email migration to office 365 - western university · office 365 migration. office 365 • web...

Email Migration to

Office 365Scheduled June 2, 2016

Social Science Technology

Services

Today’s Agenda

• Overview of Migration

• Impact

• Process

• Support

• Questions??

Office 365 Migration

Office 365• Web based service that offers substantially

improved email and calendaring

• 50 GB of storage

• More stable system with continuous

improvements

• Significantly improved Calendar system

• Fully integrates with Outlook

Overview of Migration• You received an email from ITS inviting you

to complete a Personal Migration Checklist

• You will perform some pre-migration tasks

• You will receive a reminder email (late May)

• Email will be migrated on June 2nd from

12:01 AM until about 4 AM (no calendar or

email access)

• You will perform some post-migration tasks

HOW DOES THIS IMPACT YOU ?

It depends…

There are some use case scenarios where the impact will be minimal

HOW DOES THIS IMPACT YOU ?

Scenario 1

If you NEVER use your Western email address and do not intend to.

OR

If you have your Western email forwarded to another email account (e.g. user@gmail.com) and you do not directly interact with your Western email, including sending from your Western email.

There is nothing for you to do at this time.

HOW DOES THIS IMPACT YOU ?

Scenario 2

If you currently use Convergence to access your Western email….

If you do not use any of the following features of Convergence:

– calendar

– Mail filters

– Contacts

There is nothing you need to do at this time. As of your migration date, go to myoffice.uwo.ca and log in

• userid@uwo.ca with your Western password

• Select the blue icon labeled Mail

HOW DOES THIS IMPACT YOU ?

If you do not fit into these two scenarios you should fill out the Personal Migration Checklist.

Process• On April 26th you received an email from

Western Mass Mailer with the subject New

Email Service on June 2, 2016

• It invited you to complete your Personal

Migration Checklist at

https://MyOfficeMigration.uwo.ca

• Open this link in Firefox or Chrome.

Sprint 2

Thursday, June 2, 2016

Heather Stevens, Jeff Blake

Nancy Wellard, Rob Dykeman

June 1, 2016 5:00 PM

June 2, 2016 5:00 PM

Personal Migration Checklist• Recommend that you print your Personal

Migration Checklist

• You can return to it anytime at

https://MyOfficeMigration.uwo.ca

• Works best in Chrome and Firefox

Migration Process - Mail• ITS will begin synchronizing email between

legacy and Office 365 about 2 weeks in

advance

–Final synchronization is the last step

• INCLUDES

•Email messages

•Forwarding settings

•Notes

•Existing folders

•Aliases

•Enabled Vacation Messages

Migration Process – Mail (cont)

EXCLUDES

• Contacts (Need to export and then import)

• Mail filters (Need to be recreated manually by

user)

• Categories (colours)

• Flags

Support• We are here to help you with your pre-

migration tasks: filters, contacts, signatures,

calendars

• We will see that you requested assistance in

your Personal Migration Plan OR Call 82152

or email ssts-help@uwo.ca or

Office365-Sprint2-SocSci@uwo.ca

• On June 2nd, we will be out helping where

requested. “War room” for mobile device

setup

Things to Remember• If you clean up your mail before the

migration, do it early.

• Do not move mail folders or delete old

messages on June 1st.

• Do not update your calendar after 3 PM on

June 1st.

• Calendar events should be recreated, not

copied.

PERSONAL CALENDARS• Migrating Calendar data is biggest challenge

– Data integrity issues in our current system• Recurring meetings

• Dependency on Outlook connector

• Legacy data

– Event attachments• Each event attachment must be saved individually

• ITS recommends recreating your calendar– No fool proof way to migrate calendar data with no issues

– Short term disruption to safeguard positive long term experience

• The night before migration– ITS exports the contents of your personal calendar to a

private network share• ICS file

– You may wish to print a week(s) of upcoming events

• The day after migration– You imports this copy of your legacy calendar as a secondary

calendar– You then recreate your events

• This process should update invitees and resources appropriately

PERSONAL CALENDARS

Questions??• Recommend training links

• Search online for training videos for the OWA

(Outlook Web App)

• Ssts-help@uwo.ca or

Office365-Sprint2-Socsci@uwo.ca

• We will do a more detailed workshop for

calendar users in May