Posts tagged "google apps"

Change Management Template for Google Apps Migration

Below is a change management template you may use to inform your users about a migration.

Dear [User],

On [Date/Time], we’ll start migrating your [Old.com] accounts to new accounts under the [New.com] Google Apps account. We’re using ShuttleCloud, a cloud migration company to accomplish the email migration which will we start on  [Date/Time]. It’s important to keep using your [Old.com] account until you hear otherwise from us.  We will let you know the switchover date, which will be the day that you cease using [Old.com] accounts and begin using [New.com] accounts exclusively.  We’ll provide you with login credentials and next steps in an email to your [Old.com] account so please be on the lookout for that message.

ShuttleCloud transfers email only however, instructions for you to transfer your Google Contacts, Calendars, Documents/Drive and Sites are provided below.  We will provide additional project timing and next steps once we’re closer to the project kickoff date. While the email migration process will be nearly invisible to you, ShuttleCloud has provided information on some items you should be aware of as you transition to your new accounts:

Email

ShuttleCloud will migrate your messages along with labels and read/unread message status.

  • In order for all of your labels to transfer over please make sure they are visible in IMAP before we begin the migration on [Date/Time].  To enable your labels’ settings so that they’re viewable in IMAP please review this process.
  • ShuttleCloud will also migrate your Google chat logs as part of the migration but first you must complete the following steps to prepare your account prior to the migration on [Date/Time].  See here.

There are a few settings that do not transfer as part of their process.  Here are a few that you may want to be aware of:

  • Filters/rules –  If you use filters/rules in your old accounts you may want to manually export them prior to the switchover.  More information on this process can be found here.
  • Forwarding & Fetching & Send-as – These will not be migrated and should be added manually to the new domain accounts if you’d like to retain that Send From: The ability to send-as another account will not migrate, but you can re-add this to your new account easily by going here.
  • Star Colors – Multiple star colors is a Gmail labs feature and we can’t preserve the colors while migrating.  ShuttleCloud only transfers the standard star color.  We recommend an alternative solution if you need to preserve star colors. Just go here.

Google Apps Suite

While there are other methods to migrate your data, we recommend you follow the processes below for each service:

Additional Items

Instructions for setup and manual transfer of additional items not covered by the ShuttleCloud migration: Mobile Devices (Android, iPhone, etc) Picasa Google+ Google Video Google Voice Google Adwords Google Analytics Google Marketplace Listing Google Places for Business Google Bookmarks Google Reader Youtube

How to Migrate Google Chats

ShuttleCloud can migrate your Google Chats!

Follow these simple instructions to prepare your account prior to a migration:

Step 1

Click the cog in the top right of the gmail webmail interface.

google chat migration

Step 2

Click on the “Labels” tab (second from the left).

configure chat settings

Step 3

Make sure that the tickbox next to “Show in IMAP” for chats is enabled.

 

 

enable chat imap

 

 

 

 

 

 

 

To get started with ShuttleCloud, go here.

Won’t removing the alias to set up the new Google Apps account cause email downtime?

Prior to removing an email alias, ShuttleCloud enables an MX forwarder that passes messages sent to alias domain addresses to the primary Google apps domain accounts.  MX records for the alias are switched from Google to point to the ShuttleCloud forwarder.

Note: This process is required because a domain cannot be set as an alias and an independent Google Apps account at the same time. 

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. 

If I remove an alias, do I lose the ability to accept calendar invites sent to the alias address?

When you remove an alias from the primary domain, users may receive error messages from Google Calendar such as the example below:

“Google Calendar invitations cannot be forwarded via email. This event belongs to user@new.com (the alias domain) and you are logged in as user@old.com (the primary domain). Please ask the meeting organizer to add you to the event from Google Calendar.”

The domain alias provides the users with the ability to accept invitations sent to the alias (new.com) addresses.  When this is no longer connected to the primary, users will need to receive calendar invites at their primary (old.com) addresses during the migration. IP address location