, then click OK.  If you receive an error that a specific folder or folders cannot be subscribed, that is normal.  Just be sure that all of the folders that you want to copy to the UW Exchange Online (UW Office 365) Account are Subscribed.
  16. In the upper left corner of Outlook, click the Send/Receive menu tab and then select Send/Receive All Folders. Depending on how many UW Deskmail email messages you have, it may take up to an hour for all your email to download to Outlook.

4. Export email messages from UW Deskmail to Outlook PST file

  1. Now, click File, then click Open & Export, then Import/Export, then Export to a File, click Next, then Outlook Data File (.pst), then Next.
  2. Select the UW Deskmail account and click the box next to the Include subfolders, and click Next.
  3. Now, select the directory where you want to save the file by selecting Browse. We strongly recommend you save the backup.pst file you are creating on your Desktop. Click OK.
  4. Select Allow duplicate items to be created, and select Finish.
  5. The next screen is an optional step for setting up an additional password for your data file; we recommend you skip this step and just click OK. Your PST file will now be created on your Desktop.

5. Import UW Deskmail PST into UW Exchange Online (UW Office 365) Account

  1. NOTE: This step will merge all of the email from your UW Deskmail account into your UW Exchange Online (UW Office 365) account.
  2. To import the PST file you created, click File, click Open & Export, click Import/Export, click Import from another program or file, click Next, click Outlook Data File (.pst), then click Next.
  3. Click Browse, navigate to your Desktop, select your backup.pst file, and click Open.  Select the option Replace duplicates with items imported. Click Next.  If you provided an additional password earlier to secure your backup.pst file, enter that password here.
  4. Check the box next to Include subfolders, then on the the Import items into the same folder in dropdown menu, select the UW email address listed (*not* UW Deskmail).
  5. Outlook will now begin importing all of the UW Deskmail emails in the backup.pst file into the UW Exchange Online (UW Office 365) account.  This may take several hours, so we strongly recommend letting Outlook run for an extended period of time, or even overnight.  You will see an All folders are up to date message in the lower right corner of Outlook when your email has finished uploading.

6. Remove UW Deskmail account from Outlook

  1. To remove the old UW Deskmail account from Outlook, right-click the UW Deskmail account on the left folder pane and select Remove “UW Deskmail”.
  2. The UW Exchange Online (UW Office 365) account is now the only email account configured in Outlook.
  3. You have successfully migrated your UW Deskmail email messages into your UW Exchange Online (UW Office 365) account.