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Your student email (also known as StudentMail) or staff email is your University of Otago-provided email account.

When you leave the University of Otago, your email account will be disabled, and you will no longer have access to your emails. Before that happens, you should forward or export any emails and attachments you wish to keep.

Staff: Under University policy, staff members are not able to export their entire mailbox. Staff members should forward any personal emails/attachments they would like to keep using the instructions below to export a small number of emails.

Students can forward any number of emails, using the options below.

How do I export from Outlook

To export from Outlook:

Export contacts

Export emails

This is different to the forwarding you may already have done on your emails. If you have emails that aren't saved in your personal account, you'll need to follow these steps to export them:

Export a small number of emails

For a small number of emails, forwarding is a good option. A mail client will be needed for exporting a large number of emails.

  1. Log in to your email account using your username and password, then open an email you wish to keep.
  2. Click the drop-down arrow beside Reply all.
  3. Select Forward.
  4. Address the new email to your personal account.
  5. Click Send.
  6. Repeat steps 1 to 5 for every email message you wish to keep.

Log in to Mail

Export a large number of emails (Windows)

If you're exporting a very large number of emails, for example your entire email history, it is recommended you connect your email to a desktop client like Outlook. This is best done in the Windows version of Outlook rather than Mac. If necessary, you can access a Windows desktop via a computer in a computer lab.

  1. Open Outlook.
  2. Select File > Open & Export > Import/Export.
  3. Select Export to a file.
  4. Select Outlook Data File (.pst) and click Next.
  5. Choose the folder you wish to export and click Next.
  6. Choose a location to export the files to and click Finish.

Export a large number of emails (Mac)

  1. Open Outlook.
  2. Select Outlook > Preferences then click on the Accounts button.
  3. Click the plus in the bottom left corner and select Exchange.
  4. Enter your student email address, make sure User Name and Password is the Method, and then enter your usual student username and password. Leave Configure automatically ticked and press Add Account.
  5. After the account has been added, go to File > Export. (If you don’t see the Export option, you may need to revert back to the old Outlook by going to menu option Outlook, and unticking New Outlook).
  6. Uncheck data you don't need, leaving Mail selected, and click Continue.
  7. You can then choose where to save the exported file on your computer.
Keywords: email, export, outlook

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