migration


googlebadgeWe hope that the move to Gmail has gone well with yourself and your colleagues. Please remember that support is still ongoing to help with any issues.

 The project wanted to take this opportunity to inform you of the plans for the migration of calendar content from Oracle Calendar and the launch of Google calendar from Monday 15 April.

 Process

On the evening of Thursday 11 April we will begin the final migration of Oracle Calendar content to Google calendar.  This work will be completed by the morning of Monday 15 April.

 

 

  • No new events in Oracle calendar 
    From 5pm Thursday no new events should be added to Oracle Calendar. 
     
    You can add new events to Google calendar from Thursday 11 April (but before 15 April please check Oracle Calendar for any potential clashes).
     
    Access to Google calendar
    You can access Google calendar via the login page on the Calendar support website or via the Calendar link in the top toolbar in Gmail.
    • Make sure that you are only looking at your calendar. Under ‘My calendars’ on the left, select your  calendar name and click the drop-down arrow that appears to the right and chose ‘Display only this calendar’.
     

    Migration of existing Oracle calendar data will not be complete until Monday 15 April

    The migration of Oracle date will not be complete till Monday 15 April so calendars will not be complete until that time.
     
    Please refrain from deleting or replacing duplicate or missing events until migration is complete on Monday 15 April.
     
    Known issues
    There are known issues with migration of data from Oracle Calendar resulting in the the creation of some duplicate events and missing events.Please wait for the completion of the data migration on Monday 15 April before checking events.
    • From 15 April please take some time to check the accuracy of your future meetings.
      • Do not delete duplicates unless you are the ‘Owner’ of the event to avoid any confusion. Visit the known issues with migration link above for advice on identifying duplicates to remove.
    • ‘Owners’ will have been informed that some meetings have not migrated and they should be responsible for recreating those meetings in Google Calendar.
    • This duplication will only affect migrated events and will not happen to events you put in Google calendar in future.
    Please note that no data will be lost. Oracle Calendar will be available to view till at least the end of August 2013.
     
    Advice & support

Nick Skelton

Assistant Director, IT Services

 

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

This Thursday evening all new emails for staff (including honorary staff) and postgraduate research students will go to Gmail.

At this time you will still be able to access your legacy email in Mulberry etc, to view and respond to old emails.  Please note that the legacy account will become read only and any replies you send from that account will not be saved.

  • We ask staff to refrain from using Gmail until Wednesday 3 April when all your emails will have been migrated. You can login to Gmail via the button in your start menu or the login at www.bristol.ac.uk/email.

  • If you do need to access you emails between the evening of Thursday 28 March and Wednesday 3 April you can do so via the login at www.bristol.ac.uk/email (you’ll also find information on using Gmail at this address).  However, please note that not all emails will have migrated and until you receive confirmation by email that this has happened please do not set up any redirects or forwarding of messages as migrated emails are seen as new emails by Gmail.

  • Please note that we  are recommending that staff access Gmail, and other Google services, online using the Google Chrome web browser.
  • Please note that for those moving to Gmail this weekend, enabled Out of Office messages will be disabled in Gmail during the migration of email messages.  Active Out of Office messages set before the  migration on Thursday evening will be activated in Gmail on the completion of the email migration by Wednesday 3 April.

A range of support  information is available to staff and PGR students, a list can be found at:

www.bristol.ac.uk/new-email/support3april.html

 

Google Campaign 2As we move ever closer to the Gmail migration weekend, we’ve noticed that some of our staff are logging into the Gmail account early. The accounts already exist in Gmail so that we can migrate your historical email across in advance so that it’s there on the 3rd of April. Because staff have worked out that their accounts are there and they can log into them via Single Sign On, this is generating some questions as the accounts are still in a pre-migration status:

 

My account doesn’t have my email address, it only has ab1234@bristol.ac.uk?

This is because we have not yet updated the email addresses into Google. Categorically, your email address will not change.

 

I’m missing emails – my Gmail account only goes up to a certain month?

We’ve not yet migrated the most recent emails. This will begin early Thursday morning. We split the migration into two we that we’re able to fit it all into the one weekend.

 

My account doesn’t have my contacts in it?

We cannot automatically migrate contacts. These will be emailed to your early next week, with full instructions for you to import them yourself.

 

If you have other questions about the migration, you’ll find answers to them and many other queries on the FAQs linked to at: http://www.bristol.ac.uk/new-email

Once we have gone live, you will be able to both login and access support via http://www.bristol.ac.uk/email

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

On Thursday 28 March at 9pm the current University email system will be switched to read-only and all new emails will go to your Google Gmail account. Over the Easter weekend we will ensure all emails stored in central email servers are migrated over to your Google account. This means that from Wednesday 3rd April, your emails will be in Gmail, and all staff and PGR students will need to use this account for sending and receiving emails. Please note that this process does not apply to those early adopters and staff in the pilots who are already using the UoB Gmail service.

During this period we will also be moving shared mailboxes over to the Google delegated account service.

The new Google service provides a range of benefits, including enhanced quota and improved access from wherever you are.

We have begun to migrate information from Oracle Calendar. You may well have received one of the automatically generated emails. We apologise for that and no action is needed. On 15 April Google Calendar will be launched and will work alongside your email in Google. Please do not use Google Calendar until Monday 15 April, any changes could affect the migration of information from Oracle Calendar.

We have a number of FAQs which aim to answer some of the most frequent questions we’ve received from staff, this covers the implementation of Gmail, including access to email over the Easter weekend:
http://www.bristol.ac.uk/new-email/faq-staff.html

 

 

A range of support is available to help you get started with Gmail. In addition, printed Guides, staffed Information Points and a dedicated helpline will be available. Details will be sent to you next week and will be promoted on the Gmail support website: http://www.bristol.ac.uk/email

If you have any questions to which you cannot find the answer on the project or support website please email the project team at: new-email@bristol.ac.uk.

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.

googlebadgeAll staff to get Google in early April 2013!

Over 2 years of planning (and a few changes on the way),  three whole schools and departments have migrated to Google as formal pilots, along with numerous informal  early adopters across the University. We now have over 600 staff using Gmail, and can announce the timetable for rolling out Google services to all remaining staff and research postgraduates.

Gmail

We’ll be launching with Gmail and Google Drive across the weekend beginning Good Friday, March 29th. We will carry out the final stage to migrate old email into Google that weekend, with the aim that all staff will have their emails in Gmail by first thing on Wednesday, April 3rd.

Access to both new incoming and old email will be available over that weekend, however we are advising staff to avoid using the email system if possible. This is to prevent potential confusion whilst their migration completes.  Every effort has been made to pick the ‘best’ time for the University as a whole, but we understand that this may cause issues in particular areas. If you have serious concerns in relation to work commitments on that weekend please contact the project team using the email address below for further clarification.

Google Calendar

We will be launching Google Calendar to all staff shortly after the Gmail launch, with the exact date to be confirmed soon.  Past events from 1 August 2012 onwards and all future events will be migrated from Oracle Calendar to Google Calendar.  No action is needed by staff at this time, staff should continue to book meetings using Oracle Calendar, and these will be copied across into Google.

Overview

In total staff will get access to a range of Google Applications, including:

  • Gmail
  • Google Calendar
  • Google Drive/Docs
  • Google Chat
  • Google Contacts
  • Google Forms

These are all accessed in one online location providing an integrated suite of communications and collaboration tools that are always up-to-date and accessible from wherever you are.  We are recommending that staff access Google services online via the Google Chrome web browser, which will be deployed to all UoB PCs.  This provides the best and most  integrated experience of using the full range of Google services.

Staff using Google have provided very positive feedback, with comments such as: “love it!”, “Well done… this is a real step forward!”, “lowered my stress in dealing with email in volume…brilliant many thanks”.

We’ll be sending out information next week on the training and other support that will be available prior, during and after the launch. In the meantime see the list of  Roadshow dates (http://www.bristol.ac.uk/new-email/roadshows) and select the most suitable one for you. The Roadshow will provide all the information you need to know about your migration, including  a  demonstration of the Google services and also advice on additional support.  You’ll also have the chance to ask any questions you may have.

We know you’ll have a load of questions and some concerns.  We’ve tried our best to predict them and we would ask that you check the FAQs on the project website www.bristol.ac.uk/new-email.  You’ll also find a countdown clock to the Gmail launch!

If you have any questions that you can’t find an answer to via the project website and you’re unable to attend a Roadshow  then please contact the project team on new-email@bristol.ac.uk

Many thanks

Nick Skelton

Assistant Director IT Services (Infrastructure)

 

 

 

 

 

 

 

 

 

googlebadgeLangford is our 3rd pilot migration to Google Apps and the Go-Live date for them is Monday, February 25th.

This pilot will be a complete mirror of the way we intend to do the migration of the main bulk of staff later in the year. The processes for migrating users, migrating email, installing software onto PCs, running support – everything is the same – it’s a big test!

We’ve now completed 3 road-shows at Langford and the reception and welcome we received from Langford staff about the project was very positive. There is a lot of excitement on the Langford site for the Google Apps we’re launching with (Gmail and Drive, Calendar following very soon) and we’re sure we’ll live up to the promise!

For those who were unable to attend any of the roadshows you can download the powerpoint or a PDF from Google Drive:  http://goo.gl/Kgt4v – you’ll also find a reminder of various items below.

 

What happens when?

  • Legacy email becomes read-only: evening of Friday, February 22nd 
  • Email access is emergency only: Saturday, February 23rd and Sunday, February 24th
  • Google Access is available: 9am, Monday February 25th

 

What do I get access to?

  • Google Mail (Gmail)
  • Google Drive
  • Google Contacts
  • Google Talk
  • and, a short time later, Google Calendar

 

How do I log on and access services?

  • By clicking the UoB Staff Email shortcut in your start menu
  • or, if it’s not there, by opening Google Chrome and going to http://www.bristol.ac.uk/email and clicking the Staff login link button.

 

How do I access support?

  • All our support is accessible online, via http://www.bristol.ac.uk/email. We are trialling a 3rd party support tool called the Cloud Skills Academy and we would appreciate your feedback on it. You can access it via by clicking ‘Cloud Skills Academy’ from the link above.
  1. Getting Help in Google Apps using the Cloud Skills Academy

Monday 25th February, 3 PM
Register: https://www2.gotomeeting.com/register/950751674

  1. Getting Help in Google Apps using the Cloud Skills Academy

Tuesday 26th February, 3 PM
Register: https://www2.gotomeeting.com/register/972857330

 

  • If you think you need further help, please log a ticket via the Service Desk in the usual way.

 

Will you be offering your ‘Top Tips’ sessions and mobile help drop in sessions?

Yes! Details and a registration form have been sent to staff in the Pilot group.

  • Tuesday, February 26th @ 10am-11am [FULLY BOOKED]
  • Wednesday, March 6th @ 10am-11am
  • Wednesday, March 6th @ 1pm-2pm

 

 

If you have any questions at all, please do not hestiate to email us! Our email address is new-email@bristol.ac.uk

 


Mally Mclane
Communication and Collaboration Services Manager
University of Bristol
http://people.resnet.bris.ac.uk/Mally.McLane

 

 

 

 

Staff Google email & calendar coming in 2013.

We already have a number of staff using Google as their University
email service with great success and very positive feedback.
Obviously, we have a lot of work to do before we can launch it to all
staff in early 2013. As part of the testing process we are piloting
Gmail with staff in IT Services, Human Resources and the School of
Clinical Veterinary Science between November and February 2013. This
also includes a test of the shared mailbox replacement service
provided by Google. In addition to Gmail, Calendar and shared
mailboxes, staff will also have access to other Google applications
such as Docs, via their web browser.

We plan to launch the Gmail service to all staff on the same day in
2013, followed a week later by the Google Calendar service. We will
have a better understanding of the process after the pilots and aim to
announce the launch date when they are completed. We anticipate that
that date will be between April and June 2013.

Prior to the launch a range of support and information will be made
available to staff.

Information on the project and a link to the project blog can be found at:
http://www.bristol.ac.uk/new-email/

 

Mally Mclane
Communication and Collaboration Services Manager

 

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