Import Gmail Messages into Exchange

Overview

If you have been using Texas A&M Gmail prior to using Exchange, you are able to import your old Gmail email into your Exchange account. This will allow you to have all of your email, both historical and new, in one convenient location. This is the best solution if you are using the Outlook app on your computer and don't plan on using your Texas A&M Gmail account in the future. If you are using a Texas A&M Exchange account, all incoming email will go to your Exchange email, and no email will be delivered to your old Gmail account.

Outlook 2019

For instructions specific to Outlook 2019, please see our documentation on Setting up TAMU Gmail in Outlook 2019

Prepare your Gmail account

Before you can transfer your email, you will need to prepare your Texas A&M Gmail account. This involves turning on IMAP for your Texas A&M Gmail account,  turning on 2-step verification for your Texas A&M Gmail account, and creating an app password that Outlook and Exchange can use to access the account.

Enable IMAP

1. Sign in to your https://email.tamu.edu with your NetID and NetID password.
2. Click Log Into Gmail.
3. Click the gear icon located at the top right of the screen.
4. Click Settings in the drop-down menu.
5. Select the Forwarding and POP/IMAP tab.
6. Select Enable IMAP in the IMAP Access section.
7. Click Save at the bottom of the page.

Turn on 2-step verification

1. Sign in to your https://email.tamu.edu with your NetID and NetID password.
2. Click Log Into Gmail.
3. Click on your account icon in the upper right corner of the Gmail window.
4. Click on Manage Your Google Account.
5. Click on Security in the left-hand menu.
6. Click the arrow next to 2-Step verification in the Signing Into Google section.
7. Click on Get Started. You may need to re-enter your password if prompted.
8. Enter or verify your cell phone.
9. Enter the verification number sent to your phone and choose Verify.
10. Click on Next in the "Trust this computer" step.
11. Click Confirm in the "Turn on 2-step verification" step.

Create an app password

1. Sign in to your https://email.tamu.edu with your NetID and NetID password.
2. Click Log Into Gmail.
3. Click on your account icon in the upper right corner of the Gmail window.
4. Click on Manage Your Google Account.
5. Click on Security in the left-hand menu.
6. Click the arrow next to Password in the Signing Into Google section. You will be taken to a Texas A&M page where you can generate an application password for your Texas A&M Gmail account.
7. Click Get Started.
8. Create a new password which meets the requirements listed.
9. Click Submit. You will be shown a message that you have successfully created a Google password. Remember this password, as it will be used by Outlook to access your Texas A&M Gmail account.

Outlook for Windows

Add your Gmail account to Outlook

1.  Open Control Panel by opening the Start Menu and typing "Control Panel," and Clicking "Control Panel." 
2.  Click "Mail."
3.  Click "Email Accounts..."
4.  Under the Email tab, click "New..."
5.  Select "Manual setup or additional server types" and click "Next."
6.  Select "Pop or IMAP" and click "Next."
7.  Under user information, enter your name, and enter your netid@email.tamu.edu as your email address.
8.  Under server information, set the following:
   1. Account Type: IMAP
   2. Incoming Mail Server: imap.gmail.com
   3. Outgoing mail server (SMTP): smtp.gmail.com
9.  Under login information, enter your netid@tamu.edu as the User Name and enter the 16-character app password that you created in Google Account Settings.
   
   
    
10. Click "More Settings."
11. Click the "Outgoing Server" tab.
12. Check the box for "My outgoing server (SMTP) requires authentication." 
13. The selection should be "Use the same settings as my incoming mail server"
    
    
     
14. Click the "Advanced" tab.
15. Set IMAP to port 993 and use SSL encrypted connection.
16. Set SMTP to port 465 and use SSL encrypted connection. z
    
    
     
17. Click OK.
18. Click Next.
19. Verify that the connection is successful.

Copy your Gmail messages to your computer

1. Open Outlook.
2. Click on File.
3. Click on Open & Export.
4. Click on Import/Export.
5. Choose Export to a file.
6. Click Next.
7. Choose Outlook Data File (.pst).
8. Click Next.
9. Select your TAMU Gmail account from the list of accounts.
10. Select Include subfolders if it is not already selected.
11. Click Next.
12. Click Browse to select a location to save the exported file. For ease of locating the file later, you may want to save the file either on your computer desktop or in your downloads folder.
13. Rename the file from "backup" to a more identifiable name, such as "TAMU Gmail."
14. Click Finish.
15. Click OK to save the data file. It is not necessary to enter a password. Your data will begin exporting immediately.
16. Verify that the .pst file has been saved to the location you chose in step 12.

Copy your Gmail messages to your Exchange mailbox

1. Open Outlook.
2. Click on File.
3. Click on Open & Export.
4. Click on Import/Export.
5. Choose Import from another program or file.
6. Click Next.
7. Choose Outlook Data File (.pst).
8. Click Next.
9. Click Browse and select the .pst file you previously saved.
10. Select how you want duplicate messages to be handled in the Options box.
11. Click Next.
12. Select Import items into the same folder in: and select your Texas A&M Exchange mailbox.
13. Click Finish. Outlook will immediately start copying the contents of the .pst. if you have a lot of email to import, this process can take several hours.

Outlook for Mac