GroupWise to Outlook Migration FAQ s

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1 to Outlook Migration FAQ s How will I access the new system? All users will initially be using Outlook Web Access, the web based version of Outlook. To access the new system, we will provide a link titled Outlook Web Access in the FCUSD Applications folder found on your desktop. The link will also be available in the For Staff section of the district webpage (www.fcusd.org). Are there any changes to my address or username and password? No! addresses, usernames and passwords will all remain the same. Will my be transferred over into the new system? FCUSD is implementing a new Retention Policy that will go into effect with the migration to Outlook. This policy outlines that FCUSD will only retain three years worth of in our system (this includes calendar items, tasks, etc.). As mail ages past the three year mark, it will be deleted from our system and will not be recoverable. This includes mail in your inbox as well as messages you have placed in folders. Each employee will have three years worth of migrated into our new system. This mail will be divided between your inbox and an archiving system. from the past six months will be present in your inbox. from six months to three years in age will be accessible in an archive system. To recap: Staff will have six months of in their inbox As becomes older than six months, it will automatically be moved from your inbox to the archive system. Messages ranging in age from six months to three years are stored in the archive system. You will be able to access your archived messages at will. o NOTE: The process to move our mail to the new system requires several steps. The final step in the process is to move our current 6 months of into our new inboxes. This process will start on Friday Nov. 15 th, and will still be running on Monday Nov. 18 th. NEW mail will be received, but it will take a week or so for all staff to have their inboxes fully populated with the 6 months of current mail. As ages past the three year mark, it will be deleted from our system and will not be recoverable. Do I need to do anything before my is transferred over? ALL STAFF, please take a few moments to review your and delete any that you do not need. As noted previously only three years will be migrated, so there is no need to delete mail older than October If there is anything from the last three years that you know you will not need, please delete it prior to November 15 th. This cleanup on the part of staff helps to speed up the conversion process. In addition, please review the table on the next page to determine if there is any additional on your part.

2 What transfers over? Folders? Groups? Rules? Contacts? Other? If any of the items that DO NOT transfer to Outlook pertain to you, review the relevant documentation on the next pages for actions required on your part. Please complete any necessary actions by November 15 th. Some items in the chart affect only users who have Full Client. Please note which system (Web Access and/or Full Client) the items pertain to. ITEM Mail, Calendar Items, Tasks, etc. Web Access Full Client Transfers from to Outlook X X Yes **Except Reminder Notes Does NOT transfer to Outlook ***Potential action required*** Reminder Notes X X Folders **Except the Trash Folder X X Yes **Except the Trash Folder Trash Rules (e.g. Rules set up to move specific into folders) Frequent Contacts X X Yes Groups Signature Proxy Rights (e.g. You have given some one rights to see your calendar) Shared Folders (e.g. You have created a folder and shared it with other staff)

3 ITEM Shared Calendars (e.g. You have created a calendar and shared it with other staff) Web Access Full Client Transfers from to Outlook Does NOT transfer to Outlook ***Potential action required*** Archived This is a process by which a user with a large mailbox can save a portion of their mail off to another location. This is an option for Full Client and is set up by the individual user. If you are a Full Client user and not sure if you have set this up, please read the documentation to determine if this affects you. X Does NOT Transfer Actions Required: Reminder Notes: Reminders notes are a part of the calendar functionality in. They appear on your calendar as bulleted items. Reminder notes do not transfer correctly to Outlook. If you have any that you will need after the migration, please take a moment to print your calendar to have a record of the reminder notes. Select File Print Print Calendar o On the form tab select Month and Expandable Month Calendar (the other default selections on that tab should be fine) o On the Content tab enter your start date and the number of months you would like to print Select Notes Select Print Select Calendar o Select the first month you wish to print One the far right of the screen select Print View and then Print this Page Repeat for each month you wish to print

4 Trash: Items currently in your Trash folder will not transfer from to Outlook. If there are any messages currently in your trash folder that you need (that are less than three years old), please move the messages to another folder. Rules: Rules will need to be re-established in Outlook. To expedite that process, please document what rules you have set up so they can be re-created. Select Tools Rules o Click on the name of each rule and then select Edit and note what conditions are set up in the rule Select Options Rules o Click on the name of each individual rule and note what conditions are set up in the rule Groups: Groups may not transfer over correctly in the migration. In order to expedite the process of setting them up, please print out your group lists. Select Address Book o Locate the Book where your group is housed (you may need to click on the + sign to open the book) Click on the group name In the right pane a list of the people in your groups should be displayed If the address is not displaying in the window, right click on the header and select address from the list displayed Select File Print Entire Address Book OK On the Form tab select List Multiple Items per page (the other default settings should be OK) On the Content Tab Select Name and Address Select Print Select Contacts o Locate your group and double click on the name A new window will open that displays the names and addresses of the people in your group Select File - Print

5 Signature: The signatures that we have created in will not transfer over. When you access Outlook, you will need to set your signature up in the new system. Documentation will be available on the ETIS webpage after the migration. Proxy Rights: Proxy rights will need to be re-established in Outlook. To expedite that process, please document what rules you have set up so they can be re-created. Select Tools Options Security Proxy Access Tab o Click on the name of each person and note what rights you have granted them Select Options Proxy Access Tab o Click on the name of each person and note what rights you have granted them Shared Folders: Mail that has been placed in a shared folder (user creates a folder and then chooses staff to share it with) will only be migrated in the Inbox of the owner/creator of the folder. To re-establish in Outlook, the owner/creator should document who the folder has been shared with as well as what rights were granted. Right click on the folder that you have shared out Select Sharing Select the Sharing Tab Right click on the folder that you have shared out Select Share Folder Select the Share Folder Tab Shared Calendars: Calendars that individual users have created (user creates a calendar in and then chooses staff to share it with) will only be migrated in the Inbox of the owner/creator of the calendar. To reestablish in Outlook, the owner/creator should document who the calendar has been shared with as well as what rights were granted. (NOTE: This is not referring to proxy rights and giving others access to viewing your personal calendar. This is when you have actually created an additional calendar.) Right click on the Calendar that you have shared out Select Sharing Select the Sharing Tab Right click on the Calendar that you have shared out Select Share Select the Share Tab

6 Archived How can I tell if I have setup archiving in the Full Client? Open the Full Client Select Tools Options Environment Cleanup Tab Select the Cleanup Tab and check to see if Auto-archive is turned on in either of the two locations If you have archiving on, please contact the ETIS office ( ) and we will help you with your archived mail Are there different versions of Outlook? Which version will I be using? All users will initially be using Outlook Web Access, the web based version of Outlook. After the initial conversion, we will begin working to make the full Outlook 2007 client available to staff. Staff will have the option to attend training, but it will not be required in order to have access to the full Outlook 2007 client. Issues that need to be addressed in order to make the full Outlook 2007 Client available to users include: Upgrading workstations that have Office 2003 to Office 2007 Removing Full Client installations and changing workstation settings specific to Workstation settings required for Outlook 2007 to function properly We are working to automate as many tasks as possible, but in some cases we will need to physically touch individual workstations to make the conversion. Please do not place work orders to have your workstation converted to the full Outlook 2007 client. This is being mapped out as a district wide project.

7 Will I be able to access my from my phone, ipad, etc.? Yes, this functionality will be available to staff after the conversion to Outlook. Please watch for documentation to be sent out with additional details. Other questions? Comments? Documentation and FAQ s will be posted on the ETIS webpage in the Outlook Migration section. If you have questions, please check the webpage at You can also questions to

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