Before the switch details

Preparing for the switch

Save attachments to large emails

Emails larger than 25 MB in total size will not migrate to your Google Apps Accounts. Here's how you can prepare in advance to sort and manage email and attachments that will not migrate.

• How to prepare: Follow the steps below:

  1. Login to your GroupWise email client and click Mailbox Size in the lower right hand corner of the client window.

  2. Select the Mail Received button and sort by Size. Your larger emails will appear at the top.

  3. GroupWise indicates size in "bytes." If any individual email has a size greater than 25 Megabytes [25,000,000 bytes], the email message will not fully migrate.

     • If your email does not exceed 25 Megabytes, no action is required of you.

     • If you have emails that are larger than 25 Megabytes move on to step 4.

  4. Typically email messages greater than 25 MB include large attachments of some sort. Create a folder on your workstation and save large file attachments you want to keep into this folder. After you migrate, if you to decide you want to upload these files to your Google Apps account, they may be uploaded to your Docs storage (up to 1GB).

Unarchive the messages in your GroupWise Archive you wish to Migrate to Gmail and Place non-foldered email in your GroupWise archive into folders

• Because your GroupWise archives are stored on your local computer, these cannot be transferred to Gmail like the messages in your live mailbox. The workaround is to unarchive the GroupWise messages you wish to transfer to Gmail prior to the data migration. IT will be removing the size restrictions on your GroupWise mailbox which should allow you to unarchive messages so they can be migrated. Only unarchive messages you will need.

If you do not want your GroupWise Archive email to appear in your Google Mail Inbox, place any/all non-foldered mail GroupWise Archive email in a folder in your GroupWise Archive.

• How to prepare: Clean up by placing old, outdated emails into GroupWise Folders. Do this in both your GroupWise Inbox and Archive. This will help streamline your inbox cleanup when you migrate to Google. You can find more information for creating and using GroupWise 8 Folders online.

• More on GroupWise Archives: All email that you have stored in your GroupWise Archive will be moved to Google and have a label entitled “GroupWise Archive”. However, mail filed in the archive WITHOUT being in a folder (“loose”) will appear in your Google Inbox. Others who have migrated who have kept a very clean Inbox have found this disruptive. The best way to keep these “non-foldered” archived emails out of your new Google inbox is to put them in a folder(s) IN THE ARCHIVE BEFORE you migrate. Otherwise, you will most likely need to do some cleanup once these emails have been migrated to Google.

Organize your contacts

For as long as you have been using GroupWise, your “Frequent Contacts” list has been storing every email addresses of those you have corresponded with. All of these contacts will be migrated to Google Apps and it is likely that many of them are no longer needed.

• How to prepare: Delete unwanted contacts from your GroupWise account prior to the migration. If you are unable to do so, you can clean up your contacts in your Google account once your migration is complete.

• More on Contacts: Note that all Casper College email contacts will already be at Google once you migrate.

  • If you have stored any additional information for a Casper College contact such as a cell phone number, this contact information should not be deleted.

  • If you have external, non-Casper College contact information that you want to retain at Google, this should also not be deleted in GroupWise.

  • If you have various contacts in GroupWise for a single user, note that you will be able to merge their contacts in Google after your account in migrated.

  • If you are unsure if a contact should be deleted, do NOT delete. You have have ample opportunity to edit your contacts after the switch.

Review and document your mail handling rules

Your GroupWise mail handling rules will NOT be migrated to Google Apps. Once your new Google Apps account is available you will have to reset your rules using Google's mail Filters. Expedite your setup by creating a bullet list of existing rules you plan to recreate with Google.

• • How to prepare: Login to GroupWise. In the Tools menu, select Rules. Review your existing rules in GroupWise and document them for reference so that you know what the rules accomplish. When you switch to Google Apps you will be able to recreate your rules using filters.

  • More on Filters: Google's mail Filters will be help you to replicate your mail handling rules in Google Apps.

Proxy account migration preparations

Proxy access permissions will not migrate to Google. The best way to recreate proxy access with Google Apps is through Google's email delegation (see specialized support).

In order to set up email delegation with Google the account owner will have to log in directly to that account to grant access. Since you will have to log in directly you will need to know the password. If you are an account owner and do not know the password any longer, please contact our Help Desk regarding a password reset.

Help Desk

helpdesk@caspercollege.edu Monday — Friday

8:30 a.m. — 5:30 p.m.

Note: You MUST be the owner of the account in order to request a password reset with the Helpdesk.

Disable contact sharing

Any contacts that are shared will be moved into the personal contacts of share recipients during the migration. The address book will no longer be dynamically linked to the owner of that address book.

• How to prepare: If you own an address book that is shared with another account/person(s), the owner can disable the sharing by October 12, 2012.

• More on contacts sharing: Another option is to leave GroupWise contact sharing in place so you can continue using shared contacts until the Google Apps migration on October 17. After the migration to Google on October 17, you can find and merge any contacts that are in duplicate as a result of the shared contacts migration.