Here are some options that allow you to move email from your UI email account to an alternate email account (Gmail, Hotmail, Yahoo, etc.)
IMPORTANT: Be aware that if you set up Office 365 forwarding, some messages sent to your forwarding address may appear as spam or suspicious by your alternate email service (Gmail, Hotmail, Yahoo, etc.). Sometimes these messages may be rejected by your alternate mail service. This is due to an increase in security measures email servers are implementing to reduce spam and phishing emails. Also, if you set up Office 365 forwarding, you cannot respond to messages and have them appear to come from your university email account. You may wish to periodically check your Office 365 account if you aren't already.
Office 365 has a feature that allows you to forward messages sent to your Office 365 account to a personal email account. If you are going to forward your email to another account, we recommend using this method as it doesn't rely on a third party program. Note: This only forwards new mail from your Inbox, not mail in subfolders.
NOTE: If your Office 365 account is closing, you should use one of the methods below to move/copy your email and update your routing address
How to Forward Your Email to Another Account:
ITS recommends that anyone on Office365 who wishes to check their email in one place use this feature rather than the routing option in MyUI or HRIS.
- Login to Office 365 (https://office365.uiowa.edu)
- Click Outlook.
- Click Settings (gear icon in the upper right-hand of your screen).
- At the bottom of the Settings panel, Click View all Outlook settings - Click Mail.
- Click Forwarding
- Under the "Forwarding" heading, select Enable Forwarding
- Type the email address you wish to forward your mail (e.g., Gmail, Hotmail, etc.)
- Recommended: Select "Keep a copy of all forwarded messages"
Note: if you do not select this, nothing sent to your firstname.lastname@example.org email account will be saved in your university mailbox.
Warning!!! Some email senders do not allow their mail to be forwarded. You will need the "keep copy "in your UIowa mailbox to get the message.
- Select Save.
You can use Outlook to move emails from your Office 365 account to an alternative email provider (Gmail, Yahoo, Hotmail, etc.) In order to move your emails, you first must have both accounts configured in Outlook.
- Once you have your accounts configured in Outlook go to your Office 365 Inbox to view your emails.
- To select your whole Inbox, press Ctrl + A. To select specific emails, hold Ctrl and click to highlight the emails you wish to move/copy.
- Once you have the emails you wish to move/copy selected, right-click and a drop down menu will appear, select Move
- "Move" will give you some options as to how you can move/copy your emails:
- "Other Folder" will move the emails you selected to a new folder and then will remove the emails from your Office 365 mailbox
- "Copy to folder" will send a copy of the emails you selected to a folder of your choosing. This option will leave a copy of the emails in your Office 365 mailbox.
- Once you select "Other Folder..." or "Copy to Folder.." a new window will open displaying email folders. Select the folder you wish to copy/move the emails to and click OK when finished.
You can use Outlook to move emails from your Office 365 account to an alternative email provider (Gmail, Yahoo, Hotmail, etc.) In order to move your emails you first must have both accounts configured in Outlook (Mac).
- Once you have your accounts configured in Outlook, you will need to create a new folder to store the emails you wish to transfer. To do this go to the upper left of the screen and click the New icon. After this a dropdown window will appear, from this window select Folder to create a new folder.
- After you create the folder, select your Office 365 Inbox. From there you will select which emails you wish to copy/move.
- To select the whole Inbox press Command + A or to select specific emails hold down command and click to highlight the emails you wish to copy or move to another inbox. Once you have the emails you wish to move selected you can right-click or hold "control and left-click" to bring up a dropdown menu.
- Once this menu appears, click Move. This will give you two options:
- "Choose Folder" -- this option will move the emails you selected to a new folder. This option will remove your emails from your Office 365 Inbox and place them in the folder you selected.
- "Copy to Folder" -- this option will copy the emails you selected to a new folder. This option will leave a copy of the emails in your Office 365 Inbox, and place copies of the emails in the folder you selected.
- Once you click either "Choose Folder" or "Copy to Folder" a new window will appear asking you what folder you wish to move/copy your emails to. Type the name of the folder you created earlier, or the name of an already existing Outlook folder to transfer the emails. Once you find the folder, select Move.
You can use Mac Mail to move emails from your Office 365 account to a different email account such as Yahoo, Gmail, Hotmail, etc. In order to transfer emails between two different email providers, you first must have the email accounts configured in Mac Mail.
Configuring Mac Mail to Access Your Office 365 Account. See Apple's website regarding configuring email accounts with Mac Mail.
- Once you have your email accounts configured in Mac Mail, go to your Office 365 Inbox to view your emails.
- To move all your mail to another email account press Command + A to select all the emails (if you wish to select specific emails you can hold down command and click to highlight the emails you wish to move or copy). Once you have the emails you wish to move selected, right-click or hold down Control and Left-click and select Copy to.. if you want to leave a copy of the emails in your Office 365 Inbox. If you want to move all your emails from your Office 365 Inbox and have them be deleted from your Office 365 Inbox click Move to..
- Once you move your mouse over either "Copy to.." or "Move to.." you will see a menu giving you options to where you can send the emails. Select your folder of choice and click to move the emails.