GroupWise to Exchange Migration

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1 GroupWise to Exchange Migration

2 Exchange 2010 When is this Happening? The weekend of November 2 nd - 4 th all KUMC entities will be switching to Microsoft Exchange as our new collaboration & communication platform. On Monday morning, November 5 th when you come to work you will be using Outlook instead of GroupWise.

3 Exchange 2010 Microsoft Outlook = the desktop client that will access the system. Microsoft Exchange = name of the entire system. Outlook Web App (AKA OWA ) = this is how you can access your mailbox from off campus.

4 Exchange GB mailboxes for all Faculty & Staff. 2.5GB mailboxes for all Students. No archive All will be live. Total Live GroupWise Mailbox + GroupWise Archive Average mailbox size for Wichita users is 319 MB. Current GroupWise stats Staff and faculty avg mailbox size is 319 MB Staff and faculty archives avg size is 592 MB

5 Before November 2nd Clean up live and archive mailboxes. Evaluate the business need of keeping very old . Use the Mailbox Size feature of GroupWise to sort by largest mail items for review. Review sent items for multiple versions of attachments. At your request IT can delete items that are prior to a date you specify.

6 Before November 2nd Review Tips and Tricks handout regarding cleaning up your mailbox. Review on-line video training. QuickHelp from Brainstorm Attend Outlook Overview sessions

7 Before November 2nd You need to document Rules Proxy rights Shared folders Shared address books Settings for Resources (rooms) that you manage

8 What will Migrate? Feature/Item Migrate? Comments Inbox Calendar Items Tasks Yes Yes Yes Work in Progress Yes Drafts in Outlook GroupWise Rules No You will need to document your rules before migration GroupWise Cabinet Folders and Items Inside Items in Trash Sent Items Yes No Yes Status Tracking No Shared Folders Limited The folders will migrate but permissions will need to be granted inside Outlook. Document shared folder permissions before migrating.

9 What will Migrate? (cont.) Feature/Item Migrate? Comments RSS Feeds Personal Address-books Personal Groups Frequent Contacts No Yes Yes No Shared Address Books Limited Address Book will transfer but permissions will need to be set-up. Document shared address books before migration. Proxy Rights to Inbox and Calendar Proxy Rights to shared mailboxes and calendars (i.e. Conference rooms etc.) GroupWise Archive contents and folder structure Delay Delivery Limited Limited Yes Yes Document proxy access before migration Document proxy access before migration Will be placed in a new folder called Archive and all folders and items will be placed there.

10 What about my mobile device? Exchange will support: Devices that have native Exchange support built-in. This includes: ios, Android, Windows Mobile. All devices will need to be reconfigured to communicate with the new servers. IT will not setup devices to use GroupWise mobility after October 18. Devices currently syncying with GroupWise will stop syncing on Friday, November 2 nd at 5:00 p.m. IT staff will work with you to reconfigure your device beginning on Monday, November 5 th. We can provide the instructions or assist with the configuration. There will be a process to provide you with the policy and require your acceptance.

11 What about my mobile device? Existing Blackberry devices will still be supported and will need to be completely reset to connect to the new system. (KC policy is that they will no longer be adding new Blackberry devices. We strongly encourage existing BlackBerry users to upgrade to an iphone or Android phone.) POP3 and IMAP4 connections will not be supported.

12 Auto forwarding Due to a policy change you will no longer be able to auto forward your to a non KUMC account. WESLEYMC.COM and VIACHRISTI.ORG will be permitted by exception.

13 How will I access my from home? You will access your Outlook from home or off campus using the Outlook Web Application (OWA). You will not be able to use the Outlook client from outside the university network or from personal devices.

14 I have used Outlook before, can I create an off-line PST file? The ability to generate PST files will not be enabled for end users in the Exchange system. PST files are problematic for security, privacy and retention reasons.

15 The Migration Process Friday Novemer 2 nd after 5:00 p.m. all Exchange mailboxes will be made live. From this point forward, all new will flow into Exchange and GroupWise mailboxes will not receive new . Migrate all calendar items from GroupWise Migrate last 30 days of from GroupWise. Migrate remaining from GroupWise Over the weekend of 11/2 5:00 p.m. Sunday 11/4 we are asking that you stay out of . If there is an urgent need to access your during this time you will be able to use GroupWise webmail for old and OWA for new . BE AWARE THAT CHANGES MADE IN GROUPWISE DURING THIS TIME WILL NOT BE REFLECTED IN OUTLOOK.

16 Monday, November 5th Monday morning you will begin using Outlook. Use GroupWise Webaccess to view non migrated until it migrates over to Exchange only if absolutely necessary. will trickle in to your Exchange Mailbox as the migration process continues. Archives will be migrated after November 5th. Archives will likely be unavailable for several days.

17 Monday, November 5th What if I don t see Outlook on my computer? Don t Panic you can still use . Use (OWA) the Outlook Web App. https://mail.kusmw.kumc.edu/owa Open a ticket with the Helpdesk. UKSM-W (3-2605) or We expect an increased call volume on November 5th. So sending an to open a ticket if it s not urgent will be the best option.

18 Monday, November 5th What if I don t see all of my in Outlook? It s possible that your mailbox has not completed being migrated or there were issues with some corrupt messages. Wait 24 hours as your mail may still be in the process of migrating. Open a ticket with the Helpdesk. UKSM-W (3-2605) or

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