Posts in "Google Apps Migration FAQ"

How to Transfer Gmail Star Colors

Multiple star colors is a Gmail labs feature, so ShuttleCloud can’t preserve them when migrating your email. We recommend an alternative solution, however, if you really need to preserve star colors.

  1. In your source account, select all messages with a particular star color, and then apply a new label like “star type 1” or similar.
  2. Then select all messages with another star type, and apply another new label like “star type 2”.
  3. Repeat until you have all star types covered.
  4. Then let us know and we’ll do another swipe from your source to your destination. When we’re done you will get all your starred messages in the same labels.
  5. You can then reapply the custom stars in bulk.

Google Apps Forwarding Setup Instructions

If you would like to configure domain-wide forwarding (Default Email Routing) from one Google Apps account to another, please follow the steps below:

1.  Login to the admin. panel, click on the “Settings” tab, on the left hand side click on “Email” and then click the “Default Routing” tab.  Lastly, click on “Add setting.”

 

configure domain forwarding

2.  In step 1 choose “All recipients.”  In step 2 choose “Change Envelope Recipient” and choose the radio button “Existing-username@” and add the new.com domain name.

domain wide forwarding

3.  In step 3 choose “Perform this action on non-recognized and recognized addresses” and click on “save.”

change envelope receipt

 

Note:  If your MX records are still pointing to our forwarder, you will have to change your MX records to point back to Google.  Please see here. 

How to Transfer Gmail Contacts

Migrating Google Contacts is easy. You just export them from your old account and import them into your new account. See the steps below:

Exporting Contacts to a CSV File

  1. Sign in to your Gmail account.
  2. Click Contacts (located in the drop-down above the Compose Mail button)
  3. Go to the More actions drop-down menu and select Export.
  4. Choose whether to export all contacts or only one group.
  5. Select the format in which you’d like to export your contacts’ information. Please note, some of these formats can lose some contact information.
    • To transfer contacts between Google accounts, use the Google CSV format. This is the recommended way to back up your Google Contacts.
    • To transfer contacts to Outlook, Yahoo! Mail, Hotmail, or various other apps, use the Outlook CSV format.
    • To transfer contacts to Apple Address Book, use the vCard format.
  6. Click Export.
  7. Choose Save to Disk then click OK.
  8. Select a location to save your file, and click OK.

Depending on the requirements of the program to which you’re exporting your contacts from Gmail, you can easily edit the file to fit your needs.

Importing Contacts using CSV Files

To import Contacts into Gmail:

  1. Create a custom CSV file, or export the address book from your other webmail provider or email client as a CSV file.
  2. Sign in to your Gmail account.
  3. Click Contacts (located in the drop-down above the Compose Mail button)
  4. From the More actions dropdown menu, select Import.
  5. Click the Choose File button.
  6. Select the file you’d like to upload and click the Import button.

When it’s complete Gmail will display the number of contacts imported.  If you receive any error messages during the import, you might need to edit your CSV file.

Note: These CSV files work with Outlook, Outlook Express, Yahoo! Mail, Hotmail, Eudora, and some other email providers. But the CSV files that these applications produce might not contain all of the supported contact fields. For example, when Outlook exports to a CSV file, it omits data including attachments, distribution lists, contact pictures, the “file as” field, the “nickname” field, and text formatting in the “notes” field. Google Contacts doesn’t have a way to know what was omitted, Google suggests that you manually copy over any important information in these fields after you import your contacts.

For more information from Google, please see here.

How to Transfer Google Bookmarks

While ShuttleCloud does not transfer Google Bookmarks, Google provides an easy way to export them into another account.

You can also use this method to import Bookmarks into another bookmarking tool.

To export your bookmarks:

  • On the Bookmarks home page, under Tools, click Export bookmarks. (If you have a lot of labels, you may need to scroll to the bottom of the labels list to see this link.)

Your bookmarks are exported as an HTML file which you can save to your desired location. Importing into a new Google Apps or Gmail account is a bit tricky. You would have to import the HTML file with the bookmarks into Firefox or Internet Explorer, and then install the Google Firefox or IE toolbar to sync the bookmarks with your new Google account.

What should I do with multiple mail clients?

ShuttleCloud recommends closing and signing out of multiple mail clients on computers and mobile devices with the same Gmail account.

According to the Gmail Terms of Use, each user account is intended for single use. This means that if you have multiple users frequently accessing the same account or more than one IMAP client accessing Gmail at the same time, you may reach a connection threshold and receive the error message, “Too many simultaneous connections.”

Gmail currently has a limit of 10 simultaneous IMAP connections per account. Please note that your mail client may actually open multiple connections in the background. This means it’s possible to reach a connection threshold simply by using only two mail clients to access the same account at the same time.

How will users receive their new email account information?

ShuttleCloud provides two options to notify your users of their new email accounts:

  1. Provision users with a secure alphanumeric string. Individually email users old account telling them “as of tomorrow, log in using this….”
  2. Setting the password the same for all users. This will require a password change at login. This option is less secure.

We recommend option 1 as it’s the more secure option.

Do I have to keep my source domain open?

If you want to forward email from a source domain, you’ll have to set keep the domain(s) open that manage each user account. See this guide to set up domain-wide forwarding.

Alternatively you can use an MX forwarder to forward messages to addresses at those domains to your new domain. An additional option is to close the domains and add them as domain aliases and create groups for the addresses you’ d like to continue to receive mail to.

Does ShuttleCloud migrate Google Docs?

During a standard Google Apps Migration, ShuttleCloud migrates Google Doc collections and shared collections.

On particularly complex collections, however, some documents don’t get migrated into the collection.  While the documents do copy to the new account, it is only their location within a subcollection that might be lost of complex file hierarchies.

For more information about how to avoid this issue and ensure your Docs are migrated properly, please read this guide.