CS Migration to Gmail Instructions

by the CS System Support Group (SSG)

Ken Gribble

This document can be found at:

http://goo.gl/brFv3

Introduction

Step 1 - Setting your Goog Passphrase

Step 2 - Enable IMAP in your UCD Gmail account

Step 3 - Setup for Migration of Email

Step 4 - Move Batches of Email with Highlight, Drag, and Drop

Step 5 - Migration of Contacts

Step 6 - Adding your @cs.ucdavis.edu address for use in your UCD Gmail Beta account.

Step 7 - Have your Email Forwards Changed

Change Email Forwards on your own

Contact SSG

Using UCD Gmail

Signing In to UCD Gmail via web interface

Signing Out

Getting Started

Web course on Gmail:

Advanced Gmail Topics

Help

Edits and Notes

Appendix

Steps for changing your own Email Forwarding to DavisMail (UC Davis Gmail)

Step 1

Step 2

Step 3

Step 4

Introduction

These are the 7 basic steps on how to transfer your current account’s email to your UCD Gmail Beta account. Using these instructions you will set a new passphrase at UC Davis, called the  “Goog” passphrase, enable IMAP in your UCD Gmail account, and then add your new UCD Gmail account to the IMAP client you currently use.

Once you have your UCD Gmail account and your current email account in the same IMAP client, you can transfer your email to your new UCD Gmail account using a simple highlight, drag, and drop technique. Once you are finished transferring your email, and have your forwarding set,  you can close your email client and start Using UCD Gmail.

SSG 30-day Challenge

The SSG advises the use of the Gmail web-based email client, rather than desktop clients such as Mac Mail, Thunderbird, Outlook, etc. The Gmail web-based email client is much easier for the SSG to support, is very reliable, and has many useful, quickly implemented features. The SSG hopes that you will try the web-based client for at least 30-days before using other email clients.

If you need help along the way, please contact the SSG! support2@cs.ucdavis.edu

Step 1 - Setting your Goog Passphrase

Important: The default process for changing your Computing Account passphrase excludes the “Goog” or Google passphrase. In order to change only your Goog passphrase, you must follow these instructions carefully. Do not use the default settings when changing your COmputer Account passphrase, if you do, your Goog passphrase will not be set.

First, you must first set a passphrase for DavisMail POP/IMAP access. This will be the POP or IMAP password in your email program. 

  1. Enter your UC Davis LoginID in the LoginID box
  2. Select Kerberos Passphrase
  3. Uncheck the box 'Change my passphrase for all services except DavisMail'
  4. Then click Continue.

Step 2 - Enable IMAP in your UCD Gmail account

If you're trying to decide between using POP and using IMAP with Davismail, Google recommends IMAP and so does the SSG!

  1. Sign in to your DavisMail account with a web browser (using your campus Kerberos password).
  2. Click the (Gear Wheel) then choose Settings (near the top RIGHT of the screen).
  3. Click the Forwarding and POP/IMAP “tab” near the top of the page.
  4. In the POP Download section, choose to disable POP
  5. In the IMAP Access section, choose:  enable IMAP
  6. Click Save Changes at the bottom of the page.

Step 3 - Setup for Migration of Email

Put both gmail and the existing mail in your email client (Mac Mail, Thunderbird, etc). First start your email client, then choose to add an account. There are particular settings one must use, those are listed below. In this setup, for your username, use your entire UC Davis e-mail address, such as "joeaggie@ucdavis.edu". For the password, use the GOOG passphrase you set above.

These links may help with this setup:

http://xbase.ucdavis.edu/itexpress/?f=art&art=1701

(Click “Setup your email program for use with DavisMail”)

Additional help for Apple Mail 4.0:

https://support.google.com/mail/bin/answer.py?hl=en&answer=180188

NOTE

For your username, use your entire UC Davis e-mail address, such as "joeaggie@ucdavis.edu".

For the password, use the GOOG passphrase you set above.

NOTE:

In Mac Mail you may see this erroneous message:

Trying to log in to the Exchange server “autodiscover.ucdavis.edu” failed. Make sure the email address and password you entered are correct, then click Continue.

Please ignore this message and press “Continue”; then, fill in the rest of the settings as indicated below

Apple IMAP settings you should use:

Email address: Whole UC Davis email address, e.g., "joeaggie@ucdavis.edu".

For your username, use your entire UC Davis e-mail address, e.g., "joeaggie@ucdavis.edu".

For the password, use the GOOG passphrase as set above (might be kerberos or CAS password)

Account Type: Choose IMAP (not POP)

Description: UCD Gmail

Incoming Mail Server: imap.gmail.com

For your username, use your entire UC Davis e-mail address, e.g., "joeaggie@ucdavis.edu".

Use SSL checked

Authentication: Password

Description: UCD SMTP

SMTP server name: smtp.gmail.com (Descriptiong UCD Gmail SMTP)

Click, “Use on this server”

Click, “Use Authentication”

For your username, use your entire UC Davis e-mail address, e.g., "joeaggie@ucdavis.edu".

For the password, use the GOOG passphrase as set above (might be kerberos or CAS password)

In older versions of Apple mail (pre Lion), click “Advanced” and make these changes as needed:

Enable This Account

Include when automatically checking

Port: 993 AND Use SSL checked

Authentication: Password

Step 4 - Move Batches of Email with Highlight, Drag, and Drop

Once you have both your original email account, and your new UCD Gmail Beta account loading in your email client, you can transfer your original account’s email to the UCD Gmail Beta account by drag and drop. Transferring email will take some time. You may want to move email in blocks of 100 or so, at least until you get a feel for how much time it takes.

For those familiar with Gmail’s Archive function, where instead of deleting email, it can be archived out of the way, you can move any email you wish to be archived into the “All Mail” folder.

Don’t forget to move your Inbox. Highlight blocks of 100 or so email in your Inbox and drag and drop them with your mouse into the UCD Gmail Beta account Inbox.

You may want to create the same IMAP folders that you have set in your original account in your UCD Gmail Beta account, then you can highlight groups of email in a particular folder and drag and drop them to the new folder in your UCD Gmail Beta account.

If you accidentally “lose” some email after transferring it to your UCD Gmail Beta account, try using the search box to find where it ended up.

Gmail technically doesn’t use folders, although it may appear that way. The folders are actually a tagging system called Labels. For more on the difference, see this Gmail help article:  http://support.google.com/mail/bin/answer.py?hl=en&answer=10708

Step 5 - Migration of Contacts

Essentially, you can export your current contacts, and then import them into your UCD Gmail account. Most email clients or address books have an export function in the tool bar under “File”. Choose to export in a CSV format.

Instructions located here:

https://support.google.com/mail/bin/answer.py?hl=en&answer=14024

Step 6 - Adding your @cs.ucdavis.edu address for use in your UCD Gmail Beta account.

You may have an @cs.ucdavis.edu email address that you would like to use in conjunction with your UCD Gmail Beta account. Follow these steps to “Add another email address” to your Gmail account. You can do this for any other accounts you wish, as well.

  1. Sign in to your Google Apps email.
  2. Click the (Gear Wheel) in the upper-right and select Settings along the top of any page, and select the Accounts tab.
  3. Under Send mail as, click Add another email address.
  4. In the Email address field, enter your name and your @cs.ucdavis.edu email address.
  5. Click Next Step >> and then click Send Verification. Gmail will send a verification message to your @cs.ucdavis.edu email,  to confirm that you own it.
  6. Locate the message from Gmail where you normally receive email for your @cs.ucdavis.edu email address. Open the email and either click the link contained in the message or enter the confirmation code in the Accounts section of your Google Apps email settings.

You may add other email addresses in this same manner.

If you would like, under the Accounts tab, you may also select make default for any of the email addresses you have added. For instance, if you would like your @cs.ucdavis.edu address to be the default address when composing mail, click the make default link next to that entry in the Accounts section of your UCD Gmail Beta Settings.

Step 7 - Have your Email Forwards Changed

Change Email Forwards on your own

See Appendix below for instructions on changing your email forwarding at campus, or contact the SSG to have your forwarding changed if that doesn’t work.

Contact SSG

Once you have your email transferred, if you haven’t already, contact the SSG to have your email forwards changed to receive email in your new UCD Gmail Beta account. The SSG will contact campus to have the changes made.

Using UCD Gmail

(use http://goo.gl/jdObxQ to jump to here)

SSG 30-day Challenge

The SSG advises the use of the Gmail web-based email client, rather than desktop clients such as Mac Mail, Thunderbird, Outlook, etc. The Gmail web-based email client is much easier for the SSG to support, is very reliable, and has many useful, quickly implemented features. The SSG hopes that you will try the web-based client for at least 30-days before using other email clients.

These links and tips will help you with using your new UCD Gmail account. Even if you have used Gmail in the past, these links may be helpful.

Signing In to UCD Gmail via web interface

Signing Out

Signing out of the UCD Gmail interface will usually sign you out of Gmail and also signs you out of CAS. If you want to stay signed into CAS, you can close the browser window used by the UCD Gmail Beta Pilot. Note that this may not sign you out completely if you have checked “Stay signed in” when signing into UCD Gmail Beta.

Getting Started

Now that you have gotten started, why not become a Gmail Ninja?

Web course on Gmail:

Advanced Gmail Topics

Help

The CS Migration to UCD Gmail FAQ may be helpful for some questions.

If you need additional help, please contact the SSG! support2@cs.ucdavis.edu

Edits and Notes

Thanks to Prem Devanbu for pointing out some (bad) http:// addresses that should be https://

Appendix

Steps for changing your own Email Forwarding to DavisMail (UC Davis Gmail)

Step 1

Using a browser, use this link: https://computingaccounts.ucdavis.edu/cgi-bin/services/index.cgi

Step 2

Choose Email Forwarding, as seen below.

Step 3

Provide the needed information to log in.

Step 4

Choose Deliver to DavisMail account, as seen below. Then click end session. Your email should now be forwarded to DavisMail (UC Davis Gmail).