- Obtain another email account. If you do not have another email address already, you can obtain a free Gmail account.
- In addition, we suggest setting up a permanent Swarthmore Alumni alias account which provides an easy way to distribute your email address as your future addresses change. For more information, visit the Alumni website.
- Notify people about your new email address before your Swarthmore email account is disabled. To make the transition easier, you have a few options in Gmail. You can set up an auto-reply (vacation responder) that includes information about your new email address. You can also set up mail forwarding to your new email account until the account is disabled.
- How do I set up an Automatic Reply (Away) Message?
Pull down the gear icon [Settings] to Settings. Scroll down in the General section. Under "Vacation responder" there is a check box for "Vacation responder on". When you check the box you are presented with a text box to compose your message as well as a first day to start sending the auto reply message. Click Save Changes at the bottom of screen to confirm your changes.
- How do I set up automatic email forwarding?
Pull down the gear icon [Settings] to Settings. Scroll down in the General section. Under "Forwarding and POP/IMAP" there is a check box to "Forward a copy of incoming mail to". Check the box and enter the address you want to forward mail to. We recommend keeping the default of "Keep swarthmore.edu's mails copy in the Inbox". A confirmation email will be sent to your forwarding email address. You need to accept the forwarding from the confirmation email before it will begin.
- Before you begin, change the "Allow Less Secure Apps" setting on your Swarthmore Gmail. Instructions to change that setting are here: Allowing Less Secure Apps in Gmail
- Open the Gmail account you want to import to.
- At the top right, click the gear [Settings] .
- Select Settings.
- Select the Accounts and Import tab.
- In the "Check mail from other accounts" section, click Add a mail account.
- Enter your full Swarthmore email address, then click Next.
- Click Next again to "Import emails from my other account (POP3)"
- Make sure your whole @email@example.com address is listed under Username. Enter your Swarthmore password. Change the POP Server pull-down to pop.gmail.com, Port 995
Now you have a few options to choose from. Here are our recommended settings:
- Leave a copy of retrieved messages on the server - Leave unchecked. This setting is controlled in the POP settings of your other account.
- Always use a secure connection (SSL) when retrieving mail - Keep checked.
- Label incoming messages - Check the box if you’d like to easily see which emails in your inbox came from this account. Recommended.
- Archive incoming messages - Leave unchecked. Only check if you don’t want to mix the imported messages from the other account with your inbox.
- Click Add Account. You can skip the "send mail as swarthmore.edu" step because your account will be going away shortly.