Upgrading to IMAP from POP on Outlook

Before starting the below please confirm with by emailing to support@smodv.com that your email account has been upgraded before carrying out the below!

Step 1: Check that you are not currently leaving messages online as per “update to not keep messages online”
Step 2: Copy email signature over to word as per “Export Email Signature”
Step 3: Export emails from old email account as per “Exporting emails from POP account”
Step 4: Remove old email account as per “Removing old email account”
Step 5: Create new email account in Outlook as per “Adding new email account”
Step 6: Importing emails from exported .pst file as per “Importing emails from POP .pst file”
Step 7: Copy email signature from word to your new email account as per “Import Email Signature”

Step 1: update to not keep messages online

  1. Start Outlook.
  2. On the File menu, click Info and click Account Settings.
  3. Select the existing Account under E-mail Panel
  4. Click Change
  5. Click More Settings
  6. Select Advanced Tab under Internet E-mail Settings
  7. Off the check box for “Leave a copy of messages on the server”
  8. Click OK
  9. Click Next
  10. Close
  11. Finish
  12. Quit/Close Outlook

Step 2: Export Email Signature

  1. Start Outlook
  2. Create a new message
  3. Select “Signature” under Message tab and then “Signatures”  
  4. Copy the signature in “Edit Signature” box to a word document for adding back in later.
  5. Close the “Signature” end email.

Step 3: Exporting emails from POP account

  1. Click the File tab.
  2. Click Options.
  3. Click Advanced.
  4. Under Export, click Export. - Note:- The Import and Export Wizard can also be opened by clicking the File tab, clicking Open, and then clicking Import.
  5. Click Export to a file, and then click Next.
  6. Click Outlook Data File (.pst), and then click Next.
  7. Select the account — a top level folder — that you want to export. This enables exporting all mail, calendar, contacts, tasks, and notes if available for that account. - Note    Only information for one account can be exported information at a time.
  8. Make sure that the Include subfolders check box is selected.
  9. Click Next.
  10. Click Browse to select where you want to save the Outlook Data File (.pst) and click Browse to select the desktop as the location for exporting to then. Click OK to continue. -  Note    If you have previously used the export feature, the previous folder location and file name appear. Make sure that you change the file name if you want to create a new file instead of using the existing file.
  11. If you are exporting to an existing Outlook Data File (.pst), under Options, specify what to do when exporting items that already exist in the file.
  12. Click Finish.
  13. Quit/Close Outlook

The export begins immediately unless a new Outlook Data File (.pst) is created or the export is to an existing file that is password protected. You simply need to click OK.

  • If you are creating a new Outlook Data File (.pst), an optional password can help protect the file. When the Create Outlook Data File dialog box appears, enter the password in the Password and Verify Password boxes, and then click OK. In the Outlook Data File Password dialog box, enter the password, and then click OK.
  • If you are exporting to an existing Outlook Data File (.pst) that is password protected, in the Outlook Data File Password dialog box, enter the password, and then click OK.

Please ensure if you have archived emails, please follow the same above steps to create a backup of archived emails so you can import these as well to the new IMAP account as detailed later on.

Step 4: Removing old email account

  1. Start Outlook.
  2. On the File menu, click Info and click Account Settings.
  3. Select the existing Account under E-mail Panel
  4. Select the email account you want to remove and click on “REMOVE”
  5. Select the existing Account under DATA Files Panel
  6. Select the email account you want to remove and click on “REMOVE”
  7. Quit/Close Outlook

Step 5: Adding new email account

Method 1: Microsoft Office Outlook 2010

  1. Start Outlook.
  2. On the File menu, click Info and click Account Settings.
  3. Select Account Settings from the list.
  4. On the E-mail tab, click New and Select Email Account, and then click Next
  5. Click to select the Manually configure server settings or additional server types check box, and then click Next.
  6. Click Internet E-Mail, and then click Next.
  7. In the Server Information section, select IMAP for Account Type.
  8. In the Your Name box, enter your name exactly as you want it to appear to recipients.
  9. In the E-mail Address box, type your e-mail address.
  10. In the User Name box, type your account name being your full email address.
  11. In the Password box, type your password.
  12. In the Incoming mail server box, type mail.yourdomain.co.nz (replace your domain with actual domain used on your email address).
  13. In the Outgoing mail server (SMTP) box, type the same as your incoming mail server as listed above..
  14. Click More Settings on the bottom right above Cancel.
  15. Click General tab and change the Mail account name to have IMAP at the start e.g. IMAP name@yourdomain.co.nz.Click Outgoing Server tab and tick “My outgoing server (SMTP)requires authentication” and select using the ra
  16. dio button “Use same settings as my incoming mail server.
  17. Click Advanced tab set the outgoing server port to be 2525
  18. Click Ok after you have completed entering this configuration information, and then click Finish.
  19. Click Next after you have completed entering this configuration information, and then click Finish.
  20. Quit/Close Outlook

Method 2: Microsoft Office Outlook 2007

  1. Start Outlook.
  2. On the Tools menu, click Account Settings.
  3. Click New.
  4. Click Microsoft Exchange, POP3, IMAP, or HTTP, and then click Next.
  5. In the Auto Account Setup dialog box, click to select the Manually configure server settings or additional server types check box, and then click Next.
  6. Click Internet E-Mail, and then click Next.
  7. In the Server Information section, select IMAP for Account Type.
  8. In the Your Name box, enter your name exactly as you want it to appear to recipients.
  9. In the E-mail Address box, type your e-mail address.
  10. In the User Name box, type your account name being your full email address.
  11. In the Password box, type your password.
  12. In the Incoming mail server box, type mail.yourdomain.co.nz (replace your domain with actual domain used on your email address).
  13. In the Outgoing mail server (SMTP) box, type the same as your incoming mail server as listed above.
  14. Click More Settings on the bottom right above Cancel.
  15. Click General tab and change the Mail account name to have IMAP at the start e.g. IMAP name@yourdomain.co.nz.Click Outgoing Server tab and tick “My outgoing server (SMTP)requires authentication” and select using the ra
  16. dio button “Use same settings as my incoming mail server.
  17. Click Advanced tab set the outgoing server port to be 2525
  18. Click Ok after you have completed entering this configuration information, and then click Finish.
  19. Click Next after you have completed entering this configuration information, and then click Finish.
  20. Quit/Close Outlook

Method 3: Microsoft Office Outlook 2003 and earlier versions of Outlook - NOT RECOMMEDED - UPGRADE TO A NEWER VERSION OF OUTLOOK.

  1. Start Outlook.
  2. On the Tools menu, click E-mail Accounts.
  3. Under E-mail Accounts, click Add a new e-mail account, and then click Next.
  4. Click IMAP as the type of account that you are creating, and then click Next.
  5. In the Your Name box, enter your name exactly as you would like it to appear to recipients.
  6. In the E-mail Address box, type your e-mail address.
  7. In the User Name box, type your account name being your full email address.
  8. In the Password box, type your password.
  9. In the Incoming mail server box, type mail.yourdomain.co.nz (replace your domain with actual domain used on your email address).
  10. In the Outgoing mail server (SMTP) box, type the same as your incoming mail server as listed above.
  11. Click More Settings on the bottom right above Cancel.
  12. Click General tab and change the Mail account name to have IMAP at the start e.g. IMAP name@yourdomain.com.Click Outgoing Server tab and tick “My outgoing server (SMTP)requires authentication” and select using the ra
  13. dio button “Use same settings as my incoming mail server.
  14. Click Advanced tab set the outgoing server port to be 2525
  15. Click Ok after you have completed entering this configuration information, and then click Finish.
  16. Click Next after you have completed entering this configuration information, and then click Finish.
  17. Quit/Close Outlook

See Microsoft article online for further information http://support.microsoft.com/kb/286197  

Step 6: Importing emails from POP .pst file

  1. Start Outlook.
  2. Click the File tab.
  3. Click Open.
  4. Click Import.
  5. In the Import and Export Wizard, click Import from another program or file, and the click Next.

  6. Click Outlook Data File (.pst), and then click Next. 

  7. Click Browse, and then choose the file to import, this should be on your desktop.
Note: Under Options, it is recommended that you click Do not import duplicates unless you want the imported information to replace or duplicate items already in Outlook.

  8. Click Next.
  9. If a password was assigned to the Outlook Data File (.pst), you are prompted to enter the password, and then click OK.
  10. Set the options for importing items. The default settings usually don’t need to be changed. 


- The top folder — usually Personal Folders, Outlook Data File, or your email address — is selected automatically.
  11. Include subfolders is selected by default. All folders under the folder selected will be imported.
  12. The default selection of Import items into the same folder in matches the folders from the imported file to the folders in Outlook. If a folder doesn’t exist in Outlook, it will be created. This should be importing into the new IMAP email account you have setup so it will go into that data file.
  13. Click Finish.

Wait for import to start and finish this can take 5 minutes to 5 hours depending on your mailbox size and then restart Outlook.

Now all of your emails will be uploaded to our server, please note this will take some time depending on your internet connection so you might want to leave it running overnight.

Check that your emails are being uploading by accessing your webmail via the access webmail link on our site. Enter in your email and password to check that your emails are being uploaded.

If you have archived emails, please follow the same above steps to restore the export/backup of archived emails.

See Microsoft article online for further information http://office.microsoft.com/en-nz/outlook-help/import-outlook-items-from-an-outlook-data-file-pst-HA102505743.aspx?CTT=5&origin=HA102534110  

Step 7: Import Email Signature

  1. Start Outlook
  2. Create a new message
  3. Select “Signature” under Message tab and then “Signatures”  
  4. Click “New”
  5. Copy the signature from the word document you created earlier and paste the text into “Edit Signature”
  6. Click Ok.
  7. Create a new message and check that the signature is inserting automatically  
Last Updated: Fri Jun 12 10:32:54 2015

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