UC San Diego SearchMenu

Copying Emails via POP

Graduating students may want to copy university emails onto a personal device before their accounts are closed for their records. Post Office Protocol (POP) allows users to store emails on their local machines so that they can have a reference of important emails even after their accounts have been removed from ACMS email servers. Please be sure to use a personal computer that you own, as emails copied via POP are stored on the same machine POP has been set up on. On this page, you will find guides for Gmail, Microsoft Outlook 2010, and Mac Mail. If you would like to use a different mail client, you may use one of these guides to see what information to fill into the corresponding fields, or you may contact the ACMS Help Desk for additional assistance.


Gmail

Gmail is a popular service for keeping a record of emails via POP, as they are stored on Google's servers and can be accessed from any device with an internet connection, instead of on a specific computer's hard drive. You can either create a new account or link it to an existing Gmail account.

1. Look up your email server

Use the Account Lookup tool to find your email server. Search in the description for "____ server for email, printing and other uses."

Note

If no email server is listed, select acsmail.ucsd.edu as your email server.

Lookup

2. Navigate to accounts tab

Click the gear icon on the top right, then select "Settings"

Settings

Then select the "Accounts" tab and click on "Add a POP3 mail account you own"

Add a POP

3. Add account

Enter your UCSD email address into the pop-up window.

Add Account


Enter your username and password and select the proper email server. Only the second box "Always use a secure connection (SSL)..." must be checked, but all four are recommended.

  • Leave a copy of retrieved message on the server: If you check this box, all emails will be copied to this Gmail account and left in your UCSD account. If you do not check this box, the emails will be copied to this Gmail account and deleted in the servers. This is recommended, as it will mean that you have two backups of your emails.
  • Label incoming messages: If you check this box, all imported messages will be placed in a folder under whatever name is given. By default, it is the name of the email address connected. This is recommended, as it will make it easier to organize and find important emails.
  • Archive incoming messages (Skip the Inbox): If you check this box, all imported messages will not appear in your inbox. This is recommended, as all imported messages will be marked as unread, and you could potentially import years of emails, which can clutter your Inbox.

Config

4. Complete setup

Because your account will be closing, there is no need to configure mail delivery for your account. Select "No", then "Finish".

No SMTP

Microsoft Outlook 2010 (Windows 7)

Alternatively, if you have an email client on your computer that you use with other accounts, you may want to simply download the emails from your UCSD email account onto your personal machine.

1. Look up your email server

Use the Account Lookup tool to find your email server. Search in the description for "____ server for email, printing and other uses."

Note

If no email server is listed, select acsmail.ucsd.edu as your email server.

Lookup

2. Open settings

Select "File" then "Info". Under the account information for an already connected email account is the button "Add Account"

Add Account

3. Add account

Select "Manually configure server settings or additional server types", then press "Next"

Manual


In the next pane, select "Internet E-mail", then press "Next".

Internet Email

4. Configure account

Enter in your name and email address. Make sure the Account Type is set to POP3--if it is set to IMAP, you will not be able to access the emails once your account has been closed.

Enter in the email server you looked up for the Incoming mail server and "smtp.ucsd.edu" for the outgoing mail server. Next, select "More settings..."

Configure

Select the "Advanced" tab, and check the box "This server required an encrypted connection (SSL)" under "Incoming server (POP3)".

Then, under delivery, make sure "Leave a copy of messages on the server" is checked, and uncheck "Remove from server after __ days"

advanced


Now, just press "OK" then "Next" and wait for your account to finish set up!

Mac Mail (OS X 10.8)

Alternatively, if you have an email client on your computer that you use with other accounts, you may want to simply download the emails from your UCSD email account onto your personal machine.

1. Look up your email server

Use the Account Lookup tool to find your email server. Search in the description for "____ server for email, printing and other uses."

Note

If no email server is listed, select acsmail.ucsd.edu as your email server.

Lookup

2. Add account

Open up your Mail application, then click "Mail" then "Preferences..."

preferences


In the Preferences pane, select the "Accounts" tab then the "+" icon on the bottom left.

Add Account

3. Fill in account information

Enter what name you would like your contacts to see when they receive an email from you under "Full name". Then enter your UCSD email address and password.

Email

4. Incoming server information

Leave the account type to POP and the incoming mail server that we found earlier via Account Lookup. Enter your username and password again. You may also fill in the "Description" field if you wish--this is for your own records so you know what account you are editing if you plan on changing settings at a later time.

Incoming

5. Outgoing server information

Because you won't be able to send email from this account once it has been deactivated, you do not need to configure this section. Enter "smtp.ucsd.edu" into the Outgoing Mail Server field to continue.

Outgoing

6. Create account

Uncheck the box that reads "Take account online" so that we can make changes in the advanced settings before we begin syncing the account.

offline

7. Leave a copy on the server

Select your inactive account from the column on the left, then select "Advanced". Uncheck the box "Remove copy from server after retrieving a message:" so that the messages will be left on the ACMS server as well.

removecopy

8. Take account online

Check "Enable this account" to take the account online and begin syncing emails to your personal computer!

online

Students