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--- faq:email:switch_pop3_to_imap_ms_outlook [2021/04/19 13:51] – atikah
+++ faq:email:switch_pop3_to_imap_ms_outlook [2022/11/15 18:31] (current) – [Step 4: Move old emails to your IMAP account (optional)] vikki
@@ Line 1: / Line 1: @@
+[[:start|Home]] > [[:faq|FAQ]] > [[faq:email|Email]] > [[faq:email#email_clients_mobile|Email Clients & Mobile]] > [[faq:email#mail_client_issues_and_troubleshooting|Mail Client Issues and Troubleshooting]] > **How to 'switch' POP3 to IMAP mail account in Microsoft Outlook**
 ====== How to 'switch' POP3 to IMAP mail account in Microsoft Outlook ======
-If you wish to switch your POP3 mail account to IMAP, you may refer to the following steps:
+POP3 protocol only downloads emails from your webmail's Inbox and does not sync emails across multiple devices. Thus, if you wish to access your emails anytime from several devices, you should consider using IMAP instead.
+Switching from POP3 to IMAP is easy with the following steps:
+. [[#step_1make_a_local_backup_on_your_emails|Make a local backup on your emails]]\\
+. [[#step_2remove_your_pop3_account|Remove your POP3 account]]\\
+. [[#step_3set_up_your_account_with_imap|Set up your account with IMAP]]\\
+. [[#step_4move_old_emails_to_your_imap_account_optional|Move old emails to your IMAP account (optional)]]
+----
+===== Step 1: Make a local backup on your emails =====
+Firstly, it is recommended to back up your emails before making the switch. You may refer to [[https://support.office.com/article/export-or-backup-email-contacts-and-calendar-to-an-outlook-pst-file-14252b52-3075-4e9b-be4e-ff9ef1068f91|Microsoft Guide: Export or backup email, contacts, and calendar to an Outlook .pst file]] for more details, or follow the steps below:
+.  On your Outlook, go to **File**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:1.jpg|}}|
+. Then, select **Open & Export** and **Import/Export**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:2.jpg|}}|
+. Choose **Export to a file** and click **Next**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:3.jpg|}}|
+. Next, choose **Outlook Data File (.pst)** and click **Next**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:4.jpg|}}|
-==== Backup your email ====
+. Select your mail account and make sure to tick the **"Include subfolders"** option. Then, click **Next**.
-First, you must backup your emails to prevent any email loss during the process by referring the steps below:
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:5.jpg|}}|
-.  Open Microsoft Outlook. Then, go to **[File]**.
+. You may click **Browse** to select a location to save the backup file. Then, click **Finish**.
-{{:faq:email:poptoimap1.png?800|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:6.jpg|}}|
-. Next, go to **[Open & Export]** and **[Import/Export]**.
+. Fill in the password for your email backup file and click **OK**.
-{{:faq:email:poptoimap2.png?800|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:7.jpg|}}|
-. Choose **[Export to a file]** and click **[Next]**.
+. Your emails will be saved as a pst file in the selected folder location.
-{{:faq:email:poptoimap3.png?600|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:8b.jpg|}}|
-. Create the **[Outlook Data File (.pst)]** and click **[Next]**.
-{{:faq:email:poptoimap4.png?600|}}
+----
-. Select your mail account and tick the **[Include subfolders]** option. Then, click **[Next]**.
+===== Step 2: Remove your POP3 account =====
-{{:faq:email:poptoimap5.png?600|}}
-. You may click **[Browse]** and type the file’s name. Or, you can just use the ‘backup.pst’ file. You can select ‘Replace duplicates with items exported’ and proceed to **[Finish]**.
+After your emails have been backed up, you can proceed to remove your POP3 mail account.\\
+Note that your POP3 emails will not be deleted when you remove the POP3 connection as they are stored locally on your computer.
-{{:faq:email:poptoimap6.png?600|}}
-. Fill in the password for your backup emails then click **[OK]**.
+Below are the steps to remove the POP3 account:
-{{:faq:email:poptoimap7.png?400|}}
+. Go to **File**.
-. To open the backup emails, you can go to **[File]** > **[Open & Export]** > **[Open Outlook Data File]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:8.jpg|}}|
-{{:faq:email:poptoimap8.png?800|}}
+. Select **Account Settings** > **Account Settings...**.
-. Select your backup emails file and click **[OK]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:9.jpg|}}|
-{{:faq:email:poptoimap9.01.png?600|}}
+. Select your POP3 mail account and click **Remove**.
-. Fill in the password then click **[OK]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:10.jpg|}}|
-{{:faq:email:poptoimap9.1.png?400|}}
+. A warning message will be displayed. Click **Yes** to continue.
-. Here, you can check and compare the emails in your backup file (Outlook Data File) and your original mail account.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:11.jpg|}}|
-{{:faq:email:poptoimap10.png?800|}}
+. Once the POP3 account is removed, close the window.
-==== Remove your POP3 mail account ====
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:12.jpg|}}|
-After your emails have been backup, you can proceed to remove the POP3 mail account. Below are the steps involve to remove your account:
-. Go to **[File]** > **[Account Settings]** > **[Account Settings]**.
+----
-{{:faq:email:poptoimap11.png?800|}}
-. Select your mail account and click **[Remove]**.
+===== Step 3: Set up your account with IMAP =====
-{{:faq:email:poptoimap12.png?600|}}
-. Click on **[Yes]** to continue.
+You may proceed to add the new IMAP account once you have removed the previous POP3 mail account by referring the steps below.
-{{:faq:email:poptoimap13.png?600|}}
+Note: If you encounter issue creating IMAP using the default setup wizard (e.g. Ms Outlook could not fetch the accurate server settings), please refer to the [[faq:email:mail_setup_ms_outlook_imap|manual setup guide]].
-. You may choose to close both mail account (backup and the previous POP3 mail account) by right-click on the accounts and select **[Close]**.
+. Go to **File**.
-{{:faq:email:poptoimap14.png?400 |}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:13.jpg|}}|
-{{:faq:email:poptoimap15.png?400|}}
-==== Add your IMAP account ====
+. Click **Add Account**.
-You may proceed to add the new IMAP account once you have removed the previous POP3 mail account by referring the link below:
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:14.jpg|}}|
-[[faq:email:mail_setup_ms_outlook_secure_imap|Email Setup Guide: Microsoft Outlook (Secure IMAP)]]
+.Fill in your email address into the given field. Then, click on **Advanced options**, select **Let me set up my account manually** and proceed with **Connect**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:15.jpg|}}|
+. Proceed by selecting **IMAP**.
-==== Restore your mailbox ====
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:16.jpg|}}|
-Please note that you must make sure that your email storage is sufficient to store all your emails if you want to move the backup emails in your new IMAP account. The following steps will guide you to restore your backup emails:
+. Please fill in these details in the IMAP Account Settings:
-. Go to **[File]** > **[Open & Export]** > **[Import/Export]**.
+^Incoming mail server|**vo1.agnx.com / vo2.agnx.com / g1.agnx.com**\\ **<color #ed1c24>IMPORTANT:</color>** To confirm which server to be used for your domain, please use the [[https://t.agnx.com/r/email-check.html|Email Lookup Tool]] or consult Lookafter Helpdesk.|
+^Port (incoming)|**993**|
+^Encryption method|**SSL/TLS**|
+^Require logon using Secure Password Authentication (SPA)|Leave untick|
+^Outgoing mail server|**vo1.agnx.com / vo2.agnx.com / g1.agnx.com**\\ **<color #ed1c24>IMPORTANT:</color>** To confirm which server to be used for your domain, please use the [[https://t.agnx.com/r/email-check.html|Email Lookup Tool]] or consult Lookafter Helpdesk.|
+^Port (outgoing)|**465**|
+^Encryption method|**SSL/TLS**|
+^Require logon using Secure Password Authentication (SPA)|Leave untick|
-{{:faq:email:poptoimap23.png?600|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:17.jpg|}}|
-. Choose ‘Import from another program or file’ and click **[Next]**.
+Click **Next** to continue.
-{{:faq:email:poptoimap24.png?600|}}
+. Then, enter your email account's password and proceed with **Connect**.
-. Select ‘Outlook Data File (.pst) and click **[Next]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:18.jpg|}}|
-{{:faq:email:poptoimap25.png?600|}}
+. Once the IMAP account has been successfully added, you will see this screen. Click **Done** to finish the setup.
-. Click **[Browse]** to choose your backup email file. Select ‘ Replace duplicates with items imported’ and click **[Next]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:19.jpg|}}|
-{{:faq:email:poptoimap26.png?600|}}
+. You will see two profiles on the left; one contains emails that were downloaded from your previous POP3 account, and another is your newly created IMAP account.
-. Type the password for the backup email file and click **[OK]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:20.jpg|}}|
-{{:faq:email:poptoimap27.png?400|}}
+Note that some emails may be missing from the IMAP account if you have set to delete emails from the server on your previous POP3 account.\\
+If you want to move emails from your local device (downloaded by previous POP3 account) back to the server so that you can view them across different devices with IMAP, proceed to [[#step_4move_old_emails_to_your_imap_account_optional|Step 4]] below.
-. Select the folder to import from and ‘Include subfolders’. If you want your emails to be imported to the same folder as the current IMAP account, you may select ‘Import items into the same folder in:’ and choose your current mail account. Finally, click on **[Finish]**.
+----
-{{:faq:email:poptoimap28.png?600|}}
-. All the backup emails should be imported to your current IMAP mail account and will be synchronised to your server's mailboxes.
+===== Step 4: Move old emails to your IMAP account (optional) =====
+You can skip this step if you want to keep the old emails (from the previous POP3 account) on your device locally without synching to the server.
+If you want to upload and sync the old emails to the server and make them available across all devices using IMAP, follow through the steps below.
+**<fc #ff0000>IMPORTANT:</fc>** **Before you proceed, please make sure your email space is sufficient to contain all emails.**\\
+If required, please request your avomaster or voadmin to [[faq:administrator:how_to_adjust_user_s_email_space|increase your email space]].
+. To move emails from the old POP3 account to the new IMAP account, simply select the emails from your POP3 profile, and drop them to the Inbox or any folder within the IMAP profile.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:21.jpg|}}|
+. Alternatively, you can first create a custom folder under the POP3 profile, and move the desired emails into that folder. Then, drag-and-drop the folder to your IMAP profile. You will then be able to see this custom mail folder on webmail and other devices that are set up with IMAP.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:22.jpg|}}|

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