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. 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, your AFS space will no longer be accessible, and mail sent to your closed @reed.edu address will bounce back to the sender. Here's what you need to do:
- Notify Contacts in Your Address Book
- Set up Email Forwarding
- Backup Your Reed Email Account
- 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.
Webmail 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. To set up your Vacation Filter, log into webmail and click the Settings link in the upper-right corner, and then click the Filters & Vacation tab (see circles 1 and 2 in the screenshot below):
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 will be approved manually by alumni office staff, therefore, 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 %7e/Library/Thunderbird. On Windows, you can find them by typing %appdata%/Thunderbird/Profiles/ into the Run dialog. Then navigate to the ********.default folder. 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 %7e/Library/. Copy (drag) the Mail and MailDownloads folders to an external hard drive or burn them to a CD.
Backing Up Email Using a Personal Gmail Account
Note: The steps below will start fetching your Reed email to your personal Gmail account. This will only fetch emails in your Inbox, not any subfolders.
- Log in to your personal Gmail account.
- On the top right of your Gmail window, click the gear button and then click Settings.
- Select the Accounts tab (or in some cases, the Accounts and Import tab). Look for a section called Check mail from other accounts (using POP3), and click Add a POP3 mail account you own.
- In the pop-up window, type your Reed email address (eg email@example.com), and then click on Next Step.
- Next, enter your password for your Reed email address.
- You might be asked by Gmail to verify that you own the Reed email address, which you can do by clicking on the link sent to your Reed inbox.
- On the next page, provide your password and the following information. For the POP Server, enter imap.reed.edu and Port 995.
- Make sure the options Leave a copy of retrieved message on the server and Always use a secure connection (SSL) when retrieving mail are checked. You may also choose to add a label to all imported mail (e.g., Reedmailz)
- If you check the option Archive incoming messages, your Reed emails will be visible only when you click on All Mail on the Gmail sidebar, several lines below Inbox, with the unique label that you just assigned. If you do not check this option, your Reed emails might flood your Gmail inbox as new messages.
- Click Add Account.
Gmail will begin fetching all your Reed emails immediately. While it may take some time to complete the process, you may sign out or close the window without affecting the import.
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 Drive, Google+, Picasa Web Albums, Contacts, and Circles. After logging into your Reed Google account, go to the Google takeout page, where you can choose to download data from all supported sevices, or data from a particular service (e.g., an archive of Google Drive data but not Google Buzz data).
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.
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 Address Book tab near the top of the page. Then, click on the Import/Export button. You may export the entries in your book by choosing the desired export format from the dropdown menu near the bottom and then clicking 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.
If you want to remain subsubcribed to a Reed mailing list, you should subscribe a non-Reed email address. Find your desired mailman list and then follow the instructions to subscribe your new address. Depending on how the list is configured, your subscription may be held for approval by the list administrator.
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.