College of Education Groupwise to Outlook Migration. March 2015

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1 College of Education Groupwise to Outlook Migration March 2015

2 What we will cover today The migration timeline How you can prepare for the migration Support we will provide before and after the migration Questions

3 Why are we doing this? More modern tool better supported Better support for Mac systems Larger capacity for all users (50GB rather than 2GB) savings to the institution Integration with MS Office, Office 365 and Skype for Business

4 A couple of quick terms Client Application (installed on your computer) Web Application (accessed using a web browser) Groupwise Terms Groupwise Client Webmail Outlook Terms Outlook Client OWA (Outlook Web Access)

5 Official Cutover Date Sunday Monday Tuesday Wednesday Thursday Friday Saturday March April 1 Outlook PM Key Dates Outlook for the CoE will go live on April 2, 2015 at 2PM

6 What happens on April 2 at 2PM? Groupwise becomes read only All new will come into Microsoft Outlook therefore you must start using Outlook Existing (Previously Received and Archive will NOT be available in Outlook)

7 So. How do I get my Outlook ? You will be able to access your on April 2nd using OWA. You will be able to use the Outlook Client once it is installed.

8 How will I get the Outlook Client? Starting Tuesday March 31at 5:00 PM we will begin to push the installation for the Outlook Client and Lync (Skype for Business) to all Windows users using a desktop computer. This installer will automatically remove Groupwise and Groupwise Instant Messenger. This process may take several days. Mac systems already have an Outlook client that will work. Newest client has not been released to campus yet.

9 Important note about client installation After March 5:00 PM you should NOT use your Groupwise client. You should ONLY use Webmail for and calendar functions.

10 Important note about Webmail Webmail does not handle proxy and multiple calendaring as well as the client. Do NOT plan complex or calendaring tasks April 1-3. No ability to access archives

11 What about my existing ? will be migrated into Outlook Individual size including attachment must be smaller migrated.

12 Data Migration Timeline Sunday Monday Tuesday Wednesday Thursday Friday Saturday Key Dates March Migration 4/2 4/6 Archive Migration 4/6 4/ April Migration Migration Archive Migration Archive Migration

13 What doesn t migrate? s larger than 25MB Trash Frequent Contacts Rules Proxy Rights

14 How do I learn to run Outlook We visited the offices and asked for specific training topics and you responded. opportunities.

15 Training / Support Timeline Sunday Monday Tuesday Wednesday Thursday Friday Saturday Key Dates March ERP Training Available April 1 2 Priority 3 4 Support CoE ERP Training Available Day 5 Priority Support ERP Day Training Available ERP Training 3/23 4/10 CoE Training 3/30 4/1 Priority Support 4/3 & 4/6

16 What can I do now to prepare Address messages larger than 25MB (instructions available) Clean out your If you have a Groupwise archive Decide if you really need it If you need it, could it be cleaned out? Be prepared for Archive Migration (instructions available) Make sure you can use , calendar, and proxy functions

17 What can I do now to prepare Watch for messages about the migration

18 And please remember This will take a while to learn You will NOT be as productive in Outlook as you were in GW on day one Everyone is going through the same thing

19 Tell me more about Archive Migration Archives need to be copied to migration directory by March 30. All auto archiving must be stopped before being copied Total mailbox size of active + archive MUST be less that 50GB Once migrated, the archived mail will appear in your normal mailbox Access to archived will be limited until migration is complete

20 What about access from my phone/tablet Excellent Outlook client for IOS and Android There are also apps for ODFB, Lync, Word, Excel, PowerPoint and OneNote Home computers should use OWA at rather than installing a client due to data security issues

21 Are there other major differences Maximum mailbox size is 50GB Maximum number of recipients on single is 500

22 Questions?

23 College of Education Groupwise to Outlook Migration March 2015

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