migration weekend


googlebadgeDear Colleagues

We are pleased to announce that for the majority of our staff and postgraduate research students we have completed the migration to Gmail. For those who had inboxes or archives on our central servers (student, staff and ilrt servers), all your email is now in Gmail. You can log into Gmail either via the shortcut in your University start menu or the login button on: http://www.bristol.ac.uk/email

 

Shared Mailboxes on the Staff server have also completed migrating across to Gmail and you can access these from within your personal account, details on how to do this can be found at: http://www.bristol.ac.uk/email/gmail/delegated-accounts. Shared mailboxes on other servers will continue through the week.

 

As previously announced, we are unable to migrate emails from departmental servers over the migration weekend. We have migrated the user accounts and users on these servers should now use Gmail for new emails. You can find an update on the email migration from these servers below:

 

  • Physics exchange server: In progress.
  • Chemistry, Geography, Geology, Maths, SSCM: Not yet begun.

 

Also, we are are unable to automatically migrate ‘local folders’. If you believe you have local folders, then log a ticket with the IT Service Desk or speak to your Zonal IT Teams.

 

Although project staff will be available over the holiday, the University is still closed and support will be limited until Wednesday, April 3rd. Self Service support and details of how to obtain further support can be found at http://www.bristol.ac.uk/email

 

Any questions? new-email@bristol.ac.uk


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

 

 

 

Dear Colleagues,

Further to the update yesterday, we have now completed the migration of historical emails from all user inboxes and all shared mailboxes. This means that every email that was in your inbox (or a folder within it) should now be in Gmail.

We’ve now began to migrate those emails that are in your centrally held archives and this will continue throughout the night. Look out for the update tomorrow.

 

Any questions? new-email@bristol.ac.uk !

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

Earlier this afternoon we have carried out 2 more steps in our migration to Gmail:

 

  • Exported all centrally held address books and emailed them to the users, along with instructions on how to import them to Gmail. If you think you have not received it (try searching for the phrase ‘How to migrate your personal UoB address books’ in Gmail), then please email service-desk@bristol.ac.uk to log it and we’ll look into as soon as we can.
  • Began the migration of University emails across to Google. This is a long process (we have a lot of staff and they have a lot of emails!!!), but so far it is going well and on track.

 

We’ve noticed that against our advice, some people have already set up their Out Of Office replies in Google. Whilst these will work over the migration weekend, there are caveats you need to be aware of for both Out of Office replies and forwarding rules:

 

http://uobnewemail.blogs.ilrt.org/2013/03/24/forwarding-redirection-filtersrules-over-the-migration-weekend/

http://uobnewemail.blogs.ilrt.org/2013/03/22/out-of-office-replies-over-the-migration-period/

 

Any questions? new-email@bristol.ac.uk !

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

 

 

Dear Colleagues

Over the past 12 hours we have successfully moved all our staff and shared mailbox accounts across to Gmail. You will now need to access your email by going to http://www.bristol.ac.uk/email. Also at that site you will find details of our online suppport materials, FAQs and other ways  to access further support over the Easter period.

We are just about to begin the migration of historical emails (those received after 01/10/2012) from individual accounts and also from the delegated mailboxes.

 

Any questions? new-email@bristol.ac.uk !

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

One of the features that Gmail offers above Mulberry/Smartsieve is powerful and integrated filtering. It’s built on Google Search technology, but is still private to you.  As we can’t automatically migrate any smartsieve filters you may have into Google, you may wish to set them up the very first time you login.

We advise those migrating over Easter weekend not to set up any filters or forwarding until all emails have migrated across, the aim is to have this completed by 3 April.

 

Staff migrating over the Easter weekend (majority of staff)

When we migrate an email from UoB into Google, it looks to Google like a new email (although it keeps the correct time/date) and Gmail will perform any filtering on it that you have set up in Gmail.

As an example. if you were to setup a filter on Good Friday morning in your new Gmail account to redirect all email to your nhs.net address, then every email we migrate on the Easter weekend (i.e. every email you have received since October 1st, 2012) will also be sent across to your nhs.net account.

If this would be problematic for you, we advise you to not setup any filters until Wednesday, April 3rd.

However, if this is unlikely to be an issue, then you can continue to setup filters from the first time you log into your new Gmail account.

 

Early adopters of the Gmail Service

You need to take no special action, you can continue to set your filters in the Gmail interface as usual. For those who don’t know how to do this, you can find instructions at:

http://support.google.com/mail/answer/6579?hl=en

 

The date for the main staff migration to Gmail, Thursday 28th March to Wednesday April 3rd, is rapidly approaching and because we are migrating over a holiday weekend, people are asking what happens to Out of Office?

For those moving to Gmail over the Easter weekend please note that  the Out of Office function will be disabled.

Staff migrating over the Easter weekend (majority of staff)

Please setup your Out of Office as normal in ‘smartsieve’ on Thursday,  March 28th. Once the email migration has finished (expected to be Wednesday, April 3rd), we will transfer across your Out of Office reply to Google. If you log into Gmail over the Easter weekend, please do not set up an Out of Office reply until the Wednesday.

This means that you will not have an Out of Office reply from Friday March 29th to Wednesday April 3rd. This is because as emails are migrated, each email transferring across would trigger an Out of Office to be sent, regardless of the email’s age.

Early adopters / pilots of the Gmail Service

You need to take no special action, you can continue to set your Out of Office reply in the Gmail interface as usual. For those who don’t know how to do this, you can find instructions at:

http://support.google.com/mail/answer/25922?hl=en

Both sets of users

When you return, you will need to turn off your Out of Office in Gmail. You can do this from the yellow banner displayed across the top of your inbox, or from the ‘General’ page in Gmail settings.