Migration Preparation

What Will NOT Transfer:

  • Any messages in your Deleted Items folder – Move the emails out of the Deleted Items folder that you want to retain into other folders that will migrate to Gmail.
  • Inbox Rules – While individual Inboxes are transferred over, none of the Outlook Inbox Rules transfer. The rules will need to be set up as Filters in Gmail.
  • Emails larger than 22 MB in size – Create a .PST file to save the emails in with the ability to open/import them at a later date or save and move any attachments into your Google Drive or related storage location.
  • Tasks – Will need to be recreated or pulled from Outlook. Steps will be covered once you are transitioned.

Suggested Mailbox Clean-up Steps:

  • Check out the Outlook Cleanup Tools for managing and reducing your mailbox size – some helpful references can be found here and here.
  • Move emails that exist in your Inbox subfolders outside of your Inbox folder to eliminate extra Labels, depending on your preference.
    • You can use the Drag and Drop method for moving the emails or you can right-click and select Move to.
    • The options such as hide, show, hide if unread will not be available to nested labels (i.e. nested labels in Gmail are transformed from subfolders in Outlook).
  • Go through and delete as much unnecessary email as possible before the migration – it will make the migration faster and it will also make it easier for you as you try to reorganize your new Gmail mailbox.
  • Consider deleting old folders and/or consolidating items from subfolders into one main folder. This way, fewer labels will be created in Gmail after the transition.  

About Archived Emails and PST Files in Outlook

  • Microsoft Outlook has the option to archive emails and other mailbox items as Outlook Data (PST) files. For our usage, we will be focusing on using PST files to backup or export items from your Outlook to your Gmail account.
  • The steps to create and open a PST file are outlined below but please be sure that if you create multiple PST files, they are labeled accordingly in the case you plan to import them to Gmail (ex. By year or range – 2013_Emails.pst, 2014_2016.pst).
  • Exporting Outlook data to a PST file creates a copy of your data. It will not remove any information from your inbox.
Helpful Links:

Important Caveats to Note:

  • Non-migrated Outlook users will NOT be able to see accurate calendar data for colleagues that have been migrated to Google.
  • Shared or added calendars will have to be reshared/added once the transition is complete.