Volume 27 Issue 31

Issue Date: October 27, 2022 « Previous Issue | Next Issue »

The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on October 27, 2022.

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Today's Highlights

Adding iCloud+ Custom domains to Outlook
Copy email and everything to a new mailbox

I apologize for missing some recent issues. My husband had a heart attack and we brought covid home with us when he was released from the hospital. Fortunately our symptoms were no worse than a bad cough and cold, but it was enough to prefer doing anything but sit in front of a computer. I'm still trying to catch up on everything that got set aside these last few weeks... so this issue will be lighter than normal.

Adding iCloud+ Custom domains to Outlook

A user wanted to add his iCloud+ custom domain to Outlook but Outlook was unable to connect to the server. He wondered what he was doing wrong.

Nothing! It's not the user, it's Apple. How Outlook handles the address gets some blame too, since you cannot sign in to the account using the custom address and new versions of Outlook don't make changing the sign-in address easy.

You need to add the iCloud account to Outlook, then open Control Panel and find Mail (Microsoft Outlook). Or use File > Account Settings > Manage Profiles to access the Mail Setup dialog.

Click on Email account then double click on the iCloud account and change the Email address field. You'll log in using the iCloud address but Outlook will use the custom address to send.

Note that current versions of Outlook do not allow you to create duplicate accounts, but if you use the first account for the custom domain address, you can add the iCloud account again after the custom domain address is added to the first account. You'll have duplicates of all the email, but can change the sync slider on one of the accounts to limit how much space you use on the computer.

Copy email and everything to a new mailbox

A user asked if he could copy all of his email, calendar, contacts from one Outlook on the web account to another. He also wanted to copy the folders, rules, color categories.

If you have Outlook for Windows desktop software you can make quick work of this by syncing the entire mailbox to Outlook. Don't forget to check the sync slider in File > Account Settings > Account Settings then double click on the account. Verify the slider is set to All.

Once all of the mail is synced to Outlook, go to File > Open & Export > Import and Export and export the entire mailbox to a pst.

You can export the rules from Outlook desktop. From the Home tab, Move group, open Rules > Manage Rules and Alerts to open the Rules and Alerts dialog, click Options then Export Rules.

For Categories, you have two options. If colors are important, use PowerShell to create a list from the old mailbox then use PowerShell to import it into the new mailbox. If the color doesn't matter, you can upgrade to color categories after importing. Instructions and the PowerShell script are at Use PowerShell to Export and Import Categories

After everything is exported, add the new account to the profile and import the pst file (File > Open & Export > Import and Export > Import file). Wait for everything to sync, then import the exported rules.

If the rules move mail to folders you will need to repoint the rule to the correct folder. Open the Rules and Alerts dialog, select the rule, click on the folder name and select the correct folder.

Run the PowerShell to import the exported categories, or, if you don't care about the colors assigned, use Outlook's upgrade to color categories function: right click on the root folder (the account's email address) in the folder list, choose Data File Properties then click the Upgrade to color categories button. Upgrade to color categories assigns random colors, using the next available color when it finds a category not already in the master list.

If you don't have Outlook for Windows desktop software, you can export the contacts to a CSV and the calendar to an iCalendar file then import them but won't be able to move the email easily; you'll need to forward the mail and recreate the folders, rules, and categories.

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