Email

Items that will be migrated (no changes)

• Emails (all)

• Read states (whether an email is marked as read/unread)

• Attachments under 45 MB

• Folders containing emails

• Nested folders

• Signatures containing up to 10,000 characters

• Primary Outlook calendar

• Contacts

• Individual Events

Items that will be migrated WITH CHANGES

• Attachments over 45 MB

  • Will be copied to Google Drive

• Attachments with file types blocked by Google

  • Will be copied to Google Drive

• Folders containing special character "/"

  • Folder will be split into nested parent and child folders; ex., a folder named "2020/2021" will be split into a folder named "2020" with a nested folder inside named "2021"

• Secondary Outlook Calendars

  • Up to 30 will be migrated

• Contact Lists

  • Must be exported and re-imported manually; "Lists" will be renamed "Labels"

• Recurring Events

  • Supported up to 730 times

• "High Priority" label

  • Renamed to "Starred" label

• "Categories"

  • Renamed to "Labels"

• "Flagged" label

  • Renamed to "Starred" and will be added automatically to Google Tasks

• "Sent Items"

  • Emails in "Sent Items" will be copied to the "Sent" folder in Google, but any nested folders and any items inside nested folders will be deleted

• "Drafts"

  • Emails in "Drafts" will be copied to the "Drafts" folder in Google, but any nested folders and any items inside nested folders will be deleted

• Folders with reserved names

  • If you have an Outlook folder with a name on the Gmail "reserved folder names" list, it will be copied over with an underscore (_) appended to the end; ex., "Archive" will become "Archive_"

• "Deleted Items"

  • Emails in "Deleted Items" will be copied to the "Trash" folder in Google, and will be deleted after 30 days if not moved to another location

Items that will NOT be migrated

• Rules/Filters

• Forwarding Rules

• Read Receipts

• Send As (aliases)

• Event Attachments

• Junk Folder

• Signatures containing over 10,000 characters

Q: If I delete emails that are currently in my Gmail/JDragonmail inbox, will those emails eventually migrate back over from Outlook?

A: Yes, anything that is currently saved in your Outlook mailboxes will eventually be migrated to Gmail. You can empty your current JDragonmail inbox and it will be repopulated with your current Outlook emails when the migration process is complete, including emails originally forwarded from your @jdragonmail.us address to your @johnston.k12.ia.us address.

Q: Will my Outlook calendar be transferred?

A: Yes; specifically, your primary Outlook calendar will be transferred over to Google Calendar, as well as up to 30 secondary calendars if you have created them.

Q: Will my Outlook reminders be transferred?

A: Yes, your reminders will be transferred to Google Calendar. However, if you have customized the time of the reminder, the specific time will not be transferred, but the reminder of the event will. Google defaults to 10-minute reminders.

Q: What app should I use to check my email after the migration is complete?

A: We are recommending that you use webmail to check your Gmail account (https://mail.google.com). If you would like to use an app, you can use the Gmail app on iPad or the Mail app on Mac computers (MacBooks, desktop iMacs, etc.). As of right now, we recommend just using webmail on PCs; if this changes, we will let you know.

Q: Will my scheduled emails migrate and be sent at the date/time set?

A: No, scheduled emails will not be migrated. You will have to set these up again manually.

Q: If I have registered for a website or app with my @jdragonmail.us email, will that website/app recognize my account when we switch over to using @johnston.k12.ia.us for our Gmail accounts?

A: Yes; if you have previously signed up for a website or app using the “Sign in with Google” option and your JDragonmail email address, that website/app will recognize your @johnston.k12.ia.us address as belonging to the same account. Once the migration is complete, you will stop signing in using @jdragonmail.us and start using @johnston.k12.ia.us instead.

Q: Will my Google calendar be transferred over when our login switches from @jdragonmail.us to @johnston.k12.ia.us?

A: Yes, your JDragonmail Google Calendar will be preserved. You will be able to access it using your @johnston.k12.ia.us account.

Q: Will my contacts and Contact Lists from Outlook be migrated?

A: Organizational contacts (those belonging to the Johnston directory) will be migrated; however, you will need to manually export and re-import outside contacts and Contact Lists. Instructions on how to do that can be found here: https://docs.google.com/presentation/d/1C0dozJwjq2pfYnw8tUL_5vRyeOffsFHX_4MY8xMJ_98/edit?usp=sharing

Q: Will my current Outlook signature automatically become my Google email signature?

A: We have had mixed results on this; your Outlook signature should transfer over, but if you have a signature already in place for your JDragonmail account, that may be the one that takes precedence. Once the migration is complete, double-check your signature to make sure it is the correct one.

Q: How can I receive Google emails on my phone?

A: Our recommendation is to use the mobile Gmail app, which will have you sign in like usual to Google for you to access your emails. We can provide further documentation if you need additional help.

Q: I can see some of my Outlook folders now when I log into my Gmail. Should I go ahead and switch over to using my JDragonmail account?

A: As of right now (Nov. 28th, 2022), the only things that have migrated are your historic email folders and the saved emails in those folders; new emails are still coming in through Outlook, so please continue using Outlook until the migration is completed. When the migration is completed, newer items from your Outlook inbox will be moved over to your Gmail folders, so you can continue filing emails in Outlook until the migration is finished.

Q: I have two Google Drive accounts, one set up under @johnston.k12.ia.us and one set up under @jdragonmail.us. What should I do with these accounts?

A: We have started the process of reconciling any Google Drives created under your @johnston.k12.ia.usemail address so that they won't conflict with your @jdragonmail.us Google Drive. If you have a Drive created under your @johnston.k12.ia.us account, you should be receiving an email about transferring your account from a "personal" one to a managed Johnston CSD account. Follow the prompts in the email so that we are able to get your items migrated over.

Q: Is there a signatures feature in Gmail?

A: Yes, Gmail also uses signatures. Here are some guides regarding how to set up your email signature depending on what platform you are using:

https://docs.google.com/presentation/d/1w5OS8BYdcr6S8Fob1XO9gJgmnIciD0OZvLjJA4dlvl8/edit#slide=id.p

https://docs.google.com/presentation/d/1thSjLDGaM1OzXT3Det18pu9SutANfnkti3bugtRutSg/edit#slide=id.p

Q: The information about transferring contacts only refers to contact lists. How do we transfer individual contacts?

A: You can transfer individual contacts using the same method, you just will not put them together into a label at the end of the process.

Q: What if I don't have a personal phone to use for multi-factor authentication, or I am not able to use my personal phone?

A: If you do not have a personal phone or are otherwise not able to use it, you can also use your school iPad and the Google Authenticator app to complete the multi-factor authentication step. That said, we do recommend using a personal phone if you have one available, or else another device that you'll have easy access to if you need to get to your email on a device you don't normally use (for example, if you suddenly end up in the hospital with appendicitis and need to inform your supervisor, but don't have your work computer or phone with you...ask Stefanie how she knows).

If you don't have access to a phone, iPad, or other device on which to complete the multi-factor authentication step, please contact the technology department for alternative options.

Q: If both my phone and my iPad are listed as available devices to complete my multi-factor authentication, can I choose to just use my iPad instead of my phone?

A: Yes; when you sign in and are prompted for multi-factor authentication, you can use the "Choose another option" to see all of your available methods for authenticating. You can also choose to set your iPad as your default authentication device in your Google settings at myaccount.google.com.