migrating from myysu mail to office 365 (outlook 2010) · migrating from myysu mail to office 365...

Migrating from MyYSU Mail to Office 365 (Outlook 2010) v. 11-09-2012 – J. Eddy

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Migrating from MyYSU Mail to Office 365 Microsoft Outlook 2010

Required Items: Microsoft Outlook 2010, MyYSU e-mail account

This guide will assist you with configuring the Microsoft Outlook 2010 email client for use with the Office 365 mail system. The setup instructions will be set up in steps. Please be sure to complete all of the setting changes in each step before moving on to the next. This guide relies on knowing if you are using the Windows 7, Windows Vista, or Windows XP operating system so it is important to follow the instructions specific to your operating system.

Step 1: Determine your version of Windows

If you have this logo on the bottom left of your screen, you are using Windows 7 or Windows Vista and need to follow those operating system specific instructions in Step 3 after verifying your account configuration in Step 2.

If you have this logo (or a similar silver or gray one with the word Start in it), you are using Windows XP and need to follow those operating system specific instructions in Step 3 after verifying your account configuration in Step 2.


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Step 2: Verify that your Legacy MyYSU email account is set up properly

Your Legacy MyYSU mail account should be listed under the File tab in Outlook 2010 with your @my.ysu.edu, @student.ysu.edu or @ysu.edu email address, and the type should be either IMAP/SMTP or POP/SMTP.

Note: If your Legacy MyYSU mail account is not in Outlook yet, please follow the MyYSU Mail Client Configuration Guide (Outlook 2010) on the Tech Desk Self-Help Documents page to set up your old account with the IMAP protocol before continuing.

Once you have verified that your Legacy MyYSU mail account is set up properly, continue on to Step 3 based on your version of Windows.


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Step 3: Opening the Auto Account Setup Wizard – Windows 7 or Vista

On Windows 7 or Windows Vista:

Go to Start -> Control Panel. Once in the Control Panel, make sure the View by: option in the upper right is set to Large icons or Small icons. Double click on the Mail or Mail (32-bit) icon. When the Mail Setup window appears, click the E-mail Accounts… button. On the Account Settings window that appears, click the New… button on the E-mail tab to start the Account Setup Wizard.


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Step 3: Opening the Auto Account Setup Wizard – Windows XP

On Windows XP:

Open the Outlook application from Start -> All Programs -> Microsoft Office -> Outlook 2010.

Then, go to File -> Info and click the + Add Account button to open the wizard.


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Step 4: Enter the required account information:

Your Name: Your display name

E-mail Address: Your @student.ysu.edu email address (for Students) or @ysu.edu email address (for Faculty and Staff)

Password: Your YSU password

Retype Password: Your YSU password

Click Next once this information is entered.

Step 5: Finish the Office 365 mail account set up

Click Finish.

Your YSU Office 365 e-mail account is now set up for use in Outlook 2010. Continue to Step 6 to migrate your mail.

Note: You may see an additional dialog box depending on your set up and operating system. If you do, click OK to continue.


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Step 6: Important information about your e-mail accounts and e-mail client

There will now be both YSU email accounts in Outlook as well as the My Outlook Data File. This Outlook data file contains any emails that you have previously stored locally on your machine. If you would like to maintain any local storage, you may leave the My Outlook Data File folders alone. However, it is recommended to move them into the Office 365 account as it has a much greater amount of storage than the old system and these messages can be accessed from mail clients and the web interface.

If you have any questions about the mail protocols or storage type being used, please read the information boxes on this page before continuing to Step 7 to move your messages.

IMAP vs. POP3 vs. Exchange

IMAP is a mail protocol where your messages are stored on a mail server and not your local machine. You can set up an account with IMAP on as many devices as you want, and you will always see the same messages, folders, and unread/read information due to the messages being stored on a remote server. The biggest downside to most IMAP implementations is a limited amount of space on the server for mail storage.

POP3 (also known as POP or the Post Office Protocol) is a mail protocol that was designed when computers had limited storage space and Internet connections were slow. POP creates a local copy of your mail on your PC and will then delete the original messages from the mail server unless the mail client is set up to keep them. Using POP for your email is not recommended because it is very easy to accidentally download all of your mail to one machine from the server and lose access to it on any other machines the account is on.

What about Exchange, which is used by Office 365? Exchange uses a protocol called MAPI that behaves very similarly to IMAP but also can synchronize contact, calendar and other information with the remote server. It can also “push” all of this information to the devices that you have an Exchange account set up on as soon as a new message is received or a calendar or contact entry is made.

For these reasons, Exchange is usually preferred over IMAP and IMAP is preferred over POP.

Server Storage vs. Local Storage

Server Storage refers to the default behavior of the IMAP and Exchange protocols where all messages are stored on a remote server and accessed by a mail client or webmail interface.

Local Storage refers to the default behavior of POP which downloads messages from the server to a local machine as well as any local folders such as the “My Outlook Data File” in Outlook 2010 or the “On my Mac” folders on Mac Mail. Many POP clients do try to leave a copy on the mail server so the mail can still be accessed elsewhere, but there are no guarantees that this will always happen.

Server Storage is generally preferred except for when storing very large files or old emails that only need to be accessed on a single machine.


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Step 7: Moving your mail

Outlook will now look like the screenshots above and on the right. In this example, the My Outlook Data File section is for local storage, the @my.ysu.edu account is the legacy IMAP e-mail account, and the @ysu.edu account is the Office 365 Exchange account.

To move folders of messages between mailboxes, simply click and drag the desired folder(s) into the other account. Single messages can also be moved by dragging a message from one location into an existing folder on the other account.


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Step 8: Cleaning up

At this point, you should set the newly added Office 365 Exchange account as the default account. This is done by going to the File tab and clicking on the Account Settings… option under the Account Settings button. Once in this window, verify that the new account with the type Microsoft Exchange is set as the default account. If it is not, simply choose the new account from the list and click on the Set as Default button.

If you are completely done moving messages from the MyYSU legacy e-mail account to the Office 365 e-mail account, you may also remove the old account by choosing the IMAP/SMTP or POP/SMTP account from the list and clicking on the Remove button. If a window pops up asking you to verify this, click Yes.

Click Close when finished.

Congratulations! You have migrated your e-mail from the legacy MyYSU e-mail system to the Office 365 e-mail system.