Office 365 - Transferring Email to a Gmail Account

This document describes how to transfer email from your Office 365 account into a Gmail 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.

    Note: If you are experiencing connectivity issues with your Outlook client, we recommend that you try using the Outlook Connectivity tool provided here.

    You have three options when configuring your Outlook profile

    First time using Outlook (no existing profile)

    1. Start Outlook 2016
    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 primary address of the account you are configuring - which will take one of the following forms: netid@wisc.edu or first.lastname@wisc.edu or name@domain.wisc.edu.
      • Password/Retype Password: Enter the password of the account.

        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.

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

    7. Click Log in.
    8. Click Finish to complete the configuration process.
    9. After Outlook starts, you will be prompted to "Activate Office" - if so, enter the primary address of the account you just configured and click Next.
    10. You will be redirected to UW-Madison's Login system. Enter the NetID credentials of the account you are configuring and click Log in.
    11. A message will appear that the account was updated - click OK.
    12. 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.


    Create a new profile

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

    1. Go to Start -> Control Panel -> Mail.
    2. Click Show Profiles
    3. Click Add
    4. Enter a name for the profile, maybe include Office 365 or O365
    5. 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 your primary address of your Office 365 account which will take one of the following forms: netid@wisc.edu or first.lastname@wisc.edu or name@domain.wisc.edu
      • Password/Retype Password: Enter the password for your account

      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.

    6. Click Next.
    7. 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, a password is required. If you do not know the password of the service account you are configuring, contact your domain administrator.

    8. Click Log in.
    9. 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.
    10. 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.
    11. Start Outlook with the desired profile.
    12. 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.
    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.


    Add your account to an existing profile

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

    1. Go to Start -> Control Panel -> Mail.
    2. Click Show Profiles
    3. Select the profile you want to add your account to and click Properties
    4. Click E-mail Accounts...
    5. Under the E-mail tab click New...
    6. 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 your primary address of your Office 365 account which will take one of the following forms: netid@wisc.edu or first.lastname@wisc.edu or name@domain.wisc.edu
      • Password/Retype Password: Enter the password for your account

      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.

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

    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: If you are experiencing connectivity issues with your Outlook client, we recommend that you try using the Outlook Connectivity tool provided here.

    Important: Make sure Outlook is updated to the most current release/patch before proceeding.

    Configure Outlook 2013/2010 for Office 365

    Microsoft Outlook for Windows 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. Proceed to step 2.
      Option 2: Create a new profile.
      Make sure Outlook is not running.
      1. Go to Start | Control Panel | Mail.
      2. Click Show Profiles.
      3. Click Add.
      4. Enter "Office 365" within 'Profile Name' field and click OK to start the account creation wizard.
      5. Proceed to step 2.
      Option 3: Add your account to an existing profile.
      Make sure Outlook is not running.
      1. Go to Start | Control Panel | Mail.
      2. Click Show Profiles.
      3. Select the profile you want to add your account to and Click Properties.
      4. Click E-mail Accounts....
      5. On the "Account Settings" screen, make sure the 'E-mail' tab is selected and click New....
      6. Proceed to step 2.
    2. On the Auto Account Setup window, enter the following for each field:

      Note: If the "Add Account" screen appears and it already includes your name and email address, just click on the Next button and go to the next step. The reason your account information is auto-filled is because you are signed into your Active Directory (AD) profile on the computer. If you want to modify any of the values or want to configure a different account, click into the "Manual setup or additional server types" and then click back into the "E-mail Account". This will activate both fields for entry.

      • Your Name: Enter your name as you'd like it to appear
      • Email Address: - Enter the primary address of your Office 365 account which will take one of the following forms: netid@wisc.edu or first.lastname@wisc.edu or name@domain.wisc.edu
      • Password/Retype Password: Enter the password for your account
      Add account setup screen
    3. Click Next.
    4. Outlook will now attempt to connect, search for, log into your account.
    5. After a few moments it will be locate the appropriate configuration settings for your account. You will then be presented with the Windows Security or UW-Madison's Login screen:

      Windows security account configuration popup

      windows security account configuration popup

      The username field will automatically be populated with the email address you entered in step 2. This is not necessarily the address that should be used as the username. There are two types of accounts in Office 365 that determine the username that should be used.

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

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


      • Place a check mark within "Remember my credentials" checkbox.
      • Click OK
      • If prompted a second time, enter the same credentials as the previous step and click OK.

      UW-Madison's Login screen

      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: Service Accounts require a password - If you do not know the password of the service account you are configuring, contact your domain administrator.


      • Click Login
    6. If all settings are correct, you will see the screen below. Your account is ready for use.
      configuration successful screen
    7. Click Finish.
    8. If you created a additional profile, make sure to set this new profile as the default startup profile when Outlook starts, otherwise skip to the next step:
      1. Go to Start | Control Panel | Mail.
      2. Click Show Profiles.
      3. Click "Always use this profile and select the new Office 365 profile you just created from within the select box under this setting and click OK.
    9. Start Outlook using the profile you just created/modified.
      Note: You may be prompted to enter your credentials again on initial start up. Make sure to enter your user name.

    Important: If your original WiscMail/WiscMail Plus account was configured on this device (which is not in Office 365), you will receive an error when Outlook is started, use the following instructions to remove this account: Outlook 2013 | 2010 - Removing an account from your 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.

    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.


    Download/Install Outlook 2016 for Mac

    Note: If you already have Outlook 2016 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. Click Software.
    5. Click Install.
    6. When prompted, run the installer and continue with the installation/configuration process.

    Otherwise, use the following document to download/install Outlook 2016 for Mac: Document 47347 is unavailable at this time..

    Configure Outlook 2016 for Mac

    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 2016 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 2016 for Mac.
      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.

    Note: If your original WiscMail/WiscMail Plus account was configured on this device, use the following instructions to remove the account: Office 365 (Outlook 2016 | Outlook 2011 for Mac) - Removing an account

    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.

    Running Office for Mac 2011 side-by-side with Outlook 2016 for Mac for Office 365

    You can run both Office for Mac 2011 apps and the latest version of Outlook at the same time on the same computer. However, it is recommended you remove Outlook for Mac 2011 from the Dock to make sure you are working with the latest version of the application.

    Outlook on the dock

    Note Word, Excel, and PowerPoint for Mac 2011 continue to use the Office 2011 database. Outlook 2016 for Mac for Office 365 uses a new database, Outlook Profile.

    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.

    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.

    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).

    Configure Outlook 2011 for Office 365

    1. Launch Outlook 2011.
    2. Open the Outlook menu and select Preferences.
    3. Click the Accounts icon from the Outlook Preferences window.
      Outlook Preferences menu - accounts selection
    4. Click the Exchange Account option.
      Exchange account selection
    5. 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
      • Method: User Name and Password
      • Username
        • For NetID Account, enter:
          • netid@wisc.edu
        • For Service Account enter:
          • name_domain@wisc.edu
            For multi-level domains, name@domain1.domain2.wisc.edu, use the following format: name_domain1.domain2@wisc.edu.
      • 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 configuration 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.
    6. 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.
    7. If you receive a warning similar to the following, place a check mark within "Always use my response for this server" box and click Allow to continue.
      auto-discover redirect warning message
    8. A summary will be displayed upon successfully account configuration.
      Account summary screen
    9. Modify the account description field to something more descriptive; such as your name.
    10. Close the Accounts window to start using Outlook.

    Note: If your original WiscMail/WiscMail Plus account was configured on this device, use the following instructions to remove the account: Office 365 (Outlook 2016 | Outlook 2011 for Mac) - Removing an account

    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.

    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.

  2. You now need to enable your Gmail account for IMAP. To do so, perform the steps listed under Step 1 of the following article: https://support.google.com/mail/troubleshooter/1668960?hl=en

  3. Once your Gmail account is enabled for IMAP, create a new account in your preferred version of Outlook, being sure to create it as an IMAP account. Please refer to Step 2 in the same Google article for the appropriate settings.

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

  5. 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 Gmail account. This may take a while depending on how many messages you have in your Office 365 account.

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




Keywords:o365 transfer import email mail gmail account migrate   Doc ID:29160
Owner:Leah S.Group:DoIT Help Desk
Created:2013-03-19 11:29 CDTUpdated:2016-05-27 16:49 CDT
Sites:DoIT Help Desk
Feedback:  4   26