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Outlook Migration to Google G Suite Platform

Outlook Migration to Google G Suite Platform

*NEW INFORMATION*

Starting Jan. 3, 2018, Kingsport City Schools will move from the current Microsoft Outlook email/calendar/contacts provider to Google G Suite. Currently, Outlook storage on KCS servers is becoming extremely limited and continued use would require significant and costly upgrades.

The KCS technology department formed a Technology Advisory Committee (TAC) to weigh potential options and decide on a long term solution. The TAC is a group of district-wide representatives that was established to discuss critical technology decisions in an on-going effort to keep our district current with ever-changing technology advances.

Ultimately, Google G Suite was selected by the TAC as the best path forward. The move (migration) from Outlook to Google G Suite will increase email/calendar functionality, provide better collaboration and availability features, and offer unlimited storage, which our current systems cannot provide. This was recommended as the most cost-effective solution for our district.

WHO: All KCS Employees.

WHAT: Outlook emails, calendars and contacts will migrate from Outlook to Google G Suite (Mail, Calendar, and Contacts). 

WHEN: The migration of data has already begun and will continue through Winter Break. The last day to use Outlook will be Jan. 2, 2018. Starting Jan. 3 only Google G Suite will be used. 

WHY: The move to Google G Suite will increase email/calendar functionality, provide better collaboration and availability features, and offer unlimited storage, which our current systems cannot provide.

HOW: Migrations will be ongoing until Jan. 2, 2018 via the KCS technology department. 

Additional information including a full FAQ and a video tutorial will be communicated throughout this transitional period. In the meantime, you are welcome to sign in to your Google account and explore the mail, calendar and contacts feature. If you have a personal gmail account, this will look very familiar. Please review the FAQ 1 below.

 

FAQ 1

Q: Will I have to get a new email address?

A: No.

Q: What’s going to happen to my emails? I’ve have some I cannot lose.

A: All emails will be migrated from Jan. 1, 2000 and forwarded to Google G Suite.

Q: Will I lose my calendar events or contacts?

A: No. Calendar events and contacts will all be migrated from Outlook to Google G Suite. However, personal contact groups will not migrate.

Q: Will my folders in Outlook migrate over as well?

A: Yes. They will now be called, “Labels.”

 

FAQ 2

Q: Who made this decision?

A: A group of KCS employees on the Technology Advisory Committee (TAC) reviewed potential options and determined that Google G Suite was the preferred path forward.

Q: When is this going to happen?

A: The data migration will take place between now and Jan. 2, 2018. You will begin using Google G Suite full-time on Jan. 3, 2018.

Q: I really like Outlook. Why can’t we stay with it?

A: This migration will increase email/calendar functionality, provide better collaboration and availability features and offer unlimited storage which our current systems cannot provide. Upgrading current systems to continue the use of Outlook would be a costly and unnecessary process.

Q: Will I still need to check my Barracuda?

A: No. Barracuda will no longer be necessary. The Google Gmail application provides the same functionality as Barracuda. You will now need to check your “SPAM” in Google G Suite Gmail.

Q: How will I login to Google G Suite?

A: You will now be able to access your mail either by going to gmail.com or via Google G Suite - Mail icon and login in with your KCS system login.

Q: Can I still check my work email/calendar events from my phone?

A: Yes. You will need to remove, “EXCHANGE” in your settings and update it with, “Google,” by putting in your k12k.com email and password. You are able to add the account now, but it will not be active. It is recommended to wait until Jan. 3, 2018 before changing your phone settings.

Q: The email on my phone seems slow or delayed. Why?

A: Mailbox migrations are in process and could result in a delayed response from the server until this transition is complete.

Q: Will any training by provided?

A: Yes. tutorials are available and in-person training will be provided if requested. 

Q: What happens on Jan. 3, 2018?

A: This is the cutoff date for Outlook and the first day you will use Google G Suite for all , calendar events and contacts.

 

*FAQ 3*

Q: Will Microsoft Office (Word, PowerPoint, Excel, etc.) still be available to use on my computer?

A: Yes. Programs on your computer’s desktop will not be affected. 

Q: I need to view/edit my supervisor’s calendar. Will I still have those permissions?

A: Yes. The supervisor will need to add you. Do so by the following: Settings - My Calendar - Click on your name - Access Permissions - Share with specific people.

Q: I have rules setup in Outlook so certain emails go to a designated folder. Will those rules carry over to Gmail?

A: No. Those will need to be recreated in Gmail.

Q: Will Outlook contact distribution lists migrate to Google G Suite?

A: No. Those will need to be recreated in Contacts.

Q: If I have an issue with something that has not been migrated, who do I contact?

A: Please create a technology support ticket.

Q: Will my email signature migrate over to Gmail?

A: No. You will need to create a new one for Gmail. 

 

ACTION ITEM

Q: What do I need to do in order to get ready for this to happen?

A: You will only need to update your network computer password (starting now) to an eight (8) character including at least one (1) special character (uppercase, number or symbol) password to sync with your new Google G Suite.

The easiest way to reset your password for your Google account is to reset your computer/email password. This will cause the two to synchronize. To do that, follow these steps:

  1. Log into any district computer using the current username and password
  2. Once logged in, press Crtl + Alt + Del on the keyboard
  3. Select "Change a password"
  4. Enter the current password in the first field, then the new password in the second and third fields

* NOTE: The password must be at least 8 characters and contain at least 1 special character (uppercase, number, or symbol).

 

*FYI*

  1. Compliance Message: A new compliance message will be included at the bottom of all KCS emails once we have fully moved to Google.

  2. Email Migration: The email migration (Phase 2) period is from Oct. 1 - present. Some deleted emails may reappear in Google. This is normal.

  3. Contact Migration: Migration of contacts ended on Dec. 1. If you have added new contacts after Dec. 1, they must be created in Google. Contacts will not be migrated again. You may also see duplicates, but there is a merge feature to purge duplicate contacts. 

  4. Contact Migration: Distribution Lists will not migrate over to Google. A tutorial is provided below on how to migrate your Outlook Distributions List to Gmail.