GroupWise to Outlook (Microsoft Exchange) Migration Project

Since June, Computer and Telecommunications Services is collaborating with the University of Ottawa towards the implementation of an and calendaring solution based on Outlook for Saint Paul University. SPU employees will be able to use Outlook at the beginning of November of this year. With the migration from GroupWise to Outlook, the University has decided to move away from products. Within the same project, the University is choosing to rent disk space on the University of Ottawa’s new Data Centre where it will host its data files (H: and I: drives).

Q: Why is the University moving to Outlook / Exchange? A: The University is moving from GroupWise to Outlook for the following reasons:  Difficulty in finding expertise for the GroupWise and Novell products.  Support for mobile devices is far more robust on Outlook / Exchange.  Many other institutions, such as the University of Ottawa, have standardized on Outlook.  Outlook offers greater functionality and ease of use. In addition to the features that are native to Outlook, many more 3rd party products that improve the user experience are available for and compatible with Outlook.

Q: What’s the difference between Outlook and Exchange, and why do I sometimes hear them used interchangeably? A: Microsoft Exchange is the email and calendaring system (or server), and includes the components that send, receive and store email and calendar data. is the email/calendaring client that is most often used on the computer to access the Exchange system. Exchange is also accessible through a web client, allowing access through a such as Internet Explorer, which is very similar to Outlook in appearance and functionality.

Q: Will I have to re-enter any of my address book(s) and calendar information, or will it automatically be available in the new system? A: All calendar items (appointments, reminders, etc.) and address book contact entries will be migrated from your GroupWise account to your new Outlook account. As well all the in your GroupWise , Cabinet and tasks in the Tasklist will be migrated to Outlook. Your current GroupWise folder structure will be visible in Outlook. PLEASE REFER TO ANSWERS BELOW REGARDING ITEMS THAT WILL NOT BE MIGRATED.

Q: Will my email addresses remain the same? Yes. Your email address will remain the same (@ustpaul.ca). Your user ID to log into your computer may change. You will be advised if this affects you.

Q: I use the archives function in GroupWise. Will my archives be migrated to Outlook? A: GroupWise archives that are stored on the server (H: drive) will be migrated to Outlook.

Q: What do I need to do to get ready?

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A: In order to get ready for using Outlook you need to:  Enroll in Outlook training ([email protected])  Ensure that the Microsoft Office 2010 is installed on your computer (contact CTS)  You will need to fill out the user information data sheet (see employee Intranet or check your email account for the link )  Review the user pre–migration checklist

Q: Will I be able to access my email no matter where I am? A: Yes. The Online Web Access client (OWA) in Exchange provides access to the system through a standard web browser such as Internet Explorer. The address for Outlook = https://mail.uottawa.ca/owa

Q: I use an Apple computer at home. Will I be able to easily access Outlook from Apple devices? A: Yes. In addition to using the Exchange Online Web Access client, Apple computer users have the option of installing Microsoft Office 2011 for Mac which now has Microsoft Outlook. Employees can purchase the MS Office Suite for home through the Microsoft Home Use Program (MHUP). Contact CTS for further details.

Q: Will Exchange/Outlook sync with handheld PDA devices such as a Blackberry, iPhone and Android phones? A: Yes.

Q: When will we convert to the new Outlook/Exchange system? A: We are currently planning to use Outlook/Exchange starting Monday November 5th 2012.

Q: When will my email be migrated to Outlook? Email migration is scheduled to be completed by Monday November 5th.

Q: Will everyone be migrated at the same time? Yes, the plan is to migrate all email accounts over the November 2nd to 4th weekend.

Q: Will I still be able to use GroupWise or WebAccess? A: No, GroupWise and WebAccess will no longer be supported once the migration is completed.

Q: Is there anything that WILL NOT be migrated from GroupWise to Outlook? A: Yes, unfortunately there are a few things that will be lost. Any rules and filters you have created in GroupWise will need to be re-created in Outlook. Shared folder permissions, shared calendar permissions, shared address book permissions will not be migrated. Any category definitions you have created in GroupWise or personalized subject of received emails will not be migrated. Proxy access and email signatures will also not be migrated. You need to document these, so you can re-create them in Outlook after migration.

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Here is a summary of items that will NOT be migrated:  All rules (vacation message, or rules that automatically move specific types of messages to a designated folder, or that categorizes items)  Proxy access (granting another email account holder proxy access to your calendar or email account)  Filters  Shared permissions on folders, calendars and address books  Category definitions  Personalized subjects  Signatures  Frequent Contacts (UPDATE: Frequent contacts WILL be migrated)  Groups and distribution lists (UPDATE: Groups WILL be migrated)

Q: How can I stay informed about this project? A: The best way to stay informed in through the employee Intranet. Project updates and status will be provided via the employee intranet, e-, posters and other methods.

Q: How can I tell which version of the Office suite is on my computer? A: For Windows PCs, you can usually tell what version of the Office suite is installed by looking at the program icon. Another way is to launch the Word program and click on the “?”. If you require help, contact CTS.

Q: Where can I get more information about Outlook and its features? A: Go to Microsoft’s Website. • Outlook 2010 features • Outlook in action

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