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Migrate your Google Contacts & Calendar to Office 365

Home / Help and Advice / Office 365 / Connect / Students / Migrate your Gmail Contacts Calendar to O365

If you wish to keep any Contacts or Calendar entries from your existing university student Google account you will be required to move these to your university Office 365 account before the 31 December 2020.

This guide will show you how to move Contacts or Calendar entries from your existing university Google Gmail account to your new university Office 365 account using Microsoft Outlook.

To start you will need to download and install Outlook onto your computer. If you already have Outlook installed, you can skip this step. You can download a free copy of Microsoft Office by logging into Office 365 via https://portal.office.com  and then click “Install Office”

If you are still using Windows 7 you may encounter issues and it is recommended to upgrade to Windows 10.

You will need to add your university Office 365 email account to Outlook, please refer to this guide on how to do this https://ts.sunderland.ac.uk/help-and-advice/office-365/connect/students/migrate-your-google-email-to-office-365/#d.en.95261

Once you have added your university office 365 email account to Outlook, you will now need to log into your university Google account to export your contacts and or calendar.

The login links for your university Google accounts can be found at: https://mail.sunderland.ac.uk

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Contacts

Once logged into your university Google account, press the apps menu icon on the top-right, and click Contacts

You will now see all your contacts, on the left menu click “Export

A new window will appear, in the Export as section, select “Outlook CSV” and click Export

This will download a file called contacts to your local computer, usually in “Downloads

You must now open the downloaded Contacts file in Microsoft Excel; don’t make any changes, simply press Save and then close Excel (this is required due to a bug when exporting the contacts from Google and the format isn’t correct for Outlook but Excel fixes this).

Now open Outlook and click File (top-left) then click “Import/Export

A new window will appear, select “Import from another program or file” click Next

Select Comma Separated Values, click Next

Click Browser and navigate to where you previously saved the contacts export file e.g. Downloads, select the file and then click Open

Decide whether you would like to replace, allow or not to import duplicates, click Next

On the select destinations folder, select the Contacts text, click Next

Click Finish to begin importing contacts, a window will briefly appear showing the import status.

Once complete, click the Contacts icon on the bottom-left of Outlook and all your contacts should be displayed.

Calendar

 Once logged into your university Google account you will then need to go to https://takeout.google.com

Scroll down to Create a New Export, and click “Deselect all”, then tick the box next to Calendar only

Scroll down to the bottom of the page and click “Next step”

When asked to Choose file type, frequency and destination leave all the default settings and scroll down and click “Create Export” – it may take a few minutes for the export to complete depending on how many calendar items you have.

After a few minutes go to Manage your export https://takeout.google.com/takeout/downloads and you should see the export as ready to Download. Click the “Download” button (you may be asked to enter your password again) – you will also get an email from Google Takeout with a link to download.

A .zip file will now begin to download, this will usually be saved in your Downloads folder on your computer, it will be called “takeout-<date>

Right-click the .zip file and select “Extract All” and click Extract (on a Mac double-click the zip file and this will extract the files).

You will now see a folder called Takeout, double-click on the folder, double-click on the Calendar folder, you should now see a file with the same name as your sign-in address e.g. ab0abc@student.sunderland.ac.uk – this is the Calendar export file you need to import into Outlook (iCalendar File)

Open Outlook and click File -> Import/Export

Select “Import an iCalendar (.ics) or vCalendar file (.vcs)”, click Next

A window will appear asking you to select the Calendar file, navigate to where you previously saved the Calendar export file e.g. Downloads\takeout-<date>\Takeout\Calendar and select the Calendar file and then click OK

When asked “Do you want to open this calendar as a new calendar or import its items into your calendar?” select “Import

Outlook will now import all your calendar entries into your university Office 365 calendar. Click the Calendar icon bottom-left in Outlook to see your imported calendar items.