email migration to office 365 - western university · office 365 migration. office 365 • web...
TRANSCRIPT
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. [email protected]) 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
• [email protected] 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 [email protected] or
• 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)
• [email protected] or
• We will do a more detailed workshop for
calendar users in May