Moving emails from Gmail to Exchange

UVM will be enforcing the Information Security Policy more strictly in the future, requiring all UVM employees to stop forwarding their email to non-UVM accounts. The Information Security Policy states that Protected University Information must NOT be stored on any non-UVM device or services (e.g, Gmail).

The reason forwarding email will no longer be allowed is because employees may receive email containing protected information at any time since they cannot control what email they are sent. This means there is no guarantee protected information will not leave UVM servers, and therefore creates a security risk.

Many users who had been using Gmail and must now stop forwarding will want to move the forwarded emails back to their UVM account. After disabling forwarding, you can follow the steps below to add your Gmail account to Outlook and move your email between the accounts.

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In order to complete these steps, Outlook must be installed on your Mac computer. Any UVM accounts already added to Outlook will need to be removed.

Removing your UVM account from Outlook

  1. With Outlook open, click Outlook on the menu bar at the top of your screen. Select Preferences… in the dropdown menu that appears.
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  2. In Preferences, click Accounts.
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  3. With the UVM account selected, click the  icon at the bottom of the list of accounts.
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  4. Click Delete when prompted. The account should now be removed from Outlook.
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Adding a Gmail account to Outlook

  1. With Outlook open, click Outlook on the menu bar at the top of the screen. Select Preferences… in the dropdown menu that appears.
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  2. In Preferences, click Accounts.
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  3. Click the icon at the bottom of the list of accounts and select Other Email… in the dropdown menu.
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  4. Type in the Gmail address and password and press Add Account.
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  5. At this point Outlook will try to add the account. If it succeeds move on to Moving emails below. If not, the error message below may be displayed:
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    This means Gmail rejected adding the account due to security settings. If this happens, log into Gmail in browser. There should be an email entitled Review sign-on from a less secure app.
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    Open the email and select ALLOW ACCESS.
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    Then select Turn on for Access for less secure apps.
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    Go back to Outlook and try adding the account again.

 

Moving emails

  1. With Outlook open, click File on the menu bar at the top of the screen. Click Export… in the dropdown menu that appears.
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  2. Click Continue here (you should not need to change any of the selections).
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  3. Click Save, then wait for the Export to finish. This may take a long time, depending on how many emails you have.
    Gmail-Exchange-Mac-11Once the export has completed, click Finish.
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  4. Add (or re-add) your UVM account to Outlook to move email to it. If you need help with that process, please see the instructions found here:Instructions for adding your Exchange account to Outlook – Mac
  5. Once your UVM account has been successfully added to Outlook, click File on the menu bar at the top of the screen again. This time click Import… in the dropdown menu.
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  6. Select Outlook for Mac archive file (.olm) then press Continue.
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  7. Select the .olm file that was just created, then click Import. The import may take a long time time, depending on how many emails you have.
    Gmail-Exchange-Mac-15Once the import has completed, click Finish.Gmail-Exchange-Mac-16
  8. There should now be an On My Computer section in the sidebar in Outlook, that contains the archive file was just created. Find the Gmail subfolder under this section.
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  9. Click and drag the Gmail folder onto the Uvm section header.
    Gmail-Exchange-Mac-18This should make the Gmail folder a subfolder of your UVM account.
    Gmail-Exchange-Mac-19You can now move the emails from that folder to where you want them in your UVM account by just clicking and dragging them by folder or by each email.

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[accordion-item title=”Steps for Windows users”]

In order to complete these steps, Outlook needs to be installed on your computer with your UVM account added as an Exchange account. For help with that process, please see the instructions for setting up your account in Outlook at the following link:

Instructions for adding your Exchange account to Outlook – PC

Adding your Gmail account to Outlook

  1. In Outlook, open  the File menu. By default, this should be in the Info tab.
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  2. Click Add Account.
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  3. Enter the Gmail account information, then press Next.
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  4. At this point Outlook will try to add the account. If it succeeds click Finish and move on to Moving your emails below. If not, the error message below may be displayed:
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    This means Gmail rejected adding the account due to your security settings. If this happens, log into Gmail in browser. There should be an email entitled Review sign-on from a less secure app.
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    Open the email and select ALLOW ACCESS.
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    Then select Turn on for Access for less secure apps.
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    Go back to Outlook and try adding the account again.

Moving your emails

  1. In Outlook, open the File menu and go to the Open & Export tab.
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  2. Click the Import/Export icon.
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  3. In the Import and Export Wizard that appears, select Export to a file and click Next.
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  4. Select Outlook Data File (.pst) for the file type and then click Next.
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  5. Select the main folder for the Gmail account, and make sure the include subfolders box is checked. Click Next again.
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  6. Here, make note of where the .pst file will be saved, but the default location should work fine. Click Finish.
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  7. Re-open the Import and Export Wizard (File > Open & Export > Import/Export). Select the Import from another program or file option this time. Click Next.
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  8. Select Outlook Data File (.pst) for the file type, then click Next.
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  9. It should automatically select the .pst file that was just created for the File to import. If not, Browse to wherever to file was saved. Once the right file is located, click Next.
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  10. On this page, make sure the  include subfolders box is checked and that your UVM email account is selected in the dropdown box. Press Finish. At this point, your email should be moved into your UVM email account.
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If you are having problems or need further assistance, please contact the UVM Tech Team Help Line at 802-656-2604

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