Import external emails

CONTENTS

This function is only available for the Advanced plan.

If the administrator enables the 'Import external email' function in Admin, you can import the emails from other email services to LINE WORKS.

The following are the ways to import external emails:

  • Import external emails: Import emails from an external POP3 server.
  • Migrate IMAP emails: Migrate emails in bulk from an external IMAP server.
  • Upload emails: Import emails by uploading an .eml file saved in your PC.

Import external emails

You can import emails saved in the external POP3 server.

  • You can add up to 10 external email accounts.
  • You must enable POP3 for the external email you to register.
  • When importing emails for the first time, the system imports all emails in the mailbox and then imports the new incoming emails.
  • The system will not import emails larger than 50 MB.

PC Web

  1. Click  on the top.
  2. Click  on the top right in Mail.
  3. Click 'Settings'.
  4. Click 'Import external mail' from the 'Import external mail' section on the bottom.
  5. Enter the information on the external email as follows:
    • Select the external email account from which you want to import emails in 'Select Account'. If you cannot find the email account on the list, select 'Enter' and then enter the POP address.
    • Email: Enter the external email address. If displayed as 'ID', enter only the account name without the domain address.
    • Password: Enter the password for the external email account you want to register.
    • Connection Port: Enter the port number to connect with the external email service.
    • Mailbox to save: Select the mailbox to store the imported emails.
    • Select Icon: Select the icon to indicate the imported emails.
    • Leave Original: Turn off the setting if you want to delete the original emails from the external account after importing them.
    • Apply Filter Setting: Turn on the setting if you want to apply filters to the imported emails.
    • Apply Spam Setting: Turn on to apply the spam setting.
    • Automatically Retrieve
      External Email: If turn the setting on, the system will automatically import all new emails every 10 minutes.
      However, if automatic email retrieval fails more than 10 times due to a password error, etc., the setting will be turned off and the email is no longer automatically imported.
  6. Check the checkbox of 'I agree.'.
  7. Click 'Save'.

Migrate IMAP emails

You can import emails saved in an external IMAP server.

  • Unlike importing external POP3 emails, the system will not import emails received after the migration.
  • Emails will be migrated in the order of adding the import. The start of the next migration may be delayed depending on the the order of the progress.
  • Before importing the emails, deleting unnecessary emails will make the migration run faster.
  • Notification emails are sent when the migration starts, is in progress, and complete.
  • If the import is unsuccessful due to the status of the IMAP server or the network, it will restore to the previous status. If you rerun the migration with the same account after completion, the system may save duplicated emails.
  • After the migration is complete, emails received from the IMAP server will not be migrated.
  • You should maintain the external IMAP server's connection information (ID, password) until the migration is complete.
  • Until the migration is complete, any actions, such as deleting or moving the ​​emails saved in the external IMAP server, should not be taken.

Manually enter IMAP server information to import

You can import emails by manually entering the connection information of an external IMAP server.

PC Web

  1. Click  on the top.
  2. Click  on the top right in Mail.
  3. Click 'Settings'.
  4. Click 'Import IMAP mail' from the 'Import external mail' section on the bottom.
  5. On the ‘Select IMAP server’ field, click ‘Enter manually’.
  6. Enter IMAP sync information.
    • IMAP server address: The IMAP server address from which you want to import emails.
    • Connection port: The IMAP server’s port.
    • Secure connection: The IMAP server’s secure connection information.
    • Mail address: The information of the account from which you want to import emails.
    • Password: The password for the external account.
  7. Select 'I agree to use.'
  8. Click ‘Import mail’ on the bottom.

Import Microsoft 365 emails

You can import emails from Microsoft 365 by OAuth2 authentication.

PC Web

  1. Click  on the top.
  2. Click  on the top right of the email screen.
  3. Click 'Settings'.
  4. Click 'Import IMAP mail’, on the 'Import external mail' section on the bottom of the screen.
  5. On the ‘Select IMAP server’ field, click ‘Microsoft 365 (Outlook)’.
  6. Enter your ‘Mail address’, and then click ‘Authorize’.
  7. In the new window, agree to log in and access permission.
  8. Check the ‘Email is ready to be imported.' message, and then select ‘I agree to use.
  9. Click ‘Import mail’.

Upload emails

You can upload and use .eml format files saved on your PC.

PC Web

  1. Click  on the top.
  2. Click  on the top right in Mail.
  3. Click 'Settings'.
  4. Click 'Upload mail' from the 'Import external mail' section on the bottom.
  5. Click ' Select file' to select a .eml file.
  6. Select the mailbox to save the emails.
  7. Click 'Upload file'.
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