Simmons GMAIL Address Book

[Pages:3]Email: gslislab@simmons.edu Phone number: 617.521.2802

IM: gslislab Room P213 @techlab

Simmons GMAIL Address Book, Folder, and Forwarding Info

Before the migration:

Personal address books you have created at email.simmons.edu will not be automatically migrated to Gmail. You should export them now, before the migration, and then import them into Gmail after the migration. Exporting (before migration to Gmail):

1. Log in at email.simmons.edu 2. Click Address Book at the top of the screen 3. Select your personal address book from the menu on the left

4. Click the check box for all contacts you want to export, or select all by clicking the first check box

5. Click Export in the menu just above the list of contacts 6. Click the blue Export button 7. You will now have a file called "contacts.csv" saved on your computer. It's time to go to

Gmail. Note: The above instructions are also found here: . Folders created at email.simmons.edu should be checked for any of the following special characters: *, ( ), { }, [ ], \, %, ", ^, `, These characters must be removed from the folder names because they could cause problems when your folders from email.simmons.edu move to gmail.simmons.edu.

GSLIS Technology Revised 5/2012

Email: gslislab@simmons.edu Phone number: 617.521.2802

IM: gslislab Room P213 @techlab

After the migration:

Note: You might find that some of your older archived emails are not immediately available. This is due to the large amount of data being moved and we expect that you will have most of your archived email available by the end of the weekend.

Importing CSV files that contain your address book(s):

To import contacts to Gmail:

1. Create a custom CSV file, or export the address book from your other webmail provider or email client as a CSV file. (Note: you will have already done this if you carried out the Before the migration steps above)

2. Sign in to Gmail 3. Select Contacts (located from the dropdown menu above the Compose Mail button) 4. From the More dropdown menu, select Import.... 5. Click the Browse... button to upload a file 6. Select the file you'd like to upload and click the Import button

When it's done, Gmail will display the number of contacts imported. If you receive any error messages during the import, you might need to edit your CSV file.

Note: These CSV files work with Outlook, Outlook Express, Yahoo! Mail, Hotmail, Eudora, and some other email providers. But the CSV files that these applications produce might not contain all of the supported contact fields. For example, when Outlook exports to a CSV file, it omits data including attachments, distribution lists, contact pictures, the "file as" field, the "nickname" field, and text formatting in the "notes" field. Google Contacts doesn't have a way to know what was omitted, so we suggest that you manually copy over any important information in these fields after you import your contacts.

About the notes field: Google Contacts doesn't support rich text formatting, or unlimited length in the "notes" field.

The maximum size for a contact is 128 KB. If a contact exceeds this size, the "notes" field might be truncated.

Forwarding: If you previously forwarded your Simmons email to a different account (Yahoo, Hotmail, or a personal Gmail account, for example) and wish to continue doing so, you will need to set this up in your Simmons Gmail.

Forward mail to another account:

Gmail lets you automatically forward incoming mail to another address.

Here's how to forward messages automatically:

GSLIS Technology Revised 5/2012

Email: gslislab@simmons.edu Phone number: 617.521.2802

IM: gslislab Room P213 @techlab

1. Log in to gmail.simmons.edu 2. Click the gear icon in the upper right, and then select Settings 3. Click the Forwarding and POP/IMAP tab 4. From the first drop-down menu in the Forwarding section, select Add new email address 5. Enter the email address to which you'd like your messages forwarded 6. For your security, we'll send a verification to that email address 7. Open your forwarding email account, and find the confirmation message from the Gmail team 8. Click the verification link in that email 9. Back in your Gmail account, select the 'Forward a copy of incoming mail to...' option and select your forwarding address from the drop-down menu 10. Select the action you'd like your messages to take from the drop-down menu. You can choose to keep Gmail's copy of the message in your inbox, or you can send it automatically to All Mail or Trash. 11. Click Save Changes.

You also can set up filters to forward messages that meet specific criteria. You can create 20 filters that forward to other addresses. You can maximize your filtered forwarding by combining filters that send to the same address. The above forwarding information and more information on this topic is available at

GSLIS Technology Revised 5/2012

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