Transfer Emails to External Platform

Note for Faculty and Staff: Information Services and the Information Security Office strongly discourage the transfer of email to an external service by University of Oregon employees. University employees are responsible for complying with local, state, and federal laws, including FERPA. Communication between faculty and students often contains sensitive information that is protected by FERPA, and that information should stay within the university’s official email services. (Policy: Use of Email for Official and Mass Communications).

Overview

This article describes how to transfer email messages from UOmail to an external service provider. While this process should work on any message, it is up to the user following this article to ensure no sensitive information (such as FERPA protected correspondence) is transferred off UO platforms.

Prerequisites

You will need a non-UO email account to transfer your messages to, as well as a full desktop version of an email client which supports multiple accounts. This article will describe steps for using the Outlook desktop app.

Connecting to an Email Address in Outlook

Windows

  1. Select the File tab
  2. Under Info, select "Add Account"
  3. Type in the email address of your non-UO account
  4. If needed, consult your non-UO email's documentation for further specifics

macOS

  1. Open the Outlook menu, then Settings
  2. Select Accounts
  3. In the plus icon at the bottom of the account list, select "Add an Account"
  4. Type in the email address of your non-UO account
  5. If needed, consult your non-UO email's documentation for further specifics

Transferring Messages

  1. Under your non-UO account create a new folder
  2. In your UOmail account, navigate to the messages you wish to retain
  3. Drag each message to the new folder in your non-UO account
    • If you intend to retain many messages, you may highlight several and drag them all at once
    • When selecting multiple messages, be mindful to not select any which contain sensitive data
  4. Keep your computer awake and online until the copied messages have uploaded to your non-UO email address
    • Logging into the web interface of your non-UO address to verify the emails you have copied appear there is advisible before considering the copy complete

Questions?

If you have any questions, please submit a ticket.

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