The PST migration tool

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1 Introduction GMS offers a number of carefully thought out migration tools and policies and our dedicated support and sales teams will help you make the right choice to gracefully and easily move your data to your new messaging service. was created to allow Microsoft Outlook users to easily migrate their data out of Outlook and into GMS or GMS Cloudline. Please use this tool in conjunction with input from our experienced Support teams (as required); please note that there is a direct relationship between the amount of data you migrate, and the speed of the migration process as explained further on in this user guide. This PST migration tool (and guide) is suitable for end-user driven migration processes; please let your Support representative aware of requirements for centralised migration and/or large user population migration requirements. Pre-installation Please follow these bullet points before initializing the migration process of your data to GMS. Microsoft Outlook: At present, the PST Migration tool will only work against a 32bit version of Outlook. Microsoft themselves recommend the usage of 32bit Outlook. Plans to make the plug-in 64bit aware are on the development roadmap. If you are unsure into which bitness of Outlook you are running, please see this Microsoft article. microsoft.com/en-us/outlook-help/choose-the-32-bit-or-64- bit-version-of-microsoft-office-ha aspx Gordano domain/user account creation: Prior to commencing the PST migration process, your chosen domain and user accounts must be created on the remote GMS server. It is these login credentials you will later need to enter into the PST configuration settings to allow the porting of your Outlook data. Locate the correct PST file: When configuring the PST migration tool, the application will try to load the default PST file associated with the active Outlook profile. At this point you can then choose which folders you wish to migrate over to GMS and which folders you don t. If you require a different PST file to be migrated, you can use the available dialog box to search for the correct file on your hard drive. Your network administrator will be able to assist you further at this point. Compact your Outlook PST file: Please ensure that your PST file is compacted prior to migrating your data from Outlook into GMS. This can hugely reduce the overall size of your current Outlook PST file often resulting in much less data being transferred over the Internet speeding up the migration process. The following Microsoft knowledge base article provides information how to access the compact tool for the different versions of Outlook. kb/ Migration performance factors: Before migration of your data you will be given the list of folders that reside within your PST file that hold your Outlook data. You should seriously consider whether you need to migrate all of this data to GMS as the overall size of your PST file along with the capacity of your Internet connection will dictate how long this the process can take. Your original PST file will remain untouched by this application so you will always have this on your local Outlook PC as a static backup. Please refer to the penultimate page of this user guide for some sample data and rough time estimations for migration. 1

2 Installation Once you have the PST migration executable, please close down your Outlook and then launch the application. User Access Control (UAC) If you are running a modern Windows Operating System, you may initially encounter a UAC warning. User Access Control was introduced in Windows 7 as a security addition. It allows administrator credentials to be specified during a non-administrator s Windows user session to perform occasional administrative tasks. Often the publisher is listed as Unknown which can unsettle users. Here you can see here that Gordano has take necessary measures to have become a Verified Publisher meaning you can proceed with the installation file in the comfort of knowing this application has been verified by an approved certifying authority. This is the opening welcome screen for the PST migration tool. From here, you are several steps away from completing the installer. 2

3 As with any commercial software, please ensure that you read the license agreement before proceeding with the installation. Here you can choose where you wish to install the PST migration tool. 3

4 If you next see the following dialog, this installation has been successful. Congratulations. You can now launch Outlook and navigate to where the add-in has been installed. For Outlook 2010, the location of the PST Migration tool can be located under Add-Ins. If you are running an earlier version of Outlook, the Share menu will appear under Outlook s Tools menu. 4

5 PST file location will attempt to pre-populate the dialog box shown below with the default Outlook profile. This will most likely be the PST file that stores your but if it isn t, you will need locate the correct PST file on your hard drive using the Browse button. Your network administrator will be able to assist you further. Check for duplicates on server option If this your first attempt at migrating your data into GMS, this default-enabled option will have no impact on your impending migration so it can be left enabled. As the migration tool can support the transfer of multiple PST files, you may want to disable this option as it could result in a lot of processing overhead. If this is a subsequent run using the same PST file as a previous attempt failed for some reason (power cut / user abort), you should also keep this enabled as the duplication prevention setting will ensure that no will be migrated that already exists on the server from the first run. Please note that enabling this option will have an overhead so it may take a little longer to sync due to the extra processing required to prevent duplicates. If however you wish to start your migration process a fresh, simply delete the account you will have created on the GMS server and recreate it. 5

6 Connection settings You are nearing the moment that you can start your PST migration but first you will need to provide some basic, essential configuration parameters. The Login textbox is the full address of the account already setup on the GMS server that you wish to migrate your data to. The Password textbox will require the password previously setup in GMS for the account in question. The Server is the fully qualified host/domain name OR the server s IP address. The HTTP and IMAP port settings are default; industry-accepted values so only change these if you have specific reason to such as when the remote GMS server is listening on different ports. Summary: Using the configuration above, the PST migration tool will attempt to logon to the server mail.gordano.com over ports 143 and 8376 and will try to login to the remote GMS server as the account movingto. Please note: You will need to ensure that your Firewall does not intervene by blocking traffic to these ports. 6

7 Migration in progress... Upon selecting OK, a small dialog box will prompt you as to whether you ready to migrate your data to GMS. If you are ready to migrate, proceed as normal and you will soon be greeted with the migration process dialog box. Completion If you see the following dialog box you can be confident that the migration process has completed. Congratulations. 7

8 Performance factors The completion of the migration process will depend on a number of factors but chiefly the bandwidth of your Internet connection and the size of the PST file you are migrating. As you are uploading your data to the remote server instead of downloading, it is the upload speed of your connection that dictates how quickly this can complete. To obtain your average upload speed you can either consult your network administrator or find a website that can perform a test to determine the capacity of your Internet connection. To give you an approximation as to how long it will take to transfer your data, here are some theoretical performance figures using only two sets of measurement; size and speed. These values represent the absolute minimum time it will take to upload the file to a remote server and even then, you are unlikely to achieve anywhere near the published theoretical data transfer rates. Please note: Bandwidth is often presented in MegaBITS per second (Mbps) as oppose to MegaBYTES (MBps). If you are unsure of your connection speed and have a desire to know, you will find websites online that offer free bandwidth tests. The minimum time in minutes and hours a transfer may take based on the upload speed of your Internet connection 0.5 Megabit Internet connection 1 Megabit Internet connection 2 Megabit Internet connection 4 Megabit Internet connection 250 Megabyte / (.25 Gigabyte) PST file 68 minutes / 1.13 hours 34 minutes / 0.55 hours 17 minutes / 30 minutes 8 minutes / 0.25 hours 500 Megabyte / (.5 Gigabyte) PST file 136 minutes / 2.5 hours 68 minutes / 0.28 hours 34 minutes / 1 hour 17 minutes / 0.5 hours 1024 Megabyte / (1 Gigabyte) PST file 273 minutes / 4.5 hours 136 minutes / 2.5 hours 68 minutes / 1.13 hours 34 minutes / 0.55 hours 3072 Megabyte / (3 Gigabyte) PST file 819 minutes / 13.6 hours 409 minutes / 6.8 hours 204 minutes / 3.4 hours 102 minutes / 1.7hours 5120 Megabyte / (5 Gigabyte) PST file 1365 minutes / 22.7 hours 692 minutes / 11.3 hours 341 minutes / 5.6 hours 170 minutes / 2.8 hours Un-installation Once you are completely satisfied all your data has been migrated, you can safely un-install the PST migration tool. This can be achieved from either the familiar Add/Remove programs named Programs and Features on newer versions of Windows. Alternatively, navigate to the folder you installed the PST migration tool into and run the file named UninstallPSTMigrationTool. 8