Moving from UBmail Powered by Google to UBmail Powered by Exchange

Instructions for UB students or alumni who are becoming faculty, staff or volunteers only

UB faculty, staff and medical residents who have never been UB students, please see UBmail (Powered by Exchange).

Operating System: Windows, Mac and Unix

Last Updated: March 13, 2020

1. Move Your Messages

30-Day Window

In most cases, you will have 30 days to move your messages and export your Google documents before your old account is closed. Sometimes your new department's IT staff will make these changes for you. Check with them before following the steps below.

Method 1: Forward each message to yourself individually

  1. After your account is switched, log into UB Gmail through
  2. Forward each message to your email address. Your live mailbox is always reachable at

Method 2: Use an email client to move your email folders

Apple Mail or iOS:

  1. Settings > Google accont
  2. your address as username (e.g.,

Other email clients that use oauth (Outlook, Thunderbird, etc.)

  1. If you don't already have one, download a UB-supported email client, such as Outlook
  2. Open your UB-supported email client
  3. Create a temporary account to be used only as you move messages out of your secondary mailbox:
    • Choose oauth as authentication type
    • Name the account "Old UB Gmail"
    • Enter your email address for the Username
    • Incoming server:, port 993
    • Incoming client setting: SSL (No exceptions)
    • Outgoing server:, port 25
    • Outgoing client setting: TLS and port 25 or SSL and port 465
  4. Create a second, permanent account in your email client for your primary mailbox:
  5. Using your Old UB Gmail account, move your folders (labels) from your "Old UB Gmail" to your "UBmail" account
  6. Delete the "Old UB Gmail" once all mail and folders have been moved 

2. Move Your Contacts

  1. Follow Google's instructions to Export Gmail contacts into a CSV file
  2. Import the CSV file into your new email client

3. Export Your Google Documents

Follow Google's instructions to Download a file from Google Drive.

4. Recreate Your Settings

Follow instructions for your email client to update the following as desired:

  1. Spam filters
  2. Forwarding rules
  3. Vacation (Out of office) messages
  4. Signature files

See Also

Still need help?

Contact the UBIT Help Center.