Differences

This shows you the differences between two versions of the page.

--- faq:email:switch_pop3_to_imap_ms_outlook [2022/11/14 18:18] – [Restore your mailbox] vikki
+++ 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 3: / Line 3: @@
 ====== How to 'switch' POP3 to IMAP mail account in Microsoft Outlook ======
-As you know, POP3 protocol will only download the emails from your webmail's Inbox and the emails are not synchronised with your mail account in other devices. For your convenient, you may consider switching your mail account to IMAP if you wish to access your all your emails anywhere and anytime.
+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.
-There are four simple steps to setup your POP3 account to IMAP. Firstly, backup your emails to avoid any missing emails during the procedures. Next, remove the POP3 mail account from the account settings. Then, proceed to create your IMAP account. Lastly, you may choose to restore your backup emails in the current IMAP account. However, please ensure that you have sufficient email storage before you continue with the restoration.
+Switching from POP3 to IMAP is easy with the following steps:
-For detailed guidelines, please refer the steps below for your mail account configurations:
+. [[#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)]]
 ----
-===== Backup your email =====
+===== 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:
-First, you must backup your emails to prevent any email loss during the process by referring the steps below:
+.  On your Outlook, go to **File**.
-.  Open Microsoft Outlook. Then, go to **[File]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:1.jpg|}}|
-{{:faq:email:poptoimap1.png?800|}}
+. Then, select **Open & Export** and **Import/Export**.
-. Next, go to **[Open & Export]** and **[Import/Export]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:2.jpg|}}|
-{{:faq:email:poptoimap2.png?800|}}
+. Choose **Export to a file** and click **Next**.
-. Choose **[Export to a file]** and click **[Next]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:3.jpg|}}|
-{{:faq:email:poptoimap3.png?600|}}
+. Next, choose **Outlook Data File (.pst)** and click **Next**.
-. Create the **[Outlook Data File (.pst)]** and click **[Next]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:4.jpg|}}|
-{{:faq:email:poptoimap4.png?600|}}
+. Select your mail account and make sure to tick the **"Include subfolders"** option. Then, click **Next**.
-. Select your mail account and tick the **[Include subfolders]** option. Then, click **[Next]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:5.jpg|}}|
-{{:faq:email:poptoimap5.png?600|}}
+. You may click **Browse** to select a location to save the backup file. Then, click **Finish**.
-. 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]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:6.jpg|}}|
-{{:faq:email:poptoimap6.png?600|}}
+. Fill in the password for your email backup file and click **OK**.
-. Fill in the password for your backup emails then click **[OK]**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:7.jpg|}}|
-{{:faq:email:poptoimap7.png?400|}}
+. Your emails will be saved as a pst file in the selected folder location.
-. Now, all your emails have been backup to your local document in pst format.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:8b.jpg|}}|
 ----
-===== Remove your POP3 mail account =====
+===== Step 2: Remove your POP3 account =====
-After your emails have been backup, you can proceed to remove the POP3 mail account. Below are the steps involve to remove your account:
+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.
-. Go to **[File]** > **[Account Settings]** > **[Account Settings]**.
-{{:faq:email:poptoimap11.png?800|}}
+Below are the steps to remove the POP3 account:
-. Select your mail account and click **[Remove]**.
+. Go to **File**.
-{{:faq:email:poptoimap12.png?600|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:8.jpg|}}|
-. Click on **[Yes]** to continue.
+. Select **Account Settings** > **Account Settings...**.
-{{:faq:email:poptoimap13.png?600|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:9.jpg|}}|
-. Before you close the POP3 mailboxes, create a new folder under your main folders. For example, add an "Old Inbox" folder under the Inbox. You may create this by right-click on the folder and select **[New Folder]**. Type in the folder's name in the blank space.
+. Select your POP3 mail account and click **Remove**.
-{{:faq:email:addpoptoimap.png?800|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:10.jpg|}}|
-. Next, move the emails that you wish to be restored to your IMAP account in this new folder. You may select the emails and right-click on them. Then, select **[Move]** to the new folder (eg Old Inbox)
+. A warning message will be displayed. Click **Yes** to continue.
-{{:faq:email:addpoptoimap2.png?800|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:11.jpg|}}|
-. Select **[Yes]**.
+. Once the POP3 account is removed, close the window.
-{{:faq:email:addpoptoimap3.png?400|}}
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:12.jpg|}}|
-. Here, you can see the new folders (Old Inbox and Old Sent) under the main folders.
-{{:faq:email:addpoptoimap4.png?800|}}
+----
-----
+===== Step 3: Set up your account with IMAP =====
-===== Add your IMAP account =====
+You may proceed to add the new IMAP account once you have removed the previous POP3 mail account by referring the steps below.
+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 proceed to add the new IMAP account once you have removed the previous POP3 mail account by referring the link below:
+. Go to **File**.
-[[faq:email:mail_setup_ms_outlook_secure_imap|Email Setup Guide: Microsoft Outlook (Secure IMAP)]]
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:13.jpg|}}|
+. Click **Add Account**.
-----
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:14.jpg|}}|
+.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**.
-===== Move old emails to your IMAP profile and sync to server =====
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:15.jpg|}}|
-You may skip this step if you want to keep the old emails from the previous POP3 profile on your device locally.\\
+. Proceed by selecting **IMAP**.
-Follow through the steps below if you want to upload and sync the old emails to the server and make them available across all devices using IMAP.
-Before you proceed, please make sure your email quota is sufficient to contain all emails.\\
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:16.jpg|}}|
-. Select the new folder that you have created in your POP3 account such as "Old Inbox" and "Old Sent". Then, drag and drop it under the IMAP folder. By doing this, you can separate the folder for new and old backup emails.
+. Please fill in these details in the IMAP Account Settings:
-{{:faq:email:addpoptoimap5.png?800|}}
+^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:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:17.jpg|}}|
+Click **Next** to continue.
+. Then, enter your email account's password and proceed with **Connect**.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:18.jpg|}}|
+. Once the IMAP account has been successfully added, you will see this screen. Click **Done** to finish the setup.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:19.jpg|}}|
+. 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.
+|{{:faq:email:email_clients_and_mobile:ms-outlook:switch_from_pop3_to_imap:20.jpg|}}|
+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.
+----
-. Repeat the step for all of the folders. After you have finished moving the emails, you may close the POP3 account by right-click on the account and select **[Close]**.
-{{:faq:email:poptoimap14.png?400|}}
+===== Step 4: Move old emails to your IMAP account (optional) =====
-You may expect longer synchronisation time in Microsoft Outlook if you have larger folder's size.
+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|}}|

AGNX

User Tools

Site Tools

Differences

Page Tools