Office 365 - Transferring Email to an Outlook.com Account

This document describes how to transfer email from your Office 365 account into an Outlook.com account.

Self Help
Only
NOTE: These products are not supported by the Help Desk. This document is provided for self help purposes only. Please contact the manufacturer or system developer for help.
  1. Set up your Office 365 account in an Outlook desktop client. For instructions on how to do this, expand the appropriate section below based on your Operating System and client version.

    1. Start Outlook
    2. On the "Welcome" screen, click Next.
    3. On the "Add an Email Account" screen, choose Yes and click Next.
    4. On the "Add Account" screen, enter the following information:

      Add Account Window

      • Your Name: Enter your name or the name of the account you are setting up.
      • E-mail Address: Enter the address of the account you are configuring using the following format
        • NetID Account: netid@wisc.edu (bbadger@wisc.edu)
        • Service Account: name_domain@wisc.edu (bucky_athletics@wisc.edu)
    5. Click Next.
    6. The wizard will begin the process of connecting Outlook to Office 365. You will be redirected to UW-Madison's Login system.

      Login window

      • NetID
        • For NetID Account (e.g. bbadger@wisc.edu), enter:
          • bbadger
        • For Service Account (buckingham.badger@doit.wisc.edu) enter:
          • buckingham.badger_doit
            For multi-level domains, name@domain1.domain2.wisc.edu, use the following format: name_domain1.domain2.
      • Password: Enter the password associated with the account you entered above.

        Note: If you are configuring a service account and do not know the password of the account, contact your domain administrator.

    7. Click Log in.
    8. If you are prompted to "add this account to Windows", click skip for now.
    9. Click Finish to complete the configuration process.
    10. After Outlook starts, you will/may be prompted to "Activate Office" - if so, enter the primary address of the account you just configured and click Next.
    11. You will be redirected to UW-Madison's Login system. Enter the NetID credentials of the account you are configuring and click Log in.
    12. A message will appear that the account was updated - click OK.
    13. You may also be prompted to accept a Microsoft Office License Agreement - click Accept.

    Important: You are now ready to use Outlook - but depending on the size of the account you configured, Outlook will need to update its local cache - so it may seem that Outlook is slow during this time period.

    Note: Please make sure your Outlook client is closed before proceeding with these steps

    1. Go to Start -> Control Panel.
    2. Search for Mail and run it.
    3. Within the "Mail" window, click Show Profiles.
    4. Click Add
    5. Enter a name for the profile, maybe include Office 365 or O365
    6. A window labeled "Add Account: will appear prompting you for some additional information.

      Add Account Window

      • Your Name: Enter your name however you wish it to appear
      • E-mail Address: Enter the address of the account you are configuring using the following format
        • NetID Account: netid@wisc.edu (bbadger@wisc.edu)
        • Service Account: name_domain@wisc.edu (bucky_athletics@wisc.edu)
      • Password/Retype Password: Enter the password for your account

      Note: If you are configuring a service account and do not know the password of the account you are configuring, contact your domain administrator.

    7. Click Next.
    8. The wizard will begin the process of connecting Outlook to Office 365. You will be redirected to UW-Madison's Login system.

      Login window

      • NetID
        • For NetID Account (e.g. bbadger@wisc.edu), enter:
          • bbadger
        • For Service Account (buckingham.badger@doit.wisc.edu) enter:
          • buckingham.badger_doit
            For multi-level domains, name@domain1.domain2.wisc.edu, use the following format: name_domain1.domain2.
      • Password: Enter the password associated with the account you entered above.

        Note: If you are configuring a service account and do not know the password of the account, contact your domain administrator.

    9. Click Log in.
    10. If you are prompted to "add this account to Windows", click skip for now.
    11. Click Finish to complete the configuration process. You will be returned to the "Mail" control panel which will show all the profiles you currently have.
    12. If you would like Outlook to load a specific profile when started, select 'Always use this profile' and set the profile you want loaded automatically. If you want to be prompted for the profile, select 'Prompt for a profile to be used'. Click Apply and OK.
    13. Start Outlook with the desired profile.
    14. If you are prompted to "Activate Office" - enter the primary address of the account you just configured and click Next. You will be redirected to UW-Madison's Login system. Enter the NetID credentials of the account you are configuring and click Log in. A message will appear that the account was updated - click OK.
    15. You may also be prompted to accept a Microsoft Office License Agreement - click Accept.

    Important: You are now ready to use Outlook - but depending on the size of the account you configured, Outlook will need to update its local cache - so it may seem that Outlook is slow during this time period.

    Note: Please make sure your Outlook client is closed/quit before proceeding with these steps.

    1. Go to Start -> Control Panel.
    2. Search for Mail and run it.
    3. Within the "Mail" window, click Show Profiles
    4. Select the profile you want to add/delete your account to/from and click Properties
    5. Click E-mail Accounts...
    6. To remove an account:
      • Select the account you want to delete, then select Remove.
      Note: You'll see a message warning you that all offline cached content for this account will be deleted. This only affects content downloaded and stored on your computer.
    7. To add an account:
      • Under the E-mail tab click New...
      • The "Add Account" window appears prompting you for some additional information:

        Add Account Window

        • Your Name: Enter your name however you wish it to appear
        • E-mail Address: Enter the address of the account you are configuring using the following format
          • NetID Account: netid@wisc.edu (bbadger@wisc.edu)
          • Service Account: name_domain@wisc.edu (bucky_athletics@wisc.edu)
        • Password/Retype Password: Enter the password for the account you are configuring.

        Note: If you are configuring a service account and do not know the password of the account, contact your domain administrator.

    8. Click Next.
    9. Click Finish.
    10. Click OK on Mail control panel.
    11. Click Close on "Mail Setup" screen.
    12. Start Outlook with the desired profile.

    Important:

    • Depending on the size and amount of emails you have in your account, Outlook may require some time to completely download all of your mail (and other data) the first time you load Outlook after configuring your account.
    • If you are having issues interacting with the configured account or with other accounts, please verify you have authenticated into Outlook before contacting the help desk.

    Uninstall Outlook/Office

    You may experience issues with Outlook that are often resolved by performing a full uninstall/reinstall of Microsoft Office. The following Microsoft documentation provides instructions on how to fully uninstall Microsoft Office on your PC: Uninstall Office 2016, Office 2013, or Office 365 from a PC.


    Download/Install Outlook for Mac

    Note: If you already have Outlook for Mac installed on your computer, skip this section follow the steps below to configure the client.

    1. Log in to Outlook on the web.
    2. Click on settings gear icon, OWA_settings_icon..
    3. Click Office 365 Settings.
    4. Within "Settings" section, click Software.
    5. Click Install.
    6. When prompted, run the installer and continue with the installation/configuration process.

    Configure Outlook

    Warning: Before proceeding, make sure you have updated Outlook to the latest version (patch) currently available. If you do not update Outlook before proceeding, the potential exists that you will be unable to configure your account to Office 365 (you will receive an error during the configuration process).

    Important: In addition to configuring your NetID account, this document also contains instructions on how to configure a Service Account. The recommended configuration for Service Accounts within Outlook is to have the Service Account linked to your NetID account and then to use the delegation feature to interact with the Service Account.

    Microsoft Outlook for Mac uses profiles to manage your accounts within Outlook.

    1. You have three options on configuring your Outlook profile:
      Option 1: First time user of Outlook (no existing profile).
      Launch Outlook to start the account creation wizard. Click the Exchange or Office 365 account option. Proceed to step 2.
      Option 2: Create a new profile.
      Make sure Outlook is not running.
      1. Follow these steps to create a new profile.
      2. Proceed to step 2.
      Option 3: Add your account to an existing profile.
      Launch Outlook.
      1. Go to "Tools" menu and click the Accounts selection.
      2. Select Exchange... from the + menu selection located at the bottom left corner of the 'Accounts' screen.
      3. Proceed to step 2.
    2. On the Auto Account Setup window, enter the following for each field:
      • Email Address: -
        • NetID Account: Enter the primary address of your NetID account which will take one of the following forms: netid@wisc.edu or first.lastname@wisc.edu or name@domain.wisc.edu
        • Service Account: Enter the primary address of your Service account which will take one of the following forms: name@domain.wisc.edu

        Note: if you don't know whether you are attempting to configuring a NetID account or a Service account, please contact your domain administrator or the DoIT HelpDesk.

      • Method: User Name and Password
      • Username
      • Password: Enter the password of the account you are configuring.

        Note: If you are configuring a service account, a password is required. If you do not know the password of the service account you are configuring, contact your domain administrator.

      • Ensure Configure Automatically is checked.

      account information screen

      Important: The 'User name' field may be pre-populated with your email address you entered the previous step. You must make sure this address is changed to the format required in this step.

      Note: for further server/account details, see - Office 365 - Server and Account Configuration Settings.
    3. Click Add Account.
      Please note: If you receive an error message that your account is unable to be auto-configured, please make sure that your Outlook client is fully updated to the newest version (patch) currently available.
      If this is your first time setting up this client: You may receive the following notification:
      activation notice
      Click Activate and follow the instructions using your NetID to login when asked to activate the software.
    4. A summary will be displayed upon successfully account configuration.
      accounts screen displaying a summary of the account you just configured
    5. Modify the account description field to something more descriptive; such as your name.
    6. Close the Accounts window to start using Outlook.

    Important:

    • Depending on the size and amount of emails you have in your account, Outlook may require some time to completely download all of your mail (and other data) the first time you load Outlook after configuring your account.
    • If you are having issues interacting with the configured account or with other accounts, please verify you have authenticated into Outlook before contacting the help desk.

    Optional - Configure Access to the Campus Directory (Whitepages)

    Remember: the Global Address List (GAL) will only contain Office 365 accounts. Therefore, you may still need access to the Campus Directory (Whitepages) to find the person you are searching for.

    Use these instructions to configure the Campus Directory (Whitepages) within this client.

    Uninstall Outlook/Office

    You may experience issues with Outlook for Mac that are often resolved by performing a full uninstall/reinstall of Microsoft Office. The following Microsoft documentation provides instructions on how to completely uninstall Microsoft Office on your Mac: Troubleshoot Office 2016 for Mac issues by completely uninstalling before you reinstall.

  2. You now need to setup your Outlook.com account in your preferred version of Outlook. Please refer to the following Microsoft article for the appropriate steps: http://windows.microsoft.com/en-us/windows/outlook/send-receive-from-app

  3. You should now see your Office 365 account and your Outlook.com account in the lefthand panel of Outlook.

  4. Select all the messages from your Office 365 inbox, as well as any additional folders you have, and drag them to the inbox or a folder of your choice in the Outlook.com account. This may take a while depending on how many messages you have in your Office 365 account.

  5. Your Office 365 emails should now be in your Yahoo Mail account, and you will be able to access them either using Outlook or the online Outlook.com client.




Keywords:o365 office365 transfer move import email mail windows live account hotmail migrate   Doc ID:16604
Owner:Leah S.Group:DoIT Help Desk
Created:2011-01-19 19:00 CDTUpdated:2016-05-27 16:49 CDT
Sites:DoIT Help Desk
Feedback:  1   0