Solved Help me change Outlook from IMAP to POP

I'd of proffered to create you an email address in one of my domains to use as a starting point. That way, the structure would of already been there for you to copy your folders and contacts etc into.
It's a simple task adding a new email and letting it create its own PST of which you can later use for your own email address.

antspants said:

I'd of proffered to create you an email address in one of my domains to use as a starting point. That way, the structure would of already been there for you to copy your folders and contacts etc into.
It's a simple task adding a new email and letting it create its own PST of which you can later use for your own email address.

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If this works, it shouldn't be too terribly cumbersome. If it doesn't work, your suggestion can be "Plan B."

BTW, you don't seem like the "shouting in meetings" type.

Dave in Houston said:

If this works, it shouldn't be too terribly cumbersome. If it doesn't work, your suggestion can be "Plan B."

BTW, you don't seem like the "shouting in meetings" type.

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lol I don’t shout, I bite. It’s why I am loved so much in here and have been blocked by 65% of members.

I must add though, half of the things I have suggested I haven’t seen you try, the main one being testing ALL other pst files.
You can still do that by adding the pst files as the guy did in that video (PM) at 3min15sec and inspect them in Outlook. Close them like he did if they aren’t appropriate.
What we are looking for is a pst without any (This computer Only) folders

antspants said:

I must add though, half of the things I have suggested I haven’t seen you try, the main one being testing ALL other pst files.
You can still do that by adding the pst files as the guy did in that video (PM) at 3min15sec and inspect them in Outlook. Close them like he did if they aren’t appropriate.
What we are looking for is a pst without any (This computer Only) folders

Click to expand...

I can try this. I am working with the earliest PST I have, though, so I suspect the later ones will also have "This computer only" folders.

Also, all my "Contacts" exist only in the "This computer only" contacts folder. Will it work to just more that whole folder down to a new PST?

Dave in Houston said:

Also, all my "Contacts" exist only in the "This computer only" contacts folder. Will it work to just more that whole folder down to a new PST?

Click to expand...

Easy fix, I’ll have it all ready (as per our PM) hopefully by the time you get back later. First thing we are going to do is unclutter the current pst.

I know all your contacts are in “Contacts (this computer only)” are there any in “contacts”?

antspants said:

I know all your contacts are in “Contacts (this computer only)” are there any in “contacts”?

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There are two in that folder. I've added them more recently.

Dave in Houston said:

There are two in that folder. I've added them more recently.

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OK.

Im currently working on the steps for you to proceed. I need a bit of time, I have to screw with my outlook to make sure I am guiding you properly, Dave. I made a Windows image so all good.
I just need a bit of time. Please trust me. mwwwhahahahahaha

I cancelled my meetings. I’m happy, thanks for the excuse

Still working on it, Dave, there is a lot to process and create tutorials for.

This is what and what is in it?



Denis

This is going to be a process, Dave. PLEASE don't do it tired, please do it slowly, please do it as follows. If you have a question, post it, if you can, wait and do nothing until you get a reply. Sorry about the time zones.

We will add the new email account later.

First we unclutter the current PST. We do this to shorten the folder pane.

Make sure you have the backup of the broken PST just in case (you should have after me nagging you about backups).

Get ready....
Working from the bottom up.


(Right click on folders)

Delete "Undeliverable Mail"

Delete "Sync Issues (This computer only)"

Delete "Suspect Email"

Delete "Sent Spam"

Delete "Known Spam"

Delete the last two Junk folders "JunkEmail & Junk Email1"

Do you use Journal? Who does right?
Delete Journal (This computer only)

Delete nothing else.



I am not sure what to do there.
I am wondering (because a Calendar can contain more than one set of calendars (it's confusing) if you have all the calender views ticked) You may have appointments in differed calendar types within the calendar"
I assume, just copy the calendar you think is most correct (More on copying this later)


Check in there for anything you think should not have been deleted. Not emails, just anything obvious. Not important: - If not, right click on deleted items and choose empty


Select "Contacts (This computer Only)"
Click on the first contact, use keyboard shortcut CTRL + A (Select all)
Then keyboard shortcut CTRL + C (Copy)

Click on "Contacts"
Use keyboard shortcut CTRL + V (Paste)
The contacts should all copy into the "Contacts" folder
If successful, DELETE "Contacts (This Computer Only)"

You may get a merge box if there are existing contacts that conflict with contacts already in the contacts folder (you said only 2 new, but do it from this direction Copy all in "Contacts This computer only" -> into -> "Contacts". Because we will be relocating "Contacts" to the new PST)


Do you have anything in Drafts that you need? If so, leave alone for now.
If not, right click and empty.

---

Before you start:
(Click on any images to enlarge them)

Open Control Panel:

1. Search Windows for Control Panel
2. Open Control Panel
3. In the top right corner of Control Panel, search for "MAIL"
4. Open "Mail (Microsoft Outlook)"



5. This box will pop open



6. Click on "Email Accounts"
7. Remove all Email accounts.



7. click "New" click "Manual setup of additional server types"



8. Click "POP or IMAP" click "Next"



9. Fill out the information:





15. In that same window, click "Existing Outlook Data File" and click "Browse" go to Documents\Outlook Files\ and select "OutlookDave-2024-04-01.PST"

We are NOT using an existing data file because we want the new email address to create a new PST

10. Click on "More Settings"
(Secure Server requirements are on post #49 as follows:)
11. Click on the "Outgoing Server" tab
12. Click on "My outgoing server requires authentication" click "Log on using" and enter your username (email) and password



13. Click on the "Advanced" tab





14. Click "OK" (the box will close)
15. Click "Next"
A test account box will pop up



16. When it's finished, click close.
17. Click "Finish"

---

Open Outlook

You should now see the new email address at the bottom of the left folder pain in Outlook, independent of the original PST. The new email address should have sub-folders, this is your new PST




Give the new email address (PST) time to sync, send yourself an email using that account to that account and click send receive maybe?

• Right click on the Calendar you want to copy in the original PST, select "copy calendar"
• When the box pops up, click on the new email address only (for it to be directly under the PST)
• The Calendar will copy to the new PST

If there is NO Contacts folder in the new PST, there should be but that isn't a given - (make sure you're in "Folder View")

Right click on the "Contacts" folder in the original PST (because we copied all the contacts into there), select "copy folder"
When the box pops up, click on the new email address only (not a sub folder)
Click OK

IF there IS a Contacts folder in the new PST

Go back to the original PST
Select "Contacts" (because we copied all the contacts into there)
Click on the first contact
Use keyboard shortcut CTRL + A (Select all)
Then keyboard shortcut CTRL + C (Copy)

Go to the new PST, click on Contacts
Use keyboard shortcut CTRL + V (Paste)
The contacts should all copy into the "Contacts" folder in the new email (PST)


We can't copy the whole Inbox all at once because you can only have one inbox and you can not delete the inbox from the new PST to replace it.

Select the inbox in the old PST
Click on the first email
Use keyboard shortcut CTRL + A (Select all)
Then keyboard shortcut CTRL + C (Copy)

Go to the new inbox in your PST, click on Inbox
Use keyboard shortcut CTRL + V (Paste)
The emails should all copy into the "Inbox" folder in the new email (PST)


Regarding Email Sub-folders in your inbox:

You need to do them one at a time. A pain in the rear.

Personally I like them independent to the inbox and as a direct sub-folder of the PST. But you can place them in the Inbox if you proffer, it would make the folder view structure a lot easier because you have so... many... folders.

• Right click on the/a folder you want to copy in the original PST, select "copy folder"
  (start from top and work down, if you like, you can delete each folder in the old PST as you go, as long as it copied over properly)
  
  
• When the box pops up, select the "Inbox" under the new email address (for it to be copied into the inbox as an inbox sub-folder)
  
  
• Click OK
  
  
• The folder will start to copy over into the new Inbox folder (if you chose the inbox otherwise as a sub-folder to the new PST)
  
  
• Repeat this for each folder in the original inbox, you will obviously be busy, you have many.
  
  
• If you want to copy the "Sent" folder (not sure why it's just called "sent) into the new "Sent items" folder in the new PST, repeat the process that you used for the Inbox
  
  Select the "Sent" folder in the old PST
  Click on the first email
  Use keyboard shortcut CTRL + A (Select all)
  Then keyboard shortcut CTRL + C (Copy)
  
  Go to the new PST and select the "Sent Items" folder
  Use keyboard shortcut CTRL + V (Paste)
  The emails should all copy into the "Sent Items" folder in the new email (PST)
  
  
• Same goes for Drafts
  
  Select the "Drafts" folder in the old PST
  Click on the first email
  Use keyboard shortcut CTRL + A (Select all)
  Then keyboard shortcut CTRL + C (Copy)
  
  Go to the new PST and select the "Drafts" folder
  Use keyboard shortcut CTRL + V (Paste)
  The emails should all copy into the "Sent Items" folder in the new email (PST)

Part 2 later. I'm cross-eyed.

Try3 said:

This is what and what is in it?
View attachment 93119


Denis

Click to expand...

Denis, if you were following the thread in its entirety, you'd know

antspants said:

Part 2 later. I'm cross-eyed.

Click to expand...

When we're complete and are sure it's OK, we revisit post #64

IMPORTANT: (I forgot to mention)

After adding the new email, it should now appear in Documents\Outlook Files\ as a new PST

If there isn't a new PST in there, something went wrong.

Before we revisit Post #64.
We rename the new PST. Preferably without spaces in the filename Hyphens-&Underscores_are better IMO
This is now the PST we BACKUP and use for the revisit.

We can also add the add-on to Outlook for automatic backup. I'll guide you through it.

At first, I thought I might do the cleaning up of the old PST tonight, but as I read all the other instructions, it struck me that maybe it would be better to wait until after I sleep.

We're taking care of our daughter's dog while she is traveling for work. Last night, we had a bad thunderstorm, and the dog insisted on coming in the bedroom and keeping me awake.

I'm hoping for a full night of sleep tonight.

Thanks (as always) for the help.

There is more than one way to do things, but as I am helping you with this, I decided to go with what I would do after replicating it in my Outlook.
There are other ways, some might possibly skip cleaning up the original PST. I chose not to.

Sleep well, Dave… woof

Try3 said:

This is what and what is in it?

Click to expand...

Dave,

I can tell that you have seen my question but you have not responded to it.

I suspect that it is the new pst file that you referred to earlier.



I believe that it is important to decide where you are going to copy folders & items to so that you can avoid having to do it all over again.


Denis