Staff leaving wants all email to be sent to new gmail account
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Randy Damewood
Jan 11, 2013, 1:30:00 PM1/11/13
to Google Apps Group, Hecctech
Hello All,
I have a staff member that is leaving our district and is wanting to take her email with her. What is the easiest way for her to get this accomplished.
Randy Damewood
Thanks
-- Randy Damewood
Director of Technology
Coffee County Schools
Matthew A. Peskay
Jan 11, 2013, 1:34:48 PM1/11/13
to Randy Damewood, Google Apps Group, Hecctech
Easy way - setup POP and collect all mail from the org account into the personal account via POP: **you will lose labels**
(excerpt from thread: http://productforums.google.com/forum/#!topic/gmail/nG0u0VK0e9s)
Step-1 Go to your existing gmail account. Delete all the emails you donot need. (This is good opportunity to clean the rubbish out)
Step-2 In settings/accounts_and_import delete eventual extra accounts under 'check mail under pop3'
Step-3 go to settings/labs and enable 'Filter import/export'
Step-4 go to settings/filters and export your filters. (Later you import them in your new gmail account)
Step-5 go to settings/forwarding and pop/imap. Disable imap. Enable pop.
Step-6 Clean out your contacts and export them.
Step-7 Create your new Gmail account.
Step-8 Go to settings and set up your basic info under tab General.
Step-9 Go to settings/labels and create the label IMPORT.
Step-10 Go to settings/filters and set a filter that all email from your old gmail account will be labelled 'import'
Step-11 goto settings/forwarding and pop/imap. Disable Imap - Enable POP
Step-12 set up mail fetching as explained in http://mail.google.com/support/bin/answer.py?answer=21289. (you fetch your old emails with pop. Not imap).
NOTE : when your gmail addr starts fetching the emails from your old email addr. it can take a lot of time. There is an option to follow the progress. But don't worry just let it run. I think you can even close gmail and go sleep, it continues fetching the emails. It can take long time. But don't worry.
TIP : count in your old gmail addr how many emails you have and compare later with the amount of emails in your new email account after all is fetched. If all OK, then you can disable the mail fetching, (And enable imap if you like)
Step-13 In settings/chat-webclips-labs-themes you can configure what you like.
Step-14 Import your filters
Step-15 Import your contacts (Foto's are lost. You have to attach again)
Step-16 finish configuring gmail like you want it.
Finished.
Step-2 In settings/accounts_and_import delete eventual extra accounts under 'check mail under pop3'
Step-3 go to settings/labs and enable 'Filter import/export'
Step-4 go to settings/filters and export your filters. (Later you import them in your new gmail account)
Step-5 go to settings/forwarding and pop/imap. Disable imap. Enable pop.
Step-6 Clean out your contacts and export them.
Step-7 Create your new Gmail account.
Step-8 Go to settings and set up your basic info under tab General.
Step-9 Go to settings/labels and create the label IMPORT.
Step-10 Go to settings/filters and set a filter that all email from your old gmail account will be labelled 'import'
Step-11 goto settings/forwarding and pop/imap. Disable Imap - Enable POP
Step-12 set up mail fetching as explained in http://mail.google.com/support/bin/answer.py?answer=21289. (you fetch your old emails with pop. Not imap).
NOTE : when your gmail addr starts fetching the emails from your old email addr. it can take a lot of time. There is an option to follow the progress. But don't worry just let it run. I think you can even close gmail and go sleep, it continues fetching the emails. It can take long time. But don't worry.
TIP : count in your old gmail addr how many emails you have and compare later with the amount of emails in your new email account after all is fetched. If all OK, then you can disable the mail fetching, (And enable imap if you like)
Step-13 In settings/chat-webclips-labs-themes you can configure what you like.
Step-14 Import your filters
Step-15 Import your contacts (Foto's are lost. You have to attach again)
Step-16 finish configuring gmail like you want it.
Finished.
If you want to retain labels - you have to do it the hard way via a desktop IMAP client:
All my best,
Matthew
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Curts, Eric
Jan 11, 2013, 2:26:42 PM1/11/13
to Randy Damewood, Google Apps Group
Here is the help guide we give to our staff when they leave:
Eric
* Eric Curts
* Technology Director, North Canton City Schools
* 525 - 7th St NE, North Canton, OH 44720
* te...@northcantonschools.org
* (330) 497-5600 x377, FAX (330) 497-5618
* Google+ Profile - Click here
* Follow me on Twitter - twitter.com/ericcurts
--
Mike Chappell
Jan 14, 2013, 9:42:17 AM1/14/13
to k12ap...@googlegroups.com, Randy Damewood
Thank you for this. We just started having this discussion and the document you provided has laid some great groundwork for us to start from.
jane...@comcast.net
Jan 14, 2013, 11:29:27 AM1/14/13
to k12ap...@googlegroups.com
Do you need to have any legal concerns about confidentiality, etc. when transferring e-mails for a soon to be ex-employee?
Janet Groll
From: "Mike Chappell" <mcha...@abschools.org>
To: k12ap...@googlegroups.com
Cc: "Randy Damewood" <dame...@k12coffee.net>
Sent: Monday, January 14, 2013 8:42:17 AM
Subject: Re: Staff leaving wants all email to be sent to new gmail account
Janet Groll
From: "Mike Chappell" <mcha...@abschools.org>
To: k12ap...@googlegroups.com
Cc: "Randy Damewood" <dame...@k12coffee.net>
Sent: Monday, January 14, 2013 8:42:17 AM
Subject: Re: Staff leaving wants all email to be sent to new gmail account
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