Email and Data Migration Guide
1. Create a New Personal Email Account
If you do not already have a personal email account, follow these steps to create one:
Microsoft Outlook
- Visit the Microsoft Outlook Sign-up Page: https://signup.live.com/
- Click on Get a new email address and follow the prompts to create your new email account.
- Choose a secure password and set up security information for account recovery.
Gmail (Google Account)
- Go to the Google Account Creation Page: https://accounts.google.com/signup
- Fill out the required fields to create your new Gmail account.
- Follow the security setup instructions to protect your account.
You may also choose to create an email account with other providers such as Yahoo, ProtonMail, etc.
2. Backup and Migrate Emails
Forward Important Emails: Forward important emails to another email account that you plan to keep using.
Save as PDF: Open each important email and use the “Print” option to save it as a PDF file on your computer.
3. Migrate Contacts
Export Contacts from Outlook
Outlook on the Web (Microsoft Support)
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On the side panel, select
People -
From the ribbon, select Manage contacts > Export contacts.
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From the dropdown, select All contacts or another option.
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Select Export.
Outlook Client
- Open Outlook and go to File > Open & Export > Import/Export.
- Select Export to a file and click Next.
- Choose Comma Separated Values (CSV) and click Next.
- Select your Contacts folder and click Next.
- Save the file to your computer and click Finish
Import Contracts to New Email
For Outlook on the Web: (Microsoft Support)
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From the navigation bar, select People.
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From the ribbon, select Manage contacts > Import contacts.
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Select Browse, choose your CSV file, and select Open.
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Select Import.
For Gmail: Go to Google Contacts > Import > Select File, and choose the CSV file you exported.
4. Download and Backup Files from OneDrive
Download Files from OneDrive:
- Sign in to OneDrive: https://onedrive.uwstout.edu with your university email.
- Select the files or folders you want to download.
- Click on the Download button at the top.
Upload Files to New Cloud Storage:
- You can upload your files to your new personal OneDrive account or other services like Google Drive.
- Sign in to the new account, go to the respective file upload section, and upload your downloaded files.
5. Set Up Email Forwarding (Temporary)
Although your university email will eventually be deactivated, setting up email forwarding for the interim can ensure you don’t miss any important messages.
Set Up Forwarding in Outlook:
- Log in to your university email account on Outlook Web Access: https://outlook.office.com/.
- Go to Settings > View all Outlook settings > Mail > Forwarding.
- Enter your new email address and select Keep a copy of forwarded messages (if you wish).
- Click Save.
Note: Forwarding will only work as long as your university email account remains active.
6. Notify Contacts of your New Address
Inform your contacts about your new email address to ensure continued communication:
- Send an email from your university account informing your contacts of the change.
- Update your email address on all important online accounts and subscriptions.
7. Update Important Accounts
Ensure that any important services or accounts (e.g., banks, social media, professional networks) linked to your university email are updated with your new email address.
This checklist is intended to help get you started and does not include all possible people and organizations with whom you may have shared your Stout email address. Feel free to download this document to get started.
Set up Email Signature with New Contact Information
To further ensure that people know how to reach you, update your email signature in your university email account to include your new contact information before it is deactivated.
Additional Resources
For more detailed instructions and support, please refer to the following official Microsoft resources:
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How to export email, contacts, and calendar items from Outlook: https://support.microsoft.com/en-us/office/import-email-contacts-and-calendar-from-an-outlook-pst-file-431a8e9a-f99f-4d5f-ae48-ded54b3440ac
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How to import .pst file in Outlook: https://support.microsoft.com/en-us/office/import-email-contacts-and-calendar-from-an-outlook-pst-file-431a8e9a-f99f-4d5f-ae48-ded54b3440ac
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How to back up and restore your contacts: https://support.microsoft.com/en-us/office/export-contacts-from-outlook-10f09abd-643c-4495-bb80-543714eca73f
Stay Connected with UW-Stout
As a member of the UW-Stout family, we hope you will stay connected to the Alumni Association. By updating your alumni profile, you will have access to information on alumni events, travel and volunteer opportunities, and additional alumni resources available for you. You can update your alumni profile here.