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Email Migration: Exchange to TU Gmail

Migrate your email, calendar and contacts from Exchange to TU Gmail.

Overview

If Information Technology Services has notified you that your email account  will be moving from Microsoft Exchange to TU Gmail, these procedures are for you. They explain how to migrate your mail, contacts and calendar items from your old Exchange account to your new TU Gmail account. Note that this migration process is optional.

Important:

  • If you plan to migrate your mail, contacts and calendar items, is critical that you export your Exchange information before your account is deactivated.
  • These procedures involve coordination with the Information Technology Services Help Desk to ensure that new mail does not become lost during the migration.

Part 2. Import Account Information into TU Gmail

Important: Please Read

Before performing these steps, update your Help Desk ticket stating that you have exported your Exchange data and that you are ready to have your account switched to Gmail. To do this, contact the Help Desk at 215-204-8000 and reference the ticket number that should be in your email or by click the Request Help tab on the Information Technology Services home page.

Part 3. Migrate Archive Files (Optional)

If you have archived email data, it will not be migrated during the previous steps. To transfer this data into your TU Gmail account, follow the steps below. If you do not have any archived email data, you can skip this section.

Part 4. Confirm that your Data Migrated Succesfully

Confirming the Data Migration

To confirm that your Exchange data was migrated successfully, log in to your TU Gmail account.

  • Under Mail, you will see the standard Gmail folders (Inbox, Starred, Important, Sent Mail, Drafts, etc.) and a subfolder (Gmail Label) for each of the Exchange system folders (Inbox, Sent, Drafts, etc.) that were imported with the .PST file. The imported subfolders (Labels) will be in the following format: accessnet_username mm-dd-yyyy.pst/Inbox, accessnet_username mm-dd-yyyy.pst/Sent Items, etc. Each imported folder will contain all emails and subfolders as they existed in your Exchange account. 
    Note: Any empty folders in your Exchange account were not migrated during this process.
  • Imported Calendar items will appear in your Gmail Calendar under the My Calendars folder in the format: accessnet mm-dd-yyyy.pst/calendar. This calendar will have its own color for organization.
  • Imported Contacts will appear in the My Contacts Gmail folder.
    Note the difference between imported contacts that contain both a name and email address versus contacts that contain only an email address. Typically, an email address only indicates that this imported item was an auto-complete/suggested contact entry whereas a contact with a name and email address was an actual Exchange contact item in the Exchange address book.

After Confirming the Data Migration

After confirming that your email/contacts/calendar data have all been migrated into Gmail successfully, please update your TUhelp ticket saying that you are finished with the migration. Information Technology Services can then close the ticket. To do this, contact the Help Desk at 215-204-8000 and reference the ticket number that should be in your email or by click the Request Help tab on the Information Technology Services home page.