Migrating Your Mailbox to Another Service

Overview

Since SPU has a policy of deleting inactive mailboxes, users may want to migrate their mailbox contents to another service.

Migrating Your Mailbox to Gmail and Apple Mail: Step-by-Step Guide

Ensure access to Outlook Desktop

FacStaff and current students have access to desktop apps as they have A5 licenses. They can move on to the sections below.

Alumni, emeriti, and adjuncts do not have access to desktop apps with their Exchange-only/A1 licenses. However, they can gain access by doing one of the two following options:

1. Utilize a personal M365 license to add their SPU account.

   • In your personal Outlook desktop app, select File > Add Account > input your SPU credentials > select whether you want to sign into Outlook only or all apps > wait for it to configure.

   • Then use any of the mailbox migration options outlined below in the step-by-step guide.

2. For users without a personal M365 license, M365 offers a 30-day free trial for users who haven’t signed up before. It will require a credit card, but it will not charge it until the end of the free trial. Additionally, users can cancel it immediately while still utilizing its benefits for the whole month. Exchange-only users can use their SPU email to sign up.

   • Then use any of the mailbox migration options outlined below in the step-by-step guide.

   • To cancel, navigate to the M365 Subscriptions tab> select Manage on the Microsoft 365 Family plan > Cancel subscription > scroll to the bottom to select Cancel subscription again.

   • Please keep in mind: if you plan on signing up for a long-term subscription, it is recommended to use a personal (non-SPU) email and then simply follow the steps for option 2 above.

Migrate To Gmail Using a PST File

1. Export Your Mailbox to a PST

For users with access to the Outlook desktop application:

• Open Outlook (connected to your SPU Exchange account).

• Go to: File > Open & Export > Import/Export > Export to a file & click Next > Outlook Data File (.pst) & click Next again.

• Select the folders you want to export (Inbox, Sent Items, etc.) > click Next.

  • If you would like to export subfolders, check the box: Include subfolders.

• Choose a location to save the PST file on your device by selecting Browse…

• Select how you would like to manage duplicate items (replace, allow duplicates, or do not export) and click Finish.

• (Optional) set a password for the PST file, but keep it readily available for later upload to other email services.

2. Import PST into Gmail via Outlook

• Add Gmail Account to Outlook:

  • File > Add Account > Enter Gmail credentials and click Continue, and accept the prompts on the Google approval pages.

• Import PST into Outlook:

  • File > Open & Export > Import/Export > Import from another program or file & click Next > Outlook Data File (.pst) & click Next.

  • Select how you would like to manage duplicate items (replace, allow duplicates, or do not export) and click Finish.

• Move Emails:

  • Drag and drop emails from the imported PST folders into your Gmail folders in Outlook.

• This method is straightforward for individual users—no admin tools required.

3. Alternative: Google Migration Tool for Individuals

• Download & install GWMMO (Google Workspace Migration for Microsoft Outlook):

  • Open the application and sign in with your Gmail account > accept the prompts on the Google approval pages.

  • Under Select a Microsoft Outlook user profile or PST files to migrate, select PST file and the file you exported > Check Migrate all data > Next.

  • Choose what to migrate (emails, contacts, calendar).

  • Start migration; the tool uploads your PST data directly to Gmail.

Migration to Apple Mail

1. Add iCloud Account to Outlook or Apple Mail

   • In Classic Outlook: File > Add Account, enter your iCloud credentials (IMAP settings: imap.mail.me.com for incoming, smtp.mail.me.com for outgoing).

   • In New Outlook: File > Account Info > Accounts > Your Accounts > Add Account > enter your iCloud credentials > Continue > on Sync your iCloud account, select Continue again.

     • If you have two-factor authentication set up, you might need to follow the subsequent prompt to create an app-specific password.

   • Alternatively, use Apple Mail on macOS and add your iCloud account.

2. Move Emails

   • Drag and drop emails from the imported PST folders into your iCloud folders in Outlook or Apple Mail.

   • This syncs them to iCloud.

Related Articles