Migration: Email

When moving your email account to Google@Brookes you may wish to make a fresh start and leave your previous messages in an 'archive' (e.g. Thunderbird local folders) for reference. However, many people may wish to migrate all of their old messages and this document provides an outline of the options available. 

Note: Migrating your Address Book to Contacts is dealt with in migration: address book.

There are a number of migration paths available to directly migrate emails from your old account to the Google@Brookes service. An alternative method is to use manual forwarding of messages. You can forward any important email to your Google@Brookes account and save important attachments to disk. Alternatively Thunderbird will allow you to save individual messages. Simply go to the File menu and select Save As and then choose File. You can save as Mail (.eml), HTML (.html) or text (.txt) types.

Please note that the way Google organises email is different from traditional email services 'folder' based approach. Google Mail uses Labels for classification rather than static folder organisation and combines received and sent messages into 'conversation' threads rather than keeping them separate in an Inbox and Sent folder. For more information on how Google@Brookes is different from Thunderbird and WebMail migrating:differences.

Brookes IMAP email

  1. Synchronise from old account Brookes System Administrators will migrate the email using an automated process once you Google@Brookes account is set up. Please be aware that the migration can take a few days, depending on other migration commitments and volume of email being transferred. While your email is being migrated across you can still use your Google@Brookes account for sending and receiving new emails. Important: Once your email is migrated, the copies left on the old system will be deleted - this does not include your "local folders" - and your Brookes IMAP account will be disabled. From this time on you should use Google@Brookes as you email platform.

Thunderbird or Outlook Local Folders 

Google offer an Email Uploader application that can copy messages from your Local Folders (the ones stored on your computer rather than the Brookes email server). This program is only available for Windows. Contact your IT support for advice. http://mail.google.com/mail/help/email_uploader.html

Other IMAP email
  1. Warning: The following methods could potentially lead to data loss. Please proceed with caution and be aware that Brookes cannot be liable for any such loss and we have no way of restoring lost messages.
  2. Google Mail Fetcher is a Setting within your Google@Brookes account that can retrieve email messages from a separate account (you are allowed up to 5 active connections) and centralise the messages. More details are available here: http://mail.google.com/support/bin/answer.py?hl=en-GB&ctx=mail&answer=21288
    The Brookes POP3 settings you will need are:

    Username: your Brookes ID number
    Password: your Brookes password

    Server name: pop3.brookes.ac.uk
    Port: 143
    You must tick 'Always use a secure connection (SSL) when retrieving mail'
    You have the options of keeping a copy on the Brookes server (i.e. so it will still be accessible in WebMail etc), to Label incoming messages (e.g. 'Old email') and whether to Archive them immediately (i.e. do not display them in your Google@Brookes Inbox).

  3. Forward messages. You can forward important emails to your Google account. If you have only a few messages that you want to preserve this may be the easiest way. 

  4. Copy/move messages IT Service Desks (for students) and IT Support Officers (for staff) may be able to help advise on setting up a Brookes IMAP and Google@Brookes IMAP account in your preferred email application (i.e. Thunderbird or Outlook) . Once the two accounts are present in the same application you can copy or move messages from your Brookes account to your Google@Brookes account. Please note this process can take a long time if you have a slow Internet connection and/or a lot of messages. Copying many messages (i.e. thousands of emails) can lead to instability with some email applications and you may need to ascertain where the migration failed and carry on from there (the messages are copied/moved in ascending date order). If you are confident in performing this operation your self you can view more details about setting up Thunderbird. Once setup you can drag and drop messages between accounts or use the Copy To functions.


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