G Suite migration

Where to get help?

If you are experiencing technical issues or notice errors in Outlook or OneDrive as a result of the migration, please log an EDConnect support request:

T: 1300 32 32 32 | W: online support request

If you have any other questions about the migration that are not answered below, please contact the MOG Transition Team:

E: TSNSW-TransitionTeam@det.nsw.edu.au

Frequently asked questions

When will the migration take place?

The migration of G Suite data will take place from 6pm, Friday 6 December 2019.

How long will the migration take?

The migration is expected to run until Sunday 8 December 2019.

Can I use Gmail or Google Drive during the migration?

Please avoid sending emails through Gmail or making changes to Google Drive files for the duration of the migration.

If you have a critical business need to send an email over the weekend, you should use your DoE account.

Similarly, if you are making changes to documents over the weekend, save a copy of the file to OneDrive first.

When can I access my emails and files?

From Monday 9 December 2019 you will have access to your Gmail files in Outlook and your Google Drive files in OneDrive.

From this date you should use Outlook and OneDrive as your primary email and file storage services.

Will I still have access to my G Suite account after the migration?

You will have access to your G Suite account for a period of 10 business days after the migration.  Please note, this is only for the purposes of checking that your information has been copied across correctly.  You should not be using G Suite to send emails or work on documents following the migration.

How do I access my emails, calendar invites and contacts after the migration?

From a ComFleet device, you will be able to access your email, calendar and contacts in Outlook. You can do this in one of two ways:

If you are not currently using a ComFleet device, you will need to access Outlook via your web browser.

Outlook 2016 Quick Start Guide

Can I get access to Outlook from my phone? Yes.  If you would like to add emails to native mail (your phone's mail app) you must log an EDConnect request.

You can also download the Outlook app from either the Apple App Store or Google Play Store to your mobile device.  Follow the prompts to login using your DoE credentials.

Email

 
Will all my emails be copied across?

Yes.  All emails will be copied across as part of the migration. This includes your current folder structure in Gmail.

  • G Suite mail labels will convert to folders in Outlook. Items with multiple labels will appear in duplicate folders in Outlook
  • Attachments over 50mb will not be migrated to Outlook.  If you need to keep a copy of these files, save to Google Drive in advance of the migration
Will my DoI email be forwarded to my DoE email?

Yes.  The current forwarding rule will be reversed as part of the migration so that DoI emails will be forwarded to your DoE account.

Email forward from DoI to DoE will be in place for a period of three months.

How do I check that my emails have been copied across accurately?
You can validate the migration of your data by performing the following checks:
  • check Gmail mail (including folder structure) is appearing in Outlook.  Note, attachments over 50mb will not have been copied across
  • check Outlook Junk Email folder to confirm no emails have been migrated to this location
The number of emails in Outlook does not match the number of emails in Gmail

In Gmail, turn off “conversation settings”.  This organising function will make it look like there are fewer items in Gmail than what is showing in Outlook.

I am missing some email attachments after the migration

If the attachments are over 50mb these will not have been copied across as part of the migration.  You will need to manually copy these from Gmail to OneDrive.

Will I still have access to shared mailboxes?

Yes.  Shared mailboxes will be copied across with current permissions.

You will have to add the mailboxes to your Outlook account following the migration.  Note, some of the mailboxes will be named differently in Outlook.

Instructions for opening a shared mailbox in Outlook

List of new TSNSW shared mailbox names

Will distribution lists be copied across?

Yes.  A copy of all existing DoI distribution lists (DLs) will be taken on Thursday 5 December 2019.  These will be migrated and accessible in Outlook after the migration.

If you need a new DL in Outlook after the migration, log an EDConnect request for a Corporate Distribution List to be created.

Calendar

 

Will all my calendar invites be copied across?

Yes.  Calendar invites will be copied across as part of the migration but will not have a meeting room associated with them.

  • Meeting rooms will need to be re-booked in Outlook following the migration.

When I opened Outlook after the migration, I received multiple Outlook reminders

If you opened Outlook and received an Outlook reminder notification, select “dismiss all” to close the notification window.

Why are meeting rooms missing from my calendar invites?

Meeting rooms have not been copied across with calendar invites as part of the migration. This is because the rooms have had to be created as Outlook resources. Following the migration you will need to re-book the meeting rooms through Outlook.

Why can’t I update my calendar invite in Outlook?

If you find you are unable to make updates to an existing calendar invite after the migration, you will need to recreate the booking and send to participants.

Will I still have access to “Shared with me” calendars?

No. Sharing permissions will not migrate automatically.  The owner will need to re-share the calendar from Outlook.

Sharing calendars in Outlook

How can I see a list of meeting attendees in Outlook?

In the open calendar invite window, navigate along the command ribbon (top row of icons) and select Tracking to see who has accepted, declined or not responded to a meeting request.

How do I use VC from Outlook?

After the migration you will no longer be able to book a VC bridge via Gmail.

Instead, you should use Skype for Business via Outlook to book conference calls and meetings:

Skype for Business meetings from ComFleet device

  • Book meeting: Open Outlook calendar > select New Skype Meeting from the command ribbon > invite participants > send invite
  • Connect Surface to VC:
    • Locate the HDMI cable connected to the VC unit
    • Ensure the HDMI is attached to the mini-display port adapter cable
    • Plug the adapter cable into the port on the top right hand side of your Surface
    • Hit the Windows key and P to open display options on your Surface
  • Start meeting: Open calendar invite > select Join Skype Meeting > Select Use Skype for Business (full video and audio experience) > select OK > select camera icon and start my video

Instructions for using Skype for Business

Watch the Setup an online meeting video from Microsoft

Contacts

 

Will all my contacts be copied across?

Yes, contacts will be copied across as part of the migration.

How do I access my Google Drive files after the migration?

From a ComFleet device, you will be able to access your files in OneDrive. You can do this in one of two ways:

  • via the OneDrive folder in File Explorer. Click the folder icon in the task bar on the bottom of your screen.  Your OneDrive folder will show up as an option on the panel on the left-hand side of the window
  • via the DoE Staff Portal. From the Education website home page: login to staff portal (top right hand corner of page) > navigate to ‘My Essentials’ panel at the top of the page > select ‘Microsoft Office 365’ icon > select ‘OneDrive’ icon.

If you're not currently using a ComFleet device, you will need to access Outlook via your web browser.

OneDrive Quick Start Guide

Can I get access to OneDrive from my phone? Yes.  You can download the OneDrive app from either the Apple App Store or Google Play Store to your mobile device.  Follow the prompts to login using your DoE credentials.

Will all my Google Drive documents be copied across?

Yes.  All Google Drive files will be copied across as part of the migration. This includes you current folder structure.

  • After the migration you will find your Google Drive data in the following location in OneDrive: GoogleDocuments\Documents
  • Google Drive labels will convert to folders in OneDrive.  Items with multiple labels will appear in duplicate folders
  • Files with identical names will appear in OneDrive with a unique identifier added to the file name

Change to documents that I have made in the past week are not appearing in my OneDrive files

If you made changes to documents in the past week these will not have been copied across.  You will need to locate the file in Google Drive and manually copy it across to OneDrive.

Will I still have access to “Shared with me” files?

No. Sharing permissions will not migrate automatically.  The owner will need to re-share the files from OneDrive.

Sharing files in OneDrive

Since the migration I have noticed errors in some Excel files

Google Sheets which include Google Apps Script do not convert correctly to Excel format.  If you are experiencing issues with Excel documents that haven't converted correctly, please contact the TSNSW Transition Team for advice.

Can I still use Google Chrome after the migration?

Yes. Google Chrome is available to install on your ComFleet device via the Software Centre.

To access the Software Centre: select Windows key > start typing Software Centre > search Google Chrome and follow the prompts to install.

Will Google Forms be copied across as part of the migration?

No. Google Forms will not be copied across as part of the migration.

If you wish to save a copy of your response data you should: Open the form(s) > select response data > select Google Sheet icon > select new or existing sheet > save to Google Drive.

Any forms you wish to continue using will need to be manually recreated in Microsoft forms.

Instructions for creating a Microsoft form.

Will Google Hangout Chat history be copied across?

No. Skype for Business will replace Google Hangout Chats following the migration.

If you'd like to save a copy of your conversation history you’ll need to: Navigate to each individual chat history > select all text > copy and paste into a Google Doc > save to OneDrive

Instructions for using Skype for Business.

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