Becoming a USC affiliate
Upon separation from the University, employees do not retain access to their USC accounts or data stored on those accounts. In limited cases, USC faculty may be eligible for affiliate status (also sometimes colloquially referred to as iVIP) and can regain electronic access to certain USC resources.
If you are a Dornsife faculty member, you may qualify for affiliate status through one of the following methods:
- Sponsorship within Dornsife by your department as a guest affiliate
- Sponsorship within Dornsife by Faculty Affairs as an adjunct professor, visiting scholar, or other affiliate holding an official Dornsife appointment
- Sponsorship within USC by the Emeriti Center as an emeriti affiliate
To ensure a smooth transition, please review this guide well in advance of your separation date from the University. You will need to begin preparing your accounts while you are an active USC faculty member and still have full electronic access to USC resources. Crucially, you will need to download any Google Apps data (e.g. Google Drive files, Gmail messages, Google Calendar) you wish to retain prior to becoming an affiliate, as you will lose access to Google Apps once you are no longer active in Workday. Step-by-step instructions are included in the guide below.
Useful terms
- USC affiliate
- An individual who has been granted electronic access to USC services and who does not hold the status of active USC faculty, staff, or student
- iVIP system
- The system USC uses to grant affiliate status
- iVIP
- Technically refers to the iVIP system, but colloquially, iVIP is used interchangeably with affiliate (e.g. "Sasha is an iVIP" just means "Sasha is a USC affiliate")
If your Dornsife department or Faculty Affairs is sponsoring you
Step 1: While you are still an active USC faculty member
- Confirm your separation date with Faculty Affairs.
- Confirm your eligibility for sponsorship with your department or with Faculty Affairs. Once confirmed, you must provide the following information:
Information to provide to your sponsor
- Your USC 10-digit ID
- Full legal name
- Display/preferred name
- Date of birth
- Permanent mailing address
- Non-USC email address
- Non-USC phone number
- Download/migrate any Google Apps data now, as you will lose access to that data upon your separation date and it will not be restored when you become an affiliate. This includes Google Drive files and folders, Gmail, and any other Google Apps you currently use at USC.
Download your Google App files using Google Takeout
Quick guide
- Go to https://takeout.google.com.
- Sign in to your USC Google account:
- Type in your USC email address and click on Next.
- The Shibboleth login page displays. Log in using your USC credentials.
- The Duo screen displays. Follow the on-screen prompt to complete authentication.
- Click on Continue.
-
Step 1: Select data to include displays. By default, all Google applications are selected.
- Click on the checkbox for each application to select/deselect the application. Google applications you may want to select include:
- Calendar
- Chrome
- Contacts
- Drive
- Note: while you can select "Mail" here, we recommend leaving it unselected and instead following our instructions below for migrating your Gmail messages. This is because Google Takeout will export Gmail messages in MBOX format, which is not easy to import into Outlook.
- Click on Next step.
-
Step 2: Choose file type, frequency & destination displays. You can keep the fields on the following defaults:
-
Delivery method: Send download link via email
-
Frequency: Export once (1 export)
-
File type & size:
- Click on Create export.
- Google begins making a downloadable copy of your Google Apps data. You can leave the page while Google works on this.
- Once the download is ready, Google will email you with the subject line "Your Google data archive is ready to download."
- Open this email and click on Download your files.
- Google's "Manage your exports" page opens. Click on Download.
- If you're downloading your data to your own secure non-USC computer, you're all set. If you're downloading your data to your USC computer, once the data is downloaded you will need to transfer it to an encrypted external storage device, as you will not have access to your USC computer beyond your separation date.
Detailed guide (with screenshots)
- Go to https://takeout.google.com.
- Sign in to your USC Google account:
- Type in your USC email address and click on Next.
- The Shibboleth login page displays. Log in using your USC credentials.
- The Duo screen displays. Follow the on-screen prompt to complete authentication.
- Click on Continue.
-
Step 1: Select data to include displays. By default, all Google applications are selected.
- Click on the checkbox for each application to select/deselect the application.
- Google applications you may want to select include:
- Calendar
- Chrome
- Contacts
- Drive
- Note: while you can select "Mail" here, we recommend leaving it unselected and instead following our instructions below for migrating your Gmail messages. This is because Google Takeout will export Gmail messages in MBOX format, which is not easy to import into Outlook.
- Once you have selected the applications for which you want to download your data, click on Next step.
-
Step 2: Choose file type, frequency & destination displays. You can keep the fields on the following defaults:
-
-
Delivery method: Send download link via email
-
Frequency: Export once (1 export)
-
File type & size:
- Click on Create export.
- Google begins making a downloadable copy of your Google Apps data. You can leave the page while Google works on this (per Google, this may take hours or days to complete).
- Once the download is ready, Google will email you with the subject line "Your Google data archive is ready to download."
- Open this email and click on Download your files.
- Google's "Manage your exports" page opens. Click on Download.
- If you're downloading your data to your own secure non-USC computer, you're all set. If you're downloading your data to your USC computer, once the data is downloaded you will need to transfer it to an encrypted external storage device, as you will not have access to your USC computer beyond your separation date.
Transfer your Gmail messages to Outlook Client for PC
Quick guide
Step 1: Configure your Gmail settings
- Log into your USC Gmail account at http://mail.google.com/a/usc.edu/.
- Click on the gear icon in the upper right corner of the screen.
- Click on See all settings.
- Click on the Forwarding and POP/IMAP tab.
- In the IMAP Access section, select Enable IMAP.
- Click on Save Changes.
Step 2: Set up a Google App Password
This process is required in order for a non-Google application such as Outlook Client to access your Gmail account.
First, turn on Google 2-Step Verification:
- Log into your USC Google account at https://myaccount.google.com/.
- In the left-hand navigation menu, click on Security.
- In the Signing in to Google panel, click on 2-Step Verification.
- Click on Get Started.
- Type in the phone number you want to use for 2-step verification.
- You can leave Text message selected if you prefer to get verification codes by text, or select Phone call if you prefer a call. You can also click on Show more options for additional methods.
- Click on Next.
- Google contacts the phone number you provided using the method you selected. Type in the code you received.
- Click on Next.
- Click on Turn on.
Next, create a Google App Password:
- At the top of the page, click on the left-facing arrow next to 2-Step Verification.
- In the Signing in to Google panel, click on App passwords.
- Click on the Select app dropdown menu and select Mail.
- Click on the Select device dropdown menu and select the option corresponding to your USC computer (Mac or Windows Computer).
- Click on Generate.
- The 16-digit code displayed in the yellow box is your app password. Copy this down, as you will need to enter this into Outlook Client in a few steps.
- Click on Done.
Step 3: Configure your Outlook Client settings
- Open Outlook Client.
- Click on the File tab in the upper left corner of the window.
- Click on Add Account.
- Select Manual setup or additional server types.
- Click on Next.
- Select POP or IMAP. Click on Next.
- Fill out the following fields:
-
User Information
- Your Name
-
Email Address (make sure to include @usc.edu)
-
Server Information
-
Account Type: Click on the dropdown menu and select IMAP.
-
Incoming mail server: imap.gmail.com
-
Outgoing mail server (SMTP): smtp.gmail.com
-
Logon Information
-
User Name (autofills with the @usc.edu you entered under Email Address)
-
Password: Enter the 16-digit code you generated earlier for your Google App Password.
- Select the checkbox for Remember password.
- Click on More Settings…
- In the General tab, type in a name for your account.
- Click on the Outgoing Server tab.
- Select the checkbox for My outgoing server (SMTP) requires authentication.
- Click on the Advanced tab.
- Fill out the following fields:
-
Incoming server (IMAP): 993
-
Use the following type of encrypted connection: SSL
-
Outgoing server (SMTP): 587
-
Use the following type of encrypted connection: TLS
- (You may have to re-enter 587 once you select TLS)
- Click on OK.
- Click on Next.
- Click on Close.
- Click on Finish.
Step 4: Copy your emails from Gmail into Outlook
Your USC Gmail account now displays as an expandable folder in the Inbox panel in Outlook Client beneath existing folders. Within Outlook Client, you can now select and copy emails and folders from your Gmail account to your Outlook inbox.
Some common actions in Outlook Client:
-
Copying emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Moving emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Deleting emails/folders from your Gmail account within Outlook Client: Deletes the original email/folder from your Gmail account.
Detailed guide (with screenshots)
Step 1: Configure your Gmail settings
- Log into your USC Gmail account at http://mail.google.com/a/usc.edu/.
- Click on the gear icon in the upper right corner of the page.
- Click on See all settings.
- Click on the Forwarding and POP/IMAP tab.
- In the IMAP Access section, select Enable IMAP.
- Click on Save Changes.
Step 2: Set up a Google App Password
This process is required in order for a non-Google application such as Outlook Client to access your Gmail account.
First, turn on Google 2-Step Verification:
- Log into your USC Google account at https://myaccount.google.com/.
- In the left-hand navigation menu, click on Security.
- In the Signing in to Google panel, click on 2-Step Verification.
- Click on Get Started.
- Type in the phone number you want to use for 2-step verification.
- You can leave Text message selected if you prefer to get verification codes by text, or select Phone call if you prefer a call. You can also click on Show more options for additional methods.
- Click on Next.
- Google contacts the phone number you provided using the method you selected. Type in the code you received.
- Click on Next.
- Click on Turn on.
Next, create a Google Application Password:
- At the top of the page, click on the left-facing arrow next to 2-Step Verification.
- In the Signing in to Google panel, click on App passwords.
- Click on the Select app dropdown menu and select Mail.
- Click on the Select device dropdown menu and select the option corresponding to your USC computer (Mac or Windows Computer).
- Click on Generate.
- The 16-digit code displayed in the yellow bar is your app password. Copy this down, as you will need to enter this into Outlook Client in a few steps.
- Click on Done.
Step 3: Configure your Outlook Client settings
- Open Outlook Client.
- Click on the File tab in the upper left corner of the window.
- Click on Add Account.
- Select Manual setup or additional server types.
- Click on Next.
- Select POP or IMAP. Click on Next.
- Fill out the following fields:
-
User Information
- Your Name
-
Email Address (make sure to include @usc.edu)
-
Server Information
-
Account Type: Click on the dropdown menu and select IMAP.
-
Incoming mail server: imap.gmail.com
-
Outgoing mail server (SMTP): smtp.gmail.com
-
Logon Information
-
User Name (autofills with the @usc.edu you entered under Email Address)
-
Password: Enter the 16-digit code you generated earlier for your Google App Password.
- Select the checkbox for Remember password.
- Click on More Settings…
- In the General tab, type in a name for your account.
- Click on the Outgoing Server tab.
- Select the checkbox for My outgoing server (SMTP) requires authentication.
- Click on the Advanced tab.
- Fill out the following fields:
-
Incoming server (IMAP): 993
-
Use the following type of encrypted connection: SSL
-
Outgoing server (SMTP): 587
-
Use the following type of encrypted connection: TLS
- (You may have to re-enter 587 once you select TLS)
- Click on OK.
- Click on Next.
- Click on Close.
- Click on Finish.
Step 4: Copy your emails from Gmail into Outlook
Your USC Gmail account now displays as an expandable folder in the Inbox panel in Outlook Client beneath existing folders. Within Outlook Client, you can now select and copy emails and folders from your Gmail account to your Outlook inbox.
Some common actions in Outlook Client:
-
Copying emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Moving emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Deleting emails/folders from your Gmail account within Outlook Client: Deletes the original email/folder from your Gmail account.
Transfer your Gmail messages to Outlook Client for Mac
Quick guide
Step 1: Configure your Gmail settings
- Log into your USC Gmail account at http://mail.google.com/a/usc.edu/.
- Click on the gear icon in the upper right corner of the screen.
- Click on See all settings.
- Click on the Forwarding and POP/IMAP tab.
- In the IMAP Access section, select Enable IMAP.
- Click on Save Changes.
Step 2: Configure your Outlook Client settings
- Open Outlook Client.
- In the upper toolbar, click on Tools.
- Select Accounts…
- In the bottom left corner of the window, click on the + icon.
- Select New Account…
- Type in your USC email address and click on Continue.
- Your browser opens to Gmail. Click on Next.
- Click on Allow.
- Click on Open Microsoft Outlook.
- Outlook Client adds your account. Click on Done.
- Make sure that the fields are updated as follows:
-
Incoming server
- imap.gmail.com
- Port: 993
- Checkbox should be selected for Use SSL to connect (recommended)
-
Outgoing server
- smtp.gmail.com
- Port: 587
- Checkbox should be selected for Override default port
- Checkbox should be selected for Use SSL to connect (recommended)
- You can now close the Accounts window.
Step 3: Copy your emails from Gmail into Outlook
Your USC Gmail account now displays as an expandable folder in the Inbox panel in Outlook Client beneath existing folders. Within Outlook Client, you can now select and copy emails and folders from your Gmail account to your Outlook inbox.
Some common actions in Outlook Client:
-
Copying emails/folders from your Gmail account to your Outlook inbox: Creates and moves a copy of the email/folder into your Outlook inbox. The original email/folder remains in your Gmail account.
-
Moving emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Deleting emails/folders from your Gmail account within Outlook Client: Deletes the original email/folder from your Gmail account.
Step 2: Once you are no longer an active USC faculty member
- Your sponsor fills out and submits an iVIP request in MyDornsife on your behalf.
- DTS receives the request and adds you to the iVIP system as an affiliate. ITS completes the process.
- DTS emails the non-USC email address you provided in Step 1 above and confirms that you are now a USC affiliate.
Step 3: Once you are a USC affiliate
- Use your USC credentials to log into MyPortal (https://my.usc.edu) and access e-services from there.
- If, following Step 1 above ("While you are still an active USC faculty member"), you previously transferred Gmail emails/folders to your inbox in Outlook, those emails/folders will now show up when you open your @usc.edu email account in Outlook Client.
- If, following Step 1 above ("While you are still an active USC faculty member"), you previously downloaded your Google Apps files to your own secure non-USC computer or to an encrypted external storage device, you can now upload them into Microsoft Office 365:
Uploading your files to Microsoft Office 365
- First, follow our instructions for "Setting up Microsoft OneDrive" on your computer.
- Now, copy or move your Google Apps files/folders into your Microsoft OneDrive folder.
- Microsoft OneDrive will begin syncing. You're all set!
- Make sure to double-check the end date of your affiliate status and USC access with your sponsor.
If the Emeriti Center is sponsoring you
Step 1: While you are still an active USC faculty member
- Confirm your separation date with Faculty Affairs.
-
Contact the Emeriti Center, if you aren't already in touch with them, for sponsorship.
- Download/migrate any Google Apps data now, as you will lose access to that data upon your separation date and it will not be restored when you become an affiliate. This includes Google Drive files and folders, Gmail, and any other Google Apps you currently use at USC.
Download your Google App files using Google Takeout
Quick guide
- Go to https://takeout.google.com.
- Sign in to your USC Google account:
- Type in your USC email address and click on Next.
- The Shibboleth login page displays. Log in using your USC credentials.
- The Duo screen displays. Follow the on-screen prompt to complete authentication.
- Click on Continue.
-
Step 1: Select data to include displays. By default, all Google applications are selected.
- Click on the checkbox for each application to select/deselect the application. Google applications you may want to select include:
- Calendar
- Chrome
- Contacts
- Drive
- Note: while you can select "Mail" here, we recommend leaving it unselected and instead following our instructions below for migrating your Gmail messages. This is because Google Takeout will export Gmail messages in MBOX format, which is not easy to import into Outlook.
- Click on Next step.
-
Step 2: Choose file type, frequency & destination displays. You can keep the fields on the following defaults:
-
Delivery method: Send download link via email
-
Frequency: Export once (1 export)
-
File type & size:
- Click on Create export.
- Google begins making a downloadable copy of your Google Apps data. You can leave the page while Google works on this.
- Once the download is ready, Google will email you with the subject line "Your Google data archive is ready to download."
- Open this email and click on Download your files.
- Google's "Manage your exports" page opens. Click on Download.
- If you're downloading your data to your own secure non-USC computer, you're all set. If you're downloading your data to your USC computer, once the data is downloaded you will need to transfer it to an encrypted external storage device, as you will not have access to your USC computer beyond your separation date.
Detailed guide (with screenshots)
- Go to https://takeout.google.com.
- Sign in to your USC Google account:
- Type in your USC email address and click on Next.
- The Shibboleth login page displays. Log in using your USC credentials.
- The Duo screen displays. Follow the on-screen prompt to complete authentication.
- Click on Continue.
-
Step 1: Select data to include displays. By default, all Google applications are selected.
- Click on the checkbox for each application to select/deselect the application.
- Google applications you may want to select include:
- Calendar
- Chrome
- Contacts
- Drive
- Note: while you can select "Mail" here, we recommend leaving it unselected and instead following our instructions below for migrating your Gmail messages. This is because Google Takeout will export Gmail messages in MBOX format, which is not easy to import into Outlook.
- Once you have selected the applications for which you want to download your data, click on Next step.
-
Step 2: Choose file type, frequency & destination displays. You can keep the fields on the following defaults:
-
-
Delivery method: Send download link via email
-
Frequency: Export once (1 export)
-
File type & size:
- Click on Create export.
- Google begins making a downloadable copy of your Google Apps data. You can leave the page while Google works on this (per Google, this may take hours or days to complete).
- Once the download is ready, Google will email you with the subject line "Your Google data archive is ready to download."
- Open this email and click on Download your files.
- Google's "Manage your exports" page opens. Click on Download.
- If you're downloading your data to your own secure non-USC computer, you're all set. If you're downloading your data to your USC computer, once the data is downloaded you will need to transfer it to an encrypted external storage device, as you will not have access to your USC computer beyond your separation date.
Transfer your Gmail messages to Outlook Client for PC
Quick guide
Step 1: Configure your Gmail settings
- Log into your USC Gmail account at http://mail.google.com/a/usc.edu/.
- Click on the gear icon in the upper right corner of the screen.
- Click on See all settings.
- Click on the Forwarding and POP/IMAP tab.
- In the IMAP Access section, select Enable IMAP.
- Click on Save Changes.
Step 2: Set up a Google App Password
This process is required in order for a non-Google application such as Outlook Client to access your Gmail account.
First, turn on Google 2-Step Verification:
- Log into your USC Google account at https://myaccount.google.com/.
- In the left-hand navigation menu, click on Security.
- In the Signing in to Google panel, click on 2-Step Verification.
- Click on Get Started.
- Type in the phone number you want to use for 2-step verification.
- You can leave Text message selected if you prefer to get verification codes by text, or select Phone call if you prefer a call. You can also click on Show more options for additional methods.
- Click on Next.
- Google contacts the phone number you provided using the method you selected. Type in the code you received.
- Click on Next.
- Click on Turn on.
Next, create a Google App Password:
- At the top of the page, click on the left-facing arrow next to 2-Step Verification.
- In the Signing in to Google panel, click on App passwords.
- Click on the Select app dropdown menu and select Mail.
- Click on the Select device dropdown menu and select the option corresponding to your USC computer (Mac or Windows Computer).
- Click on Generate.
- The 16-digit code displayed in the yellow box is your app password. Copy this down, as you will need to enter this into Outlook Client in a few steps.
- Click on Done.
Step 3: Configure your Outlook Client settings
- Open Outlook Client.
- Click on the File tab in the upper left corner of the window.
- Click on Add Account.
- Select Manual setup or additional server types.
- Click on Next.
- Select POP or IMAP. Click on Next.
- Fill out the following fields:
-
User Information
- Your Name
-
Email Address (make sure to include @usc.edu)
-
Server Information
-
Account Type: Click on the dropdown menu and select IMAP.
-
Incoming mail server: imap.gmail.com
-
Outgoing mail server (SMTP): smtp.gmail.com
-
Logon Information
-
User Name (autofills with the @usc.edu you entered under Email Address)
-
Password: Enter the 16-digit code you generated earlier for your Google App Password.
- Select the checkbox for Remember password.
- Click on More Settings…
- In the General tab, type in a name for your account.
- Click on the Outgoing Server tab.
- Select the checkbox for My outgoing server (SMTP) requires authentication.
- Click on the Advanced tab.
- Fill out the following fields:
-
Incoming server (IMAP): 993
-
Use the following type of encrypted connection: SSL
-
Outgoing server (SMTP): 587
-
Use the following type of encrypted connection: TLS
- (You may have to re-enter 587 once you select TLS)
- Click on OK.
- Click on Next.
- Click on Close.
- Click on Finish.
Step 4: Copy your emails from Gmail into Outlook
Your USC Gmail account now displays as an expandable folder in the Inbox panel in Outlook Client beneath existing folders. Within Outlook Client, you can now select and copy emails and folders from your Gmail account to your Outlook inbox.
Some common actions in Outlook Client:
-
Copying emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Moving emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Deleting emails/folders from your Gmail account within Outlook Client: Deletes the original email/folder from your Gmail account.
Detailed guide (with screenshots)
Step 1: Configure your Gmail settings
- Log into your USC Gmail account at http://mail.google.com/a/usc.edu/.
- Click on the gear icon in the upper right corner of the page.
- Click on See all settings.
- Click on the Forwarding and POP/IMAP tab.
- In the IMAP Access section, select Enable IMAP.
- Click on Save Changes.
Step 2: Set up a Google App Password
This process is required in order for a non-Google application such as Outlook Client to access your Gmail account.
First, turn on Google 2-Step Verification:
- Log into your USC Google account at https://myaccount.google.com/.
- In the left-hand navigation menu, click on Security.
- In the Signing in to Google panel, click on 2-Step Verification.
- Click on Get Started.
- Type in the phone number you want to use for 2-step verification.
- You can leave Text message selected if you prefer to get verification codes by text, or select Phone call if you prefer a call. You can also click on Show more options for additional methods.
- Click on Next.
- Google contacts the phone number you provided using the method you selected. Type in the code you received.
- Click on Next.
- Click on Turn on.
Next, create a Google Application Password:
- At the top of the page, click on the left-facing arrow next to 2-Step Verification.
- In the Signing in to Google panel, click on App passwords.
- Click on the Select app dropdown menu and select Mail.
- Click on the Select device dropdown menu and select the option corresponding to your USC computer (Mac or Windows Computer).
- Click on Generate.
- The 16-digit code displayed in the yellow bar is your app password. Copy this down, as you will need to enter this into Outlook Client in a few steps.
- Click on Done.
Step 3: Configure your Outlook Client settings
- Open Outlook Client.
- Click on the File tab in the upper left corner of the window.
- Click on Add Account.
- Select Manual setup or additional server types.
- Click on Next.
- Select POP or IMAP. Click on Next.
- Fill out the following fields:
-
User Information
- Your Name
-
Email Address (make sure to include @usc.edu)
-
Server Information
-
Account Type: Click on the dropdown menu and select IMAP.
-
Incoming mail server: imap.gmail.com
-
Outgoing mail server (SMTP): smtp.gmail.com
-
Logon Information
-
User Name (autofills with the @usc.edu you entered under Email Address)
-
Password: Enter the 16-digit code you generated earlier for your Google App Password.
- Select the checkbox for Remember password.
- Click on More Settings…
- In the General tab, type in a name for your account.
- Click on the Outgoing Server tab.
- Select the checkbox for My outgoing server (SMTP) requires authentication.
- Click on the Advanced tab.
- Fill out the following fields:
-
Incoming server (IMAP): 993
-
Use the following type of encrypted connection: SSL
-
Outgoing server (SMTP): 587
-
Use the following type of encrypted connection: TLS
- (You may have to re-enter 587 once you select TLS)
- Click on OK.
- Click on Next.
- Click on Close.
- Click on Finish.
Step 4: Copy your emails from Gmail into Outlook
Your USC Gmail account now displays as an expandable folder in the Inbox panel in Outlook Client beneath existing folders. Within Outlook Client, you can now select and copy emails and folders from your Gmail account to your Outlook inbox.
Some common actions in Outlook Client:
-
Copying emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Moving emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
-
Deleting emails/folders from your Gmail account within Outlook Client: Deletes the original email/folder from your Gmail account.
Transfer your Gmail messages to Outlook Client for Mac
Quick guide
Step 1: Configure your Gmail settings
- Log into your USC Gmail account at http://mail.google.com/a/usc.edu/.
- Click on the gear icon in the upper right corner of the screen.
- Click on See all settings.
- Click on the Forwarding and POP/IMAP tab.
- In the IMAP Access section, select Enable IMAP.
- Click on Save Changes.
Step 2: Configure your Outlook Client settings
- Open Outlook Client.
- In the upper toolbar, click on Tools.
- Select Accounts…
- In the bottom left corner of the window, click on the + icon.
- Select New Account…
- Type in your USC email address and click on Continue.
- Your browser opens to Gmail. Click on Next.
- Click on Allow.
- Click on Open Microsoft Outlook.
- Outlook Client adds your account. Click on Done.
- Make sure that the fields are updated as follows:
-
Incoming server
- imap.gmail.com
- Port: 993
- Checkbox should be selected for Use SSL to connect (recommended)
-
Outgoing server
- smtp.gmail.com
- Port: 587
- Checkbox should be selected for Override default port
- Checkbox should be selected for Use SSL to connect (recommended)
- You can now close the Accounts window.
Step 3: Copy your emails from Gmail into Outlook
Your USC Gmail account now displays as an expandable folder in the Inbox panel in Outlook Client beneath existing folders. Within Outlook Client, you can now select and copy emails and folders from your Gmail account to your Outlook inbox.
Some common actions in Outlook Client:
-
Copying emails/folders from your Gmail account to your Outlook inbox: Creates and moves a copy of the email/folder into your Outlook inbox. The original email/folder remains in your Gmail account.
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Moving emails/folders from your Gmail account to your Outlook inbox: Moves the original email/folder into your Outlook inbox. The email/folder is removed from your Gmail account.
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Deleting emails/folders from your Gmail account within Outlook Client: Deletes the original email/folder from your Gmail account.
Step 2: Once you are no longer an active USC faculty member
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Contact the Emeriti Center, if you aren't already in touch with them, for sponsorship. They should let you know once you are in the iVIP system as a USC affiliate.
Step 3: Once you are a USC affiliate
- Email DTS to request reactivation of your Dornsife account, if you need access to Dornsife computers, printers, or folders on network drives.
- If, following Step 1 above ("While you are still an active USC faculty member"), you previously transferred Gmail emails/folders to your inbox in Outlook, those emails/folders will now show up when you open your @usc.edu email account in Outlook Client.
- If, following Step 1 above ("While you are still an active USC faculty member"), you previously downloaded your Google Apps files to your own secure non-USC computer or to an encrypted external storage device, you can now upload them into Microsoft Office 365:
Uploading your files to Microsoft Office 365
- First, follow our instructions for "Setting up Microsoft OneDrive" on your computer.
- Now, copy or move your Google Apps files/folders into your Microsoft OneDrive folder.
- Microsoft OneDrive will begin syncing. You're all set!
Contributor(s): Chris Huntley, Han Tran.