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Outlook 2010 - Manual Migration Of Data

Available in PDF format

The following two links will take you through the steps required to:

  1. Connect to your old UCL email (IMAP) to Outlook 2010
  2. Migrate Email manually between your old and your new email account

Connecting to your OLD UCL email (Pre-Migration)


For people who require an IMAP connection to their old email within Outlook 2010, please follow the following steps to connect.

Step 1. Navigate to File > Info > Account Settings > Account Settings

imap2010


Step 2.  Within the Account Settings window, within the E-Mail Tab, click New.

Step 3. 
Then within the Add New Account window (inset), click the E-Mail Account radio button.  Click Next.

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Step 4.  Within the Auto Account Setup window choose the radio button "Manually Configure server settings or additional server types".

Step 5.  Within the Choose Service Window (inset) click the Internet E-mail radio button and click Next.

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Step 6. The following Internet E-mail settings window needs to be completed in full. This is made up of your personal information and some technical information you also need to include.

The sections User Information and Logon Information can be filled out with your own credentials comprising of Email Address and userID details e.g ccaaxxx.  The Server Information section needs to mirror the diagram below.  (If you are having problems connecting, please refer to the diagram below to make sure the information is correct, substituting the test account details for your own.

Account Type = IMAP
Incoming Mail Server = imap-server.ucl.ac.uk
Outgoing Mail Server = smtp-server.ucl.ac .uk

Step 7.  Once you have populated all the boxes within this window, click the More Settings button.

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Step 8.  The Internet E-mail settings window below will now open.  Please navigate to the Advanced tab.

Step 9. There are four boxes to modify.

Incoming Server (IMAP) port number 993 with an SSL connection
Outgoing Server (SMTP) port number 587 with a TLS Connection.

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Step 10.  Once the advanced tab mirrors the information above click OK.

Step 11. You will then go back to your original E-mail settings window where it may be a good idea to double-check your credentials. When sure, click Next.

Step 12.  Outlook will open a Test Account Settings (inset) window to check the connection details are correct.  You should end up with 2 green success ticks (see below for an example). However, anything short of this, please re-visit the connection screens to check your credentials or seek assistance from the ISD Service Desk.

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Step 12.  Click close and the following window will congratulate you on successfully setting up a new email account. Click Finish.

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You are now set up to use UCL IMAP with Microsoft Outlook 2010.


Manual Migration of Data

Within Microsoft Outlook 2010 you will have 2 email accounts set up (live@UCL and your old email account) within the same profile.

To move folders between accounts in Outlook 2010 using the right-click menu Copy option is the simplest way. You also have the option to physically Move. However, information could possibly be lost if transferring large sums of data and there is an issue with either IMAP or Exchange server.

Step 1. The diagram below displays the navigation pane on the left of the screen, the Exchange account (live@UCL) at the top, with the UCL IMAP account below it.

Click Mail (below left) within the navigation pane to view a list of all the folders within your mailboxes. Right-mouse-click the necessary folder (UCL IMAP account) within the navigation pane on the left of the screen. Then choose the Copy Folder option. We will use the Priority1 folder as an example.

manmig1


Step 2. You will then be presented with the following window where you can choose which location you wish to move the folder to. In this case we are moving to a different account. So locate the account you require and then choose the location where you wish to place the new folder e.g. the root directory
Highlight the Name of the new live@UCL account.

manmig2


Step 3. The Priority 1 folder has been copied into the new location and the existing copy remains within the IMAP UCL account.

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Step 4. Repeat the process for all your IMAP folders, copying them into the LIVE@UCL account dependent on where you want them.

To move individual emails adopt the drag-and-drop method between locations, or alternatively:

Step 5.  Right-click on an email or make multiple selections (CTRL-C and click) and then right-click the mouse. Choose the Move submenu and then Copy to folder.

msonew1


Step 6. Once again you will be presented with the following window where you can choose which location you wish to move the E-mail(s) to. In this case, we are moving to a different account. So locate the @LIVE account you require and then choose the destination folder you wish to copy the E-mail to.

manmig2

Recommended Folders To Migrate


The Inbox, Deleted items and Sent Items will be the core folders to migrate to live. 

Should you be migrating (using the copy method above) a folder that has the same name as its destination mailbox, the inbox being copied will now be called Inbox 1 under the new account.

For example, your pre-migration UCL IMAP account will have an Inbox and so will your new live@UCL account.  When you copy it over it will be renamed Inbox1 under the live@UCL account.  It is for you then to decide whether to leave it as an old Inbox or consolidate the two within the live@UCL Inbox.

The same can be said for all folders you are copying that share the same name.



MS Outlook 2010 Additional Resources

Working With Folders (Microsoft Website) - Click Here

Page last modified on 04 jul 11 12:48