Views:

This article references the Student Virtual Desktop currently available in the CAL computer resource rooms across campus and online via https://student.desktop.otago.ac.nz

The virtual desktop is being discontinued and will be replaced with a new setup by the end of December 2024. The information in this article remains current until December 2024. For further information about the new environment:

Student Desktop (VDI) Replacement — Frequently Asked Questions

Your student email (also known as StudentMail) or staff email is your University of Otago-provided email account.

When you leave the University of Otago, your email account will be disabled and you will no longer have access to your emails. Before that happens, you should forward or export any emails and attachments you wish to keep.

To export your email, calendar, and contacts from Outlook, you will first need to set up a Microsoft Exchange-compatible email client (such as Outlook or Outlook for Mac) and connect to your email account. This will let you download a copy of your email, calendar, and contacts to your computer. You can then export the details from there to your chosen email application.

How do I export from Outlook

To export from Outlook:

Exporting contacts

Exporting emails

This is different to the forwarding you may already have done on your emails. If you have emails that aren't saved in your personal account, you'll need to follow these steps to export them:

Exporting a small number of emails

If you're only wanting to keep a handful of specific emails, forwarding each email is the recommended option for you:

  1. Log in to your email account using your username and password, then open an email you wish to keep.
  2. Click the drop-down arrow beside Reply all.
  3. Select Forward.
  4. Address the new email to your personal account.
  5. Click Send.
  6. Repeat steps 1 through 5 for every email message you wish to keep.

Log in to StudentMail

Exporting a large number of emails (Windows)

If you're exporting a very large number of emails, for example your entire email history, it is recommended you connect your email to a desktop client like Outlook. This is best done in the Windows version of Outlook rather than Mac — if necessary you can log into your Student Desktop to do this.

  1. Open Outlook.
  2. Select File > Open & Export > Import/Export.
  3. Select Export to a file.
  4. Select Outlook Data File (.pst) and click Next.
  5. Choose the folder you wish to export and click Next.
  6. Choose a location to export the files to and click Finish.

Exporting a large number of emails (Mac)

  1. Open Outlook.
  2. Select Outlook > Preferences then click on the Accounts button.
  3. Click the plus in the bottom left corner and select Exchange.
  4. Enter your student email address, make sure User Name and Password is the Method, and then enter your usual student username and password. Leave Configure automatically ticked and press Add Account.
  5. After the account has been added, go to File > Export. (If you don’t see the Export option, you may need to revert back to the old Outlook by going to menu option Outlook, and unticking New Outlook).
  6. Uncheck data you don't need, leaving Mail selected, and click Continue.
  7. You can then choose where to save the exported file on your computer.
Keywords: email, export, outlook

Related Articles (1)

Software for students