Prepare Your Email

Save Attachments Greater than 20 MB

Gmail does not support attachments over 20 MB. This limit applies to a single file over 20 MB and also to smaller attachments on the same message whose total size exceeds 20 MB. If you wish to keep attachments that exceed this limit, you must save them to another location.

ArgoMail:

1. In the left sidebar, select the Inbox folder.
2. Click the Size column heading to sort your messages by size. Initially, this only will only sort the first 25 messages - click Inbox again to sort all messages in the Inbox.
3. Messages are now displayed in size order. Look for those that exceed the 20 MB limit. For those attachments that you wish to keep, right-click the attachment, and save it to your computer, your personal H: drive, or a department drive.
4. Repeat the steps above with each of sub-folders inside the Inbox and also with your Sent Items folder.

Outlook 2007:

1. Open the Tools menu. Select Instant Search, then Advanced Find.
2. Beside "Look for," make sure Messages is selected.
3. Click the Browse button and place checkmarks beside your Inbox and Sent Items. Also place a check beside Search subfolders. Then click OK.
4. Select the More Choices tab. In the size section, enter greater than 20000.
   
5. Click Find Now. Messages exceeding 20 MB will be displayed at the bottom.
6. Open each of the messages, right-click the attachment(s), and save them to your computer, your personal H: drive, or a department drive.
   

Entourage:

1. In the left sidebar, click on your email account name to highlight it. Then from the Edit menu, select Advanced Search.
2. Enter a search for Size Is Greater Than 20000, as shown below.
3. Open each of the messages, right-click the attachment(s), and save them to your computer, your personal H: drive, or a department drive.
   

Remove Slashes from Folder Names

Folders with slashes cannot be moved to Gmail. Follow the steps below to remove slashes from your folder names.

ArgoMail:

1. Right-click the folder name and select Rename.
2. Remove the slash, then click OK.
   

Outlook 2007:

1. Right-click the folder name and select Rename.
   
2. Remove the slash, then press Enter.

Entourage:

1. Right-click the folder name and select Folder Properties.
2. Remove the slash from the name, then click OK.
   

Eliminate Sub-Folders

The Gmail web interface uses labels instead of folders. Unlike folders which can contain many levels of sub-folders, labels are all at the same level. Information Technology Services will copy the Inbox, Inbox sub-folders, Deleted Items, and any other mail folders that you created within the Mailbox. (The "Mailbox" is the folder at the top with your name on it.) For the best results, we recommend that you move all of these folders to the same level - directly under your Mailbox - before your mail is moved to Gmail. Choosing to eliminate sub-folders is a personal preference, but in most cases taking this step will simplify your transition from multi-leveled folders to single-level Gmail labels.

If you do not take this step, your Gmail folder hierarchy will be automatically structured as a single level by combining the folder names into a single label. In the example shown below ("projects" folder containing two sub-folders called "inventory" and "staff meeting"), Gmail would create three labels called "projects," "projects/inventory," and "projects/staff meeting." Messages in the "inventory" folder would be labeled "projects/inventory" in Gmail, while messages up one level in the "projects" folder would simply be labeled "projects" in Gmail.

Watch a VIDEO about how labels work in Gmail

IMPORTANT if you will be managing your email in Outlook: You can skip this step if you will primarily be accessing your personal UWF email account via a new Outlook profile set up by ITS or your Local Support Provider. Your folder structure will remain intact in Outlook; it will only appear as a single level when you view the email account in Gmail.

1. Expand all the mail folders under your Mailbox (Inbox and any other mail folders you created at the same level as the Inbox). The first level of folders under the Mailbox does not need to be changed. However, any sub-folders should be moved so that they are directly inside the Mailbox. In the example below, the "inventory" and "staff meeting" folders need to be moved to the same level as "projects."
2. To do this, click and hold the folder that needs to be moved. Drag it on top of the Mailbox, then release the mouse button.

Examples