Migrating From Bobcat Mail To Google Apps (Using Microsoft Outlook and Google Apps Sync)

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1 Migrating From Bobcat Mail To Google Apps (Using Microsoft Outlook and Google Apps Sync) This document is intended for those users moving from WVWC s Bobcat Mail system to the new Google Apps mail system for wvwc.edu. More specifically, it is intended for those users that currently use or want to use Microsoft Outlook and Google Apps Sync to manage your . If you DO have bobcats in your former address, then you may use this document to consolidate your old and new and Google Apps objects, such as calendar events and contacts. Using Outlook and Google Apps Sync is the preferred method for transitioning your account. 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. Also, Google Apps Sync requires Windows XP Service Pack 3, Windows Vista Service Pack 1, or Windows 7 as the minimal operating systems. You can check your version by rightclicking [My] Computer and selecting Properties from the popup menu. If you have the listed service pack or higher installed, then you can proceed. If not, you need to run Windows Update, possibly multiple times, until these service packs are installed. IMPORTANT Prior to following these instructions, please go to your new account at log in and accept Google s Terms and Conditions. 1) 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. Note: The Helpdesk may have installed this application for you, especially if you were moved to Bobcat Mail from the old mail server. If the program is installed, you will have a program group in All Programs titled Google Apps Sync 2.0. If you already have the program installed and access your account with Outlook, you can skip to step 2. a. If needed, you can download this application at b. Extract the single file from the zip folder, then double-click it to run the program. c. When prompted, enter your logon information as shown below.

2 d. On the next window, opt to send Google crash reports, and then click the Create Profile button. Finally, click the Start Microsoft Outlook button on the setup completion window shown below. When Outlook opens, the synchronization utility will open with it. Allow the synchronization tool to finish the initial sync. Note: This application creates a new Outlook profile. If you already had a profile in Outlook, you will be prompted to choose which one to open. Ensure that you open the one that references username@bobcats.wvwc.edu. 2) In Google Apps Sync, Increase Local Mailbox size to Unlimited. With Outlook open and the Bobcat Mail profile loaded, click the Google Apps Sync icon in the system tray, select Set mailbox size limit, and set to Unlimited. Click OK to save your changes. (Note: If your Bobcat Mail account was currently storing more mail than your initial size limit, you will need to let the synchronization complete. It is important that your mail is completely synchronized prior to moving to the next step.) 3) Add Your New wvwc.edu User Account to Google Apps Sync and Import the Bobcats account. First, you must close Microsoft Outlook. You will also need to set Windows to view hidden folders. To view hidden folders, click the Control Panel link in the Start menu, then click the Folder Options link in the control panel. (If your control panel is in category view, the Folder Options icon is in the Appearance and Personalization group.) Click the View tab, and then select the option Show hidden files, folders, and drives. (as shown below). Click the OK button to save your changes. Now that you are ready, from the All Programs menu in Windows, select Google Apps Sync 2.0 Set up a Google Apps Sync User. Enter your full wvwc.edu address and password into the appropriate fields. (Please note that your initial password was set to MMDDSSSS, where MMDD represent the month and day of your

3 birthday, and SSSS is the last four digits of your SSN. For International students, substitute the year 2011 for SSSS. On the next screen, check the box for Import data from an existing profile. Use the dropdown menu to select From a PST file then navigate to the folder C:\Users\Username\AppData\Google\Google Apps Sync and select the pst file that references your bobcat mail address in the name. Note: The directory path above is for Windows Vista and Windows 7 users. If you are using Windows XP the path will be c:\documents and Settings\username\Local Settings\Application Data\Google\Google Apps Sync. Note: In our testing, the drives did not show if you click the My Computer icon in the navigation window. To work around this, use the drop-down menu of the Look In field to select the Local Disk *C:+ to start the navigation. Use the Look In field to select C:\ Navigate to and select your pst file It s best to allow Google Apps Migration for Microsoft Outlook to complete before opening Outlook in your new profile. 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. Let migration complete Close this window.

4 4) Setting a Forward on your Old Bobcats Mail Account. You need to set a forward on your old bobcats.wvwc.edu mail account, so that anything mailed to that address will be passed on to you. To do this, open a web browser and go to Log into your old account. In the upper right corner, you will see an icon that looks like a gear. Click it and select Mail Settings from the menu. Click the Forwarding and POP/IMAP tab, and then click the Add a forwarding address button. Enter your new wvwc.edu address and click the Next button. You will be prompted that a confirmation has been sent to the address. Exit mail settings by clicking the Inbox link on the left side of the page. Leave the browser open in your Bobcat Mail account, as you will be returning to this screen. Open Microsoft Outlook. When prompted to select a profile, make sure that you select your Google Apps profile for the new WVWC address. Since this is the first time that you have opened Outlook to the new account, it will take some time to synchronize, but it syncs the newest mail first, so you should have an from West Virginia Wesleyan College Team. Open this and click the appropriate link for confirming the mail forward from your old account. A browser window will open stating that you have successfully confirmed the mail forward. Return to the web browser that is opened to your Bobcat Mail account. (You can leave Outlook open to finish synchronizing.) Return to the Mail Settings window as you did previously, and click the Forwarding and POP/IMAP tab. (see picture below) Now that you have confirmed the forward, you should select the option to Forward a copy of incoming mail to your new wvwc.edu address. Also, elect to delete West Virginia Wesleyan College Mail s copy. Finally, make sure to click the Save Changes button at the bottom of the

5 page to save your changes. If you want to double-check that the changes were saved, exit mail settings by clicking the Inbox link. Then navigate back into Mail Settings and make sure that the page appears as below. Note: The forward that you have applied will forward all new mail that is sent to your bobcats.wvwc.edu for as long as the account is in existence. You should notify people that you frequently that your address has changed. In addition, if you have used your bobcat address to register with sites, you should update your profile with those respective sites. 5) Moving Your Google Docs to your New Account. Google Apps Sync takes care of 3 out of 4 of the Google Apps objects, namely , Contacts, and Calendar events, but if you have utilized Google Documents, you will need to Download them to your local machine, and then Upload them into your new account. To do this, using the browser that is logged into your Bobcat account, click the Documents link in the top left of the screen. On the left side, select Owned by me. Click the check box at the top of the page to select all of the documents. Click the arrow next to Actions, and select Download from the list. You will be prompted on how to convert your documents. Typically, the default for Microsoft Office Products is sufficient. This can be seen in the Convert and Download window. Note that documents in Google Docs format must be converted for download. You can opt to convert them back to Google Docs format when you upload them to your new account. Note: Documents that were shared to you will need to be shared by the document owner to your new

6 address. Simply the owner of the shared document and request that the sharing be changed. The zip file that is downloaded is named documentsexport-[current date].zip. In the example here, we are working with documents-export zip. The file will be downloaded to your default download folder. With Windows Vista and Windows 7, this is usually the Downloads folder in your profile. Click your profile name in the Start Menu, and then click the Downloads folder to open it. Open the zip file by double-clicking it. (see left) Click the link to Extract All Files. By default, this should create a folder of the same name (documents-export-[date]) within your downloads folder. Note: Google Docs download creates folders for any label structure that you had in Google Apps. When you upload these files, this folder structure will be recreated as Google labels. Now that we have your documents exported, we need to import them into your new Google Apps account at wvwc.edu. From the web browser that is logged into your Bobcat Mail account, click the drow-down menu next to your account name in the top right portion of the screen, and choose Sign Out. Then enter the your full wvwc.edu address and password to log into your new account. If necessary, agree to the terms and conditions of Google Apps. Once you are in the account, click the Documents link Click the Upload button, and then select Folder Use the browsing tool to navigate to your export folder where you extracted the zip file. Select the folder and click the

7 OK button. In the next window, choose the appropriate settings for the upload. If you want your documents to be editable online, you should select to convert them to the Google Docs format. When ready, click the Start upload button. Allow the upload of your documents to complete prior to moving forward with these instructions. When the upload is complete, you will see the documents-export collection in your documents. If you click the arrow to expand the collection, you will see the nested collections inside that were created based on the folder structure of your upload. 6) 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.

8 7) 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 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 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

9 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. This concludes the mail migration. If you have any problems or questions, please contact the WVWC Helpdesk at or helpdesk@wvwc.edu.