Skip navigation to content

How to save your emails

Are you leaving the University and want to hold onto your emails?

As you may be aware, once you leave the University, your IT account will become inactive. That means that you will no longer have access to your emails and other resources. The instructions below detail a couple of ways you can move your emails into another account. Although this process is fairly simple, please be aware this is not a guarantee.

First Things First

For Method 2 and Method 3 below, you will require a "Google Side Password". This is a secondary password that allows you to log into SaintMail away from the University website. However, Google have recently disabled the page we set up that allows students to set this password themselves.

The IT Service Desk can set these Google Side Passwords ourselves so if you require a Google Side Password set for your account, please get in touch to request this. We will be happy to set the password for you. Please keep in mind that Method 1 below does not require a Google Side Password.

Method 1

Google have introduced an archiving facility into Gmail that can now be used to download and back up data within SaintMail accounts. This facility can be found by clicking your "Profile Icon" in the top right of SaintMail and selecting "My Account". Click "Personal Info & Privacy" then scroll down to the "Control Your Content" section. Select "Create Archive" and follow the on-screen instructions.

For more detailed instructions, please check this guide: Archiving emails from within SaintMail (PDF, 330 KB)

If for any reason you do not wish to use Method 1, it is possible to move your emails to another account using an email application called Mozilla Thunderbird.


Method 2

Moving Emails Using Thunderbird

The processes laid out below utilise the email application "Thunderbird". Thunderbird is made by Mozilla who also make the well-known Firefox web browser so you may already be familiar with it.

Installing An Email Application

Now that you have the Google Side Password, you're ready to set up Thunderbird. To download Thunderbird, please visit this website:

https://www.mozilla.org/en-GB/thunderbird/

You do not need to necessarily use Thunderbird if you have access to a different email application. We have used Thunderbird in the instructions below as it is a well-known, free email client.

When Thunderbird is first launched, you will be asked to set up an account. You will need the settings below to complete the setup process.

INCOMING MAIL SERVER

Server Name : imap.gmail.com
Port Number : 993
Security Type : SSL/TLS

OUTGOING MAIL SERVER

Server Name : smtp.gmail.com
Port Number : 465
Security Type : SSL/TLS

For more detailed instructions of the setup process, please check this guide: Download and install Thunderbird (PDF, 675 KB)

Making The Transfer

Now you have your SaintMail account setup on Thunderbird. If your account wasn't closing, you could use Thunderbird to send and receive emails. Sadly, it is closing so we'll need to do something about that. You will need to set up another account in Thunderbird. This account can be a Gmail account, Hotmail, Yahoo or any other email account. Setting up this external account should be just as easy as setting up SaintMail but the server settings are likely to be different.

Check your email providers homepage for setup instructions or get in touch with us for help. Once your second account has been setup on Thunderbird, you will be able to see it alongside your SaintMail account on the left hand panel. Moving the emails into your other account is simply a case of clicking and dragging the emails and/or folders you want to keep a copy of. You can move these items into pre-existing folders or create brand new ones for the SaintMail stuff. It's just that easy, but keep in mind that the more data you move, the longer it will take to transfer so please be patient.

For more detailed instructions, please check this guide: Set up both SaintMail and another account on Thunderbird (PDF, 258 KB)


Method 3

Method 3 makes use of Thunderbirds "Redirect" button. Redirect is different from forwarding in a very important way. When you forward an email to another account, it appears to have come from you rather than the original sender. Redirect keeps the original senders details intact so not matter where you redirect the email to, it will appear as if it came from the person who originally sent it. Redirect is an Add-On and doesn't come with Thunderbird so we will need to download and install it separately. You can download the Add-On from this web page: Redirect Add On

Installing the Add-On is fairly straightforward. In Thunderbird, click the icon in the top right that looks like three horizontal lines and select Add-Ons. On the new window that opens, press the "Cog icon" in the top right and click the option "Install Add-On From File". Then browse to the Redirect file you downloaded and click "Open" to install the Add-On into Thunderbird.

Next, we will need to add Redirect to the Thunderbird toolbar. To do this, right click on the toolbar at the top of Thunderbird. (Mac users hold down Option and click) You should then see an option for "Customise". The window that opens shows you all the different buttons you can add to Thunderbird. Click and drag "Redirect" onto the toolbar.

Now you have the "Redirect" button at the top of Thunderbird for quick access. You can now start redirecting your emails. Just click the email or emails you want to move and press Redirect. You will be asked for the email address of the account you are redirecting the emails to. Do this as many times as you need.

For more detailed instructions, please click this guide: Redirect All The Emails In Your Inbox Into Your New Account (PDF, 435 KB)


Alternative Methods

There are many different ways to move your emails to another account. Using an email client like Thunderbird definitely makes it easier but these programs aren't essential. If you are struggling to use the methods above or you don't want to install Thunderbird for any reason, please let us know and we will try to organise something else for you.


 

The Almuni Forwarding Service

The Alumni Forwarding Service is something we offer to graduated students. It gives you a St Andrews email address that forwards any emails onto another address of your choosing.

Please note that the account you used during your studies will still be terminated. The Alumni Forwarding Service would give you a different address of the form "abc123@alumni.st-andrews.ac.uk".

If you are intested in this service, more information can be found on this web page: https://hobbes.st-andrews.ac.uk/alumni/relations/stayconnected/email/registration/

Quick answers

See if your question is answered in our quick answers.

Contact the IT Service Desk

Log a call using IT Self-Service

itservicedesk@st-andrews.ac.uk
(01334 46) 3333
 Message us on Skype for Business
(Mon - Fri, 09:00 - 17:00)

Level 2
University Library
North Street
St Andrews
Fife KY16 9TR

Opening Hours
Mon - Fri
: 08:30-18:00
(front desk support
from 09:00)

Sat: 10:00-17:00
Sun: 11:00-18:00

The IT Service Desk is closed
for staff training on Fridays
between 09:30 and 10:30

Documents