Copy missing folders and messages in UTmail+ using Outlook 2016


This article was written for the Windows version of Outlook 2016 but should work for previous versions.

To use Outlook to copy missing folders/messages from the UTmail+ Archive site into your UTmail+ account, you will need to create two profiles - one profile for UTmail+ and the other for UTmail+ Archive.

Create a profile for your UTmail+ account

If you are currently using Outlook and UTmail+, you can skip these instructions and go to the instructions for creating a UTmail+ Archive profile.

Close Outlook if you have it open.

  1. Start the Mail applet:
    • in Windows 7 - Go to Start > Control Panel and type Mail in the search field
    • in Windows 8 - Go to Start and type Control Panel. Click on Control Panel on the left then type Mail in the Search box
  2. Open the Mail (32-bit) icon.
  3. You may see one of the two following windows: the Mail Setup window (if there are existing profiles) or the Mail window (if there are no exisiting profiles). If you see the Mail Setup window, you will need to click on Show Profiles before proceeding. Once you see the Mail window, click Add.
  4. Under Profile Name type UTmail, and click OK.
  5. Under Your Name, type your first name and last name, under Email Address type your email address (usually of the form "firstname.lastname@mail.utoronto.ca"). Under Password and Confirm Password type in the password associated with your UTORid and click Next.
  6. Outlook will try to search for server settings. This may take several minutes.
  7. Click Allow when the warning shows up.
  8. Type your Username (this is the same as your email address and is usually of the form "firstname.lastname@mail.utoronto.ca") and the password associated with your UTORid under password and click OK.
  9. Click Finish to save the settings.
  10. In the Mail window, choose either Prompt for a profile to be used. Click OK.

Create a profile for your UTmail+ Archive account

Close Outlook if you have it open.

  1. Start the Mail applet:
    • in Windows 7 - Go to Start > Control Panel and type Mail in the search field
    • in Windows 8 - Go to Start and type Control Panel. Click on Control Panel on the left then type Mail in the Search box
  2. Open the Mail (32-bit) icon.
  3. You may see one of the two following windows: the Mail Setup window (if there are existing profiles) or the Mail window (if there are no exisiting profiles). If you see the Mail Setup window, you will need to click on Show Profiles before proceeding. Once you see the Mail window, click Add.
  4. Under Profile Name type UTmail Archive, and click OK.
  5. Under Your Name, type your first name and last name, under Email Address type your archive email address (usually of the form "firstname.lastname@UTMailArchive.utoronto.ca"). Under Password and Confirm Password type in your archive password and click Next.
  6. Outlook will try to search for server settings. This may take several minutes.
  7. Click Allow when the warning shows up.
  8. Type your Username (this is the same as your archive email address and is usually of the form "firstname.lastname@UTMailArchive.utoronto.ca") and the archive password and click OK.
  9. Click Finish to save the settings.
  10. In the Mail window, choose either Prompt for a profile to be used. Click OK.

 

Create Pessonal Folder (PST) for UTmail+ Archive account.

Start Outlook and select your archive profile UTmail Archive.

  1. In the Home tab select New Items -> More Items and select Outlook Data File
  2. In the Create or Open Outlook Data File window, type a name for your Personal Data File: UTmail+Archive and click OK.
  3. The data file will appear in the folder list in Outlook's Mail view
  4. Optional: Create a sub-folder in the Personal Folder: UTmail+Archive:
        Right click the new Personal Folders you just created, UTmail+Archive and click New Folder.
        In the blank folder window, type the name for your sub-folder: Old Messages
Copy an entire folder from the UTmail+ Archive to your local sub-folder: Old Messages.
  1. Right-click on the folder under firstname.lastname@utmailarchive.utoronto.ca
  2. Select Copy Folder.
  3. In the Copy Folder window, locate your local folder: UTmail+Archive
  4. If you created a sub-folder: Old Messages, click on the arrow head to the left and select: Old Messages.  You can also select: UTmail+Archive. Click OK.
  5. You will see a Microsoft Outlook progress window.
  6. Repeat until you have copied all your folders
  7. Logout from your UTmail+ Archive profile.
Copy your email messages from your UTmail Archive account to your UTmail+ account.

Start Outlook and select your profile UTmail.

Attach the Personal Folder: UTmail+Archive to your UTmail+ profile.
  1. Click on the File tab, click Account Settings and click Account Settings.
  2. Click Data File tab and click Add.
  3. Select the PST file: UTmail+Archive.pst.  Click Close
  4. The data file will appear in the folder list in Outlook's Mail view.
Copy your messages back to your UTmail+ account.

NOTE: You cannot copy core folders such as Inbox, Drafts, Deleted Items, Junk E-mail, Sent Items.  You will need to copy individual messages from them into the approriate folders.  You can copy the entire folders to your UTmail+ account but you must make sure you are using a unique folder name.

Copy your folders.
  1. Locate your personal folder: UTmail+Archive.
  2. To view the sub-folders, click on the arrowhead next to: UTmail+Archive and sub-folder Old Messages.
  3. Right click on a folder and select Copy Folder.
  4. In the Copy Folder window, scroll up until you see your UTmail+ account: firstname.lastname@mail.utoronto.ca
  5. You can select firstname.lastname@mail.utoronto.ca or another folder to create a sub-folder.
  6. Click OK.
Copy individual messages.
  1. Locate your personal folder: UTmail+Archive.
  2. To view the sub-folders, click on the arrowhead next to: UTmail+Archive and sub-folder: Old Messages.
  3. Click on a folder to see the messages.
  4. Select your message(s).
  5. Right Click and select Move -> Copy to Folder.
  6. In the Copy Folder window, scroll up until you see your UTmail+ account: firstname.lastname@mail.utoronto.ca, select a folder and click OK
Last update:
2017-05-05 16:27
Author:
Ron Tyro
Revision:
1.1
Average rating: 1 (2 Votes)

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