Backup Metro Email Before Account Closure

Overview

• Metro State University student email accounts remain active as long as a student is enrolled for class at Metro State or another Minnesota State (Minnstate) institution.
• Following last date of enrollment, accounts remain enabled for 2 years (Policy 1050/105).
• Create a backup of your emails before your account is disabled.
• This article covers: How to create a backup of your Metro State emails or migrate your emails to a personal account.

Important:

• Student Minnstate Login: StarID@go.minnstate.edu
• Student Email Address: firstname.lastname@my.metrostate.edu

Select one of the following Instructions:

Create a backup (Windows)

1. Download and install Microsoft Office. Office is available to students for 2 years after last enrollment. Instructions are found here: O365: Free for Personally Owned Devices
2. Open Microsoft Outlook and sign in using your MinnState login
   • Username: StarID@go.minnstate.edu
   • Password: StarID Password
3. Select File > Account Settings > Account Name and Sync Settings  
4. Move the slider under “Download email for the past:” to the right until it shows “All”
5. Select Next then select Done
6. Close Outlook and reopen for the changes to take effect
7. At the bottom of the Outlook window, you will see “Updating Inbox” and a progress bar. Wait for the update to finish.
   • If you have additional folders within your Inbox, you will then see “Updating <FolderName>”. Wait for the remaining folders to update
   • Depending on the size of your mailbox, this may take a long time
8. After the mailbox has updated, select File
9. Select Open & Export > Import/Export
10. Select “Export to a file” then select Next
11. Select “Outlook Data File (.pst)” then select Next
12. Select your email address as the folder to export from. Leave Include subfolders checked. Select Next
13. Select Browse and choose the destination of the backup file. Select Finish.
14. If asked to create a password, leave the password blank and select OK
15. A window will appear showing the progress of the export. Wait for it to finish.
16. Your backup is now complete

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Migrate to Gmail (Windows)

• Before migrating to Gmail, you must create a backup of your email

1. Sign into your personal Gmail account on the web https://mail.google.com
2. Select the Settings gear icon at the top right
3. Select See all settings
4. Select the Forwarding and POP/IMAP tab. In the IMAP access section, select the radio button for Enable IMAP. Select Save Changes
5. Switch to the Outlook Desktop application
6. Select File then Add Account  
7. Add your Gmail account and select Connect
8. A Gmail sign in will appear. Select Next
9. Enter your Gmail password. Select Sign in
10. Microsoft apps & services will request permissions. Select Allow 
11. On the Account successfully added window, uncheck Set up Outlook Mobile on my phone then select Done
12. Outlook will open with both mailboxes visible. You may have to minimize the Metro email to see the Gmail account
13. Select File > Open & Export > Import/Export
    
14. In the Import and Export Wizard, select Import from another program or file. Select Next.
15. Select Outlook Data File (.pst) and select Next
16. Use the Browse button to select the .pst backup file created previously. Select Next
17. Highlight the top folder (Outlook Data File)
18. Use the dropdown menu to change the email account to Gmail. Select Finish
19. Your email will be imported into Gmail. The synchronization status will show at the bottom of the window until complete

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Migrate to Hotmail (Windows)

• Before migrating to Hotmail, you must create a backup of your email

1. Open the Outlook desktop application
2. Select File then Add Account  
3. Enter your personal email address then select Connect
4. Sign in to your personal email with the Microsoft login
5. After the account is added, select Done. Restart Outlook
6. You will see the personal account listed in your Folder Pane. You may have to minimize the Metro email to see the personal account
7. Right select Inbox under your personal email and select New Folder
8. Name the folder “Metro” to distinguish it as the folder with your Metro email
9. Make sure to select the folder your just created to highlight it before the next step or the email will be imported to the wrong folder.
10. Select File > Open & Export > Import/Export 
11. In the Import and Export Wizard, select Import from another program or file. Select Next.
12. Select Outlook Data File (.pst) and select Next
13. Use the Browse button to select the .pst backup file created previously. Select Next
14. Highlight the top folder (Outlook Data File) by selecting it
15. Change the radio button to Import items into the current folder. Select Finish
16. Your Metro email backup will be imported into your personal email account. The synchronization status will show at the bottom of the window until complete

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Create a backup (MacOS)

1. Download and install Microsoft Office. Office is available to students for 2 years after last enrollment. Instructions are found here: O365: Free for Personally Owned Devices
2. Open Microsoft Outlook and sign in using your Minnstate login
   1. Username: StarID@go.minnstate.edu
   2. Password: StarID Password
3. Check the version by going to Help in the top ribbon. If it shows Revert to Legacy Outlook, select that option. If not, go to step 5
4. Select Revert. Outlook will close and reopen
5. Select Tools in the Outlook Ribbon then select Export
6. In the Export to Archive File (.olm) window, select Continue
7. Name the export and select a location so save the file. Select Save
8. Your email will be exported. Wait for the export to finish
9. When the export finishes, select Finish.

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Migrate to Gmail (MacOS)

• Before migrating to Gmail, you must create a backup of your email

1. Sign into your personal Gmail account on the web https://mail.google.com
2. Select the Settings gear icon at the top right
3. Select See all settings
4. Select the Forwarding and POP/IMAP tab. In the IMAP access section, select the radio button for Enable IMAP. Select Save Changes
5. Switch to the Outlook Desktop application
6. Add your Gmail account to Outlook by selecting Outlook > Preferences
7. Select Accounts
8. Select Add an Account
9. Enter your Gmail address and select Continue.
10. In Set Up Your Email, select Not Google. This will allow setup of IMAP, which is needed.
11. In the Choose the provider window, select IMAP/POP
12. Enter your Gmail password and select Add Account
13. Your browser will open automatically to complete the Google sign in
14. Select Allow for the permission request from Microsoft apps & services
15. Allow the webpage to open the Outlook app if prompted
16. Your account has been added to outlook. Select Done
17. Close the Accounts window if it remains open
18. Outlook will open with both mailboxes visible. You may have to minimize the Metro email to see the Gmail account
19. Select Tools in the Outlook ribbon and then select Import
20. Select Outlook for Mac archive file (.olm). Select Continue
21. Select the .olm file created previously. Select Import
22. Wait for the import to finish then select Finish
23. An “On My Computer” folder will appear
24. Expand the On My Computer folder and then expand the Outlook for Mac Archive OLM folder
25. Select and drag the minnstate folder to the Inbox folder under your Gmail account
26. Wait for the import to complete
27. Your minnstate folder will appear under the Gmail Inbox folder.
28. Your emails will sync to Gmail. This may take a long time depending on the size of your minnstate mailbox. Check on the status of the upload by selecting Tools > Sync Status

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Migrate to Hotmail (MacOS)

• Before migrating to Hotmail, you must create a backup of your email

1. Open the Outlook desktop application
2. Select Outlook > Preferences
3. Select Accounts
4. Select Add an Account
5. Enter your email address and select Continue
6. Sign into your email with the Microsoft login
7. After the account is added, select Done
8. You will see the Hotmail account listed in your Folder Pane. You may have to minimize the Metro email to see the Hotmail account
9. Select Tools in the Outlook ribbon and then select Import
10. Select Outlook for Mac archive file (.olm). Select Continue
11. Select the .olm file created previously. Select Import
12. Wait for the import to finish then select Finish
13. An “On My Computer” folder will appear
14. Expand the On My Computer folder and then expand the Outlook for Mac Archive OLM folder
15. Select and drag the minnstate folder to the Inbox folder under your Hotmail account
16. Wait for the import to complete
17. Your minnstate folder will appear under the Hotmail Inbox folder.
18. Your emails will sync to Hotmail. This may take a long time depending on the size of your minnstate mailbox. Check on the status of the upload by selecting Tools > Sync Status

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