GP NHSmail Migration -How To Guide-
Table of Contents Step 1: Configuring Microsoft Outlook 2010 for use with NHS.net... 1 Step 2: Make NHS.net your default account... 2 Step 3 (Optional): Create a Mailbox Archive (.PST file)... 2 Step 4: Transferring your E-Mails and Contacts to NHS.net or your Archive... 3 Transferring Emails to your Archive (PST File)... 3 Transferring Emails to your NHS.net Account... 3 Transferring Contacts to your NHS.net Account... 3 Step 5: Setting an Out of Office message... 4
Step 1: Configuring Microsoft Outlook 2010 for use with NHS.net 1. Click File at the top left of outlook to open the File menu. 2. Click the Add Account button as shown to the right, this will open the new account window. 1. Enter your Name, NHS.net email address and NHS.net Password in the appropriate boxes as shown to the right, and press Next >. 2. Once outlook finishes setting up, press Finish. You may be prompted to click your NHS.net account and enter your password one more time. If this happens, enter it and tick the box to Remember your credentials. 3. A box will pop up telling you to restart outlook. Press OK. 4. Close Outlook as normal with the Red Cross in the top right Corner. Wait a few seconds, and open it up again. You should now see your NHS.net folder on the left side of the screen. A screenshot of this is shown below. Here you can see both Email accounts. The old Suffolk Account The newly added NHS.net account You can now click into either of these to see what e-mails are in the Inbox. NOTE If you want your NHS.net account to be the first one on the list, just click and hold down your left mouse button on the your.name@nhs.net account and drag it up to above your GP mail address. You ll see a black line appear to indicate where it s going to be dropped on the list when you release the mouse button. 1 P a g e
Step 2: Make NHS.net your default account This will make sure all new emails come from your NHS.net account, and not your GP Mail account. 1. Click FILE in the top left of outlook. 2. Click Account Settings, and then Account Settings from the drop down options. 3. Select your NHS.net account from the available options in the list 4. Click Set as Default from the buttons at the top of the list 5. Click Close at the bottom Step 3 (Optional): Create a Mailbox Archive (.PST file) The amount of storage space you have on NHS.net is limited. If you have a lot of emails that you want to keep, you can create a.pst file in outlook. This will let you save your emails outside of NHS.net, on your personal network drive and therefore not count towards the storage limit on your inbox. If you don t have any problems with storage, you can skip this step. To Create a PST File 1. Open Microsoft Outlook 2010 2. Click New Items in the top left hand corner of the mail window. 3. Click More Items 4. Click Outlook Data File 5. Outlook will ask you where you would like to save your Data File/Archive Folder. Pick a folder. (This would normally be your personal network drive or U drive since this can only be accessed by you, and emails stored in a PST file can be accessed by other people if you save them on a public drive). 6. Enter a Filename at the bottom, this will be the name of your file such as Email Archive then press OK. 7. Your PST file will be created and added to your tree on the left hand side of outlook underneath your existing GPmail account. NOTE If you want to create some folders in your archive for keeping your e-mails organised, you can do this by right clicking on your archive folder, and then clicking New Folder. Once the folders are created, you can click and drag mail easily between them. 2 P a g e
Step 4: Transferring your E-Mails and Contacts to NHS.net or your Archive This is a good time to do some housekeeping on your Email and contacts, and delete any that you don t need. The less you have to transfer, the faster it ll be. Transferring Emails to your Archive (PST File) 1. Select the Emails that you would like to transfer, you can do this by either: a. Selecting one email in the list, and then pressing CTRL+A on the keyboard, this will select all your emails if you want them all transferred b. Click on the first email you want to move, then hold down the CTRL key on the keyboard, and click on each additional email you want to move, you ll see that each one you click is highlighted. 2. Click the Move button on the ribbon at the top of the screen. 3. Click Other Folder 4. You will see a list of your various mailboxes and your PST file. If you want to create a folder, click the PST file, then click the New button to the right, you can enter a folder name. 5. Click OK and the emails will move. Transferring Emails to your NHS.net Account 6. Select the Emails that you would like to transfer, you can do this by either: a. Selecting one email in the list, and then pressing CTRL+A on the keyboard, this will select all your emails if you want them all transferred b. Click on the first email you want to move, then hold down the CTRL key on the keyboard, and click on each additional email you want to move, you ll see that each one you click is highlighted. 7. Click the Move button on the ribbon at the top of the screen. 8. Click Other Folder 9. You will see a list of your various mailboxes. Click the > to the left of your NHS.net account to open it up, and select the Inbox underneath it. 10. Click OK and the emails will move. (This may take a while) Transferring Contacts to your NHS.net Account 11. Click Contacts at the bottom left of outlook 12. Select the Contacts that you would like to transfer, you can do this by either: a. Selecting one contact in the list, and then pressing CTRL+A on the keyboard, this will select all your contacts if you want them all transferred b. Click on the first contact you want to move, then hold down the CTRL key on the keyboard, and click on each additional contact you want to move, you ll see that each one you click is highlighted. 13. Click the Move button on the ribbon at the top of the screen. 14. Click Other Folder 15. You will see a list of your various mailboxes. Click the > to the left of your NHS.net account to open it up, and select the Contacts underneath it. 16. Click OK and the contacts will move. 3 P a g e
Step 5: Setting an Out of Office message The final thing you need to do, is set an Out of Office message on your GP Mail account. This way, when someone sends an e-mail to that account, it will automatically reply with an instruction to resend it to your NHS.net account. To set up your out of office message: 1. If you ve just set up your account, give it 5 minutes or so to finish Syncing up with the server, then close down outlook, wait a few seconds and load it up again to make sure everything has finished. 2. Click the FILE menu in the top left 3. You ll see your currently selected account, click the drop down and change it to your @dxxxxx.nhs.uk account if it isn t already selected. 4. Click the Automatic Replies (Out of Office) button. 5. Click the option at the top of the box for I am out of the office 6. In the text box at the bottom, enter the message you would like to be sent to people, something along the lines of: This e-mail address is no longer monitored. Please resend this email, and all future correspondence to xxxxx.xxx@nhs.net. Regards, 7. Press OK 4 P a g e