This document will walk you through the process of migrating your existing mail, contacts, and calendar from WOU’s Webmail system to the WOU Gmail system. If you are not interested in migrating your mail, contacts, and calendar please go to Step C from the Before You Begin section. Once you are finished with this tutorial, visit http://www.wou.edu/ucs/google_apps_tutorial.php and proceed to phase 3 for mobile device and desktop client configuration.
NOTE: Please read each step and all notes in these instructions carefully as not all steps include accompanying pictures.
Before You Begin:
A. Complete Phase 1 a. Make sure that you have activated your WOU Gmail account by completing Phase 1 on http://www.wou.edu/ucs/google_apps_tutorial.php B. Unsubscribe from Webmail calendars a. Log into WOU’s webmail client at www.wou.edu/webmail b. Open your calendar from the left menu pane c. For each of you subscribed calendars: i. Select the calendar by clicking on the name
ii. Click on the delete button
iii. Click Remove
C. Setting up your Gmail account a. Log into your Gmail account at http://gmail.mail.wou.edu b. Click on Settings in the upper right-hand corner of the screen
c. Click on the Accounts tab
d. Click on Add another email address you own e. Enter your name and WOU email address and click Next Step
f. Click Send Notification g. Return to your inbox h. You should have an email with the subject “Western Oregon University Confirmation - Send Mail as [email protected].” If you do not see this email, wait 2 minutes and refresh your inbox.
i. Open the email and click on the first full link in the body
j. Click on Settings and Accounts again k. Click Make Default next to your @wou.edu email account
Migrate Mail, Contacts, and Calendar:
NOTE: At the end of step 1 you will need to restart your computer. Please save all work before continuing.
1. Download View Client a. Download and run the View Client from: http://www.wou.edu/ucs/google_apps_tutorial.php
b. When prompted, choose all default options and continue until software is installed c. You will be asked to restart your computer. Click Yes. Once your computer has restarted proceed to step 2, below.
2. Connect to VMware View Client a. Launch the VMware View Client from your Desktop
b. Enter viewcon1.wou.edu into the Connection Server field
c. Click Connect d. Click OK e. Enter your Pawprint Username and Password and click Login
f. Choose Gmail Migration Tool and click Connect
If at any point during this tutorial you are disconnected, or choose to disconnect, from the VMware View Client, simply repeat step 2 to reconnect and pick up where you left off.
NOTE: Do not log off of the VMware View Client until you have completed the tutorial or you will lose your progress and will have to restart the tutorial.
3. Account Preparation a. Run the Step 1 icon on the desktop
b. Click Next c. Enter your Full Name, E-mail address ([email protected]), pawprint Username and Password.
d. Click Next e. Click Exit NOTE: This setup of Outlook is only for the purpose of migrating your mail, calendar, and contacts to Gmail. If you wish to actually use Outlook for your mail client there are instructions in Phase 3 at http://www.wou.edu/ucs/google_apps_tutorial.php
f. Run the Step 2 icon on the desktop
g. Click Okay h. Click each of your mail folders and subfolders and wait for them to synchronize NOTE: If a folder does not have more than 100 emails in it, you will not see the Synchronizing progress bar.
NOTE: Mail contained in any folders you do not synchronize will not be migrated to Gmail.
i. Exit Microsoft Outlook 4. Account Migration a. Run the Step 3 icon from your desktop.
b. Click Run c. Click Next d. Enter your username followed by @mail.wou.edu into the Email address box (e.g. [email protected])
e. Enter your pawprint password in the Password field and click Next
f. Click Next
g. If you want to transfer your Deleted Items, check the box next to this option
.
h. Click Migrate. The process moves approximately 2000 emails per hour. You are free to minimize the view client window or to disconnect from the VMware View Client, however DO NOT log off of the VMware View Client.
NOTE: There may be a few failures reported during this process. This is expected because of differences between the mail systems. If the migration stops with an error message, you can restart step 5 from this tutorial.
i. Click Close when complete. 5. Launch the WOU Gmail icon from your desktop
a. Log in using your pawprint Username and Password
b. Launch the WOU Webmail icon on the desktop
c. Log into webmail with your pawprint Username and Password d. Make sure that all mail in your webmail account also exists in your Gmail account
NOTE: If you need assistance please call (503) 838-8010 to schedule an appointment with a technician.
6. Click START > Log Off
Your migration is now complete and you’re ready to begin using Gmail. Please return to http://www.wou.edu/ucs/google_apps_tutorial.php and proceed with Phase 3 to setup mobile devices and/or desktop clients.