Google Migration

Overview

As we near the end of our usage of Google as a primary email service coupled with the severe reduction of storage space we felt it prudent to establish a guide to aid in performing basic migration tasks that will be required. If you have any questions feel free to contact techstaff.

Instructions

VT Email (Google to Exchange)

Configuring Exchange Route

1. Navigate to mycat.ccs.vt.edu, log in with your vt credentials
2. Scroll down to Email
3. Select ‘exchange’ from the routing drop down
4. Click set
5. When the page refreshes you should start receiving email in Exchange
6. You can check this by sending yourself a test email. Or send me a request and I will send you a test email.

This is the minimum you will need to do to start using Exchange. After you get this configured you can log into outlook.office.com and start sending & receiving emails, or to configure your preferred client to point at the exchange server. Originally CCS configured most gmail users to have their exchange forward to gmail…you may want to check your exchange forwarding and make sure it is configured the way you want it.

Configuring Forwarding (Remove Forwarding)

1. Once logged into outlook online click the gear icon in the top right corner
2. select forwarding from the list on the left side of the new window
3. If there is a check in the checkbox in forwarding, remove the check

Configuring Forwarding (Adding to CS)

1. Once logged into outlook online click the gear icon in the top right corner
2. select forwarding from the list on the left side of the new window
3. If there isn't a check in the checkbox in forwarding, Add the check
4. Enter your CS email address
5. If you want to keep a copy of the emails in your exchange box
   1. Place a check in the keep email box
   2. Otherwise it will only forward emails to your cs account and they will only be visible there

Backing up Google Email - Windows

In my experience the best way is the following:

1. Setting up the Outlook client to Gmail
2. Import all your Gmail and Folders
3. Use the Outlook client to export the mailbox to a backup .pst file
4. Add your Exchange account to Outlook
5. Remove the Gmail Account
6. Import the backup into your Exchange account through the client.

This method runs into a small problem on windows right now where if the user wasn’t already using gmail through the outlook client they are unable to log in currently. I have a ticket into CCS who has a ticket in with Microsoft currently.

Backing up Google Email – Mac

1. This method uses the Mac Outlook client, if it isn’t installed, install Office
2. Under the Outlook menu on the top bar, if there is a check mark beside new office – Uncheck it. To do an export you need to use the old version of outlook.
3. Set up your gmail account into outlook
4. Click file, click export, select what you want to export (primarily your email)
5. Click continue
6. Name the file, pick where you want it to be saved. Click save
7. Go to import, select .OLM, navigate to your file and import it into your client

Unfortunately this method just imports it into a sub folder on your local machine. To back it up to the outlook exchange server you will need to Log into the exchange account and drag the email from the folders in the local folder to a corresponding folder in the exchange account.

Google Calendar

Back up Google Calendar

1. Navigate to google calendar (calendar.google.com)
2. Hover over the calendar you want to backup
3. Click the three dots on the calendar, click ‘setting and sharing’
4. Click export calendar
   1. This should download a zip file of your calendar in .ics format
   2. Extract this zip to a folder.

Migrate Calendar to Outlook

1. Open outlook.office.com and log in
2. Click the calendar icon on the left side panel
3. Click ‘Add Calender’ from under the calendar panel
4. If you don’t want the calendar to be in the default calendar Click “Create blank calendar
   1. Give your calendar a name, pick a color, pick a charm
   2. Click save
5. Click upload file
6. Select the ics file you backed up above
7. Select which calendar you want the entries to be imported into
8. Click Import. This process may take a while depending on how many entries are being imported.

Google Storage

Mark A Shared Drive

1. Log in at [mycat.css.vt.edu]
2. Scroll down to Google, expand the menu
3. Select shared drives
4. Any Drive that you are a manager on you can make a recommendation for
   1. Click the recommend button
   2. In the new Panel that opens Select either
      1. Keep: Recommend that the Department become the owner of this drive and keep it
      2. Not Owner: Indicating that you are not the manager on this drive
      3. ANYTHING ELSE: Will be viewed as remove and the drive will not be kept. Backup anything you want off the drive
   3. Feel free to leave a note if you think it will be useful
   4. Click Set
5. Repeat this process for all drives you are a manager on

Additional Links

[Virginia Tech Department of IT - License Changes]