Attention Class of 2020: Your account will close on August 12th, 2020. 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
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
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.
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 the 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 folder 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 section, click "Add a mail account".
- Enter the full email address of your Reed account, then click Next Step.
- Select "Import emails from my other account (POP3), then click next.
- 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’sour 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, click the icon with 9x9 boxes in the top right corner
go to the "Account" section. and and
- From there click on the "Security" tab.
- Scroll all the way down to the box which says "Allow less secure apps" and turn it on.
- You should now be able to use the method you have selected to backup your emails!
- If not, try unlocking Google's captcha on your Reed account: https://accounts.google.com/DisplayUnlockCaptcha
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.
After selecting "Add Account", select "Other E-Mail"
Selecting this should bring up a small window asking for your Email and Password. This window should expand, and needs to be filled out as it is in this screenshot, replacing your @reed.edu email in the fields for Username and Email, and using your Kerberos password.
After this step, your @reed.edu emails should start populating your Microsoft Outlook inbox.
Google has rolled out a new form of Google Takeout you may be prompted to use if you sign in with your Reed account! This new form will only work with educational institution accounts, so it will not be available for transferring ownership between personal accounts. Despite this, it is incredibly useful for getting most of your google information from your Reed account to your personal one, hassle free. Rather than downloading an entire archive of all the data, this new Google Takeout prompts you to send a code to your personal account and enter it into Takeout. It will then begin transferring ownership of all the selected files to your personal account. Currently, this new form of Google Takeout seems to only be able to do information from your E-mail and Google Drive. If you used your Reed account for other Google applications, such as calendars, maps, and more, the full Takeout Archive download described below may be the best option for you.
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
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:
- Go to your Google Drive
- Select the first file you wish to save
- Hold down Command (for Apple machines) or Control (for Windows machines) and keep holding it down while you click on each file you wish to save.
- Choose Download from the
drop downmenu at the top right corner, labeled with three dots.
- These files will then be downloaded as a zip file onto your computer.
Follow the instructions here to transfer ownership of a Google Doc to another user. Note that this method only allows you to transfer ownership to another Reed member.
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 (Google Groups). Before your account's closure, be courteous and reassign ownership/managerial permissions to a successor Reed community member!
If you signed into Zotero with your @reed.edu address, make sure you update your Zotero account to use a personal email address. Additionally, graduates will no longer have unlimited storage through Reed's license--you will either need to buy your own subscription or be restricted to Zotero's free storage plan. When moving from Zotero with Unlimited storage to the free 300 MB storage limit after leaving Reed, there is no guarantee on how files will transfer, but you will receive a sync error warning if you are over your storage limit. To make sure you maintain access to your files, download all file attachments “at sync time” in your Zotero sync preferences, then make sure a sync completes successfully. This ensures that all synced files are available on your local computer. Zotero will never delete files from a user’s computer because of online storage limitations. If you need help, please contact Reed Library's Ask a Librarian service.
Learn more about storage options on Zotero's website.
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. Your access to Handshake will also remain unchanged after graduation. If you have included a preferred email address in IRIS to replace your @reed.edu address, we will automatically update this information in Handshake after graduation. 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.