Outlook (for StudentMail) is included in Microsoft 365 for students, available while you are studying at Otago.

When you leave Otago, your StudentMail 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.

To export your email, calendar, and contacts from StudentMail, you will first need to set up a Microsoft-Exchange-compatible email client (such as Outlook or Outlook for Mac) and connect to your email account. This will let you download a copy of your email, calendar, and contacts to your computer. You can then export the details from there to your chosen email application.

Exporting contacts

Exporting contacts from Outlook
Exporting contacts from Outlook for Mac

Exporting emails

To access your student emails after you leave Otago, ensure you have an alternative Microsoft-Exchange-compatible email client available to export your emails to.

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:

Exporting a small number of emails

If you're only wanting to keep a handful of very specific emails, forwarding each email is the recommended option for you:

  1. Log in to your StudentMail account using your username and password, then open an email you wish to keep.
  2. Click the drop-down arrow beside Reply all.

    Screenshot showing where the Forward option is in StudentMail
  3. Select Forward.
  4. Address the new email to your personal account.

    Screenshot showing email draft screen in StudentMail
  5. Click Send.
  6. Repeat steps 1–5 for every email message you wish to keep.

Exporting a large number of emails (Windows)

If you're exporting a very large number of emails, for example your entire StudentMail email history, it is recommended you connect your StudentMail to a desktop client like Outlook. This is best done in the Windows version of Outlook rather than Mac—if necessary you can log into your Student Desktop to do this.

  1. Open Outlook.
  2. Select File > Open & Export > Import/Export.

    Screenshot showing Import/Export option in Outlook
  3. Select Export to a file.

    Screenshot showing the Export To File option in Outlook
  4. Select Outlook Data File (.pst), and click Next.

    Screenshot showing create a file of type: Outlook Data File (.pst)
  5. Choose the folder you wish to export, and click Next.

    Screenshot showing select the folder To export from screen
  6. Choose a location to export the files to, and click Finish.

    Screenshot showing option to choose where to save the file to on your computer

Exporting a large number of emails (macOS)

  1. Open Outlook.
  2. Select Outlook > Preferences then click on the Accounts button.

    Screenshot showing finding Preferences in Outlook Screenshot showing the Accounts button in Personal Settings in Outlook
  3. Click the plus in the bottom left corner and select Exchange.

    Screenshot of adding Exchange in Outlook
  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.

    Screenshot of adding your Exchange account details screen in Outlook
  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).

    Screenshot showing Export option under the File menu in Outlook
  6. Uncheck data you don't need, leaving Mail selected, and click Continue.

    Screenshot of Export to Archive File prompt in Outlook
  7. You can then choose where to save the exported file on your computer.