@u.northwestern.edu Quick Reference

General

Security and Privacy

E-mail

Other Collaboration Services/Google Calendar/Mobile Access/@u.northwestern.edu Sites

Transferring E-mail/Contacts (Optional)

General

How do I activate my @u.northwestern.edu account?

Go to the @u.northwestern.edu Account Activation page.

IMPORTANT:

After your @u.northwestern.edu account is activated, it is imperative that you add your @northwestern.edu address to your @u.northwestern.edu account so you can send messages to "closed" University listservs to which you are subscribed (see Listserv for more information).

How do I log in to my @u.northwestern.edu account?

Go to the @u.northwestern.edu log in page to access your account.

NOTE: You can use either your Northwestern University NetID and NetID password *OR* your @ u.northwestern.edu username and password to log in. If you choose to only use your NetID and NetID password to log in, be sure to remember your original @u.northwestern.edu username and password because once you graduate, you can only log in using your @u.northwestern.edu username and password.

How do I locate my @u Account Username and Account Password?

Your official @u Account Username is your formal account name (e.g. JosephWildcat2013) that is displayed in the Northwestern Online Directory, not including the domain portion of the e-mail address. You can also see your formal account name at the top of any service page when you are logged in.

Your Account Password was chosen when you first activated your account. If you have forgotten this password, and your NetID is still active, visit Reset Account Password to set a new password. If your NetID is no longer active and you have graduated from Northwestern, visit Alumni Account Management to reset the account password.

NOTE: You can use either your Northwestern University NetID and NetID password *OR* your @ u.northwestern.edu username and password to log in. If you choose to only use your NetID and NetID password to log in, be sure to remember your original @u.northwestern.edu username and password because once you graduate, you can only log in using your @u.northwestern.edu username and password.

How do faculty and staff log in to @u.northwestern.edu accounts?

Faculty and staff may need access to a document or site that was shared by a Northwestern student from an @u.northwestern.edu account.

If you are a faculty or staff member with an active @u.northwestern.edu account, you will need to log in with your Account Username and Account Password on the @u.northwestern.edu log in page. The NetID log in is only available to current students.

Your Account Username—Your Account Username is typically the first part of your existing e-mail address (not including @northwestern.edu). For example, if your University e-mail address is j-wildcat@northwestern.edu, your @u Account Username would be j-wildcat.

Your Account Password—If you do not know your Account Password, visit Reset Account Password.

Access through the Course Management System—Faculty members can also access their @u.northwestern.edu account through the Course Management System.

How can a faculty member request an @u.northwestern.edu account?

University faculty who use the Blackboard-based Course Management System (CMS) automatically receive an @u.northwestern.edu account (also known as a Bboogle account). Follow these activation steps to get started.

Faculty who do not use the Blackboard-based CMS and who need to access documents shared by Northwestern students can request an @u.northwestern.edu account by contacting the NUIT Support Center at consultant@northwestern.edu or 847-491-HELP (4357). Be sure to include your NetID and primary school affiliation with the request.

Tip: Faculty members can also view @u shared documents at http://docs.u.northwestern.edu/. Click the "Faculty or Staff" link at the bottom of the login page if you do not know your login credentials.

What services are included with my @u.northwestern.edu account?

Your @u.northwestern.edu account includes e-mail, IM/talk, calendaring, and document, spreadsheet, and presentation applications. Other services may be added in the future as they are available and appropriate.

Do I need to configure any of my @u.northwestern.edu services?

The Docs and Spreadsheets service needs to be configured to display the last update time on your documents. Within the Docs and Spreadsheets service, click the Settings link, then set your current time zone to Central Time and your language to English (US). Click the Save button to update your Docs and Spreadsheets settings.

Are there limitations on file sizes within the @u.northwestern.edu services?

Documents: The maximum permitted size is 500 Kb plus up to 2 MB per embedded image. Additionally, your account has a limit of 5000 documents and 5000 images.

Presentations: The maximum permitted size is 10 MB with a limit of 5000 documents and 5000 images.

Spreadsheets: Each spreadsheet can be up to 10,000 rows, or up to 256 columns, or up to 50,000 cells, or up to 20 sheets -- whichever limit is reached first. Imported spreadsheets cannot exceed 1 MB. Your account is limited to 200 spreadsheets.

Mail: You can send and receive mail messages up to 20 MB in size, including attachments.

Can I log on to other Google-sponsored services with my @u.northwestern.edu username and password (e.g., gmail.com, blogger.com, etc.)?

Your @u.northwestern.edu username and password will only work with the services that have been deployed within the Northwestern domain. To access other Google services, you will need to apply for a "non University" account through Google.

Why are some @u.northwestern.edu services slightly different from similar services that are publicly provided by Google?

@u.northwestern.edu accounts have been customized for optimal educational collaboration. Current Gmail users might notice that not every feature and function is identical to comparable features in the @u.northwestern.edu service. NUIT is dedicated to testing enterprise functionality to ensure security and quality before deploying new features and services to the NU community.

Am I required to use my @u.northwestern.edu account?

Utilizing the @u.northwestern.edu account guarantees that users will receive notices and messages from the University.

It is up to the individual user to decide whether or not they would like to utilize the @u.northwestern.edu account or forward mail sent to the @u.northwestern.edu account to an outside account at their own risk.

Are @u.northwestern.edu accounts accessible for students with disabilities?

The e-mail service, Gmail, is available using HTML. The best way for students with disabilities to access Google Apps for Education tools (e.g. POP/SMTP, XMPP, iCal, and APIs) is to use feature rich applications, such as MS Outlook, as most of the @u.northwestern.edu services are not natively accessible.

If a dean, director, or department chair requests that a student with disabilities maintain a centrally provided University e-mail account, they can do so through the University established e-mail account creation process.

I'm an eligible student and a staff member. Can I activate an @u.northwestern.edu account and keep my @northwestern.edu mailbox for University business?

Yes. Eligible students who are also Northwestern staff members can activate an @u.northwestern.edu account. The @northwestern.edu mailbox should remain the primary account for your University business activities. Your @u.northwestern.edu account will be displayed as "student e-mail" in the Northwestern University Online Directory along with your primary account.

Are there any restrictions on the use of @u.northwestern.edu accounts for graduate students involved in sensitive research?

Graduate students who participate in programs that involve sensitive data must use a centrally hosted mail account for their research activities. An @u.northwestern.edu account cannot be used as the primary student mail account if sensitive data needs to be transmitted.

It is the strong recommendation of the University that all members of the community who work closely with proprietary research data exercise vigilance when transmitting primary or analyzed data via e-mail.

IMPORTANT: Current graduate students with an existing centrally hosted mail account who handle sensitive data should not activate an @u.northwestern.edu account from the self-service @u Account Activation Web page.

How should an eligible graduate student request to have both an @u.northwestern.edu account and a centrally hosted mailbox?

If your graduate research studies involve sensitive data, you are required to use a centrally hosted University mailbox for your academic activities.

To create this additional centrally hosted account, have a dean, director, or department chair send a request to consultant@northwestern.edu. The request must indicate that the graduate student requires both a centrally hosted mailbox and an @u.northwestern.edu account.

All incoming graduate students automatically receive @u.northwestern.edu accounts and will no longer be issued a centrally hosted mailbox.

The following information must accompany the request to create the additional account:

  • Student's name
  • Student's NetID
  • Student's current e-mail address

I've changed my legal name. How can I change my official e-mail address?

Current students who have changed their legal name with the Office of the Registrar may request a change to their official e-mail address that appears in the Northwestern University Online Directory. An authorized request should be sent to student-admin@u.northwestern.edu, including the new e-mail address.

NOTE: The requested e-mail address must use the [FirstName + LastName + GraduationYearOrCurrentYear + @u.northwestern.edu] account name format (e.g. JosephWildcat2013@u.northwestern.edu). Messages sent to the former e-mail address will continue to be received at this mailbox.



Security and Privacy

Is my @u.northwestern.edu account secure and private?

This service is being provided by the University as the primary e-mail/collaboration system for eligible students. University policies could apply to the service.

@u.northwestern.edu accounts have been customized for optimal educational collaboration. Northwestern University has taken steps to ensure that your student data is protected above and beyond a publicly available account.

Google has promised to uphold a strict privacy policy and to always treat your personal information with the utmost care and security. Read more about Google Privacy & Security. Keep in mind that Google has agreed that Northwestern student data is subject to the Family Educational Rights and Privacy Act (FERPA) when in Google's possession.

Can I activate an @u.northwestern.edu account if I have taken steps with the University to protect my true identity and educational information?

Yes. Students who have asked that their true identity and educational information be protected through the Office of the Registrar when they first registered for classes at Northwestern will automatically receive a scrambled account name (e.g. A1B2C3@u.northwestern.edu). Account nicknames can be created that are more descriptive.

IMPORTANT: You cannot login to your account using any of your nicknames.

Can I change my @u.northwestern.edu account username after I have activated my account?

No. Your account username cannot be changed. You have the option to create up to two nicknames for your account. Give your nickname to your friends to use as your e-mail address if you prefer. You can also reply to e-mail messages from your nickname address.

Can I have an @u.northwestern.edu account username that does not contain my first or last name?

Yes. When activating @u.northwestern.edu accounts, students wishing to receive scrambled account names can check the appropriate box on the activation page.

Scrambled account names are created from the formula below: [letter][number][letter][number][letter][number]@u.northwestern.edu (e.g., A1B2C3@u.northwestern.edu)

IMPORTANT: This selection is irreversible. You will use this default account username to log in or you can log in with your NetID and NetID password.

How is my personal data used?

Google's computers process the information in your account for the purpose of providing an effective service (e.g. putting mail into folders, maintaining contact lists, etc.). See above for more information.

Is my information publicly available?

By default @u.northwestern.edu services are not publicly available. Users can personally configure each tool to meet their specific needs. Information can be protected by only granting access to trusted individuals. Please exercise caution when sharing information with others for added protection.

How do I ensure that my data stays secure when I'm using a shared or public computer?

IMPORTANT WARNING: Just closing the Web browser (e.g., Internet Explorer, Firefox, etc.) will not end your session and the next user will have full access to your @u.northwestern.edu account. Click the "sign out" button when you are finished using your @u.northwestern.edu account on a shared or public computer.

Can I use the Google Talk service to call 911 in the event of an emergency?

The Google Talk service facilitates Google to Google voice over Internet calls and should not be used for emergency communication. Use another telephone mechanism in the event of an emergency.

Can students access the @u.northwestern.edu service from networks in countries that support censorship?

It has been reported that people located in countries that support censorship sometimes experience difficulty viewing or receiving information from Northwestern University systems. This challenge exists regardless of the service provider. Users are encouraged to utilize a University-provided Virtual Private Network (VPN) connection that may, in some cases, lessen the difficulty. Northwestern will continue to address specific issues as they arise.



E-mail

What is Gmail?

Gmail is the Google-powered e-mail service. The service offers multiple Gigabytes of storage for each account.

Are there any issues with setting up IMAP access on an iPhone to my @u.northwestern.edu account?

To set up IMAP on your iPhone, you must supply your @u Account Username and Account Password. The Account Password must contain at least 8 characters to be recognized on the iPhone. Update your Account Password by visiting the @u.northwestern.edu Account Management page.

What will happen to my @u.northwestern.edu account if I graduate and return to the University as a graduate student?

Your account stays with you permanently unless you choose to delete it after graduation. Use of the account as a graduate student would depend on whether your graduate program participates in the @u.northwestern.edu service. If your graduate program does participate, you can continue to use your @u.northwestern.edu account for your graduate studies.

If your graduate program does not participate in the service (e.g., Kellogg School of Management), you will need to activate a new Northwestern mailbox for use as a graduate student. Once you have activated your Northwestern mailbox, your Northwestern address (e.g., j-wildcat@northwestern.edu) will no longer forward mail to your @u.northwestern.edu account. Additionally, your Northwestern University Online Directory record will be automatically updated to display your new Northwestern graduate school mail address.

In addition, if your graduate program does not participate in the service, you will not be able to login to your account with your NetID and NetID password. You must supply your @u.northwestern.edu username and password to access your account.

NOTE: Students who enter the Law School will be assigned an @nlaw.northwestern.edu account to use while enrolled at the Law School (Feinberg students are assigned @fsm.northwestern.edu accounts). The @u.northwestern.edu account will not be deleted but should no longer be used as the primary student mail account.

What will happen to my @u.northwestern.edu account when I leave the University?

When students are no longer enrolled at Northwestern, they will be given the option of deleting or keeping their account. An explanation of these options will be sent to students before their NetID is deactivated.

NOTE: While enrolled at Northwestern, students will not see any advertisements. Students who choose to keep their @u.northwestern.edu account post-graduation will see advertisements similar to standard Google's Gmail service.

Read more if you're graduating or leaving Northwestern.

What is a nickname?

A nickname is an additional e-mail address. For example, a nickname for JoeWildcat2013@u.northwestern.edu could be joew@u.northwestern.edu.

You can send and receive mail sent to your assigned account name or any of your account nicknames.

How do I create and manage nicknames?

You will be given the ability to add a single nickname when you activate your account.

After activation, you have the option of creating and modifying up to two nicknames by visiting the @u.northwestern.edu Account Management page.

After creating nickname(s) for your account, you must add the nicknames as new e-mail accounts. Then you can send mail from any nickname account by selecting the nickname from the dropdown list in the "From" field when composing an e-mail.

Your account nicknames will not be automatically displayed in the Online Directory. If you want to publish your @u.northwestern.edu nicknames in the Online Directory, add the information to the "Other" field in the following format: joew@u.northwestern.edu; joe-wildcat@u.northwestern.edu.

IMPORTANT: You cannot log in to your @u.northwestern.edu account with a nickname.

How many nicknames can I have?

You can have up to two nicknames at any given time. You also have the ability to delete existing nicknames and replace them with newer ones.

Visit the @u.northwestern.edu Account Management page to create, add, or modify account nicknames.

How can I change the displayed contact name that my contacts see?

You need to formally change your name through the Office of the Registrar. The Northwestern University Online Directory will reflect your change within one business day.

Once the Northwestern University Online Directory reflects your change, you will then need to go to the @u.northwestern.edu Account Management page to complete the name change within your @u.northwestern.edu account.

How do I add another "Sent From" e-mail address to my account?

Follow these steps to add a custom "Sent From" address on your account.

Can I send and receive e-mail from other accounts within my @u.northwestern.edu account?

Yes. Follow these steps to add other e-mail accounts to send and receive mail within your @u.northwestern.edu account.

Can I transfer information from my Hotmail/Gmail/Yahoo, etc. account to my @u.northwestern.edu account?

To transfer information from one account to another, users can either manually forward individual messages to @u.northwestern.edu accounts or perform a bulk merge.

NOTE: NUIT does not currently recommend or support the merging of @u.northwestern.edu accounts with other accounts, such as Hotmail, Gmail, Yahoo, etc. If you choose to use Google's Mail Fetcher service, you run the risk of your personal account being locked for excessive traffic.

Can I import contacts I already have into my @u.northwestern.edu account?

Yes. See contact import help for details.

How do I find other NU e-mail addresses?

Utilize the Northwestern Directory to find other Northwestern addresses, and as you send messages from your @u.northwestern.edu account, addresses are automatically added to your address book.

You can also go to the NU Directory link at the top of most @u.northwestern.edu Web pages.

Is my @u.northwestern.edu account compatible with Northwestern listservs?

Yes. You should receive all listserv messages in your new @u.northwestern.edu account as long as you are subscribed to the listserv from:

  • @northwestern.edu address
  • @u.northwestern.edu address

NOTE: Delivery cannot be guaranteed if you use a mailbox address NetID@mailhost.it.northwestern.edu.

Sending Listserv Messages: After your @u.northwestern.edu account is activated, it is imperative that you add your @northwestern.edu address to your @u.northwestern.edu account so you can send messages to "closed" University listservs to which you are subscribed.

When you need to send a message to a listserv or reply to a message that was received from a closed listserv, be sure to select the @northwestern.edu address from the dropdown list in the "From" field before sending any e-mail to the listserv. Also make sure that you have selected the "Reply from the same address the message was sent to" option.

How can I find out if a listserv I'm subscribed to is open or closed?

Each listserv is unique and offers owners several customization options. Because of this uniqueness, listserv subscribers will need to send a test message to individual listservs to check if they are open or closed. If you do not receive the message that you sent to a listserv to which you belong, you can probably assume that the list is "closed" and you will need to use your @northwestern.edu nickname when sending a message.

Some users will receive an error message indicating that the message was not delivered while some users will receive no notification. This is a customization feature that listserv owners choose.

If you suspect that your listserv messages are not being delivered, contact the listserv owner.

More information about University listservs is available.

How do I set-up vacation messages/auto-forwarding for my @u.northwestern.edu account?

You can create a vacation response in your @u.northwestern.edu account that will automatically reply to anyone who e-mails you.

Forwarding capabilities are also available within your account settings.

How can I display my preferred e-mail address within my Northwestern University online directory entry?

Visit the Northwestern University online directory edit page and populate the "Other" field with your preferred address.

How do I report junk e-mail or account abuse?

Use the Report Spam button to let Google know if you received junk e-mail or a spoofed message.

Use the Report Phishing link to let Google know if you have received a phishing message. You will see a red warning message at the top of any e-mails that are suspected of referencing a phishing site.

If you think that your @u.northwestern.edu mail account has been compromised, contact Account Abuse. Please include the header of the suspicious message and the entire message text.

More information about phishing and junk e-mail is available on NUIT's Security Web pages.

Can I use other e-mail applications to read my @u.northwestern.edu mail?

Yes. A list of supported e-mail clients and associated configuration settings is also available.

When configuring access, be sure to enter in your full u.northwestern.edu e-mail address as the user name. For example, a user name would be JoeWildcat2013@u.northwestern.edu instead of JoeWildcat2013.

What if I forget my password?

Visit the @u.northwestern.edu Account Management page to reset your password.

NOTE: This process requires a NetID username and NetID password.

How do I change my password?

You can change your password within your account settings.

Password tips are available on NUIT's Secure Passwords page.

FOR ADDED SECURITY: Your @u.northwestern.edu password should NOT be identical to your NetID password.

When I activate my @u.northwestern.edu account, can I keep a centrally provided Northwestern mailbox indefinitely?

Your @northwestern.edu mailbox will be deactivated 21 days after you activate your @u.northwestern.edu account.

If a dean, director, or department chair requests that you maintain a centrally provided University e-mail account for the handling of University business, they can do so through the University established e-mail account creation process.

Where can I find additional help and information?

The Google Help Center is a great resource for all questions and is updated often. The Google Apps Help Forum also hosts current conversations about known issues.



Other Collaboration Services/Google Calendar/Mobile Access

How do I share a calendar with all @u.northwestern.edu accounts?

To share a calendar with the full domain, you will need to apply for an organization account. Organization accounts are able to publish calendar links on the @u.northwestern.edu Calendars page. Students can subscribe to any calendar shown on this page by clicking on a calendar name.

Can I synchronize my @u.northwestern.edu calendar with my BlackBerry?

You can already access your calendar from your phone's Internet browser, but if you use a BlackBerry, you have an additional synchronization option. Download and install the Google Sync for Mobile application from your BlackBerry browser so that changes to your calendar appointments will be automatically reflected on your BlackBerry. This application is free from Google, but carrier charges may apply.

Which mobile devices support access to @u.northwestern.edu?

A list of up-to-date mobile devices that support @u.northwestern.edu services is available in the Mobile Device Overview.

What mobile browser settings are needed to access my account?

  • Javascript must be enabled; most devices have Javascript disabled by default
  • XHTML compliant
  • Cookies need to be enabled
  • Network must allow cookies and secure SSL traffic

What addresses do I use on a mobile device to access @u.northwestern.edu services?

To read and reply to e-mail messages, view calendar appointments and browse your documents from a handheld mobile device, use the following addresses (URLs). Bookmark these addresses so that you can easily navigate between @u.northwestern.edu services with a single login:

Service

Address

E-mail

https://mail.google.com/a/u.northwestern.edu

Calendar

https://calendar.google.com/a/u.northwestern.edu

Documents

https://docs.google.com/a/u.northwestern.edu/m

What is @u.northwestern.edu Sites?

@u.northwestern.edu Sites, powered by Google, allow you to create Web sites to share information with others. Individuals or team members can work together to upload group documents, add comments, group calendars, photos, and videos to the Site.

See site examples and take a quick tour of the Web site service.

Who is eligible to create @u.northwestern.edu Sites pages?

Account holders within the @u.northwestern.edu, @nlaw.northwestern.edu, and @fsm.northwestern.edudomains can create Sites, powered by Google.

How do I get started?

To get started, click the "Sites" link at the top of the @u.northwestern.edu page. You will create a Site name, Site category, and Site description. More about official site categories is available at "What are the official categories for @u.northwestern.edu Sites?".

How do I build my Site?

A full explanation of details ranging from customization tips to embedding objects to managing your account are available on the Google Sites Help Center.

What are the official categories for @u.northwestern.edu Sites?

NUIT strongly recommends that you choose one of the following categories when creating @u.northwestern.edu Sites so that your Site can easily be found by others:

  • Official Undergraduate Student Group (UGRAD) -- For Sites that are published by officially recognized undergraduate student groups.
  • Official Graduate Student Group (GRAD) -- For Sites that are published by officially recognized graduate student groups.
  • Alumni Group (ALUMNI) -- For Sites that are published by alumni.
  • Team Site (TEAM) -- For users who work together as a team on a project.
  • Independent Undergraduate Student Group (IUGRAD) -- For Sites that are published by undergraduate student groups that are not officially recognized by appropriate University channels.
  • Independent Graduate Student Group (IGRAD) -- For Sites that are published by graduate student groups that are not officially recognized by appropriate University channels.
  • Personal Expression (PERSONAL) -- For users who want to personally express themselves.
  • Uncategorized (UNCAT) -- For Sites that do not fall within a specific category.

Can I post anything to a Site?

All Site content must adhere to University policy. These include but are not limited to:

It is the Site owner's responsibility to maintain and update Site content. If you discover inappropriate or out of date content, contact the Site owner directly to discuss the issue. If the problem persists, send a message to the @u.northwestern.edu Student Administrator.

Where can I go for questions about how to use Sites?

Visit the robust Google Sites Help Center for assistance with Sites. Take note that because @u.northwestern.edu Sites is in beta version, you may encounter issues that Google is still developing. If you would like to report these issues to Google, visit the Google Sites Help Group to share information.

Who can create an @u.northwestern.edu Group?

Anyone with an @u.northwestern.edu account can create a Group for a project, extracurricular activity, or for easier communication with friends. These self-created groups will automatically include a suffix of ".me" after the group name.

Are there differences between @u.northwestern.edu Groups and Google Groups?

@u.northwestern.edu Groups in Google Apps for Education do not include the ability to upload files or to create a home page for the group. These features are available in @u Sites.



Transferring E-mail/Contacts (Optional)

Is there a tool available for transferring messages and contacts from my central University mailbox to my new @u.northwestern.edu account?

Yes. Outlook or Mac users can download the Google Apps Migration for Microsoft Outlook® Tool or the Google Email Uploader for Mac Tool to simplify message and contact migration.

Can I transfer messages from a non-Northwestern mailbox such as Gmail or Yahoo to my new @u.northwestern.edu account?

Yes, you can import messages and contacts from any external account that supports POP access. First you will need to enable POP access in the settings section of your external account. Then, follow the steps below to import messages to your @u.northwestern.edu account:

  1. Click Settings in the upper-right-hand corner of the mail page, then click Forwarding and POP/IMAP.
  2. In the POP Download section, click "Enable POP for all mail (even mail that's already been downloaded)".
  3. In the "When messages are accessed with POP" option, select "keep @u.northwestern.edu Mail's copy in the Inbox".
  4. Click the "Save Changes" button.
  5. Under Settings, click "Accounts".
  6. In the "Get mail from other accounts" section, click "Add a mail account you own".
  7. Enter the full e-mail address of the external account to get mail from, then click "Next Step".
  8. Supply the mail settings for the external account including the username and password that you use to log in. Keep the default settings for POP server, port and the SSL connection, then click "Add Account".
  9. You will see the option to send mail from your @u.northwestern.edu account using the e-mail address of your external account. Click "Finish".
  10. The process of fetching your messages can take several hours. Move any messages stored in personal folders to your Inbox after all messages in your Inbox have been transferred.
  11. You can disable the POP settings in both accounts after your messages have been successfully migrated.

How do I export contacts from WebMail to @u.northwestern.edu?

To export contacts from your Northwestern WebMail account to your @u.northwestern.edu account, first log into WebMail. On the left-hand side of the page, click on "Address Book", then click on "Import/Export". Click on the drop-down menu next to "Export to:", select Outlook 2000 and press "Export Contacts". To import these contacts into your @u.northwestern.edu account, you can follow the steps at Importing Contacts.

What is the recommended approach for transferring e-mail to my new @u.northwestern.edu account?

If you have determined that your existing Northwestern mailbox is set up for IMAP access, follow the approach recommended in the How do I transfer mail from my IMAP mailbox? section.

If you are using an e-mail application other than WebMail, such as Outlook, Outlook Express, Apple Mail, or Thunderbird and using POP access, follow the approach in the section that is specific to your e-mail application listed below.

The amount of time required to migrate your mail will vary depending on the number of messages and personal folders to be copied and the method of mail migration that is chosen.

The process could take over several hours to run in some cases. Plan accordingly so that you have enough time to complete your mail migration given the 21 day window for deleting your current mailbox once your @u.northwestern.edu account has been activated.

NOTE: When transferring mail using a POP e-mail client application such as Outlook or Thunderbird, it is suggested that you disable Symantec AntiVirus before beginning the mail transfer. Symantec AV often considers excessive e-mail traffic to be spam and will shut down the process before all of your mail has been transferred. To disable Symantec AV, right-click on the yellow shield icon in the notification area of your task bar at the bottom of the screen and uncheck the Enable Auto-Protect option from the popup window. Don't forget to enable Symantec AV again once the mail transfer process has completed.

How can I tell if my Northwestern mailbox uses POP or IMAP?

If you use WebMail for your main e-mail application, you can view this setting under Options/Account Info. The Primary Mailhost Protocol field displays either POP3 or IMAP, depending on you set up your account.

If you are using other e-mail applications such as Outlook, Outlook Express, Apple Mail, or Thunderbird, you can check this setting under account properties. For example, in Outlook, select Tools from the menu, then select E-mail Accounts. On the E-mail Accounts screen, select "View or change existing e-mail accounts" under E-mail, and then click Next. On the next screen, you will see the POP or IMAP setting for the account under the Type column.

How do I transfer mail from my IMAP mailbox?

NOTE: This is a multi-phase process. Users must first transfer mail from their IMAP inbox to their @u.northwestern.edu account. Step two is to transfer messages in IMAP folders to @u.northwestern.edu while applying labels. Step two will need to be repeated for every IMAP folder users wish to transfer.

Inbox to inbox phase
  1. Download all messages from your Northwestern IMAP account Inbox to the Inbox on your @u.northwestern.edu account.
  2. Click Settings in the upper-right-hand corner of the mail page, then click Accounts
  3. Input your @northwestern.edu e-mail address, then click Next Step
  4. Input your NetID for Username, your NetID password for Password, your mail server address for POP Server (yourmailserver.it.northwestern.edu), and 995 for Port.
  5. Check the box next to "Always use a secure connection (SSL) when retrieving mail"
  6. Leave all other boxes blank and press "Add Account"
  7. You will see a confirmation screen with the message "Your mail account has been added". If you haven't already added your northwestern.edu account, select the Yes button, otherwise, select the No button, then click Next Step or Finish.

    NOTE    : Wait until all of the messages that were in your inbox on the Northwestern server have been downloaded into your inbox in @u.northwestern.edu before attempting the next step. Mail messages will be deleted from your Northwestern account inbox and moved to your @u.northwestern.edu inbox during this operation. Check the View History status message under Settings/Accounts to determine when the mail download is fully completed. Do not access WebMail or any mail client such as Outlook or Thunderbird until you are able to verify that all of your inbox mail messages were successfully moved to the @u.northwestern.edu inbox.
IMAP folders to @u.northwestern.edu labels phase
  1. Download all messages in one of your IMAP folders to your @u.northwestern.edu account.
  2. Click Settings in the upper-right-hand corner of the mail page, then click Accounts
  3. Under "Get mail from other accounts:" click "edit info" next to your northwestern.edu e-mail address
  4. Check the box next to "Label incoming messages:"
  5. Choose "New Label..." from the drop down menu
  6. Type the label name that you want to use in your @u.northwestern.edu account for the contents of one of your IMAP folders, then click OK
  7. Press Save Changes
  8. Select the No button on the Edit mail account screen, then click Finish
  9. Open a mail client such as Outlook or Thunderbird, and move all mail messages from the folder you wish to download to the inbox in the mail client applicationClose the mail client application

    NOTE    : Wait until all of the messages that were in your inbox on the Northwestern server have been downloaded into your inbox in @u.northwestern.edu before attempting the next step. Mail messages will be deleted from your Northwestern account inbox and moved to your @u.northwestern.edu inbox during this operation. Check the View History status message under Settings/Accounts to determine when the mail download is fully completed. Do not access WebMail or any mail client such as Outlook or Thunderbird until you are able to verify that all of the mail messages that originated in one of your IMAP folders were successfully moved to the @u.northwestern.edu inbox.
Repeat Phase
  1. Repeat the instructions in section 2 to download mail for each of your remaining IMAP folders. Create a new label each time you download the messages in one of your IMAP folders. Make sure that all of the mail from one folder has been completely downloaded before you change the label and retrieve messages for the next folder.

How do I transfer POP mail from my Outlook mailbox?

  1. Highlight an individual folder to be migrated under All Mail Folders; do not highlight the Personal Folders level
  2. Choose "Rules and Alerts..." under Tools
  3. On the E-mail Rules tab, click New Rule
  4. Choose the "Start from a blank rule" radio button
  5. Choose to check messages when they arrive and press Next
  6. Press Next again, and press Yes when it warns you that the rule will apply to all messages that you receive
  7. Check "forward it to people or distribution list"
  8. Click "people or distribution list" under Step 2
  9. Choose "New..." under Advanced
  10. Choose "New contact" and press OK
  11. Input your full name and your @u.northwestern.edu e-mail address into the appropriate fields
  12. Press "Save and close"
  13. Select the entry that you added from the list of contacts
  14. Press OK
  15. Press Next, then press Next again to bypass the exceptions
  16. Check "Run this rule now on messages already in [Selected Folder]"
  17. Press Finish, then press Apply, then OK

How do I transfer POP mail from my Outlook Express mailbox?

Instructions for Outlook Express also apply to Windows Mail on Vista.

  1. Choose Mail... from the Message Rules submenu under Tools
  2. In box 1, Select the Conditions for your rule, check "Where the message size is more than size"
  3. In box 2, Select the Actions for your rule, check "Forward it to people"
  4. In box 3, Rule Description click "size" and set the minimum size to 0 KB, then press OK
  5. In box 3, Rule Description click "people" and input your new u.northwestern.edu e-mail address, then press OK
  6. Press OK
  7. Press the Apply Now... button
  8. Press Browse... and select Local Folders, then press OK
  9. Select the new rule you had just created, and press Apply Now

How do I transfer POP mail from my Thunderbird 2.0 mailbox?

Instructions for Thunderbird 2.0 are the same for Windows and Mac.

  1. Choose Message Filters... under Tools
  2. Press New...
  3. Select "Match all messages"
  4. Choose "Forward Message to" from the drop down menu
  5. Type your new u.northwestern.edu e-mail address in the input field
  6. Press OK
  7. Highlight the filter you had just created
  8. Select your Inbox in the drop down menu
  9. Press Run Now
  10. Select your next folder in the drop down menu
  11. Press Run Now
  12. Repeat the above steps until you have forwarded all of your mail messages in Thunderbird

How do I transfer POP mail from Apple Mail?

  1. Choose Preferences... under the Mail menu
  2. Click to the Rules tab
  3. Click "Add Rule"
  4. Change "From" in the drop-down menu to "Every Message"
  5. Change "Move Message" in the drop-down menu to "Forward Message"
  6. Input your new @u.northwestern.edu e-mail address
  7. Click OK
  8. Click Yes to run the rule on messages in your local folders

Support Contacts

Support Contact:

NUIT Support Center
Central service desk for students, faculty, and staff.
847-491-4357 (1-HELP)
Submit a Support Request