Transferring Data From UM Email to Thunderbird

Overview

This information is essential for ensuring that you maintain access to your important emails and attachments after your UM email account is deactivated on January 31, 2025. By taking these proactive steps, you can avoid losing valuable personal or professional correspondence. Additionally, understanding data retention policies ensures compliance with university regulations, particularly regarding sensitive or regulated data. Preparing in advance will save time, reduce stress, and help you transition smoothly while preserving access to critical information. 

Instructions 

1. Identify an alternate email account. If you do not already have an alternate email account, you can create a new one with a variety of providers (Microsoft, Google, etc.). 

2. To notify others of your change of email address, you can set an Automatic Reply. This way, anyone who sends an email to your UM account will receive a reply containing your alternate email address. We encourage you to set an Automatic Reply right away, as this feature will only be available until your account is deactivated on January 31, 2025. Learn how to set up an Outlook.com Automatic Reply. 

3. To forward incoming emails to an alternate address, you can set a forwarding rule. Again, we encourage you to set a forwarding rule right away, as this feature will only be available until your account is deactivated on January 31, 2025. Learn how to set up an Outlook.com Forwarding Rule. 

4. Review your email data to identify which messages and attachments you would like to store. Please note: Retirees and former UM employees may keep personal and professional correspondence; however, university records and regulated data such as that covered under FERPA, HIPAA, and GLBA must remain with the University. 

5. To export your entire mailbox:  

   • Download and install the Thunderbird open-source email application (Download) 

     

   • Log in with your UM Microsoft Account 

     • Student email: netid@umconnect.umt.edu – will then prompt for NetID Login 

     • Staff email: firstname.lastname@umt.edu – will then prompt for Microsoft login with identical credentials 

       

   •  Ensure IMAP is selected, then select Done and Finish. This protocol will store your emails locally on your computer

     

   • The inbox will start to download but will not automatically download additional folders that may be on your account. To download additional folders: 

     • Right-click on your mailbox label, select Subscribe, select all folders you’d like to Subscribe to, then OK. The selected folders will start to download. 

       

   • Once the download is complete, messages will be stored locally on your computer for indefinite access, even after the email account is deleted.  

     • You may also add alternate emails in Thunderbird, which should make it easy to drag-and-drop desired email items onto your alternate email.

       • Click the gear icon at the bottom left corner of your screen.

       • Select "Account Settings"

         
       • Click the "Account Actions" drop-down.
       • Select "Add Mail Account"
       • You will be guided through the same process again.

Additional Resources

• How to Save Emails to Your Computer 

• YouTube Tutorials: 

  • How to Copy/Move Emails from One Account to Another in Outlook - A step-by-step video guide. 

  • How to Transfer Outlook Emails to New Computer - Useful if you're moving emails to a new device. 

• Community Forums: 

  • Microsoft Community: How to move emails from one account to another - Discussion and solutions from other users. 

  • Microsoft Community: Move emails from one Outlook account to another - Another helpful thread with practical advice. 

Summary

These actions will help you successfully transfer and store your email data. If you need further assistance after taking these steps and reviewing these resources, please submit a new request to the IT Helpdesk. However, please be aware that the Helpdesk has limited availability to respond to a high volume of requests and must give priority to current students and employees at UM.  

UM IT Help

Social Science 120: Monday-Friday, 8:00 AM - 5:00 PM

Service Desk: Monday-Friday, 9:00 AM - 4:00 PM (Mansfield Library)

(406) 243-HELP (4357)

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