For the last few weeks, we have been migrating copies of all your Google mail to Microsoft's Exchange Online. Over the weekend we completed all of the initial migrations. As a result, the firm is planning to move to Exchange tonight (Mon. Aug. 28) at 7:00 PM.
What Will Happen
At present, all of your mail is in two places: both in your Google mailbox and your Exchange mailbox. This evening at 7PM, we will perform a final synchronization of the two mailboxes.
At the same time, I will change the MX records with our DNS provider. In plain English, that means that I am telling the entire internet that if they send an email anyone using the margolisedelstein.com domain, that mail should go to Microsoft rather than Google. The sync will continue running all night, just in case an email still gets sent to Google.
There should be no interruption in email service. Any incoming mail should get sent either to Google or Microsoft depending on when it hits the system. You can send messages from Google up until 7PM and can begin sending messages from Microsoft at 7PM and after.
Configuring your PC
If you have run Outlook Assistant on the computer where you have Outlook installed, it should migrate your account automatically. You can simply continue using it. The Assistant should also bring over any personalized settings you made in Outlook.
Our migration consultant recommends leaving Outlook turned on tonight during the migration. However, if you don't have it on for some reason, it's not going to be a problem. You just may have to wait a few minutes as Outlook Assistant makes the adjustment the next time you open Outlook.
The firm would like everyone to use the Outlook client for email. Outlook already installed on your computer when you downloaded Office 365. If you have not installed Office 365, you really need to do that TODAY. If you have not yet used Outlook, I recommend waiting until tomorrow to configure it. You can simply start it as a new account using Microsoft Exchange.
If Outlook Assistant does not work, or you have no existing account, and you need to configure Outlook yourself. It should be very simple. Simply create a new user in Outlook. You are connecting to Microsoft Exchange Online. Your login name is your email address. Your password is your Office 365 password.
Configuring Mobile Devices
If you have an Android or Apple phone or tablet, the firm recommends you use the Microsoft Outlook App for your mail going forward. To set that up, simply enter your email address and Office 365 password when prompted.
If you have a Gmail app that you are no longer using, or any other mail program on your device, you may want to delete it to avoid confusion.
Checking Mail Online
If you like to check mail online, you can always do so through your Office 365 account. You can also go directly to http://outlook.office365.com and sign in there.
Other Configurations
In addition to email, your labels should come over as folders and keep everything filed as you had it before. Your contacts will also come over, though they may not show up in autocomplete. Your calendars will also migrate.
There are a few things that may not come over correctly and that you may need to set up again. While calendars will come over, any calendar sharing you had set up will not. You will need to share your calendars again with anyone you want to have access. Also, if you crated and filters to handle the automatic disposition of emails coming into your mailbox, you may need to recreate those again. If you used any third party tools to share folders or perform other functions, they may no longer be available at all.
If you had links to Google Drive documents, either in emails or calendar items, they will only work until Google Drive goes down in late September.
Your Old Google Account
Your account at Google will remain up and running for a few weeks. The purpose of this is to give you time to make sure everything migrated correctly, and that you have cleared off everything from the old account before it goes dark.
Your old email will continue to be there, but you should not use it after 7PM tonight. If you send an email or make any changes to that system after the migration is complete, you will lose all those emails or settings changes. You must start using Microsoft's mail at 7PM tonight and thereafter.
Margolis Edelstein Tech Blog
Showing posts with label outlook assistant. Show all posts
Showing posts with label outlook assistant. Show all posts
Monday, August 28, 2017
Monday, August 21, 2017
Changing Your Outlook
We are still on schedule to move to a new email service over Labor Day Weekend. We will be bidding goodbye to Google's G Suite and moving to Microsoft's Exchange Online.
For the past few weeks, we have been migrating your mail, contacts, and calendars to the new system. This process is still ongoing.
Outlook Users
If you already use Microsoft Outlook for your work email, you are currently connecting to Google Mail to receive and send messages. We will need to point Outlook to Microsoft's system at the appropriate time. To facilitate this, we have a program called Outlook Assistant. You can download and install this program now, and it will point your Outlook program to the new system at the appropriate time.
This week, you will receive an email with a link to download Outlook Assistant. When you do so, you may be asked to create a password.
IMPORTANT: This will change your password for the Office 365 Portal. If you already know your Office 365 password and want to keep it, simply enter that password. If you don't know your password or want to change it, this will give you the opportunity to reset it. This password must have at least 8 characters, both upper and lower case letters, and numbers. Please remember what your password is. If we have to change it before the migration is complete, your Outlook conversion will not work properly.
Once you enter a password, simply download and run the executable. Once this is installed, you will not see any changes. The program will wait until we tell it to make the switch to Exchange, then it will simply point your program to the new mailbox at the appropriate time.
If you do not install Outlook Assistant, you will no longer receive new emails once we cut over to the new system.
Non-Outlook Users
If you have not yet started using Outlook, and still rely on a web browser to get your mail, you will need to start going to a new web site for your mail. Rather than going to gmail.com, your mail will start coming to outlook.office365.com.
This will be a new interface that looks a little different, but it will continue to provide browser based access to send and receive mail.
If you go to that web site now, you can see that most of your mail is already there. Do not be concerned if some mail is missing. We are still migrating mail, and your mailbox may not be complete.
IMPORTANT: Do not start sending mail from the Office 365 portal before the migration is complete, and do not make any changes to the mail in the new portal. If you do, you will mess up the migration. Do not delete messages. Do not move them into folders. Do not try to send messages from there. Do not make any changes at all. You cannot start using the portal until the migration is complete.
If you want to begin using Outlook for your mail, but have not done so already, at this point I would recommend waiting until we make the final conversion. At that point, you can simply run your initial setup of Outlook and begin using it with Microsoft Exchange Online.
Everyone
There will be some work to do once the migration is complete. We are migrating your mail, contacts, and calendar. You may lose some settings. If you have filters set up to deal with messages, you will need to recreate those in Exchange. If you have shared calendars with others, you will need to re-share them. If you are using third party tools like Cloud HQ to share mail folders, those tools will no longer work.
Your labels/folders will move over, but going forward, you can only assign a message to one folder. If you have messages with more than one label during migration, they will be duplicated with a copy in each folder.
The exact timing of the final conversion to the new system is dependent on when the migration is complete. Once we are confident of when that will happen, we will let everyone know the exact date and time of the cut-over.
Once cut-over is complete, there may be a short time when you still have access to your Gmail account, even though it will no longer be receiving any new messages. This will give you a chance to confirm for yourself that everything moved properly. However, once the migration is complete, you should not attempt to send messages from Gmail, nor make any other changes in the old system.
We plan to bring over the contents of your Google Drive to your personal Box folder. Anything else you may use in Google that is tied to your work account (e.g. photos, chats, blogs, sites, etc.) will be gone once we shut down our Google account.
For the past few weeks, we have been migrating your mail, contacts, and calendars to the new system. This process is still ongoing.
Outlook Users
If you already use Microsoft Outlook for your work email, you are currently connecting to Google Mail to receive and send messages. We will need to point Outlook to Microsoft's system at the appropriate time. To facilitate this, we have a program called Outlook Assistant. You can download and install this program now, and it will point your Outlook program to the new system at the appropriate time.
This week, you will receive an email with a link to download Outlook Assistant. When you do so, you may be asked to create a password.
IMPORTANT: This will change your password for the Office 365 Portal. If you already know your Office 365 password and want to keep it, simply enter that password. If you don't know your password or want to change it, this will give you the opportunity to reset it. This password must have at least 8 characters, both upper and lower case letters, and numbers. Please remember what your password is. If we have to change it before the migration is complete, your Outlook conversion will not work properly.
Once you enter a password, simply download and run the executable. Once this is installed, you will not see any changes. The program will wait until we tell it to make the switch to Exchange, then it will simply point your program to the new mailbox at the appropriate time.
If you do not install Outlook Assistant, you will no longer receive new emails once we cut over to the new system.
Non-Outlook Users
If you have not yet started using Outlook, and still rely on a web browser to get your mail, you will need to start going to a new web site for your mail. Rather than going to gmail.com, your mail will start coming to outlook.office365.com.
This will be a new interface that looks a little different, but it will continue to provide browser based access to send and receive mail.
If you go to that web site now, you can see that most of your mail is already there. Do not be concerned if some mail is missing. We are still migrating mail, and your mailbox may not be complete.
IMPORTANT: Do not start sending mail from the Office 365 portal before the migration is complete, and do not make any changes to the mail in the new portal. If you do, you will mess up the migration. Do not delete messages. Do not move them into folders. Do not try to send messages from there. Do not make any changes at all. You cannot start using the portal until the migration is complete.
If you want to begin using Outlook for your mail, but have not done so already, at this point I would recommend waiting until we make the final conversion. At that point, you can simply run your initial setup of Outlook and begin using it with Microsoft Exchange Online.
Everyone
There will be some work to do once the migration is complete. We are migrating your mail, contacts, and calendar. You may lose some settings. If you have filters set up to deal with messages, you will need to recreate those in Exchange. If you have shared calendars with others, you will need to re-share them. If you are using third party tools like Cloud HQ to share mail folders, those tools will no longer work.
Your labels/folders will move over, but going forward, you can only assign a message to one folder. If you have messages with more than one label during migration, they will be duplicated with a copy in each folder.
The exact timing of the final conversion to the new system is dependent on when the migration is complete. Once we are confident of when that will happen, we will let everyone know the exact date and time of the cut-over.
Once cut-over is complete, there may be a short time when you still have access to your Gmail account, even though it will no longer be receiving any new messages. This will give you a chance to confirm for yourself that everything moved properly. However, once the migration is complete, you should not attempt to send messages from Gmail, nor make any other changes in the old system.
We plan to bring over the contents of your Google Drive to your personal Box folder. Anything else you may use in Google that is tied to your work account (e.g. photos, chats, blogs, sites, etc.) will be gone once we shut down our Google account.
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