Frequently Asked IT Questions for Retirees and Others Leaving Extension


1. What should I do with my computer when I retire or otherwise leave the organization?
2. Can I buy my computer when I retire or leave the organization and keep it for my personal use?
3. What happens to my email address when I retire or otherwise leave the organization?
4. How can I take my old email with me?
5. How can I take my contacts (email address book) with me?
6. What do I need to do with the files on my computer when I retire or leave the organization?
7. I will be working for the county when I retire or otherwise leave the organization. Can I keep my email account?


1. What should I do with my computer when I retire or otherwise leave the organization?

Computers purchased with county funds stay with the county. Computers purchased with university funds come back to the university. Field specialists should return computers to the appropriate program area. Before leaving, files stored directly on the computer should be transferred to the shared drive, to a flash drive, or to CD/DVD.

For counties and program areas: Computers should be reformatted and reinstalled before passing them on to new users. This removes personal information--especially confidential information--spyware, malware, obsolete software, and helps to ensure that the machine is up to date and will work properly for someone else. Computers that do not meet current minimum support standards should be retired from use.

2.  Can I buy my computer when I retire or leave the organization and keep it for my personal use?

For university-paid staff, if your computer is more than a year old we recommend that you purchase a new computer for your personal use through the ISU Bookstore before you retire. Until your retirement date, you can purchase a computer for personal use and receive the university discount on that purchase.

On some occasions it has been possible for people to purchase a university-owned computer (for example, your current computer).  However, if this is possible, it must be done through ISU Surplus. County-owned machines should be handled as appropriate for county policy. However, whether university- or county-owned, a machine would need to have all university software removed by being formatted or reinstalled with the original operating system (OS). [Note: EIT does not install old operating systems on machines.]

3. What happens to my email address when I retire or otherwise leave the organization?

Before your last day, go to ASW ( http://asw.iastate.edu ) and forward your @iastate.edu email to a new email address of your choosing. (For example, a yahoo account or a gmail account.) If you want to keep any email from your Exchange (Outlook) mailbox, save it before your last day.

Upon departure from ISU, Extension Human Resources will notify EIT. At that time EIT will revoke your access and delete your mailbox. Your '@iastate.edu' address will continue to forward your email for approximately six months after you leave the system. As part of your transition, send email to specific people to let them know that you are leaving and your new address or, as Extension clients, who they should contact in the organization for assistance.

4. How can I take my old email with me?


Be aware that depending how you save old email you may not be able to import into another email account (for example, yahoo or gmail). You may need Outlook to open and read the messages.

To export into an Outlook-compatible personal folder file, select File, Import and Export, Export to a file, Personal Folder File (.pst), and follow the instructions. When the export is complete copy the .pst file to a flash drive or CD or DVD.

5. How can I take my contacts (email address book) with me?

Outlook contacts can be imported into a number of other email systems, including gmail, yahoo mail, and hotmail.  Before your last day with Extension, save your contacts in a *.csv file.

To save Contacts in Outlook 2007:
  1. Go to File...Import and Export
  2. Select Export to a file...Select Comma Separated Values
  3. Select File to export from (from the displayed list, highlight 'Contacts').  The file will be saved in your Documents folder as '*.csv'.  Where '*' is the filename you provided)
Once you've saved off the file, you can import it into your new email system according to the directions they provide for importing contacts.

6. What do I need to do with the files on my computer before I retire or leave the organization?

Any files you want to keep should be copied onto a personal flash drive or burned to CD/DVD. Files that your office or a new person might need should be copied to the S: drive or to a labeled CD or DVD. Make sure someone in your office or program area knows what the files are and where they're located. Delete the files from your office computer before you leave.

7. I will be working for the county office after I retire or otherwise leave the organization. Can I keep my email account?

Yes. Your supervisor should contact Deb Pospisil in Administration to ensure University Human Resources records are updated to reflect your status change and continued employment.