Migrating From WVWC Mail to Google Apps

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1 Migrating From WVWC Mail to Google Apps This document is intended for those users moving from WVWC s old mail server to the new Google Apps mail system. If you DO NOT have bobcats in your address, then this document is for you. Your address will not change with the rollover. Sections of this procedure require uninterrupted operation and Internet access, so we advise that you have your laptop plugged in to A/C power. In addition, the migration of old mail can take some time, dependent upon how much you store, so you should do this at a location where the system can be connected for several hours. Finally, you may consider deleting old mail and emptying the Deleted Items folder before completing the migration. This can significantly reduce the time required. IMPORTANT Prior to following these instructions, please go to your new account at log in and accept Google s Terms and Conditions. 1) Download existing mail from the old server. Ensure you have a connection to the web. Open Outlook and download all mail from the Wesleyan mail server by using the Send/Receive tool. If you can run Send/Receive and there are no new messages, you have cleared all of the messages that are on the old server. A forward has been placed on your account so that any incoming mail that has arrived since the rollover has been sent on to your new Google Apps account for wvwc.edu. 2) Close Microsoft Outlook. 3) Go to: and Install Google Apps Sync for Microsoft Outlook. Google Apps Sync is an application that allows Microsoft Outlook to function seamlessly with your Google Apps data. , contacts, and calendar events can all be used within Outlook and are synchronized to your Google Apps account with the use of this program. Since it is synchronized, you can also access your data via the web, other mail clients, or mobile devices, and the changes that you make will be reflected in Outlook. a. If needed, you can download this application from our site at b. Extract the single file from the zip folder, and then double-click it to run the program. c. When prompted, enter your logon information as shown below. d. On the next window, opt to Import the Outlook profile and to send Google crash reports, then click the Create Profile button. Note: If you receive the error Failed to initiate migration error, click OK and continue with these instructions. An additional step at the end of this document is included to migrate your data.

2 If the migration initiates without error, you should have a migration window that displays the progress of the migration for each Outlook object (contacts, calendar events, and ). Do not close this program, do not disconnect the system from the Internet, and do not power the system off during this operation. If absolutely necessary, you can click Pause Migration, leave the programs open just as they are, close the lid to suspend the laptop, and move it to a different location. Once at that location, open the lid to activate the laptop, ensure that you are reconnected to A/C power and the Internet, and then click Resume Migration. When the migration is complete, you will be prompted with a completion message. At this time, you will also see the GoogleAppsSync Setup Completion window. Close this window. 4) Set the Google Apps profile to always open in Outlook. Open the Control Panel by clicking the Control Panel link on the Windows Start Menu. Double Click the Mail icon. (If using category view, it is under User Accounts.) Click the Show Profiles button. In the next window, select Always use this profile and ensure that your Google Apps profile is selected in the drop-down menu. Click OK to save the changes, and close the Mail Setup window. 5) Open Outlook and Enjoy! All of your mail and folders will remain intact but some of the personal settings may need reset. For example you may want to change your Reading Pane from the left to the bottom, and you will have to add your Signature and reset any fonts that you had previously set (Tools/Options/Mail Format).

3 6) About Outlook Archived Folders. Archiving in Outlook moves the mail and folder structure of old mail to a separate Outlook (.pst) file (named Archive.pst by default) and out of your active mail folder. Archiving your mail can increase performance in Outlook and help organize your mail. You may or may not have been utilizing this feature. If you are not sure if you were using Outlook s archive feature, checking for the presence of an Archive.pst file will answer the question. Importing your profile in GoogleAppsSync does NOT import the archive folder. To check for and/or open your Archive Folder, you must first opt to Show Hidden Files. To do this, open the Control Panel from the Start Menu, and then double-click the Folder Options icon. (If using Category View, it is under Appearance and Personalization.) Click the View tab. Under Advanced Settings, select the option for Show hidden files, folders, and drives, then click OK to save your changes. Now that the hidden files are viewable, you can open your Archive.pst folder if it exists. In Office 2007 on Windows Vista or Windows 7, this file should be located at C:\Users\username\AppData\Local\Microsoft\Outlook\Archive.pst. If your original Office installation was 2010, (you did not upgrade from a previous version) your archive file may be located at C:\Users\username\My Documents\Outlook Files\Archive.pst. In Outlook, select File from the Menu Bar, and then select Open Outlook Data File. Navigate to the file listed above. The Archived folder should now appear below the Google Apps folder in Outlook. Opening an Outlook data file Navigating to and selecting Archive.pst

4 Next, you ll want to ensure that your Archive.pst file is where Outlook is set to archive your mail to, both in manual and auto archive. To check the manual archive settings, launch Archive from the File menu in Outlook (In Outlook 2010 it is under File Mailbox Cleanup Archive ) Make sure that the correct path is stored in the Archive file field. If necessary, edit or browse to the correct file to make changes, then click OK to save your settings. Launching Archive in Outlook Checking the Archive folder path Finally, you need to check your Auto Archive settings to ensure that it is also set to the correct folder. In Outlook 2007, these settings are under Tools Options Other. (In Outlook 2010, these settings are under File Options Advanced.) Click the Auto Archive button. If it is not enabled, click the checkbox to Run Auto Archive every x days. Ensure that the correct path to your Archive.pst file is listed in the Move old items to field. If necessary, edit or browse to the correct folder to make your correction. If you want Auto Archive to run, leave the settings as they are, if not, uncheck the box at the top that you previously checked. Click OK to save changes. Verifying Auto Archive store locations in Outlook.

5 7) Migrating an Outlook Profile Outside of GoogleAppsSync Program Installation. If your migration generated the Failed to Initiate Migration error mentioned in section 3d, then you need to execute this step. If your migration worked in section 3d, then you do not do this step. a. From your start menu, launch the application All Programs Google Apps Migration Google Apps Migration for Microsoft Outlook. b. Log in using your full address and password. c. In the next window, select the Outlook profile using the drop down list, and opt to Migrate All Data. Click the Next button. On the following window, you can choose whether or not you wish to include Junk Mail and Deleted Items folders. When you have the selections you want, click Migrate. As listed previously, do not interrupt this process. This concludes the mail migration. If you have any problems or questions, please contact the WVWC Helpdesk at or

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