Office 365 - Configuring Gmail for POP
This document explains how to configure your Gmail account to fetch mail from an Office 365 account. This procedure is intended for individuals who wish to migrate existing emails from Office 365 to another webmail service for the purpose of preserving Office 365 emails after their NetID is deactivated.
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Important DisclaimersIf you choose to send (forward or POP) your Office 365 messages to an external service, you need to be aware of the following.
- Review UW-Madison IT Compliance policy to understand use of NetID/Password credentials.
- You should be aware that 3rd party email service providers that depend on advertising as a revenue source (specifically, but not limited to, Gmail) will be reading the content of your messages. You should consult with the email service provider's terms of service for more information.
- You should remove existing, and not send new, messages containing personal or other sensitive information that you would not like the 3rd party email service provider to be able to access or provide to others (including court subpoenas).
- You should remove existing, and not send new, messages containing sensitive or protected information that is restricted by the university or its individual departments. If you are involved, or have been involved with, any university projects that deal with sensitive or protected information then you should consult with the individual department or project for specific limitations.
Gmail is a free webmail service provided by Google. You will need to have an existing Gmail account to continue. Go to http://www.gmail.com to sign in or set up an account.
Note: If you are leaving the University, it is now recommended that you forward your Office 365 email to your Gmail account. See Office 365 - Setting a Forward on a NetID or Service Account. If you decided to forward your email, then is it not necessary to setup POP access within Gmail for your Office 365 account.
Please note: Only the inbox is retrieved by Gmail. If mail exists in other folders in Office 365, it will need to be moved to the inbox in order to be imported into Gmail. Plus, Gmail's POP interval is around 30 minutes.
If you have email messages in other folders than your inbox, these messages will not be transferred over during POP session. You will need to move/copy these messages to your inbox so that they can be popped over to Gmail.
Click on Gear (Settings) icon, then choose Settings. Click on the Accounts and Import tab and click on Add a POP3 mail account you own.
The Add a mail account window should appear in a new window. Enter your primary email address:
- NetID Account: Enter the primary address of your NetID account which will take one of the following forms: firstname.lastname@example.org or email@example.com or firstname.lastname@example.org
- Service Account: Enter the primary address of your Service account which will take one of the following forms: email@example.com
Then click Next Step.
Enter in your username and password.
- For a NetID account, enter firstname.lastname@example.org
- For a Service Account, enter email@example.com
Note: The POP Server will need to be changed to outlook.office365.com and the port should be 995. Also make sure that Always use a secure connection (SSL) when retrieving mail is checked.
Note: If you would like to leave the original messages on the Office 365 server, check the option Leave a copy of retrieved message on the server. Doing so will require you to check your Office 365 account periodically to ensure that you are not over your quota. This option is not recommended for individuals leaving the University as access to your Office 365 account will end.
Once you see the message shown below, Gmail should begin retrieving mail from the Office 365 account. This process may take several hours to complete if your Office 365 inbox contains a lot of mail. Gmail can also be configured to send mail from your Office 365 account while still logged in to Gmail. These messages will appear to come from your Office 365 account. This is optional and not recommended for individuals leaving the University.
On the next screen, you can choose if you'd like to treat your address as an alias account. This will change the way messages appear when they are sent or received. For more information about this, please see Gmail's support article. If you would not like to use this feature, uncheck the box and click Next Step.
If you'd like to be able to send mail through the Office 365 servers, enter the following information:
- SMTP Server: smtp.office365.com
- or a NetID account, enter firstname.lastname@example.org
- For a Service Account, enter email@example.com
- Password: Your password for the above account
- Port: 587
- Make sure Secured connection using TLS is selected
Once the settings are entered, click Add Account.
Google will send an email to your Office 365 account to verify that you are the owner of your Office 365 address. You must verify before you can send emails from your Office 365 address through Gmail. Since you have set up Gmail to fetch mail from Office 365, this verification email will arrive in your Gmail inbox. Find the email from the Gmail Team with the subject Gmail Confirmation - Send Mail as [your account] and open it. Copy/Paste the confirmation code into the text box and click Verify.
You will now return to the open window where you initially clicked Add another mail account.
Gmail is now configured to allow sending email from the Office 365 account.