Q: What is changing?
A: TEG is transitioning its core productivity suite from Microsoft 365 to Google Workspace. This includes our primary tools for email (Gmail), calendar, document collaboration (Docs, Sheets, Slides), and cloud storage (Drive)
Q: What is the rollout timeline?
A: Following successful pilot phases, the final company-wide migration for all remaining team members will occur on Tuesday, 20 January
Q: How will this impact my daily work?
A: From 20 January, Google Workspace will be your primary collaboration platform. Comprehensive training sessions and on-demand videos are being provided to ensure a seamless transition
Q: What happens if I am on Annual Leave during Go-Live?
A: No action is required until you return. Your email and document data will be securely migrated and waiting for you.
Q: I have a major event on Go-Live day; can I keep using Outlook?
A: We strongly advise a "look, don't touch" approach to Outlook after 20 January. While you can view files in Microsoft for a short period, all new correspondence and scheduling must happen in Gmail and Google Calendar to prevent data silos or missed appointments.
Q: How do I log in for the first time?
A: Navigate to mail.google.com and sign in with your usual email & password. Additionally, you will receive further details in the Go Live email prior to 20 January. If you are returning from leave after the Go-Live date, these instructions will be waiting in your inbox.
Q: What support resources are available?
TEG Intranet: Central hub for training recordings and "How-to" guides
Google Workspace Chat Channel: For real-time peer support and quick questions
TEG Helpdesk: For technical or access issues (tegitservicedesk@teg.com.au)
On-Site Support: Google experts will be present at key TEG locations on Go-Live day
Q: What are the top priorities for a smooth transition?
Leverage Gemini: Use gemini.google.com as your first stop for "how-to" questions to up skill in real-time
Attend Training: Prioritise training sessions or watch recordings via the Intranet
Connect with Google Guides: Identify "Google Guides" in your department for local tips
Q: Will existing Confluence/Wiki/GitLab data be imported to Gemini?
A: No, but these may potentially connect to a future tool called Agentspace.
Q: Can Gemini access or be linked to 3rd party systems like our Confluence?
A: Currently, you must manually upload data to Gemini/NotebookLM. Agentspace (coming later) will offer broader connectivity.
Q: Can Gemini access historical Ticketek and Pollstar data for predictive modelling?
A: Yes, if you provide the data in a consumable format to the Gemini App. This is a good test case for AI labs.
Q: Can I use the Gemini app on my phone?
A: Yes, via your regular SSO, provided you have managed access.
Q: Is there a limitation on how much we can discuss with Gemini per chat?
A: Yes, the enterprise context window limit is 1 million tokens. Gemini will warn you if you approach this limit.
Q: Are there cross-chat memories?
A: No. Enterprise versions do not retain memory across chats for data privacy reasons.
Q: Can we build GEMs and share them company-wide?
A: Not yet, but this feature is coming soon.
Q: Are there any policies around what data can be uploaded to NotebookLM?
A: Check TEG A.I. Policies. Enterprise data is not used for model training, but be mindful of sharing settings.
Q: Can you extract a note from NotebookLM to another format (e.g., Word or PDF)?
A: Direct export is not currently available (copy/paste is required). You can download audio/video overviews. Sharing the notebook itself is an alternative, subject to access controls.
Q: How will Shared Mailboxes and EA access be handled?
Shared Mailboxes: Most will transition to Google Groups for better collaboration. High-dependency mailboxes will become delegated inboxes
Executive Support: EAs will be granted "Delegated Access" to SLT inboxes and calendar
Q: Will our Meeting Rooms be updated?
A: Yes. IT is updating all TEG meeting rooms to support Google Meet, and they will be bookable via Google Calendar
Q: How can I show unread emails in Gmail?
A: Use the search is:unread or is:unread in:inbox. You can also configure your inbox settings to show unread emails at the top.
Q: Is the Outlook signature pushed out earlier the same for Gmail?
A: Yes, the same signature is being deployed.
Q: Can Gemini recommend the best Gmail setup based on my Outlook?
A: Yes, you can take a screenshot of your Outlook setup and ask Gemini for advice on replicating it in Gmail.
Q: I would like to set up notifications for meetings that are coming up.
Desktop: Calendar > Settings > Notifications.
Mobile: Ensure notifications are enabled for the Calendar App (inherits desktop settings).
Q: What happens to my existing files in OneDrive?
A: OneDrive files will be automatically migrated to Google Drive. OneDrive will remain accessible in "read-only" mode for a limited time, but changes made there after 20 January will not sync to Google
Q: Does My Drive show files uploaded to Shared Drives?
A: No, My Drive and Shared Drives are separate storage spaces.
Q: Can access control be set at the folder level in a Shared Drive?
A: Yes, specific folders can be restricted within a Shared Drive.
Q: Does Google Drive have version control?
A: Yes, "Version History" allows you to view and restore previous versions of a document.
Q: Can I limit access time for a shared folder?
A: Yes, you can set an expiration date when sharing a folder.
Q: What about customised Microsoft-based automations?
A: The migration team is handling these on a case-by-case basis. Post-migration, Google Drive must be the "source of truth" for all files
Q: Are you able to use Slides offline?
A: Yes, if "Offline access" is enabled in Google Drive. Live features (collaboration) will be disabled.
Q: Do imported slides come in as editable slides?
A: Yes, imported slides are editable.
Q: Will syncing issues experienced by early adopters continue?
A: No. Early issues arose because Microsoft was still the "source of truth." Once Google becomes the single source of truth on 20 January, these syncing issues will be resolved