Attention Class of 2016: Your account will close on August 22nd, 2016. Please make sure to follow the below steps before that date to properly save your data!
Migrating from Your Reed User Account
Moving on From Reed — Electronically
When your Reed account is closed, your email and all files will be deleted. Read on to learn how to save your data before your account is closed.
You may be wondering what happens to your Reed computing accounts after you leave Reed. Periodically, CUS will close email and AFS accounts of individuals no longer affiliated with the college (recent graduates, departed faculty/staff, etc.). We will send a notification of account closure at least two weeks prior to the accounts shutting down, reminding you to retrieve any important data you may have. After the closure date, mail sent to your @reed.edu address will bounce back to the sender, and files stored in Google Docs/Drive and AFS will no longer be accessible. Here's what you need to do:
- Notify Contacts in Your Address Book
- Set up Email Forwarding
- Backup Your Reed Email Account
- Backup Your Google Docs/Drive files
- Backup Your Home Server Files
Notifying Your Contacts Automatically
You should inform anyone who e-mails you that your account will be closing, and that they should direct future communications elsewhere.
Gmail provides the ability to set up a vacation filter which can be used to inform your contacts of your account closure and how they may e-mail you in the future. See this setup page for detailed instructions for setting this up.
Set Up Email Forwarding
Before your email account is closed, you can temporarily set up email forwarding to an alternative account in order to maintain important contacts. Please keep in mind that once your Reed email account in closed, this forwarding will no longer work!
Please follow the instructions below if you want your Reed email forwarded to another address:
- Log into IRIS: https://iris.reed.edu/email_prefs/update/delivery.
- Enter the desired address in the white box below where it says Deliver my email to another account.
- Click the Update delivery preference button.
Reed also offers graduated seniors an @alumni.reed.edu address which forwards messages to an email address of your choosing. The @alumni.reed.edu is not an email account, it just forwards messages to wherever you choose.
Graduated seniors are able to set up an alumni.reed.edu account by logging into IRIS. A link called Senior Email Forwarding or Alumni Email Forwarding will appear and allow you to set your @alumni.reed.edu address, as well as the address to which your e-mail will be forwarded. Submissions must be approved manually by alumni office staff; please allow some time for changes to be processed.
Back up your Reed Email Account
Backing Up Email Using Thunderbird
An e-mail client such as Thunderbird can be used to save all your e-mail to your own computer. To do this, set up Thunderbird to retrieve e-mail from your Reed account using the instructions in the link above. Create a new folder under Local Folders.
You will then be able to drag and drop single e-mails, entire folders, and even your entire Inbox from your Reed webmail account, into your new folder, thus moving each message, complete with attachments, to your computer.
Note: The messages are moved, not copied. Because they are now on your personal machine, Reed will no longer back them up for you. We recommend that you back them up on your own.
If you want to back up your Thunderbird mail, it lives in the two directories called ImapMail and Mail. On OS X, these can be found in ~/Library/Thunderbird. On Windows, you can find them by searching for the following folder: %appdata%/Thunderbird/Profiles. Then navigate to the ********.default folder (the *s represent a unique random alphanumeric combination specific to the user account). By backing up these folders in a secure location, you ensure that you can restore your saved e-mail even on a completely different computer.
Backing Up Email Using Apple Mail
To back up your email messages in Apple Mail, go to the Mailbox menu and choose New Mailbox. For each folder, select all messages (Edit > Select All) within the folder, right (control)-click them, and move them to folder you just made. Make sure the new folder is in the "On My Mac" portion of folders.
Note: Because these messages are now on your personal machine, Reed will no longer back them up for you. We recommend that you back them up on your own.
To back up your mail, go to the Finder, use the Go menu > Go to folder, and type ~/Library/. Copy (drag) the Mail and Mail/Downloads folders to an external hard drive or burn them to a CD.
Backing Up Email Using a Personal Gmail Account
If you already have a Gmail account other than your Reed gmail, or you have just created one, here are the steps to transfer your emails from the Reed gmail to the personal gmail:
First, change your settings in your Reed account:
- Open the Reed account you want to import from.
- Click the gear in the top right.
- Select Settings.
- Select the Forwarding and POP/IMAP tab.
- In the “POP Download” section, select Enable POP for all mail.
- In the drop-down menu next to “2. When messages are accessed with POP,” choose what to do with messages in this account, such as keep Gmail’s copy in the inbox (recommended).
- Click Save Changes at the bottom of the page.
Then, change your settings in your personal account:
- Open the new, personal account you want to import to.
- Click the gear in the top right.
- Select Settings.
- Select the Accounts and Import tab.
- In the Check mail from other accounts (using POP3) section, click Add a POP3 mail account you own.
- Enter the full email address of your Reed account, then click Next Step.
- Enter your password. If you use 2-Step Verification, you’ll need to enter a new app password.
- Now you have a few options to choose from. Here’s 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.
- Archive incoming messages - Leave unchecked. Only check if you don’t want to see new messages from the other account in your inbox.
- Click Add Account. If you get an error message while getting set up, click the Show error details link to find out more about what’s not working.
- Once your account has been added successfully, you'll be asked if you want to be able to send mail as this address. This lets you compose messages in Gmail, but have them appear to be sent from your other email account.
Gmail will check your Reed account for new emails periodically. You can see when the Reed account was last checked from the Accounts and Import tab in Settings.
Google has recently changed its standards for what counts as a secure or insecure connection, which can create a problem with our backup methods. To solve this:
- Enter your Reed email account and go to the "My account" section.
- From there click on "Sign-in & security"
- Scroll all the way down in the first menu to the box which says "Allow less secure apps" and toggle that switch.
- You should now be able to use the method you have selected to backup your emails!
If you have problems importing, make sure that when you enter the email settings for your reed account that the POP server section reads "pop.gmail.com." If the server section is correctly filled out, you have enabled less secure connections, and the process still doesn't work, then try going to account-tools.reed.edu and changing your Kerberos password.
Google Takeout is a service for downloading archives of your data stored in Google. Not all Google services are supported by Takeout; some of the supported ones include Mail, Drive, Google+, Picasa Web Albums, Contacts, and Circles. After logging into your Reed Google account, go to the Google takeout page and click "Create an Archive". Then you can choose to download data from all supported services, or data from a particular service (e.g., an archive of Google Drive data but not Google Buzz data). You can also customize what to download within a service by clicking the "Edit" button to the right of the service (ie. you can download only e-mails with a particular label, or download your contacts as a CSV file rather than a vCard).
To export an individual document from Google Drive:
- Open your Google Doc or Spreadsheet, click the File menu; scroll down and highlight Download As.
- You'll see options to save common formats such as Word or Excel, PDF, or even OpenOffice. Once you've made your desired format, your browser will prompt you to save the file to your computer.
To save all your documents at once:
- View all your documents (the default view).
- Select the top one.
- Click the top box (in the line before the first file) to select all files.
- Choose Download... from the More menu (near the top).
- You'll see options to save common formats such as Word or Excel, PDF, or even OpenOffice. Your browser will prompt you to save the files to your computer.
Follow the instructions here to transfer ownership of a Google Doc to another user.
Exporting Your Reed Address Book
Address books maintained through the webmail interface can be easily exported. To do so, log into webmail and click on the Contacts tab near the top of the page. Then, click on the "More..." button Import/Export button in the bar below the search box, and choose Export. Choose your desired contacts and format, and then click Export. Your contacts can then be imported into a mail client such as Thunderbird via its Address Book interface.
Back Up Files from your AFS Space
You can copy all files and folders on your AFS Space to your computer's hard drive or any other storage device, like a USB flash drive, a CD/DVD, an external hard drive. The easiest method to bulk transfer your files is by using the AFS native client or via an SFTP program. You can find out more at How to access AFS.
As part of losing your Reed e-mail account, you'll also lose access to our mailing list system (both the old Mailman system and Google Groups). Before your account's closure, be courteous and reassign ownership/managerial permissions to a successor Reed community member!
As a Reed Alumnus, you will retain access to IRIS (and the Alumni Directory), will still be able to login to IRC and Library computers, will have an @alumni.reed.edu email address that forwards to the email account of your choice, and will be able to register on the Reed network as an Alumnus. All of these services will be accessible by way of your Kerberos username and password. If you have any questions, don't hesitate to call CUS at (503) 777-7525.