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KW Email Backups & Imports - Google to Google POP Download

Bri D.
Updated

This method is recommended for downloading all emails from an active KW email account into another non-KW Google account.

Total Estimated Time: 15-25 minutes

Part 1: Prepare your KW Google account (Account A) for import

Estimated time: 5-10 minutes

  1. Go to Gmail>Settings>Forwarding and POP/IMAP
  2. If POP download Status reads: POP is disabled or POP is enabled for all mail that has arrived since…, change this setting to Enable POP for all mail
  3. Save Changes.

    POP download status should now read Status: POP in enabled for all mail

    enable_POP.png
  4. Click your Google account avatar in the upper-right corner > SelectManage your Google Account

    acct_mgmt.png
  5. Google account management settings will open in a new tab. Go to Security > Signing in to Google and confirm that 2-Step Verification is turned ON. If not, please set up verification before continuing.
  6. Once confirming 2-Step Verification is enabled, click App passwords

    acct_security.png
  7. Follow Steps 4-6 from the Generate an App-Specific Password (if you are connecting to Outlook or Apple Mail, etc.) section of the Set up IMAP for @KW.com email account article. Keep both this article and the generated app password tabs/windows open, you will need them in the next section.

 

Part 2: Set Up the Receiving Google account (Account B)

Estimated time: 10-15 minutes 

  1. In a new browser tab/window, go to Google Account Management (myaccount.google.com) > Log into or switch to the receiving (non-KW) Google account (Account B) where the KW emails will be imported.
  2. Again, go to Security > Signing in to Google and confirm that 2-Step Verification is turned ON. If not, please set up verification before continuing.
  3.  Go back to the Set up IMAP KW Answers article, continuing on to the next section: Set Up the Receiving Account (if you are syncing to another Gmail account). Complete Steps 1-5.
  4. When you get to Step 6, STOP and ensure you’ve entered the settings for POP mail servers below before proceeding:

    Username: Your full @kw.com email address
    Password: Generated app password from Account A 
    POP server: pop.gmail.com
    Port: 995
    -Leave a copy of retrieved messages on the server: Leave unchecked.
    -Always use a secure connection (SSL) when retrieving mail: Keep checked.
    -Label incoming messages (optional): Keep checked (recommended). Checking this box will apply a label to all imported and new incoming emails from the KW account so they can be easily distinguished from mail sent to your non-KW email address

    import_labels.png

    -Archive incoming messages (optional)- Leave unchecked (recommended). Only check if you don’t want to see messages sent to your KW email in your Account B inbox.
  5. Return to Set Up the Receiving Account and continue with Step 7 to Add Account. Once you see the ✅ Your mail account has been added. message, you have successfully added your account and emails from Account A should immediately begin downloading to Account B. If you answer No to the question about sending mail from your KW email > Next, the window will close and return you to the Gmail Settings > Accounts and Import page.

    Under Check mail from other accounts, you can see the status of current downloads in progress or the most recent download, manually check for new mail by clicking Check mail now, and see past downloads in View history:

    check_mail_settings.png

  6. Optional: If you selected “Yes, I want to be able to send mail as…” to send/reply from your KW email address while logged into Account B, you will need to configure outgoing mail server settings separately:

    SMTP server: smtp.gmail.com
    Port: 587
    Username: Your full @kw.com email address
    Password: Generated app password from Account A
    Secured connection using TLS (recommended)

 

Troubleshooting Method #1

  • Try Clearing Captcha for your KW Google account, if there is still a problem adding the account or logging in with the app password, example error (POP3: Unable to fetch mail. Checking mail…status stuck attempting to download):

    POP_errors.png
  1. Open a new incognito browser window or a different browser where you are not logged into Google
  2. Go to https://accounts.google.com/DisplayUnlockCaptcha
  3. Sign in with the KW email address and your account (not the generated app) password 
    • If prompted, answer the Captcha or complete 2-Step Verification
  4. Click Continue. You should see the following message, which will allow ten minutes for POP to register as an approved connection:
    • Account access enabled
      Please try signing in to your Google account again from your new device or application
      Note: Since your account uses 2-Step Verification, you may need to create an application-specific password to sign in with your application.

      acct_access_enabled.png
  5. From Account B Gmail Settings>Accounts and Import > Check mail from other accounts, you must click Check mail now, OR try re-adding Account A as a new mail account following the above provided steps within 10 minutes of clicking Continue and confirming Account access enabled.
  • Non-Google accounts: POP download imports can be attempted on other non-Google email accounts (Yahoo! Hotmail, AOL, etc.) using the same POP email settings but troubleshooting this would be out of scope and the Google to Google account import is likely going to be the easiest.
  • If the user is seeing this error when they try to add a new account (You cannot create a mail account for xxxxx@kw.com), they're in their KW account settings, not their personal account settings and need to switch:

    add_email_acct.png

 

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