IT HELPDESK_OUTLOOK MIGRATION NOTICES

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1 OUTLOOK MIGRATION FAQs The ILT team is migrating the entire college system from Novell GroupWise to Microsoft Outlook This is a complex project which will deliver many benefits to you, but we need your help to accomplish this. Why are we changing systems? - GroupWise, the current system, is being replaced by Microsoft Outlook The many benefits include considerably more storage space, a modern look that integrates much better with the other Microsoft Office applications, access on mobile devices and tablets and lower costs for the college. When is this happening? - Members of the ILT team have tested the system with a group of staff. We plan to start the migration this February and we aim to have all staff on Outlook by the end of June. Students will start using Outlook in September. Will my address change? - No, your address will remain the same. When will my be migrated to Outlook? - In the coming months we will contact you to arrange a specific time slot to migrate your GroupWise to Outlook. There are over 1200 staff mailboxes to migrate so it will take us some time to get to everyone. Will everything in my GroupWise be migrated? No, the Trash and Junk Mail folders will not be migrated to Outlook. All other folders, including your calendar, will be migrated. What about my GroupWise Archive? This will not be migrated unless you specifically ask us to when we contact you about your migration timeslot. Please be aware that this will considerably slow down the migration of your mailbox as from two places will need to be migrated to Outlook. It is far better to un-archive the s you need to keep into your main GroupWise mailbox before your allocated migration timeslot we will provide guidance on how to do this in a follow-up . Is there anything else I should be aware of? During the transition phase some features of GroupWise will not be able to track those members of staff who have moved to Outlook. This includes Busy Search and status tracking. I ve never used Outlook before, will I need training? When we contact you to arrange your specific migration timeslot we will send you some guidance notes on what is different between GroupWise and Outlook. We are also arranging hands-on training, demonstrations, and e-learning videos to help you get the most from Outlook. What do I need to do now? Be aware that changes are coming, and look out for the next from us with the title ( Outlook ), which will give you some tips on preparing your mailbox for migration. NETWORK PASSWORDS In preparation for the college's migration to Microsoft Outlook we need to increase the security requirements for network passwords. This is a Microsoft requirement. Next time you need to change your network password, it must be: At least 8 characters To include at least 1 uppercase letter To include at least 1 lowercase letter To include at least 1 number 1

2 You do not need to take any action unless you have been prompted to change your network password. OUTLOOK GUIDES Please take a look at the Outlook 2013 Guides we ve put together so far that take you through the layout and basic functions. We will be adding to the guides as the rollout progresses so do be sure to look here for new guides from time to time. We are migrating one department at a time. Later on this month, we will be able to give you a rough idea when your department will be migrated to Outlook. MANAGING FOLDERS We have been asked for help finding folders. By default Outlook will not show you an expanded view of a folder structure within your mailbox so you may not spot the folder you're looking for straight away. Outlook uses little white and black triangles to show you which folders need to be expanded to see what is inside them. A little white triangle to the left of a folder denotes a collapsed folder that needs to be expanded. A folder with a little black triangle next to it has already been expanded to show what's inside. For example, the 'RSS Feeds' folder in the picture below still needs to be expanded. As 'Search Folders' already has a little black triangle you can see all the sub folders below it. Double clicking the triangle, or folder name, toggles between expanded and collapsed views. Remember too that a folder may be several levels deep. If you have any queries relating to this, or anything else about Outlook, please do not hesitate to contact the ILT HelpDesk. ADDRESS BOOK We ve made improvements to the Outlook address book to include details of all staff - up until now the Outlook address book only contained details of staff whose mailbox had already been migrated. This will make it easier to staff in the college as you may now start addressing by simply typing in their first name or surname. For example, if you typed in the word smith in the To field and then clicked the Check Names button (Ctrl-K keyboard shortcut) you will see a listing of everyone who has the 2

3 letters smith in their name. The above example will return a list of all staff whose first name or surname contains the letters smith (e.g.: Hasmitha Smithers). Staff with a little grey icon next to them have already had their mailbox migrated to Outlook while those shown in blue with the world behind them are still on GroupWise. Business Phone, Location and Department details have been taken from the Intranet phone book. Please contact the IT Helpdesk if you notice any incorrect information when using the Outlook address book. DISPLAYING S Some staff have asked why Outlook sometimes does not show all the latest , this is because it has disconnected from the Exchange server. The key to checking this is by keeping an eye on your Outlook status bar. The status bar is the blue band at the bottom of your screen that shows you some useful information. In the above example you can see how many messages are in the current folder and if any of them still need to be read. You can also see that Outlook is currently connected to the Exchange server and that all folders are up to date. If your status bar shows that you are disconnected then simply restart Outlook for it to connect again. If this does not resolve it then please contact the IT Helpdesk for assistance. When you are disconnected from the Exchange server you will not be able to send or receive . Sometimes the status bar will show a password needed message. This means that Outlook needs you to enter your username and password for it to connect to the Exchange server. Look for the Microsoft Outlook prompt: If you can t see the prompt (it may be hiding behind another window) then you can always restart Outlook and you should see the prompt again. Always check the Remember my credentials box otherwise Outlook will prompt you for this each time it starts. Please Note: The username for Outlook is always your address and your password is always your network password (not your GroupWise password). 3

4 If you change your network password please allow 10 minutes for the new password to be synchronised to the Exchange server before trying Outlook or the Office 365 portal ( to read your . SEARCHING FOR CONTACTS We have been asked for to provide guidance on the best way to search for people or in Outlook. Here s what you need to do: Searching for old Normally your Outlook will only show you the last 3 months worth of in each of the folders you browse to. Any older than this is stored on the Office 365 servers. You can access these older messages by following the blue Click here to view more on Microsoft Exchange link at the bottom of each folder in Outlook. Of course, you may wish to search for specific and the search tools in Outlook will help you do this. We ve put together a guide on some of the most common ways to search for . The guide is in the Outlook Guides on Moodle. Finding people All staff are listed in the Outlook Address Book. When typing a new you can click the Address Book icon and pick names from the list. Be sure to look in the Global Address List as this is the most up to date address book. Additionally as you start typing a name you can click the Check Names icon on a new message. This will try to match the name you ve just typed with any entries in the address book. If there is more than one matching entry you will be given a list to choose from. A handy way to use the check names feature is to start typing a name and then hit Ctrl-K on your keyboard. Finally, you might have noticed that certain s shows a thumbnail photo of the person you re corresponding with. We will be issuing guidelines shortly on how you can upload your photo to appear as a thumbnail on the you send and receive MESSAGE UNDELIVERABLE Some staff have asked why they get so many Message Undeliverable s in Outlook. The reason for this is because the Global Address List keeps changing on a daily basis as we move more people from GroupWise to Outlook. When you get the bounce back message it means that your Outlook is using an outdated contact record for the person you re trying to . You need to remove the outdated record by clicking the X next to the name of the person you re getting the bounce back messages for - even if the name and address appears to be correct as shown in the example below. 4

5 UPDATING ADDRESSES Alternatively, you could delete all the auto-complete names by clicking on File>Options>Mail. Scroll down the list on the right and click the Empty Auto-Complete List this will prompt you to remove all the names from the list. Names will automatically be added back into the list when you either type in a colleague s address or pick them from the Address Book again. This issue will continue for the duration of the rollout so you may need to do this for a number of entries in the coming months. Once the rollout is complete in June 2014 all of the Address Book entries will point to Outlook contacts (rather than some pointing to GroupWise contacts as they do now) so you will no longer need to update any entries as described above. We apologies for any inconvenience this may cause in the meantime but this is an unavoidable complication of switching from one system to another. 5