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Information technology tools and resources at the UW

Migrate UW Deskmail to UW Gmail

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Before Transferring Email

Before you transfer your email, consider the following:

  • Clean up: Transferring your data presents an opportunity to do some pruning or housecleaning to get rid of messages or data you no longer need. Cleaning up in advance makes transferring easier and faster and make things easier to find later. You might even consider abandoning your old email and starting fresh.
  • Get familiar: Familiarize yourself with the new service before moving messages to be sure you can work with messages as you wish.
  • Originals: Transferring your data does not necessarily delete the original. If you choose the option to leave a copy of the retrieved message on the server, it will remain unless you delete it yourself (or until your account service expires). That may be helpful if you need to refer to it, but with new mail delivered to UW Google Email, data will quickly fall out of synchronization.
  • Double-check: After transferring data, make sure that it is all in place and not corrupt before you delete the original.
  • Folders vs labels: If you are transferring not only email messages but folders as well, make sure you understand that Google uses a different paradigm. Labels replace folders. Review Gmail Help Article on Using Labels and this discussion of improved label management.
  • Time commitment: If you have a lot of data to transfer, the process could take a long time — hours or even days. Plan accordingly.

Transfer Email

Deskmail Copy Tool

Locate the Deskmail Copy Tool via the manage UW NetID webpage. Once you set up a UW G Suite account, including UW Gmail, and change your forwarding to UW Gmail, you may use a special “Deskmail Copy” link on the Manage UW NetID page to transfer your mail.

PLEASE NOTE: Once the copy process has started, do not copy, save, delete, or move messages on the Deskmail account. Any changes can disrupt the copy process.

Also, all mail transferred with this copy tool will retain the original “sent” date, but the “received by” date will be set to reflect the transfer date.

Importing Your Contacts Into UW Gmail

Contacts are stored in the program you use to connect to your email account. If you normally use Thunderbird, for example, to access your UW Deskmail account, only Thunderbird has access to the contact information that you have created there. If you are going to use the same program to access your UW Gmail account, you may not have to do anything to transfer your contacts.

If, however, you are switching programs or you are going to use a Web browser to connect to UW Gmail, you will need to transfer your contacts in the form of a comma-separated values (CSV) file and then import that CSV file into UW Gmail. Refer to the help section of your email program for instructions on exporting the contacts as a CSV-formatted file. Once you have the file, you can refer to Google’s Importing CSV files help page for instructions on how to import the file.

Alpine users: If you need to export addresses you have stored in any of the Alpine (Pine) programs, see the Convert My Pine Address Book page and use the Convert Now button to receive an emailed copy of your address book in CSV format.