Transferring/Moving Emails From Outlook

Introduction 

Outlook is a flexible program to support functions and managements in transferring/moving emails from your UW account into a different email provider/account. 

  • Supported Email Providers: Gmail, Yahoo, iCloud, Thunderbird, etc... 

 

Please note this MUST be done through the Classic Outlook Application on a Computer 

  • Do not follow instructions using Outlook Webmail 

  • Do not follow instructions using New Outlook Application 

  • Do not follow instructions using Outlook Application on handheld device (phone or tablet) 

 

It is Highly Recommended to use a personal device to complete this process. 

 

Transferring/Moving Emails From Classic Outlook 

Step 1: Open your Classic Outlook Application. Navigate and select the "File" option

Image displays user in classic Outlook interface with a red arrow highlighting the "File" tab in the menu bar 

 

Step 2: In the Info Section select the "Add Account" button

Outlook application showing the Account Information under "Info" with highlighted instructions to add an account. 

 

Step 3: The Add Account Window will open. Input the desired E-Mail address in the textbox, then select the "connect" button to continue  

The add account window will open, there are red boxes and instructions indicating to input desired email then select connect

 

Step 4 (If you are using Gmail): A Browser Window will open to continue the log-in process.   

NOTE: This step may vary depending on which E-Mail provider you are using (i.e., yahoo, thunderbird, icloud, etc...) 

  • The Sign in to Microsoft apps & services page will appear. Select the "Continue" button

Google sign-in page for accessing Microsoft services 

  • The Microsoft apps & service wants access to your Google Account page will appear. Ensure you are selecting the checkbox to allow "Read, compose, send, and permanently delete all your email from Gmail" then select the "Continue" button 

Google permissions page for Microsoft apps requesting access

 

Step 5: The Add Account Window will appear again. You should see "Account successfully added" and then under that it should list the desired E-mail address. If this is what you are seeing, navigate to and select the "Done" button to finish connecting the desire E-Mail   

Image displays email account being successfully added to outlook  

  • You should now see your newly added E-mail in the Left Panel of your Classic Outlook Application

Image displays the Classic Outlook Application showcasing the newly added email address 

 

Step 6 (If you are using Gmail): It is highly recommended to create a folder in the "[Gmail]" folder

NOTE: This step may vary depending on which E-Mail provider you are using (i.e., yahoo, thunderbird, icloud, etc...)

  • Right-Click [Gmail] folder and select "New Folder..." then choose desired name    

Image displays creating a new folder within the email address you just connected 

 

 

NOTE: There are two ways your may Transfer/Move emails

  • Option 1: Transfer/Move email by copying specific email or folder (i.e., Inbox) 

  • Option 2: Transfer/Move email by exporting an Outlook .pst file   

    • For more information and instruction on Option 2, please go HERE, continue for Option 1

 

Step 7: Select the Outlook folder which you want to export mail from then if needed navigate to the specific emails your desire to export. For example you see the photo in the persons "Inbox" filtering for the "Flagged" Emails.    

  • For Specific Emails:  

    • Windows: Press and Hold "Ctrl-c" while selecting emails 

    • Mac: Press and Hold "Command-c" while selecting emails

  • For All Emails in Folder: 

    • Windows: Press "Ctrl-A" which should select all emails in folder 

    • Mac: Press "Command-A" which should select all emails in folder 

Image displays an example for the user, where in the example they are in Inbox and filtering for Flagged Emails 

 

Step 8: Once desired Emails/Folder is selected. Right-Click one of the emails, then navigate to "Move", the menu should open, select "Copy to Folder..."

 Classic Outlook interface showing steps to copy emails from Outlook to Gmail via the "Move" menu.

 

Step 9: The Copy items Window will open. Navigate to and select the folder to export the emails to, then select the "OK" button to complete the process

For Example: In the photo we are selecting the "Outlook Inbox" folder that the user created in Step 6

Image displays user selecting desired folder then clicking OK to continue

Was this helpful?
0 reviews
Print Article