Back up and transfer emails and contacts

This guide shows you how to back up and transfer emails and contacts from NTNU's webmail to another email account.

Norsk versjon - Flytt og sikkerhetskopier epost og kontakter

Topic page about IT help | Pages labeled with email

Exporting and importing in an email client #

Transfering and backing up #

An easy method of moving email is to use two email accounts in the same email client, and then simply moving content between them. Highlight the files you wish to move, and drag them to the other account. Instructions on how to configure Outlook and Thunderbird.

If you wish to copy the emails instead of moving them, highlight the emails, right click on them, choose Copy to (Kopier til), and choose where you want to copy them to.

For instructions for how moving emails can be done in Outlook, please read the guide for moving emails from the old NTNU IMAP-service to Office 365 here.

Importing and exporting contacts #

How you import and export contacts may vary, depending on which email client you're using. Generally you click on File (Fil) in the program, if you're not using a browser based email, and choose Export (Eksporter) or something similar. You will then usually be guided through the process. Vcard format is recommended if possible.

Importing is generally done in the same way as exporting. Click on File (Fil) in the program you're importing to and click on Import (Importer). If given the choice to pick a file format, choose the format you exported your address book as.

Moving emails from the old email-service to Office 365 #

June 25th 2015 NTNU started using Office 365 as email-service for students.
As a result all students got a new clean and empty inbox, and all older emails still available at the old email-service as an archive.
This archive will be open for 6 months, it's therefore important that students move wanted emails to the new Office 365 email service.
This guide will help you through the process of moving messages from to

To follow this guide you'll need a standard installation of Outlook 2013.
NTNU provides all students access to the entire Microsoft Office suite through Office 365, please go to the Office 365 article for more information.

Add new and old account to Outlook #

To follow this guide, you'll need to add both your new and old email account to Outlook.
This can be done by following the steps below.

Connect to Office 365 with Outlook #

Go to Setting up your email account in Outlook to add your Office 365 account to Outlook.

Add the old email-service to Outlook #

  1. If you haven't started Outlook before, add you Office 365 account first.
  2. Start Outlook and go to File - Info - Add Account
  3. Choose Manual setup or additional server types and click on Next
  4. Choose POP or IMAP and click on Next
  5. Fill in the fields as described below:
    - Your name: <Firstname Surname>- Email Address: <username>
    - Account Type: IMAP
    - Incoming mail server:
    - Outgoing mail server (SMTP):
    - User Name: students
    - Password: <Your NTNU password>
  6. Click on More Settings ... and go to the tab Outgoing Server
  7. Enable My outgoing server (SMTP) requires authentication
  8. Go to the tab Advanced and do the following:
    - Change Use the following type of encrypted connection under Incoming server (IMAP) and Outgoing server (SMTP) to "TLS"
    - Change the port for Outgoing server (SMTP) to "587"
  9. Click OK and Next
  10. Wait while Outlook is testing your settings
  11. Click on Close when Outlook is finished testing your settings
  12. Click on Finish
  13. Restart Outlook

Move emails to Office 365 #

You now have two options for moving emails:

  1. [Recommended] Drag-and-drop email you wish to keep
  2. Export emails to a backup file, and then import it to the new account

Drag-and-drop #

  1. Follow the instructions above to connect to Office 365 and Archive
  2. Recommended! Create an archive folder for emails from the old account.
    Right click on your account, and choose New folder
    Name it i.e. Archive from IMAP
  3. Mark the elements you wish to keep, and drag them into a folder in your Office 365 account
  4. Note that moved emails actually gets removed from their Source.
    If you wish to move ALL your emails, the folder you're moving them from should be empty when you're finished!
  5. Remove the old archive account from your Outlook, by right clicking it and choosing "Remove "<username> (1)".
    Hit Yes when prompted if you would like to proceed.

Export/Import #

NB: We recommend you to use Drag-and-drop because of problems in Outlook after the import from IMAP. See Import, step 12.

Export #
  1. Go to File - Open & Export - Import/Export
  2. Choose Export to a file and click on Next
  3. Choose Outlook Data File (.pst) and click on Next
  4. Choose the folder you wish to export.
    If you're unsure, you can export the entire account by choosing "<username>"
    If you've added the accounts to Outlook in the same order as in this guide, the old archive account will be named "<username>"
  5. Make sure Include subfolders in enabled, and click on Next
  6. Click on Browse... and choose a file location for the backup file
    NB: Make sure the file doesn't already exist!
  7. Recommended option is "Replace duplicates with items exported"
  8. Click on Finish
  9. If you wish to keep the export as a backup, you can now choose to set a password to encrypt the file.
    This restricts who sill be able to read the file.

Import #
  1. Recommended! If you wish to save your old emails in their own folder, you will have to create that now.
    Make sure this folders is highlighted/open (the one you're watching) before proceeding to step 2.
    To make a new folder, right-click on your account, and choose New folder

  2. Go to File - Open & Export - Import/Export
  3. Choose Import from another program or file and click on Next
  4. Choose Outlook Data File (.pst) and click Next
  5. Click on Browse... and choose your export-file. You chose the filelocation in step 6 of the export-process.
  6. Recommended option is Replace duplicates with items imported
  7. Click on Next
  8. If you created a folder in step 1, you will here have to choose Import items into the current folder
  9. Click on Finish
  10. Depending on the amount of emails, this can take a while.
  11. When the import is finished, you can restart Outlook.
  12. NB: You will most likely encounter a problem where it seems that the folder is empty after the import.
    To fix this, go to View - Current View - Change View and choose IMAP Messages
    This is folder-independent, and has to be set in all folders where the problem occurs.

  13. When finished, remove the old archive account from your Outlook,
    by right clicking it and choosing "Remove "<username> (1)".
    Hit Yes when prompted if you would like to proceed.

Backup #

It's not neceserry for you to make backups of your emails and contacts, as this is automatically done on the server side. However, if you still wish to back up your data, you can do this by i.e. exporting data from your account by using Outlook (File - Open & Export - Import/Export and follow the wizard).

Contact #

Orakel Support Services can help if you have questions or if you encounter difficulties.

23 Vedlegg
20119 Visninger
Gjennomsnitt (0 Stemmer)