KCC Google Apps Move Procedure

Kirtland Community College

Google Apps Move Procedure

This is a "fresh start" for people used Outlook and DO NOT want to migrate any old emails, calendar, or contacts. After the move you can use Outlook to view or print any old emails but Outlook will only an archive (read only). Test of republishing

Contents:

Additional Training resources

Added Features

REQUIRED

Step By Step Process

Before Training

Check your Outlook Settings for all the accounts you might use:

In Outlook, go to Tools - Account settings
Write down the Name and Type of account listed

Notes:

If you are using IMAP or MAPI you will need to set up Gmail to fetch any mail off the Kirtland server that is not in your Outlook PST.
If you have any additional email accounts, such as department or organization accounts you will need to deal with these. Options include fetching in Google mail, adding a “Nickname” in your Google Apps account (contact eServices), or using another email client. We will discuss these in training.
Distribution lists will not migrate over- you will need to recreate them in Gmail. If you have multiple large lists (over 15 addresses) you may want to export them from Outlook but it is a multi-step process to export a text file convert it to a .csv and import to a group.
Outlook Rules will not migrate and need to be recreated in Gmail as filters. We will cover this in class.

New account log-in information - eServices will create a Google Apps account for you - you will receive an email with the new Gmail log-in information.
Log-in and test - once you receive your new account information you are encouraged to log-in to Google Apps (you can log-in from start.kirtland.edu, or gmail.kirtland.edu) and experiment, however we recommend you do not use the account for sending email prior to Basic Training.
From within Gmail - in the top right go to Settings - Accounts

Setup Send mail as:
Click on “Add another email address you own”
You should see a box like the one below, enter your name and your old email address (last name+first initial@kirtland.edu)
Click on “Next Step” - you will see a text box stating you need to perform a verification check
Click on “Send Verification”
You will see the box below, you must now check your old Kirtland account through Outlook or Webmail.

You should receive an email to your old account similar to the one below:

You can either click on the link in the email or copy the “Confirmation Code” and paste it into the box in SparkyMail (above)
Back in Accounts - Send mail as:

Select “make default” after your old Kirtland account listing
Select “Reply from the same address the message was sent to”

Attend Training

While at training we will add your old account as a nickname in your new Google Apps account. At this point you will start receiving mail sent to either your new Kirtland address or your old Kirtland address in Google Apps Email.

During training we will cover the basics of using Google Apps email and calendaring including:

Settings

Default sending account
Getting mail from other accounts

Receiving, Sending and Composing email
Conversations
Creating filters (rules)
Using Labels (folders)

Google Chat & Talk
Calendar

Creating events
Sharing
Scheduling resources (rooms, etc.) & people

After Training

IMPORTANT SETTINGS:

From within Gmail in the top right go to Settings - Accounts

Get mail from other accounts:

Click “Add an account you own” (you will see a pop-up to add information)
Add your old Kirtland account (lastname+first initial@kirtland.edu)
you will need to enter your password for Webmail
Use the settings below (with your old email and password)

This setup will:

Move all your mail from the old webmail server to Gmail, so it may take a while depending upon how much mail you have) (click here for more info)
Create a label/folder in Gmail for any mail from the old server and move the mail directly to that folder bypassing the Inbox.
NOTE: if you had folders in Webmail they will not be recreated - all old mail will go into one label/folder
All new mail (even to your old address@kirtland.edu) will go to your Inbox unless you set up additional filters.

Note: After the all of the above are complete contact eServices and have them:

Enter your old account as a “Nickname”
Turn off the setting to Inherit SMTP routes in Gmail (forwarding copies to the old Kirtland mail server)

From within Outlook

Remove your current (old) email account

Open Outlook - On the Tools menu, click Account Settings...
In the account settings window - email tab, click the e-mail account you want to delete, and then click Remove.

Click Close
Note: From this point forward you will only be using Outlook to look at old (archive) information, you will no longer be sending or receiving from Outlook.

Things to do:

Continue to use every-one's current address (lastname+first initial) until notified by eServices. If you send to a new address for someone who has not yet converted they will not get your email.
eServices will create a “Nickname” in your Google Apps account so any email to your old address will show up in your new account.
Double check any additional email accounts you check such as department or organizations, be aware if email you feel is missing.