This document outlines recommended solutions for what to do when a former student loses access to their UW-Madison email account (netid@wisc.edu).
The following solutions are suggestions and recommendations on what to do if you are leaving the University and want to keep an archive of your data. There is no one-size-fits-all solution to extracting, backing up and utilizing your email data.
Notice of risk
No Liability for Data Loss: The DoIT Help Desk will provide guidance on various email backup, archival, or migration options. However, DoIT, the University of Wisconsin–Madison, and Microsoft are not responsible for any data loss or data corruption that may occur during this process. While these methods are reliable, migration of mail is voluntary and you assume all risk during this process.
Recommendations before you begin
Extracting and archiving data takes time and resources, especially storage space. Before you begin, identify the important messages and attachments you want to save. Review: Manage my mailbox size - Microsoft Support.
If you have a small amount of data that is truly important to save, consider manually forwarding those messages and attachments to your new email account.
Possible options for email extraction and migration
With a Microsoft 365 license for Outlook Desktop
While in school, students have a Microsoft for Education license that gives them access to Microsoft Outlook, Microsoft Teams, Microsoft Word, and other Microsoft Office applications. Recent graduates can sometimes find alumni discounts and offers. (UW-Madison does not have any control over what these alumni offers are or when they are offered.)
After graduation, you may choose to purchase a Microsoft 365 Personal license for yourself. Purchasing your own Microsoft 365 license would give you access to Microsoft Outlook Desktop application.
Outlook .pst files
With your own Microsoft 365 license, you can create a backup of your email, contacts, and calendar via an Outlook Data File (.pst).
Depending on the size of your mailbox, the export process may take quite some time (sometimes over 24 hours). It is strongly recommended to decrease your mailbox size before beginning this process: Manage my mailbox size - Microsoft Support.
Once your Outlook data is in a .pst file, it's portable.
You are responsible for storing your personal data. UW-Madison does not offer long-term storage solutions for personal data.
Outlook for Mac
Outlook for Mac only exports to an .olm format: Export items to an archive file in Outlook for Mac.
Note: You must use the "Legacy" version of Outlook to export emails.
How to Revert to Legacy Outlook
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Open Outlook for Mac
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Click Help in the top toolbar
- Click Revert to Legacy Outlook in the drop-down menu
Learn more from Microsoft Support
Copy messages over once both accounts are configured in Outlook
If your goal is to move data from your UW-Madison Microsoft 365 account to your new personal email account, we recommend configuring Outlook desktop with both accounts. Once they are both configured in Outlook, you can copy messages from your NetID@wisc.edu email address to your new one: Microsoft 365 - Configure your desktop client.
Without a Microsoft 365 license for Outlook Desktop
You can still extract your data from your UW-Madison Microsoft 365 account to another personal email account without purchasing a new license.
Microsoft Support
The Microsoft Support website offers instructions on how to save your Outlook contacts to your iOS contacts app.
Thunderbird
Follow the steps outlined here: Microsoft 365 (Thunderbird) - Configuring Two Accounts for Email Backup.
Thunderbird is a free, open-source email and calendar client. It needs to be configured with modern authentication: Microsoft 365 (Thunderbird) - Configure Modern Authentication.
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Configure Thunderbird using IMAP with both your netid@wisc.edu email account and your personal email account. For directions, reference Automatic Account Configuration | Thunderbird Help.
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If you have a lot of email, the process to download emails can take a long time.
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Once all emails are downloaded, copy over your email in batches (200-300 at a time) from your netid@wisc.edu account to your personal email account.
UW-Madison DoIT Help Desk can only provide limited best-effort support to Thunderbird clients.
Apple Mail
Apple Mail is the native email client on Apple products, like Macs and iPhones. It needs to be configured with modern authentication: Microsoft 365 (Apple Mail / Calendar) - Configure Apple Mail / Calendar.
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Configure Apple Mail using IMAP with both your netid@wisc.edu email account and your personal email account. For directions, reference Add email accounts in Mail on Mac - Apple Support.
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If you have a lot of email, the process to download emails can take a long time.
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Once all emails are downloaded, copy over your email in batches (200-300 at a time) from your netid@wisc.edu account to your personal email account.
UW-Madison DoIT Help Desk can only provide limited best-effort support to Apple Mail clients.
Third-Party Apps
MailStore Home is a free third-party tool for email archiving across platforms. For more information, visit MailStore Home - Free Email Archiving & Backup for Home Users.
Please note: the DoIT Help Desk does not provide support for third-party applications. Questions should be directed to the vendor directly.
See Also
- Help Desk (Former Student) - Steps to take before your access to Microsoft 365, Google, Box, Qualtrics, and Zoom changes
- Help Desk - Resources for Microsoft 365, Google, Zoom, Box, and Qualtrics Account Changes or Deactivations
- Microsoft 365 (Outlook for Windows) - How to locate, move, or back up your personal folders (.pst) file
- Microsoft 365 - Setup/configure Outlook on mobile device or desktop computer
- Microsoft 365 (Thunderbird) - Configure Modern Authentication
- Microsoft 365 (Thunderbird) - Configuring Two Accounts for Email Backup
- Microsoft 365 (Apple Mail / Calendar) - Configure Apple Mail / Calendar
