Migrating Groupwise Data

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1 Migrating Groupwise Data Requirements: Windows Computer on CCSF admin network Outlook 2010 Groupwise 8 windows client Network access Office 365 login and password Groupwise login and password USB Flash Drive (recommended) with at least 1GB free space (more if you have a large Groupwise allocation) Note: If you are uncomfortable, completing all these steps. Please come to a scheduled lab/workshop, so you do not lose any of your existing Groupwise mail. To start the process: Use your windows login and login into the computer Page 1

2 Open Control Panel Find Mail control panel o Use search, type mail Open Mail control panel o Double click on Mail In the mail control panel o Click the Show Profiles button, if present If there is no Show Profiles button, go to next page. o Click the Remove button o Confirm remove, Click yes Prepare Outlook 2010 Page 2

3 Configure Outlook 2010 to read Office 365 Mail Open Outlook 2010, if not already open Click Next> on Outlook 2010 Startup On Account Configuration, Select YES, Click NEXT> Add New Account, if your name and is already entered click Next>. Otherwise enter your Name and Address Click Next> Page 3

4 At this point it will try to connect to Office 365. You will be presented a login screen o If it shows your Delete the ms. So that it shows your proper address o Enter your Office 365 password When you have successfully connected, you should see this Click Finish Click YES to allow Outlook to be your default Click NO on adding Hotmail Account Page 4

5 Configure Outlook 2010 to read Groupwise Mail Open Outlook 2010, if not already open Under FILE menu, Select Add Account Select Manually configure server settings Click NEXT Select Internet Click NEXT Enter Account information o Name: your name o address: your full address o Select IMAP for Account Type o Incoming : bat-gwia.ccsf.edu o Outgoing: bat-gwia.ccsf.edu o User Name: Your GroupWise username o Password: Your GroupWise Password Click the More Setting button Page 5

6 Add GW- front of your address Click OK to close dialog box Click NEXT Your connection is tested You should see this Click CLOSE on this. Then FINISH on the next window. Page 6

7 Backing up Groupwise data Now that Outlook 2010 is connected to both Groupwise and Office 365 o Office 365 o Groupwise Note the (that we entered) o We can start pulling Groupwise data to Outlook 2010 It automatically pulls Inbox and Sent Mail You need to specify the rest Right-Click on your Select IMAP Folders Click the Query Button Click on your First Folder Hold q, Press u Page 7

8 After all is highlighted Click the Subscribe button Click the Subscribed tab o Verified that all is present Click the OK button Click on the Send/Receive tab Click the Send/Receive All Folders button Click on the Show Progress button Page 8

9 A window will open showing progress of transfer from Groupwise o For Groupwise mailboxes less than 250 MB, it should complete in 30 to 45 minutes o Larger mailboxes, may take several hours o Screenshot of in progress o Screenshot of completion o This screen may close by itself o In the next section, you will create a backup file (.PST file) Page 9

10 Export Groupwise data to backup.pst In Outlook, click on File menu Click on Open Click on Import Select Export to a file Click the Next> button Select Outlook Data File (.pst) Click the Next> button Page 10

11 Select your Groupwise Profile o The account with Check Include subfolders Click the Next> button Naming your backup.pst file Place your cursor here (between \ and b) o Type your login name-gw-2013-mm-dd sign or \ o You file name should look like this. Click the Finish button Enlarged View Page 11

12 When you are asked for a password o Leave it blank (no password) o Click the OK button When the file is being written it may take 5 to 30 minutes Depending on the size of your Groupwise mailbox o While the file is being created You may see a window like this If you have a USB flash drive, copy back file now o Open the Documents (My docs (win XP)) o Open Outlook Files You should see the file you just created o Open you USB Flash Drive o Create a folder if desired o Drag your backup file to your USB drive Page 12

13 Import Groupwise data to Outlook 2010 In Outlook, click on File menu Click on Open Click on Import Select Import from another program or file Click the Next> button Select Outlook Data Files (.pst) Click the Next> button Page 13

14 Now you will select the file you created o Click the Browse button o From this windows o Click on your file o Click the Open button o With your file selected o Options: Replace Duplicates o Click the Next> button Page 14

15 Verify contents and move location o It should show Outlook Data File o Checked Include Subfolders o Select your Office 365 account Not the Groupwise account (GW-) o Your screen should look like this o Click the Finish button o This completes your part of the process Page 15

16 Do not Close/Exit Outlook Do not Shut Down computer Transfer of data to Cloud Now your Groupwise data files are being transferred to Outlook 2010 on this computer After this completes, Outlook 2010 will be synchronized to Office 365 (Cloud) This process can take 1 to 5 hours In lab, you will want this process to continue to run in the background. Click on the Start Menu, Click on the Triangle to right of Shutdown, and select Switch User Check your Office 365 account using the web client and verify data transfer, after 12 to 24 hours. Page 16

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