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Thunderbird Migration

+ Overview:

The company that makes Eudora is no longer supporting it. Consequently, LINK needs to migrate to new email software. We have chosen Thunderbird. It costs the same as Eudora: free.

We will ned your help in this massive undertaking. We are asking that you perform your own migration from Eudora to Thunderbird following the instructions in this document. However, please contact the Help Desk at any time if something is unclear to you. There are more than 600 LINK email accounts and it is common for one email account to be active on several PCs simultaneously. As you can see, this will be no small project.

This document will assist you in:

All of the procedures in this document assume that your Eudora account was installed and has been used according to SCLS recommendations. If you find that your setup differs substantially from what is described here, please call the Help Desk.

Once you migrate to Thunderbird email, it is critically important that you immediately stop using Eudora. Otherwise neither email client can be considered current or complete.

+ Things you must do before you begin:

+ Know your email password:

Do you remember what your Eudora email password is? You may say, "What password?". The very first time you launched Eudora, you were prompted for your email password as well as "Do you want Eudora to remember your password?". If you told Eudora to remember your password, then you probably had no reason to remember your password. Until now...

Do not continue with this document until you have your email password. There are several ways to access your password:

  • remembering it
  • Finding the email setup sheet that arrived with the activation of your email account
  • changing your password by going to the following website http://pop.scls.lib.wi.us/ If you are prompted for a User name and password when you try to go to the page, it's the SCLS/Automation website login.
  • calling the Help Desk and asking that it be changed

+ Consider the risks of what may and will get lost:

What may get lost:

There is some risk involved with an email migration. It is possible that some mail may not migrate to Thunderbird and you might not necessarily know it until years later when you need "that" email. While this risk is small, you may want to consider archiving your email. The "Eudora cleanup and organization" document, posted at http://www.scls.info/technology/email/prethunderbirdprep.html offers options on how to archive your Eudora mail before beginning the migration process.

What will get lost:

There are a few organizing features in Eudora that will disappear once you migrate to Thunderbird:

  1. Eudora's Reply and Forward symbols do not migrate to Thunderbird. If you have Eudora emails to which you've either replied to or forwarded, the arrow symbols will not transfer when you migrate to Thunderbird.
  2. Both Read and Unread messages will migrate as Unread messages.
  3. Color-coded labels in Eudora will not migrate to Thunderbird.
  4. Emails sent/received in Eudora during Daylight Saving Time will be off by one hour.

If any of these are of concern to you, the "Eudora cleanup and organization" document covers workarounds to these disappearing organizational features.

+ Preparing Eudora for migration:

+ Check Eudora one last time:

The first step in the migration process is to check your Eudora email one last time. This step "secretly" informs Thunderbird which Eudora account to import when you get to that point.

  1. Launch the Eudora email account that you will be migrating. Check for email in Eudora by selecting File, Check Mail.
  2. If you had changed your password, you will receive an error message when Eudora tries using your old saved password. Click on the Check Mail button again and you should get a prompt to enter your password.
  3. Sort mail as needed.
  4. Close out of Eudora by selecting File, Exit.

Note: Eudora must be closed or errors will occur during the migration to Thunderbird.

+ Scan Eudora email for viruses:

Your email migration to Thunderbird will fail if there are any viruses within your Eudora email so it's important to scan you email beforehand. Also, make sure that Eudora is no longer open. Failure to exit out of Eudora before proceeding will generate errors.

Locate the path to your Eudora mailbox: Find Your Eudora Folder Video
  1. Right click the icon that you normally use to launch Eudora.
  2. Select Properties from the context menu.
  3. Locate the field called Start In. The string will read something like "C:\Eudora.xx" where "xx" are usually your initials.
  4. Make a mental note of what you see for the "C:\Eudora.xx" information.
  5. Click the OK button to close the Eudora.exe Properties window.

Navigate to your Eudora mailbox: Navigate to Your Eudora Mailbox Video

  1. Double click on the My Computer icon on your desktop.
  2. Double click on the Local Disk (C:) icon.
  3. Locate the "Eudora.xx" folder (where "xx" usually represents your initials) that you identified in the previous step.

Scan your Eudora mailbox for viruses: Scan Eudora for Viruses Video (Officscan)

  1. Right click your Eudora.xx folder.
  2. Since we are currently changing our anti-virus software, select either OfficeScan Client or Scan with Sophos Anti-Virus, whichever one appears in the menu.
  3. OfficeScan or Sophos will launch and clean or quarantine any viruses in your mailbox.
  4. Click the OK button and then the Exit button for OfficeScan or the Close button for Sohpos once the scan has completed.
  5. Close the window to your C:\ drive.

+ Create Your New Thunderbird Account:

+ Create Your Thunderbird Account: Create Your Thunderbird Account Movie

  1. You must close out of any other Thunderbird accounts that are open before you begin.
  2. Click on the Windows Start button and select Run.
  3. If it's not already there, type in "thunderbird -p" (omit the quotes and there's a space between "thunderbird" and "-p" but no space between the "-" and the "p").
  4. Click the OK button. A screen similar to the following will appear.
    Thunderbird Choose User Profile window
  5. Select Create Profile from the Thunderbird - Choose User Profile window. A Create Profile Wizard screen will appear.
    Thunderbird Create Profile Wizard 1st Screen
  6. Click Next
  7. In the Enter new profile name field, type in your First and Last name if this is a person's profile, or type in something meaningful if this is a "business" account, e.g. "Bounced Email".
    Thunderbird Profile Wizard Second Screen
  8. Click the Finish button.
  9. A Thunderbird - Choose User Profile window will appear. Close this window by clicking on the "X" in the upper right hand corner.

    Note: You will need to go into and close Thunderbird a few times during this process. This is necessary for a smooth migration.
  10. Again, click on the Windows Start button and select Run
  11. If it's not already there, type in "thunderbird -p" (omit the quotes).
  12. Click the OK button.omit the quotes and there's a space between "thunderbird" and "-p" but no space between the "-" and the "p"
  13. In the Thunderbird - Choose User Profile window, highlight the profile that you just created in the previous step.
  14. Click the Start Thunderbird button.
  15. The Account Wizard will launch. Select the radio button associated with POP Account@scls.lib.wi.us.
    Thunderbird Account Wizard First Screen
  16. Click the Next button. The Identity window will appear.
  17. Type in your name in the Your Name: field, e.g. "Jane Doe"
  18. Type in your email address in the Email Address field. Only type in what comes before the @ symbol of your email address. The wizard will add the "@scls.lib.wi.us" part.
    Thunderbird Account Wizard Second Screen
  19. Click the Next button.
  20. Remove the check mark from Download messages now.
  21. Click the Finish button.

Thunderbird Account Wizard Last Page

+ Define how Thunderbird will behave when launched: Define Thunderbird Launch Behavior Movie

  1. Exit Thunderbird by clicking on the File menu option and selecting Exit.
  2. Click on the Windows Start button and select Run.
  3. If it's not already there, type in "thunderbird -p" (omit the quotes and there's a space between "thunderbird" and "-p" but no space between the "-" and the "p").
  4. Click on OK.
  5. In the Thunderbird - Choose User Profile window, highlight the profile that you just created in the Create Your Thunderbird Account section and select Start Thunderbird.
  6. A Default Client window MAY appear. (There is some behind the scenes intermingling between Thunderbird and Eudora so you may not see this screen.)
    There should be a checkmark in front of the:
    1. E-mail field
    2. Always perform this check when starting Thunderbird field
      Thunderbird Default Mail Program Window
    3. Click the OK button
  7. An Enter your password screen will appear.
  8. Type in your email password when prompted. This is the password that you located at the very beginning of this document in the Things you must do before you begin section.
  9. It's your choice to select the Use Password Manager to remember this password setting or not. If you want the Password Manager to remember your password, select this setting.
    Thunderbird Enter Password Window
  10. If you do select Password Manager, an Alert screen will appear.
    Thunderbird Save Password Warning
  11. Click the OK button.

+ Import into Thunderbird:

+ Import your Eudora Address Book into Thunderbird: Import Eudora Address Book Video

If you did not have an Address Book in Eudora, you can skip this step.

  1. With Thunderbird launched, click on Tools in the menu bar and select Import.
  2. Leave Address Books selected and click Next.
    Import Address Book First Screen
  3. Leave Eudora highlighted and click Next.
  4. A "Converting...." screen will appear unless you had no address book in Eudora to convert. If you had no address book to convert, you will see a message that reads "No address books were found to import."
    Import Address Screen 2
  5. Click the Finish button when the address conversion has completed.

Import Address Book Screen 3

+ Import your Eudora Email into Thunderbird: Import Email into Thunderbird Movie

  1. Click on Tools in the menu bar and select Import
  2. Select the Mail radio button and click Next.
    Import Mail Screen 1
  3. Highlight Eudora in the Import window and click Next.
    Import Mail Screen2
  4. A "Converting mailboxes..." screen will appear. Depending on the size of your Eudora mailbox, this process could talk half an hour or so. Please "baby sit" the conversion process. If an error message appears, the conversion will stall until you interact with the message.

    One common error message is Sending of message failed. Error writing to temporary file. This message is caused if an email message has become "divorced" from its attachment. An email message can become divorced from an attachment if the attachment was infected and deleted by OfficeScan. You can ignore this error. If you get any other errors, please call the Help Desk.
    Import Mail Screen 3
  5. Once the Eudora mail import has completed, a summary screen of the import will be presented.

    Import Mail Final Screen
  6. Click the Finish button.

+ Configure Thunderbird:

+ Prevent antivirus software from quarantining your entire "In" box. Prevent Antivirus Software from Quarantining Entire In Box Movie

Although each message in a mailbox appears to be separate, each message is actually stored in one large file. If your In box received a message that includes a virus and your PC's anti-virus software is configured to quarantine virus files (like it should), it is possible that your entire In box (and all the messages in it) will get quarantined.

You can decrease the likelihood of this scenario by configuring Thunderbird to download new messages as separate temporary files before they are associated with the larger In box. Messages that are considered "bad stuff" are then individually quarantined. To configure this behavior:

  1. Pull down the Tools menu and choose Options. An Options control panel will open with category icons across the top.
  2. Select the Privacy icon.
  3. Select the Anti-virus tab.
  4. Check the box labeled Allow anti-virus clients to quarantine individual incoming messages.
  5. Click the OK button.

+ Configure Thunderbird to compact your email: Set Thunderbird to Compact Your Email Video

If your mail folders are not periodically compacted, they can grow very large and may cause erratic program behavior. Thunderbird can be configured to compact folders for you automatically.

  1. Click on Tools, select Options and then the Advanced category icon.
  2. Click on the Network and Disk Space tab.
  3. Place a check mark beside the Compact folders when it will save over field.
  4. Leave the setting at 100kb
  5. Click the OK button.

+ Configure Thunderbird so that your replies occur above the message (optional): Configure Thunderbird Reply Setting Video

By default, when you reply to an email in Thunderbird, it will jump your cursor down to the bottom of the email thread. Most folks prefer to start reading their email at the top of the thread. Here's how to reconfigure Thunderbird so that your cursor jumps to the top of the email thread when you reply.

  1. Click on Tools and select Account Settings.
  2. In the left hand pane, single click on the Composition & Addressing entry.
  3. In the right hand pane, in the Composition section, click the down arrow associated with the Automatically quote the original message when replying subsection.
  4. Select the "start my reply above the quote" option.
  5. Click the OK button.

+ Configure Thunderbird to "Leave mail on server": Set Leave Mail on Server video

If your email account is on a single PC you can opt out of this configuration setting and skip to the next section. If you check your mail from multiple PCs or use Mail2web, you need to configure Thunderbird to leave your email on the server for a designated period of time. See the steps below.

The rest of this section will guide you as to how to make the necessary changes. You can choose to disable the "Check for messages every" setting if you don't want Thunderbird automatically checking your email but do not make any other changes in this section without first contacting the Automation Help Desk. To configure Thunderbird to leave email on the server:

  1. Select the Tools menu and choose Account Settings.
  2. Double click the Server Settings entry in the left hand pane.

    In the right hand pane:
    1. Place a check mark beside Leave Messages on server in the "Server Settings" section.
    2. Define the length of time email is to remain on the server in the For at most section. The length of time should not exceed 30 days.
    3. (Optional): Activate Empty Trash on Exit if this works with your organizational needs.

      Do not choose the "Until I delete them" option.

      Settings for Leave Mail on Server

  3. Click the OK button.

+ Filter out Junk mail:

No one likes to have to deal with junk mail. There are two tiers of protection to separate you from junk email/spam: SpamAssassin on the email server and filters associated with the email software on your PC.

Many people configured Eudora with one or more spam filters to filter out junk mail. If you want to decrease your chances of receiving junk mail in Thunderbird, you'll need to set up at least one spam filter in Thunderbird (details follow). Setting up a spam filter in Thunderbird is a two-step process: activate Thunderbird's Junk folder and then create a filter to send spam to the newly created Junk folder.

After you've created the junk filter, you will need to "train" Thunderbird as to what is Junk and what is "good stuff". Training Thunderbird to correctly identify junk is beyond the scope of this Thunderbird migration and configuration document. After you've completed the migration document, please see Training Thunderbird's Junk Filter on how to train Thunderbird to correctly identify and process spam.

Activate Thunderbird's Junk folder Active Thunderbird's Junk Folder Movie

  1. Right click on Local Folders and select New Folder .
  2. In the Name: box, type in Junk

    Create the Junk Folder

  3. Click the OK button.
  4. Note: The Junk folder may first appear at the bottom of your folder list with a folder icon but should move to the proper place with a flame icon the next time you start Thunderbird. You don't need to restart Thunderbird now.

 

Create a Spam filter Create SpamAssassin Filter Movie

  1. Click on Tools
  2. From the drop down menu, choose Message Filters
  3. Click on the New button
  4. At the top, enter SpamAssassin in the Filter name box
  5. In the For incoming messages that section, click on the first dropdown box and choose Customize.
    1. Enter X-Spam-Flag in the "New Message Header" field
    2. Click Add
    3. Click Ok
    4. Now choose X-Spam-Flag from the first dropdown box.
    5. "Contains" should already be selected in the second dropdown box
    6. Type in the word YES (all in caps) in the third field
      Spam Filter Setup Top of Window
  6. In the Perform these actions section:
    1. Click the first dropdown box and select Set Junk Status to
    2. Junk should now automatically appear in the second dropdown box
    3. Click on the + sign to the right of this row
    4. Move Message to should automatically be selected in the first dropdown box in the second row.
    5. Select the Junk icon located below the "Local Folders" entry in the second dropdown box of the second row.
      Flame Icon
    6. You will now see Junk on Local Folders listed in the second dropdown box of the second row.
      Spam Filter Window Bottom
    7. Click on OK
  7. You should now see "SpamAssassin" in the Enabled filters list.
  8. Exit the Message Filters window by clicking on the 'X' in the upper right hand corner.
  9. Exit Thunderbird by selecting the File menu option and then Exit.

A general guide to creating Thunderbird filters is covered in the document "How to create an email filter in Thunderbird". Use this document as a frame of reference if you want to redeploy some of the same types of filters in Thunderbird as you had in Eudora.

+ Move your Eudora shortcut to a temporary folder: Move Eudora Shortcut Movie

At the end of this migration document, you’ll be instructed to delete your Eudora shortcut on the Desktop. But before you delete it, you should verify that the Thunderbird shortcut that you create (in the next section) actually works. Since you may want to call your Thunderbird shortcut the same thing as your Eudora shortcut and Windows doesn't let files of the same name live in the same location, let’s create a temporary folder for your Eudora shortcut before ultimately deleting it. Think of this step as a “safety valve”.

  1. Right click on an open area of the Desktop and select New and then Folder.
  2. With "New Folder" still highlighted, type in "EudoraTemp" (omit the quotes) and press the Enter key.
  3. Drag your Eudora shortcut and drop it into the "EudoraTemp" folder.

+ Create a shortcut on your desktop to your new Thunderbird email account: Create Thunderbird Shortcut Video

When you launched Eudora, you probably just clicked on a shortcut on your desktop. Here's how you can create a Thunderbird shortcut that will do the same thing.

  1. Double click on My Computer
  2. Double click on Local Disk (C:)
  3. Double click on Program Files After you do this, you may or my not see a screen that reads “These files are hidden”.  If this screen does appear, click on the text associated with “Show the contents of this folder” on the left side of the window.

    Show Program Files

  4. Double click on Mozilla Thunderbird
  5. Right click the Thunderbird.exe file and select Create shortcut. A message will appear that Windows cannot create a shortcut here. Do you want the shortcut to be placed on the desktop instead?
  6. Click the Yes button
  7. Exit the Program Files window by clicking it's 'X' in the upper right hand corner.

+Rename the desktop Thunderbird shortcut to match the name of the Thunderbird account you just created : Rename Thunderbird Shortcut Video

  1. Locate the Thunderbird shortcut on the Windows desktop that you just created. It will be labeled "Shortcut to thunderbird.exe"
    Thunderbird Shortcut
  2. Right click the Shortcut to thunderbird and select Rename
  3. Give the shortcut a meaningful name, e.g. “Jane’s email” or “Bounced Email”.
  4. Press the Enter key when you’re done.

+ Configure the new Thunderbird shortcut to launch your specific email account:

Accurately identify the name of the Thunderbird account Identify the Thunderbird Account Name Video

  1. Click on Windows Start, Run and type in “thunderbird –p” (omit the quotes) in the Open field. Click OK. The Thunderbird – Choose User Profile window will appear.
  2. Drag the “…User Profile” window to a corner of your windows desktop so that you can also see the Thunderbird shortcut that you just created.


Configure the new Thunderbird shortcut to launch your specific email account:
Configure a Thunderbird Shortcut to Launch a Specific Account Video

Before you begin, take a close look at the picture associated with this section. It may help clear up any questions that may arise as you work through these steps.

  1. Right click the Thunderbird shortcut that you just created.
  2. Select Properties
  3. Click and release your mouse button anywhere in the Target field on the Shortcut tab. This is just to get an active cursor in this field.
  4. Press the End key on your keyboard. This will move the cursor to the end of the text in the Target field.
  5. Press the Space Bar on your keyboard one time to insert a single space.
  6. Type in “-p” (that’s a hyphen and then the letter ‘p’). Omit the quotes when you type this.
  7. Press the Space Bar on your keyboard one time to insert a single space.
  8. In quotes, type in the name of the User Profile that you created in the Thunderbird – Choose User Profile window – just as you see it.
    Path for Thunderbird shortcut
  9. Click the OK button
  10. Click the Exit button in Thunderbird – Choose User Profile window. Failure to do this will cause your Thunderbird shortcut test (next section) to fail.


Verify that your Thunderbird shortcut works: Verify the Thunderbird Shortcut Works Video

  1. Double click on your new Thunderbird shortcut.
  2. Verify that the new Thunderbird shortcut opens your email.
  3. If you did not activate Password Manager during setup, you’ll be prompted for you email password. Otherwise, Thunderbird should open automatically.

+ Verify that your new Thunderbird email can actually send and receive mail:

Now that you’ve set up your new Thunderbird email, let’s make sure it works by sending yourself some email and see if you receive it.

  1. With Thunderbird open, click on the Write icon in the Toolbar
    Write Icon
  2. Type in your complete email address (including the @scls.lib.wi.us) in the To field and press the Enter key. Note: Any new (to Thunderbird) address appears red until the address is completely typed in or is recognized from the address book that was imported.
  3. ************************
    Important Note
    Whereas Eudora permitted you to send email internal to SCLS without the @scls.lib.wi.us suffix, Thunderbird will not. You only have to do this once with each email address in order to “train” Thunderbird to include the suffix.
    ************************

  4. Type “Thunderbird email test” in the Subject field
  5. Type in the word “Test” as the Body of the email.
  6. Click on the Send icon
    Verify Email Labled Steps
  7. A window may or may not pop up asking you how you want to send the message (Plain text and HTML, Plain Text only or HTML only). Just click the Send button.
  8. Click the Get Mail icon on the Toolbar.
  9. You should receive the message that you sent yourself in your Inbox
    Verify Email Labeled Steps 2
  10. Contact the Help Desk if you run into problems with either sending or receiving mail.

    Note: If you had “Leave mail on server” configured in Eudora, you will receive these emails again in Thunderbird the first time you check your mail. As you weed through these emails, be careful to identify which mail is a duplicate and which is new.

  11. Exit Thunderbird if the verification test was a success.

+ Create a unique folder in My Documents for email-related files: Create Folder in My Documents for Email Related Files Video

  1. Click on Windows Start button, select Documents and then My Documents
  2. Create a uniquely named folder where you will store all of your e-mail-related files:
    1. Right click your mouse, select New and then Folder
    2. Type in a name that will be unique to all users of this PC and include the word “mail” in the name, e.g. JanesMail or JimsMail
    3. Press the Enter key after you’ve named the folder.
  3. Double click on the folder that you just created.

+ Backup the email attachments from your Eudora folder:

In some instances, attachments will not migrate from Eudora to Thunderbird. Why might this happen? In Eudora, if you deleted an email but kept the associated attachment, Thunderbird will not recognize that the attachment should be migrated since the attachment has been “orphaned” from the email. Consequently, we recommend that you backup your Eudora attachments as part of the migration process.

Create an "Attachments" folder within your "My Documents, <your name>Mail" folder

In the above section, you created a new folder that will be used to contain your email-related documents. In this section, you will be creating a sub folder that will hold mail attachments (Eudora now, Thunderbird later).

  1. Right click your mouse and select New and Folder.
  2. Type in the word Attachments.
  3. Open the Attachments folder that you just created by double clicking on it.
  4. Scale the size of this window so that it only takes up part of your screen and leave this window open.

Locate the path to your Eudora mailbox Locate Eudora Folder Video

  1. Open the "EudoraTemp" folder and right click the icon that you normally use to launch Eudora.
  2. Select Properties from the context menu.
  3. Locate the field called Start In . The string will read something like "C:\Eudora.xx" where "xx" are usually your initials.
  4. Make a mental note of what you see for the “C:\Eudora.xx information.
  5. Click the OK button to close the Eudora.exe Properties window.

Navigate to the Attach folder contained within your Eudora folder Navigate to Your Eudora Attach Folder

  1. Double click on the My Computer icon on your desktop.
  2. Double click on the Local Disk (C:) icon
  3. Double click on the “Eudora.xx” folder (where “xx” usually represents your initials) that you identified in the previous step.
  4. Scale the size of this window so that it only takes up part of your screen and leave this window open. You should be able to see both this window and the My Documents window simultaneously.

Copy the “attach” folder from your Eudora folder to the “Attachments” folder located in the “My Documents”, “<your name>Mail” folder

  1. Right click the Eudora “attach” folder and select Copy
  2. Right click the mouse and select Paste in an empty area of the “My Documents”, <your name>Mail, Attachments” folder that you just created
  3. Once the file copy is complete, close the windows associated with your Eudora folder and the Attachments folder.
    Copy the Eudora Attachments Folder

Delete the EudoraTemp folder on your Desktop

Earlier in this document, you created a folder called “EudoraTemp” on your desktop and deposited your Eudora shortcut into it. Once you’ve verified that your Thunderbird shortcut works, you can delete the “EudoraTemp folder.

  1. Right click the “EudoraTemp” folder and select Delete.
  2. Click Yes when you receive the "Are you sure you want to send…" message.

Welcome to Thunderbird!
Just to reiterate, once you’ve completed the migration to Thunderbird, it is critically important that you immediately stop using Eudora, otherwise neither of your email boxes (Eudora or Thunderbird) can be considered current or complete.

You may see this Default Client window every time you open Thunderbird. However, until your migration mentor says that the migration is complete for your library, the boxes for "Email" and "Always perform this check when starting Thunderbird" should remain checked.

Thunderbird Default Client Window

After the migration is completed for all email accounts at your library, this window should disappear.