Move mail from Microsoft 365 or Outlook.com
To move mail from Microsoft 365 or Outlook.com, open Settings › Import Mails in XgenPlus, click Microsoft under Or import using OAuth2 Authentication, sign in to the old account and allow access. The import then runs in the background. To keep receiving mail sent to the old address during the switch, also set up a Connector.
How to move mail from microsoft 365 or outlook.com
Where: Settings › Import Mails
- In XgenPlus, click your profile picture, then Settings, and open Import Mails.
- Under Or import using OAuth2 Authentication, click Microsoft.
- In the Microsoft window, sign in to the old account and allow access.
- Let the import run in the background. Come back to Import Mails to see the progress or click Refresh.
- Optionally, set up a Connector for the old account so new mail sent there still reaches you.
When to use it
A school on example.in is moving its staff from Microsoft 365 to XgenPlus. Each teacher, like Rohit, opens Import Mails, clicks Microsoft and signs in to the old account. The old mail arrives in XgenPlus in the background while Rohit carries on working.
Before you move
- Make sure you can still sign in to the old Microsoft account. Keep it active until the import has finished.
- Check that your XgenPlus mailbox has enough space for the old mail. Imported mail counts towards your storage.
- If you will use Using IMAP, make sure IMAP access is allowed on the old account. If it uses two-step verification, create an app password there.
- If your organisation blocks other apps from signing in, ask the old IT team to allow it.
- If Import Mails or Connector is missing from Settings, your administrator has hidden it. Ask them to turn it on.
Two ways to import
| Method | When to choose it |
|---|---|
| Microsoft button (OAuth2) | The simplest way. You sign in on Microsoft's page, and no password is typed into XgenPlus. |
| Using IMAP | When the Microsoft button can't be used. Enter the Email Address, the app password in Password / App-Password, the IMAP Host Name and Port, keep SSL Enabled on, and click Start import. |
While the import runs
- The import starts by itself once you sign in and allow access. It runs in the background. The time depends on the size of the mailbox and the limits of the old server, and can be up to 2 days. You can log out and carry on working.
- The Import Mails screen shows a progress percentage and the start time. Click Refresh to update it.
- Click Cancel on that screen to stop a running import.
Keep receiving mail sent to the old address
People may keep writing to your old address for a while. A Connector links the old account to XgenPlus and fetches its incoming mail for you.
- Click your profile picture, then Settings, and open Connector.
- On the New tab, enter the old account's Email Address, Password, Incoming Mail Server and port, and tick SSL if the server uses it. Pick the ready-made Microsoft choice under Server, or enter the details yourself. If the old account uses two-step login, enter an app password.
- Keep Enabled ticked, click Verify, and when the check passes click Save.
- Open the Active tab to see the connector and its status.
Nothing you do in XgenPlus is synchronised back to the old account. To send from the old address too, fill in the outgoing (SMTP) details the same way. Use Import Mails to copy old mail once, and a Connector to keep new mail coming.
After you move
- Tell your contacts your new address.
- Set up your signature in XgenPlus.
- Export your contacts from Outlook as a CSV file and import them in XgenPlus Contacts. Import Mails copies mail only.
- Once the import has finished and the old address no longer gets mail, delete the connector on the Active tab.
Good to know
- When a whole organisation moves its domain, the administrator handles where new mail for the domain is delivered. Each person can still import their own old mail.
- You can't import your own XgenPlus account into itself.
Common questions
My company's Microsoft account won't let me allow access. What now?
Some organisations block sign-in from other apps. Ask the old IT team to allow it, or use Using IMAP with an app password if IMAP is allowed on the old account.
Can I use XgenPlus while the import runs?
Yes. The import runs in the background. The time depends on the size of the mailbox and the limits of the old server, and can be up to 2 days. You can log out and check later.
Will my contacts come across too?
Import Mails copies mail. Bring contacts across separately by exporting them from your old account as a CSV file and importing them in XgenPlus Contacts.