Migrating your email from Microsoft 365 to Gmail

Notice: The OIT HelpDesk is unable to assist users in copying emails from Microsoft 365 to Gmail. The instructions below are for guidance only. The process for migrating mail is not clean; therefore, proceed at your own risk.  

Copying Email Between Your Accounts

It is a manual process to copy email from Microsoft 365 to Gmail. OIT recommends copying as opposed to moving to protect your data.

You must configure both Microsoft 365 (UTK Microsoft 365 Email Configuration) and Gmail (described below) in Outlook, then copy individual messages or folders.

1. Once you have configured Outlook for both accounts:
   1. Windows: Right-click the folder or email in Microsoft 365 that you wish to move and select Move > Copy to Folder.
   2. Mac: Right-click the folder or email in Microsoft 365 that you wish to move and select Copy to.
2. Select or search (Mac only) for the desired location in your Gmail account and click OK. 
3. The folder or email will now be in your Gmail account as "[Gmail]/<Folder Name>". You can rename the label in Gmail if desired. 

Before You Begin

• Moving folders that contain many messages may take a long time.
• Copying messages from Outlook for Windows will append a Winmail.dat attachment to every message.

Configuring Outlook for Windows

1. In Outlook for Windows, go to File > Account Settings > Account Settings. 
2. Click New.
3. Enter your email address as netid@gapps.utk.edu and click Connect.
4. Sign in to your UT Google account with <yournetid>@utk.edu. 
5. When prompted that Microsoft apps & services wants to access your Google Account, choose Allow. You may be prompted to click Allow twice.
6. Outlook will display that the account is successfully added. You may want to uncheck the option to Set up Outlook Mobile on my phone, too.
7. Click Done, then Close to exit the Account Settings Window.

Configuring Outlook for Mac (IMAP)

To move emails and folders, you must configure Outlook for Mac as IMAP, not the native Gmail option. If you are unable to copy emails or folders, your client is likely misconfigured. For the best experience with Gmail and Outlook for Mac, OIT recommends reconfiguring your Outlook for Mac client after moving your email.

1. In Outlook for Mac, go to the Outlook Menu > Preferences > Accounts.
2. Click the + button to add a new account.
3. Enter your UTK email address and click Continue. Instead of entering your password, choose 'Not Office365?' in the upper right of the window.
4. Choose IMAP/POP from the menu provided. Enter the information below, then click Add Account.
   • Email Address & Username: netid@utk.edu (Staff/Faculty) or netid@vols.utk.edu (Students)
   • Password: Your NetID Password
   • Incoming Server: imap.gmail.com | Port: 993 | Use SSL to connect should be checked.
   • Outgoing Server: smtp.gmail.com | Port: 587 | Use SSL to connect should be checked.
5. Your default browser will open the Google sign-in page. If it does not, click Sign in to Google on the setup screen.
6. Sign in to your UT Google account with <yournetid>@utk.edu. 
7. When prompted, sign in to Google with your UTK Account.
8. When prompted that Microsoft apps & services wants to access your Google Account, choose Allow.
9. If your browser prompts you to open Microsoft Outlook, choose Open.
10. Once setup is complete, you will see that your UTK Gmail account has been added to Outlook. Click Done.