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Zimbra Connector for Outlook (ZCO): Migrating from POP account

The following is a guide to migrating your POP3 account to a MAPI account by setting up the Zimbra Connector for Outlook (ZCO) to take advantage of the added benefits it provides. By default, the ZCO creates a new outlook profile called Zimbra for use within Outlook. The creation of a new profile requires that the data on the previous archive be exported from the old profile and imported into the new profile. This guide will walk you through the export, installation and setup and import processes.

 

Contents:

Creating a .pst file

Installing the Zimbra Connector for Outlook (ZCO)

Importing a .pst file

 

Creating a .pst File

 

Outlook stores email, calendar and contact data in a personal file folder format know as a personal storage file (.pst). These files are generally referred to as pst files. Creating a pst file is the first step you would take during the migration process.  Below you will find the steps you would take to export your Outlook data to a .pst file.

 

To access Outlook's Import and Export Wizard:

 

For Outlook 2003 & 2007 users

On the File menu, select Import and Export:

 

For Outlook 2010 users:

Select the File tab, Open and then Import from the Open options:

 Outlook_2010_Import.png

 

The Import and Export Wizard will then appear. Within the Import and Export Wizard, select Export to a file from the Choose an action to perform: options, then click Next.

 

Select Personal Folder File (.pst) from the Create a file of type: options, then click Next.

 

Click the top level folder that contains the messages you want to back up. For POP3 accounts, the top level folder will generally be titled Personal Folders.  If the folder contains a subfolder that you want to include, select the Include Subfolders check box, and then click Next.

 

Under Save exported file as, click Browse and then specify a name (e.g. Mail Backup) and location for your backup file:

 

If you back up a .pst file that you have backed up to before, click one of the following:

Replace duplicates with items exported. - Existing data will be overwritten with the information in the file being exported.
Allow duplicate items to be created. - Existing data will not be overwritten, and duplicate information will be added to the backup file.
Do not export duplicate items. - Existing data will be kept, and the duplicate information in the folder will not be copied to the backup file.

After choosing your Option, naming the file and selecting a location to save it to, click Finish.

 

Next a box will appear that will allow you to name the file and assign a password. If you do not wish to password protect the file, leave the fields blank and select OK to complete the process.

Note: If you are backing up to a previously created .pst file, you will not see this prompt.

 

After completing the steps above, a box will appear that will track the export process. You will be unable to utilize Outlook while the export is running. The status box will disappear once the export has been completed.

 

 

Installing the Zimbra Connector for Outlook ZCO

 

Now that you have created a backup containing the data you wish to migrate, you can take the steps necessary to install and setup the Zimbra Connector for Outlook (ZCO). The following steps will walk you through installation and the setup process that will connect the Zimbra Connector for Outlook (ZCO) to your Redtail-hosted email account using a MAPI connection. Please be sure to review the Client Requirements below prior to proceeding with the setup process to ensure that your version of Outlook is supported. 

Supported Versions of Microsoft Outlook

  • For Outlook 2003 users: Client computers must have Microsoft Office Outlook 2003 SP3 or later installed.
  • For Outlook 2007 users: Client computers must have Microsoft Office Outlook 2007 SP2 or later installed.
  • For Outlook 2010 users: 32-bit and 64-bit are supported.  Note: “Click to run” versions of Outlook 2010 are not supported
  • For Outlook 2013 users: 32-bit and 64-bit are supported.

Supported Versions of Windows

  • ZCO supports Windows XP with required updates, Vista, Windows 7, and Windows 8.

Important Notes

Some important notes to consider when preparing to install the ZCO are:

  • ZCO installations working with older versions of Outlook require updating or reinstalling if Outlook is upgraded to Outlook 2013.
  • If you are running the McAfee Security On-Delivery E-mail Scanner feature, the initial sync might be very slow. To speed up the process, turn off this option before installing ZCO and your initial synchronization.
  • Before you begin the installing process, verify that you have the correct password for your Redtail-hosted Email account.

 

First, let us start by closing Microsoft Outlook completely on your computer. It is best to go to File then Exit.

Next, Download and run the ZCO installation file. For 32-bit versions of Microsoft Office, click here. For 64-bit versions, click here.

 

Follow the instructions within the VMware Zimbra Connector for Outlook Setup Wizard:

 

 

Next, agree to the terms by selecting the top radio button. Then, click Next:

 



Confirm the installation by clicking Next:

 



As the Connector installs, you will see the following progress bar:

 



Click Close when the installation finishes:

 

 

After the ZCO has been installed, you must configure your account with Redtial's server settings and your account credentials.

Re-launch Microsoft Outlook.

After Outlook opens, you should see a Zimbra Server Configuration Settings dialog:

 

 
Fill in your configuration information on the Server Configuration tab and click OK when done.  

For Server Name use: mapi.redtailtechnology.com

Check the box for Use Secure Connection

For Email Address use whatever email address Redtail is hosting for you

For Password use your Redtail email password [Note: This may be different than your CRM password]

 

Outlook will then save your information and begin the initial synchronization of your account with the server:

 

Please bear in mind that it may take some time to perform the initial sync (time can vary depending on size of the account). Also, if you do not want to see the Send/Receive dialog each time you sync, click the checkbox that states "Don't show this dialog box during Send/Receive," which is directly below the progress bar:

To make your initial synchronization faster, you can do the following:

If you are running McAfee® Security On-Delivery E-mail Scanner feature, the initial sync may be very slow. We recommend that this option be turned off for the initial sync with the Zimbra server.

If you previously accessed your Zimbra account using an IMAP account type or the webmail client, you may want to empty the Junk, Trash and Deleted/Deleted Items folders and delete or archive any older mail items. Accounts with larger mail folders take longer to sync.

If the sync fails to start automatically, press F9 to manually start the synchronization.

 

Important Information:

When you initially install and run the ZCO, a new Outlook profile named Zimbra will be created. This means that your previous account data (emails, contacts and calendar events) will be on a different profile. The data would need to be migrated from the old profile to the new profile via import/export within Outlook. For more information on Outlook profiles, click here. This is why the first steps above were to create a .pst file of your current mail profile.

 

Additional information:

 

Zimbra Connector for Microsoft Outlook User Guide

A link to a User Guide is available from within Outlook after installation of the Connector. Within Outlook 2007, go to Help —> About Zimbra Connector for Outlook:
 

 

Within Outlook 2010 you will go to Zimbra —> About Zimbra

Outlook_2010_About_Zimbra.png

In the resulting dialog, you'll see a link you can click to access documentation in pdf format:
 

 

 

Importing a .pst File

 

Now that you have created a backup of the data from your POP account on your previous profile and have installed the ZCO and configured your MAPI account, you can proceed with importing the backup in to the newly created Zimbra profile. Below you will find the steps you would take to import the data:

 

Important Information

If the size of your data file exceeds 2GB, please contact Redtail Support. Due to issues pertaining to importing .pst files of this size into Outlook, the .pst file will need to be imported to the server by Redtail Email Support.

 

 

For Outlook 2003 & 2007 users

On the File menu, select Import and Export.

 

For Outlook 2010 users:

Select the File tab, Open then Import from the Open options

 Outlook_2010_Import.png

 

The Import and Export Wizard will then appear. Within the Import and Export Wizard, select Import from another program or file from the Choose an action to perform: options, then click Next.

Import_From_Another_Program.png

 

Within the Import a file dialog, select Outlook Data File (.pst) from the Select file type to import from: options, then click Next.

Import_a_File.png

 

Under File to Import, click Browse and then locate your backup file.

You will then select one of the following options:

Replace duplicates with items exported. - Existing data will be overwritten with the information in the file being exported.
Allow duplicate items to be created. - Existing data will not be overwritten, and duplicate information will be added to the backup file.
Do not export duplicate items. - Existing data will be kept, and the duplicate information in the folder will not be copied to the backup file.

After choosing the file you wish to import and the option that best pertains to the situation, click Next.

File_to_Import.png

 

Within the Import to Outlook Data file window, select the top level folder that contains the data you wish to import. For POP3 accounts, the top level folder will generally be titled Personal Folders.  If the folder contains any subfolders that you want to include in the import, select the Include subfolders check box. You will leave the Import items into the same folder in:  radio button selected, along with your Zimbra profle within the drop-down box below. Once your chosen options are in place, Select Finish to start the import process.

Import_Outlook_Data_File.png

 

After completing the steps above, a box will appear that will track the Import process. You will be unable to utilize Outlook while the Import is running. The status box will disappear once the Import has been completed.

 

After the Import is complete, you will want to allow the ZCO to sync the newly imported data to the server. This will require you to leave Outlook open until the sync is complete. You can track the progress within the Zimbra Send/Receive Progress box:

 

 

Additional information:

If the size of the .pst file exceeds 2gbs, you may experience some issues with the import process. You can contact Redtail Email Support about submitting the .pst to Redtail to have it imported directly to the server.

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