Before you can export your email, calendar, and contacts from StudentMail (Office 365) or StaffMail (OWA), 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:

Exporting contacts from Outlook
Exporting contacts from Outlook for Mac

When you leave Otago, your StudentMail 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.

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 very specific emails, forwarding each email is the recommended option for you:

  1. Log in to your StudentMail account using your username and password, then open an email you wish to keep.
  2. Click the drop-down arrow beside Reply all.

    Screenshot showing where the Forward option is in StudentMail
  3. Select Forward.
  4. Address the new email to your personal account.

    Screenshot showing email draft screen in StudentMail
  5. Click Send.
  6. Repeat steps 1–5 for every email message you wish to keep.

Exporting a large number of emails (Windows)

If you're exporting a very large number of emails, for example your entire StudentMail email history, it is recommended you connect your StudentMail to a desktop client like Outlook.

  1. Install Outlook by following these instructions.
  2. Open Outlook and select File > Open & Export > Import/Export.

    Screenshot showing Import/Export option in Outlook
  3. Select Export to a file.

    Screenshot showing the Export To File option in Outlook
  4. Select Outlook Data File (.pst), and click Next.

    Screenshot showing create a file of type: Outlook Data File (.pst)
  5. Choose the folder you wish to export, and click Next.

    Screenshot showing select the folder To export from screen
  6. Choose a location to export the files to, and click Finish.

    Screenshot showing option to choose where to save the file to on your computer

Exporting a large number of emails (Mac)

  1. Install Outlook by following these instructions.
  2. Open Outlook and select Outlook > Preferences then click on the Accounts button.

    Screenshot showing finding Preferences in OutlookScreenshot showing the Accounts button in Personal Settings in Outlook
  3. Click the plus in the bottom left corner and select Exchange.

    Screenshot of adding Exchange in Outlook
  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.

    Screenshot of adding your Exchange account details screen in Outlook
  5. After the account has been added, go to File > Export.

    Screenshot showing Export option under the File menu in Outlook
  6. Uncheck data you don't need, leaving Mail selected, and click Continue.

    Screenshot of Export to Archive File prompt in Outlook
  7. You can then choose where to save the exported file on your computer.

For assistance with any of this, contact AskOtago Student IT Services in person at the AskOtago Central Hub, Dunedin campus, or:

Tel +64 3 479 5170
Email student.it@otago.ac.nz
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Last updated 22/07/2021 11.15 AM

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