University of Oregon

How to Migrate From Webmail to Gmail

Audience
Faculty/Staff
Researcher
Student
GTF

Gmail is a popular, powerful and viable email provider for many users, and many UO students and faculty choose to move to it when their time at the UO ends. Here's how to migrate your emails to Gmail and get it working similarly to your UO account.

Prep work: move all your emails to the Inbox

Before beginning, you'll need to make sure that all emails you want to be moved over are in your INBOX. They cannot be in folders; folders are managed by the IMAP server and will not be copied over. There are two easy ways to move emails back into the INBOX folder:

Webmail: http://webmail.uoregon.edu

Using the webmail interface, you can shift-click two emails to select those and all the emails in between, then simply drag-n-drop them into the correct folder. If the emails are scattered, you can ctrl-click to select only the ones you click.  If moving all emails from a folder you may click the filled-in box icon (between the list of emails and the display box), which will select all emails in the folder, and then can be dragged to the inbox.


Solution 1

Step 1: Migrating your emails

  1. Log in to Gmail and select the "gear" icon > Settings > Accounts and Import. Scroll down to 'Import mail and contacts" and select "Import mail and contacts"
  2. Enter your email.
  3. Enter the password for your other email when prompted.
  4. If Gmail complains it cannot identify the POP server, enter your username in the first field and pop.uoregon.edu in the second, and make sure the port is 995. You'll also have to re-enter your password.
  5. Customize settings. You'll want to check at least 'Import mail.'
    1. Check 'Leave a copy...' if you want the mail to still be available on UO's server.
    2. Check 'Archive incoming...' if you are just storing the mail, and don't need it in the inbox.
    3. Check 'Add label...' to make up a label for imported UO mail.
  6. Click OK. Mail import will take a while, depending on how many messages you have.

Step 2: Organizing emails

If you're the type of person that likes to organize their email into folders, you can do that in Gmail too. It's called Labels, and can either operate essentially the same as folders on UO email did, or slightly differently. Here are some key features of labels:

  • Apply labels by selecting messages, clicking the Labels drop down, and checking the labels you want. You may have to click Apply if you are removing and adding at the same time.
  • Multiple labels can be applied to the same message: for instance, a message can be marked both as 'Personal' and 'Travel.'
  • You can create new labels by going to Settings > Labels, or, on the sidebar under Labels, More > Create new label.
  • Label categories will appear on the sidebar, and will index messages with that label.
  • Messages will appear both in the label's category and also in the inbox by default.
  • To prevent certain messages from entering the inbox at all and to cause them to only be indexed in the label categories at left, choose 'archive.'

Step 3: Creating message filters (rules)

Email organization is great, but not if you have to do it by hand every time you get a message. You can create filters to automatically sort various types of email. To create new filters:

  1. Go to Settings > Filters.
  2. Click Create New.
  3. Enter the criteria for sorting. If you want to sort all emails from a selection of senders into one label, enter the emails like so: john@random.com OR mary@random.com. You can also enter keywords, subject lines and so on.
  4. Click Next.
  5. Select the actions to take when mails like the ones you defined are received. You can apply labels, ensure it is not marked as spam, delete it, mark it as read, and so on.
    1. If you'd like to sort incoming mail automatically into labels and keep it out of the inbox, select the appropriate label and also check 'Archive it (skip the inbox)'.
    2. Check "apply to conversations below" if there are some existing emails with this criteria.

You can also perform the same filter set-up by selecting a collection of messages in the inbox and choosing More Actions > Filter messages like these.


Solution 2

An easier and simplier way to approach the problem of not being able to access your uoregon email would be to set up an email forward. Though you will not be able to access your uoregon mail through webmail when your account expires, the system will keep your account for 75 days after, allowing for emails to still come in and be forwarded if you have that set up. To do so:

  1. Go to https://duckid.uoregon.edu/
  2. Log in with your DuckID and password.
  3. Select 'Manage Email Forward'
  4. On the 'Manage Email Forward' page, enter an email that you would like your uoregon email to be forwarded to in the 'Current Email Forward' box. (For example: johnsmith@gmail.com, johnny@yahoo.com, something other than your uoregon email account)
  5. Click 'Update Email Forward'

This creates an email forward and from then on, all emails that are to be sent to your uoregon email will now go to the email address you've inputted in the box. Again, when your account is set to expire, your account will only be active for 75 days after that date. Meaning, you will only recieve forwarded emails until 75 days after the expiration date. After 75 days, your account will be deleted and this solution will no longer work.
 


Resetting Password

Once the Webmail password gets reset, the user will need to go into Gmail and reset the password. To do so:

1) Log in to Gmail
2) Select the "gear" icon (top right screen) > Settings > Accounts and Import.
3) Find the synced Uoregon account, click "edit info"
4) Enter new Webmail Password
5) Click "Ok"

Your account sync should now be complete and all functions should be working appropriately.