How to export mail from Nexus365

Applies to: Outlook 2019

Warning: Check what content you are allowed to export

You must not export messages containing personal, confidential or proprietary information unless you have checked and obtained the relevant permission. This applies even though the messages were sent to or by you, and are stored in your mailbox.

• Personal information includes any information identifying or relating to a living person
• Confidential information includes any information that has not already in the public domain
• Proprietary information includes any intellectual property, including research data, created through your employment, studentship, or other affiliation to the University

 

Recommended solutions for common scenarios

Scenario Recommendation
Exporting personal (private) messages to take with you when leaving the University Method 1
Transferring a copy of important work messages to a colleague such as when moving role / department or leaving the University Method 1 or 2
Creating an archive of important messages when someone leaves or an account is closed Method 1 or 2
Providing evidence requested by a University investigation or required by court order or warrant Method 3

 

Expand All

This method is the simplest way to review and export selected messages. You select which messages to export, to ensure that personal, confidential and proprietary information are not copied out unless you have appropriate permission. This method also works well if you want to create a single export from multiple accounts.

We recommend this method for exporting private messages that you want to retain when you leave the University.

  1. Open a Windows version of Outlook
  2. Select Home > New Items > More items > Outlook Data File
  3. Choose a location to save the data file and give it a suitable name
  4. Select Add Optional Password, then OK
  5. Enter and confirm a password, select Save password, then select OK
  6. To copy a whole folder of messages:
    Select the folder and choose Folder > Copy Folder (or right-click on the folder and choose Copy Folder). Browse / scroll down through the list of folders and select the Outlook data file that you created (or a folder within it), then select OK
  7. To copy a single message or multiple selected messages:
    With the message(s) selected in the message list, select Home > Move > Copy to Folder. Browse / scroll down through the list of folders and select the Outlook data file that you created (or a folder within it), then select OK
  8. To copy messages from a search:
    Run your search, select all messages in the results list, then select Home > Move > Copy to Folder. Browse / scroll down through the list of folders and select the Outlook data file that you created (or a folder within it), then select OK
  9. Once you have copied all required messages, close Outlook
  10. Browse to the location you selected for the Outlook data file, and copy it as required

This method works well if you want to select messages for export over a period of time, or will have more than one person involved in the selection and export (shared mailboxes). It also allows message selection to be done in Outlook on the Web, only the export stage requires the Windows Outlook application.

Again, you select which messages to export, ensuring that personal, confidential and proprietary information are not copied out unless you have appropriate permission.

  1. Open Outlook
  2. Choose Home > Categorize > All categories
  3. Create a New category called “Export”, give it a colour and set a shortcut key
  4. Now review the email account you want to export from and use the shortcut key to add this category to each message to include in the export. You can add the category on messages in different folders, multiple messages within a folder and messages from search results. You don’t have to process all messages at once – the category remains in place once added, so you can stop and come back to this as many times as you need
  5. Now follow the steps in Method 3 – Export entire mailbox to PST (below). When setting the filters, choose the More options tab and select the appropriate Category to export
  6. If you wish to add further messages to the export at a later date then simply repeat the steps above. When prompted, the option Replace duplicates with items exported will effectively run a full export, whilst the option Do not export duplicate items will only add newly selected messages (this will generally be much faster`)

This method provides a complete export of a mailbox or part of a mailbox. You should always use filter options to limit the scope of the export including date range, senders / recipients and keywords.
There is no way to avoid exporting personal, confidential or proprietary information, so it should only be used where the export is for University purposes or required under legal obligation.

Guidance should be sought from the Information Compliance Team (University) in advance.

  1. Open a Windows version of Outlook
  2. Select File > Open & Export > Import/Export
  3. Select Export to a file > Next, then select Outlook Data File (.pst) > Next
  4. Select the item with your email address to export your entire mailbox. If you want to export a specific folder then select it and set the option to Include subfolders as required
  5. Select Filter and set the date range, sender or recipient addresses and keywords for the messages you need to export, then select OK
  6. Select Next, then browse to a location to save the data file and give it a suitable name
  7. Select an option for dealing with duplicates (you can normally leave this on the default first option), then select Finish
  8. Enter and confirm a password, select Save password, then select OK
  9. Wait for the export to finish. This can take a long time for larger mailboxes (2 hours can be quite normal for 10GB of messages on a 72Mbps internet connection). Close Outlook
  10. Browse to the location you selected for the Outlook data file, and copy it as required
  1. Open Outlook
  2. Choose File > Open & Export > Open Outlook Data File
  3. Browse and select your PST file, then select Open
  4. If prompted, enter the password set during the export then select Save and OK
  5. Your PST file will appear as an additional email account in your folder view. You may need to scroll down to see it

Exporting and reading PST files is only available in desktop versions of Outlook on a Windows PC. Similar functionality is available for Outlook installed on Apple (macOS) devices, however the export format is an OLM file. PST and OLM files cannot be used with the web version of Outlook.

While you are a member of the University you can install Outlook by logging in at https://www.office.com/ and choosing Install Office.

After you have left the University you can purchase Outlook from the Microsoft store. There are also a number of third-party tools that can view and convert PST files, however you will need to satisfy yourself that these are secure, bona fide solutions before using them.

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