Move Emails and Contacts to Another Email Account

The intended audience for this article is people who are leaving Butler and want to move their email and contacts to another email provider. Alumni who wish to move content from their Butler email should also follow this article.

IMPORTANT: be sure the account you are moving content to has enough available storage to receive the content. Example: Gmail provides 15 GB of storage which includes mail, drive, photos, etc. Check available space before proceeding.

Completing the subsequent instructions requires an account associated with the desired email (ex. transferring content to Gmail requires a Google account). Links to account creation pages such as Gmail are listed below.

Create an Account for the Desired Email:

• Create a Gmail Account
• Create a Yahoo Account 
• Create an Outlook Account  
• Create an iCloud Account

We cannot provide instructions for every email client or every email vendor. This is an overview of the concept. The related links section at the bottom of this article has documentation regarding this topic that may prove helpful.

Windows and Mac OS have built-in mail applications that MAY work for this purpose. The mail applications must be able to MOVE messages from one account to another. Classic Outlook allows for this process but you must have a license to use it. 

ALUMNI NOTE (pre-November 2024): If you require a license, please submit a case to IT by emailing helpdesk@butler.edu or calling 317-940-4357. 

To move or copy email messages or contacts:

Install Office:

In a web browser (Chrome, Safari, Edge, etc...)

1. Go to office.com
2. Click Sign In
3. Follow on-screen instructions to authenticate
4. When the page loads
   1. Click the "Install and more" button in the top-right
   2. Click "Install Microsoft 365 apps"
   3. When the download finished, run the installer

Windows users: 

• Open Outlook:
  • Click the Windows icon in the taskbar.
  • Type Outlook and open Outlook (classic).
• Set Up Butler Email:
  • Sign in with your Butler email address.
  • Complete the Butler authentication and 2FA approval.
  • Change Cache Mode Setting:
    • Go to File > Account Settings > Account Settings.
    • Double-click your Butler email entry.
    • Drag the slider bar all the way to the right.
    • Click Next, then Close, and finally Done.
    • Close Outlook.

• Open Outlook Again:
  • Click the Windows icon in the taskbar.
  • Type Outlook and open Outlook (classic).
  • Add Personal Email:
    • Go to File > Account Settings > Account Settings.
    • Click New and enter your personal email account.
    • Follow the on-screen instructions to complete the setup.
    • Click Close.

• Select Emails:
  • Ensure the Focused Inbox is disabled. Click View > Show Focused Inbox. The grey outline will disappear, signifying it is disabled.
  • Click the first email in the Butler folder.
  • Hold the CTRL key and press A to select all emails.
  • Move Emails:
    • Right-click on the selected emails.
    • Hover over Move > Other Folder.
    • Expand your personal email entry and select the destination folder.
    • Click OK.

• Check Personal Email:
  • Log in to your personal email account via the website.
  • Refresh often until all emails are synced.

 

Mac users: 

Set Up Butler Email in Outlook:

• Open Outlook:
  • Open Finder and go to Applications.
  • Find and open Microsoft Outlook.

Set Up Butler Email:

• Sign in with your Butler email address.
• Complete the Butler authentication and 2FA approval.

Add Personal Email Account

• Open Outlook Again:
• Open Finder and go to Applications.
• Find and open Microsoft Outlook.

Add Personal Email:

• Go to Outlook > Settings > Accounts.
• Click the + button at the bottom left and select New Account.
• Enter your personal email account details.
• Follow the on-screen instructions to complete the setup.

Move Emails

• Select Emails:
  • Ensure the Focused Inbox is disabled by clicking View at the top of the screen > uncheck Turn on Focused Inbox in the drop-down menu.
  • Click the first email in the folder.
  • Hold the Command (⌘) key and press A to select all emails.
  • Move Emails:
    • Right-click on the selected emails.
    • Hover over Move > Other Folder.
    • Expand your personal email entry and select the destination folder.
    • Click OK.

Verify the Move:

• Check Personal Email:
• Log in to your personal email account via the website.
• Refresh often until all emails are synced.

 

To verify emails or contacts have been moved or copied:

This is a very important step. When using a desktop application, it may take a while to sync to the other email account. 

1. Log in to the other email account using a web browser.
2. Verify that all emails (and contacts if done) are there.
3. Once those are verified, you may now remove the Butler account from the email application you used.

If additional assistance is needed, please click the Create New Case button on this page and submit a case for Information Technology. 

Related Links:

• What happens to my network account when I graduate?
• What happens to my network account if I leave Butler and don't graduate? (students)
• Email (Exchange) Article Index
• Adding a Non-Google Email Account to Gmail
• Adding Another Account in Outlook
• Export Emails, Contacts, and Calendar Items to Outlook Using a .pst File.
• Import Outlook Items From a .pst File in Outlook for PC