As the Google products are very new to the University, we want to pro-actively reach out and trial holding ‘Google Clinics’ at regular intervals over the next few weeks.  The idea of a Google Clinic is you can come along and ask anything you want – about any of the Google products or the way you use them. They won’t be formal training sessions, just simple drop in sessions designed to give you quick fixes or new ideas.

You can find the Google Clinics at the following times/locations:

• Tuesday 30th April, 12-2pm (Senate House reception)
• Wednesday 8th May, 12-2pm (Chemistry cafe area)
• Wednesday 15th May, 12-2pm (Langford Cafe)

We’ll be wearing our blue Google tshirts so will be easy to spot and we look forward to meeting you!

Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

Migration to Google Calendar now complete

Migration of data from Oracle to Google Calendar is now complete. You can now use Google Calendar to arrange events, please use Oracle Calendar for reference only.

Access to Google calendar

You can access Google calendar via the Calendar link in the top toolbar in Gmail or via the login page on the Calendar support website.

Correcting event details

As previously mentioned there are a number of known issues where calendar data is transferred incorrectly from Oracle to Google. Please see the list of known issues and then check your calendar carefully for missing or duplicated events. 

• Note that the owner/organiser of an event is responsible for correcting event details where necessary.
• Owners have been emailed with a list of meetings which could not be migrated.
• For duplicated events if in doubt as to which information is correct compare against the appointment in Oracle Calendar.

Help is available

• Support includes:
• Calendar support site: http://www.bristol.ac.uk/it-services/calendar
• 8 locations for face to face help: http://www.bristol.ac.uk/new-email/support3april.html
• Top tips sessions: http://goo.gl/A7ig4
• Phone help desk: 0117 92 88845, internal 88845

Best wishes,

Nick Skelton,

Assistant Director, IT Services

The calendar migration continues to run as planned – we are still expecting to be finished by Monday morning.

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

–
Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

Overnight, we have completed the export of data from Oracle. Work now continues over the weekend to import this data into Google Calendar, look out on this blog for regular updates.

Our previous blog has a reminder of the caveats with the data migration, along with the extended support options available to you across all of next week.

Key points to accessing Google calendar today and this weekend:

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

–
Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

We have now begun the migration from Oracle Calendar to Google Calendar and no new entries should be created in Oracle Calendar as per our previous blog post. We will be posting regular updates on how the calendar migration over the weekend and you can find always find the latest update on this blog.

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

–
Mally Mclane
Communication and Collaboration Services Manager
University of Bristol

 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

  • Calendar support website

  • Information on dealing with duplicate and missing events from Oracle Calendar data

  • PDF guide to using Google calendar

  • Migration FAQs

  • Top-tips training on using Google Calendar

  • Support available from Monday 15 April

   

  If you have any question please contact the IT Service Desk on service-desk@bristol.ac.uk or the project team on new-email@bristol.ac.uk

Nick Skelton

Assistant Director, IT Services

There are a number of elements which we thought it might be worth highlighting to help you make the most of the service, and to help you overcome any issues you may encounter.

Access to Gmail via a mobile and setting your password in Google

To access Gmail on your mobile device or in other email clients (even though we recommend using Gmail online in the Google Chrome web browser!) use the instructions on setting up your mobile device and configuring an email client that can be found on the IT Services’ website.  It’s important to note that if you need to access Google services directly, which you do for mobile access, you’ll need to set your password in Google.

Shared mailboxes/Delegated Accounts

Information about how to find and troubleshoot access to shared mailboxes, now known as delegated accounts, is covered in a number of FAQs and you can also administer delegated accounts online.

Report spam

‘Report spam’ to help Gmail learn.  Be careful  that you only mark messages as spam when they are malicious or that no-one at the University wishes to receive. For example, email from a mailing list that you are no longer interested in can be archived or deleted instead of reporting it as spam. (Remember that you can always unsubscribe from mailing lists or set up a Google filter to remove such emails). Do check your ‘Junk E-mail’ / ‘Spam’ folders, particularly as we begin to use Gmail,  in case messages that you wish to receive have been inadvertently sent here, again you can mark them as ‘Not spam’ to help Gmail learn.

Support

There is a range of additional support available, including our dedicated Gmail helpline 0117 92 88845 | internal 88845.

We are aware of a number of issues affecting some staff.  These are documented in our known issues page.

Many thanks

Nick Skelton

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

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

• 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