Student E-mail
Finalists: Saving your University e-mail before account closure
Your computer account will automatically expire approximately one month after your course finishes or you leave the University. After this date all of your University e-mail (including your address book) will be permanently deleted, and thus irretrievable. If you have a need to keep your University e-mail then you have two options: forward the individual e-mails to a non-University e-mail account manually, or move your e-mails onto the local hard disk of an e-mail client on your own machine.
IT Services would recommend that the best method for keeping University e-mails after your course has finished is to forward any important e-mails to other e-mail accounts and / or save any attachments to your computer's hard disk. However if you really do need to save the majority of your e-mails then please follow the procedures below on how to achieve this.
Instructions for moving e-mails to the Local folder of an e-mail client
These instructions are for the supported Outlook Express client only.
Depending on how you have arranged your University mailbox, there are two ways in which you can move your e-mail across to your local machine.
Scenario One: Inbox only is required.
The easiest way to download your Inbox from the mail servers is to use the "POP" protocol to permanently move mail on our servers to your computer. Note: if you use this method your e-mail will be permanently removed from our servers and thus we will no longer hold a backup copy of your Inbox for you.
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Follow the Setting up Outlook Express from home guide [www.lboro.ac.uk/it/mail/oe-setup-home.html] up to and including number 5 - "Enter your E-mail address, e.g. A.Persson@lboro.ac.uk. Click Next".
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When you get to the E-Mail server names box:
Select POP3 as My incoming mail server is a, then enter student-mailin.lboro.ac.uk into the Incoming mail server, and isp-mailout.lboro.ac.uk into the Outgoing mail server.
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Click Next >.
In the next window give your username (e.g. ccnd) as the Account name (not the e-mail address which Outlook Express gives you as the default), leave the Password entry blank, and de-select the Remember password check box. Leave the Log on using Secure Password Authentication (SPA) option not checked.
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Click Next >.
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Your entire Inbox will be permanently downloaded from our mail servers and will now show under Local Folders.
Scenario Two: Mailbox has many sub-folders under the Inbox.
With this scenario the easiest option is to create identical folders directly under Local Folders in Outlook Express and then move the mail over.
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If you have not viewed your e-mail using an e-mail client before, please follow the instructions for adding your Loughborough University e-mail account www.lboro.ac.uk/it/mail/oe-setup-home.html.
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You will then need to create a mirror of your university e-mail folders under the Local Folders section in Outlook Express.
To create new folders in Outlook Express:
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From the File menu select New and then Folder... or press Ctrl+Shift+E.
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You can then select the folder (i.e. Local Folders, or a folder inside Local Folders if you want folders within folders) in which to create the new folder and type in the folder name. Click OK.
Repeat until all required folders have been created.
The resulting folder structure: Under Local Folders new folders have been created to mirror the existing folders on the University servers (student-mailin.lboro.ac.uk).
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Move e-mails over from the student e-mail account over to Local Folders.
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This will need to be done on a folder by folder basis. Select multiple e-mails by firstly selecting one e-mail, then hold down the Shift key and select the last e-mail in the list. Select multiple individual e-mails by holding down the Control key Ctrl and clicking just the required e-mails.
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Once the required e-mails are selected from under student-mailin.lboro.ac.uk you can simply drag them to the required Local folder above in the left-hand Folders pane of Outlook Express. As an alternative, once the e-mails have been selected, click Edit then Move to Folder..., select the required subfolder and click OK.
Repeat these steps for all required folders.
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Instructions for saving the IMP address book
During your time at the University you are likely to have stored many important e-mail addresses which you may need after finishing your course. E-mail addresses stored in IMP can be exported either as a .csv file (comma separated values) or a .tsv file (tab separated values).
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Log into IMP and click on the Address Book icon on the toolbar.
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On the next screen click on the Import/Export icon at the top of the screen.
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From the next screen under the Export Address Book option (half way down the screen), you will need to Select the format to export to to i.e. Comma separated values or Tab separated values.
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You will then be prompted for a name and location as to where to store the file.
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You will be able to open the exported address books using Microsoft Excel for example. Also, most e-mail clients will allow you to import the entries directly into their address book.