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Preparing for Account Transition or Closure

This article describes steps that you can take to prepare for your account transition or closure.

This document is intended to help members of the University community manage your impending account closure. While you will be notified several weeks prior to account closure, you can start preparing for this transition much earlier. For a general guideline to when your account will be closed, see Account Closure, Eligibility & Information.

Solutions like email forwarding or auto-reply will only work as long as your account is open, so you'll want to implement them as early as possible. Although it is not necessary to do anything, many people find the following steps helpful.

Step Procedure
Automatic Reply Use the Out of Office feature to automatically respond to your correspondents
Email Forwarding Start forwarding your UChicago mail to another account (such as a Gmail or Yahoo account) that you own
Saving Old Mail Archive your mail or migrate your mail to another account
Saving Address Books Make sure you look at your address book and write down any important addresses before your account closes
Saving Google Docs Export your documents to a personal computer or account, transfer file ownership

Beyond your email, you'll want to make sure that you've downloaded any important files you've been storing on our servers and prepare to replace applications you've been using through a University license. The licensing terms of software such as Microsoft Office only cover your time at the University. Once your account is closed, these files will be permanently deleted and will not be recoverable.

Forwarding Your Mail

While your University email account is still active, you can forward (see Email - Setting Up Email Forwarding) your email from your University account to another address of your choosing. Your email forwarding will close, except for alumni as noted below, when your University email account closes. Please note that if you choose to forward your email to another address, you will not be able to set up an Automatic Reply.

Note: Alumni will maintain their addresses; email accounts will be closed two quarters after graduation, but the email address will continue to work if it is forwarded to an off-campus email provider. To forward your email address, visit the CNet forwarding page.

Creating An Automatic Reply

Rather than trying to email all of your possible correspondents to notify them about your new email address, you can use the auto-reply feature to respond automatically to incoming mail as long as your account is open. To take advantage of this feature, read xMail - Automatic Replies (Out of Office). You'll still get your mail but your correspondents will get a reminder message you create.

Please note, if you begin forwarding your mail, your correspondents will no longer receive the automatic reply. Automatic replies will last only as long as your email account is open and not forward your email. When your email account is closed, automatic replies will stop working, even if, as an alumnus, your email forwarding continues to work.

Note: If you will not receive email forwarding after your University account closes (i.e. you will not be alumni), you should use an automatic reply to inform your contacts that you are changing emails. You cannot use both email forwarding and an automatic reply.

Saving Old Mail

When the closure process is complete, all email stored on University servers will be irreversibly deleted. To avoid any foreseeable inconvenience, you are urged to download or move any important messages you wish to save after leaving the University. Often the easiest solution is to migrate your mail by setting up a new email account. Many formerly-affiliated academic appointees, students, and staff have set up Gmail accounts because Google offers easy to use instructions on how to configure Gmail.

As an example, if you use Outlook for your University email account and set up a Gmail account to transition to, you may set up your Gmail in Outlook using the Google instructions. Once you have configured Outlook so that you are able to see both your University email and your Gmail accounts, you may copy the messages you wish to keep from your University email folders into the folder for your Gmail account.

When you have moved all the mail that you wish to keep to your Gmail account, you may simply continue to use your Gmail account in the email program (such as Outlook) that you have been using, or you may move to Gmail's web-based version. If you continue to read your Gmail in Outlook, it is important to remove your University account configuration after the account closes to avoid error messages and problems.

Saving Address Books

Converting address books can be an arduous process, depending on your current mail program. Please note that at this time there are very few reliable methods for address book conversion since each client uses its own unique and often proprietary address book format. You may try the export command in the email client that you choose, but we recommend that you also write down (or cut and paste and email to yourself) any important address information before your account closes.

Saving Google Docs

You may have created and been given access to Google Docs that you would like to maintain, or that you would like to transfer to other owners still at the University. For detailed instructions, see our G Suite - Account Closure Guide.

See Also:

Keywords:eligibility cnet cnetid alumni access prep   Doc ID:16014
Owner:Astrid F.Group:University of Chicago
Created:2010-12-02 18:00 CSTUpdated:2016-11-07 16:24 CST
Sites:University of Chicago, University of Chicago - Sandbox
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