(For Student Organizations) Copy Old Emails from CUHK Webmail to @Link after Switchover (This user guide is applicable to Outlook 2016, while there will be slight different for lower versions of Outlook.) Contents Part A: Connect to CUHK Webmail through Outlook 2016... 1 Part B: Connect to @Link through Outlook 2016... 5 Part C: Copying Old Emails from CUHK Webmail to @Link... 8 Reference from Microsoft... 10 Prerequisite You are advised to use Outlook 2016 (other versions acceptable but with slight differences) to complete the procedures below. If you don t have Outlook, you may install it through Office 365 ProPlus. Part A: Connect to CUHK Webmail through Outlook 2016 Note: You may skip this part and go to part B directly if you have been connecting to CUHK Webmail through Outlook. 1. Open Outlook and click File from the top menu bar. Page 1 of 10
2. From the drop down menu, please click Info > Add Account. 3. Select Email Account Next. After that, select Manual setup or additional server types Next 4. Choose Your Account Type as POP or IMAP. On the next step, please enter your account information as below: Your name: mailserv Email Address: computing_id@mailserv.cuhk.edu.hk Account Type: IMAP Incoming mail server: mailserv.cuhk.edu.hk Outgoing mail server (SMTP): mailserv.cuhk.edu.hk Page 2 of 10
User Name: Your Computing ID (e.g. bxxxxxx) Password: OnePass Password Click More Settings 5. From the pop-up window Internet Email Settings, a. Choose the tab Outgoing Server and check My outgoing server (SMTP) requires authentication and Use same settings as my incoming mail server b. Choose the tab Advanced and input the setting as below Incoming server (IMAP): 993 and SSL Outgoing server (SMTP): 25 and TLS Click OK Page 3 of 10
6. Outlook starts retrieving your old emails from CUHK Webmail. When it is finished, you can move to Part B: Connect @Link through Outlook 2016 below. Page 4 of 10
Part B: Connect to @Link through Outlook 2016 1. Choose File from the top menu bar. From the drop down menu, click Info > Add Account. 2. From the pop up window Account Settings, click New 3. Select Email Account Next. Check Email Account and input your @Link Account information: Your Name: the display name appeared at the from field Email Address: alias@link.cuhk.edu.hk / computing@link.cuhk.edu.hk Password: OnePass Password Click Next. Page 5 of 10
4. Wait for the configuration. You will see Your e-mail account is successfully configured and is ready to use. Click Finish. 5. Outlook starts retrieving emails in your new @Link mailbox. Page 6 of 10
6. Double click on the email account you just set up. To enhance your experience, please check Use Cached Exchange Mode. Click Next to finish the setting. Page 7 of 10
Part C: Copying Old Emails from CUHK Webmail to @Link When you have connected to CUHK Webmail and @Link through Outlook, you can start copying emails from CUHK Webmail to your new mailbox. 1. For your convenience, you may create a new folder, e.g. 2017-mailserv under your @Link alias@link.cuhk.edu.hk, to store emails to be extracted from CUHK Webmail. Under @Link alias@link.cuhk.edu.hk, right click Inbox and choose New Folder. Page 8 of 10
2. Go back to the inbox of your CUHK Webmail mailbox in Outlook (with the email address computing_id@mailserv.cuhk.edu.hk). You can either a. Click the 1 st email. b. Press and hold Shift on your keyboard. Meanwhile, scroll the navigation bar to the bottom and click the last email c. You will find all emails in your inbox are highlighted. d. Right click and choose Copy OR a. Right click the folders one by one (if your folders contain many emails, there would be a risk of having slow / no response) b. Choose Copy folder OR Page 9 of 10
3. Go back to your @Link mailbox in Outlook (with the email address alias@link.cuhk.edu.hk) Right click the folder 2017-mailserv and choose paste / paste folder. 4. You may remove your CUHK Webmail mailbox in Outlook (with the email address computing_id@mailserv.cuhk.edu.hk) after copying all emails to @Link. a. Choose File from the top menu bar. From the drop down menu, click Info > Account Settings. b. From the pop-up window, click computing_id@mailserv.cuhk.edu.hk c. Click Remove Reference from Microsoft Download Microsoft and Recovery Assistant for Office 365 to fix Outlook and Office 365 problems Set up email account with different version of Outlook Get started with Office 365 Back up your email as an Outlook data file Last Update: 4 Dec 2017 Copyright 2017. All Rights Reserved. Information Technology Services Centre, The Chinese University of Hong Kong Page 10 of 10