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IT Connect

Information technology tools and resources at the UW

Migrate from shared UW NetID Deskmail account to alternate email service

Note: Please work with your former home department or unit to remove and retain official UW records if you have them, taking care to preserve UW records according to records management guidance and the General Records Retention Schedule or the UW Medicine Records Retention Schedule.
Note: Many departments are planning coordinated migrations of their people from UW Deskmail to UW Exchange Online (Office 365) and/or UW Gmail. Please contact your department IT support organization to see if your UW Deskmail account is scheduled to be migrated by your local IT support, and to confirm whether your department has a preferred UW email system (UW Exchange Online (Office 365) or UW Gmail), before following the instructions below.

To migrate the UW Deskmail account for your Shared UW NetID, follow these steps:

  1. Find the shared UW NetID(s) for which you are the owner or administrator
  2. Optional. Enable Exchange Online for shared UW NetID(s).
  3. Are you paying for extra storage on Deskmail? Stop payment before deactivating your account.

  4. Check shared UW NetID account for content you want to save.
  5. If you need to move email messages, decide whether you want to:
  6. Manage content that cannot be migrated

Find the shared UW NetIDs for which you are owner or administrator

  1. Navigate to https://uwnetid.washington.edu/manage/?sharedYou will see a list of Shared UW NetIDs for which you are an owner or administrator.
  2. In the upper right corner look for Manage UW NetID
  3. Select the Shared NetID you’d like to manage and then click Go.

Optional. Enable Exchange Online for use with shared UW NetID(s)

Should you wish to enable Exchange Online, Skype for Business, OneDrive for Business, or other Office 365 capabilities for a shared UW NetID it must be “endorsed” by a current UW employee. Endorsement is managed through membership in an “endorsement” group in the UW Groups service and must be reviewed at least annually. Enable Exchange Online for Shared UW NetID(s).

Check shared UW NetID account for content you want to save

Note: If you are already logged in with your primary UW NetID, you may need to open a different browser in order to log into Web Alpine with a shared UW NetID.

  1. Go to Web Alpine (Deskmail).
  2. In the upper right corner of the page, click Open UW NetID’s Inbox.
  3. On the left side of the next screen, click View/Manage folders.
  4. Open folders and review content. Decide whether you want to move a few items, move a few folders, or move all your content (Windows)  (Mac users).

Important: Changing UW email forwarding from UW Deskmail to any other UW email service or personal email address initiates a two-week countdown for expiring and permanently deleting your UW Deskmail account. Once you change forwarding away from UW Deskmail, you cannot change it back.

Timeline for UW Deskmail account expiration and permanent deletion after a change of forwarding from UW Deskmail:

Day 1: Change UW email forwarding away from Deskmail

Day 2: You will receive email notice of automated expiration

Day 14: Deskmail account is deactivated (you lose access to account)

Day 27-28: Deskmail mailbox files and account permanently deleted

Day 35: Last backup of Deskmail mailbox files permanently deleted

I need to migrate all of my content

UW-IT has arranged for a third-party consulting firm called Comparex to assist with email migrations between UW email services.

Engaging Comparex results in a seamless 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.

Learn more about Comparex supported migration of UW email.

If you’d like to migrate your email messages from your UW Deskmail account to a UW Gmail account, follow these instructions.

If you prefer to migrate your email manually, follow these instructions:

I need to migrate a few folders

If you have folders with a lot of content and you want to migrate just a few (not all the folders), follow these instructions.

I need to move only a few items

If you have just a few messages and/or attachments you want to save, forwarding the individual messages is a quick and easy way to get them out of Deskmail and into an alternate email service.

  1. Navigate to Web Alpine (UW Deskmail).
  2. In the upper right corner of the page, click Open UW NetID’s Inbox.
  3. To open the message you want to forward, click the subject line.
  4. On the next screen, in the upper toolbar, click Forward.
  5. In the To: line, enter the address for the email account you want to forward to.
  6. When you have forwarded all the messages/attachments that you want to save, proceed to deactivate Deskmail.

I have messages that cannot be migrated

Some content — such as oversize attachments or executable files (.exe file extension) — cannot be migrated from Deskmail. If you attempt to migrate messages that have these kinds of attachments, Deskmail will create a folder called “unmigratable-mail” and store the messages there. If you see such a folder in your Web Alpine content, open it and review the contents for anything you might want to save. UW-IT recommends that you download such files directly to your computer and save in a convenient location. The UW offers an array of online file storage options.