Information on Moving to Case Google Apps
Section 1: Making the Move to Google Apps
Why do I have to move to Google Mail?
There are a number of benefits of moving to Google Apps Mail. The most obvious difference is the size of the mailbox - 7 GB vs. 200 MB - 35 times larger than the current mailboxes. All of the features and functionality of the current iPlanet mail server are available with Google Mail, including a web interface and the ability to use any client (such as Outlook or Thunderbird) with either a POP or IMAP mailbox.
What do I have to do to move to Google Mail?
There are four general steps - everyone should
at least do Step 1 and 2. For a general overview of Google Apps and printable instructions for various clients, go to the
ITS Google Apps Page.
- Change your provisioning (PDF document) so the new emails are sent to Google Mail
- Set up your new mailbox, which includes the option to forward your email to another address (e.g. Gmail, Yahoo)
- Change your server settings if you use a client like Outlook or Thunderbird
- Move your old mail, folders, contacts, and address book to Google Mail (optional)
So walk me through the steps and what's involved in each step. Start with Step 1.
Step 1 is to change the routing for your incoming mail. Today, your case.edu mail is routed to the iPlanet email server here on campus. You want to change that routing by going to this link and choosing the radio button that says "Send my Case email to Google Apps":
Do that here. Create a Google Apps password (different from your Case network password) and click on Save. Completing this step means that NEW mail will now go to your Google Apps mailbox (your old mail is still in the old mailbox - see step 4 for moving instructions). This step also overwrites any forwarding you had in place, so if you forwarded your Case email to another email account, be sure to go to Step 2 to set up that forwarding in your new Case Google mail account.
OK, so Step 2 is setting up the new Case Google mailbox?
Yes, for step 2, go to
http://webmail.case.edu. This is the site you should bookmark (or remember) for viewing your email on the web and making general changes to your account. Even if you use a client, you must complete this step. Sign into Single Sign On (if not already signed in) and then read and accept the Legal Agreement. A window will open with your new Case Google Mailbox. Notice the Case logo on the top left and your abc123@case.edu email address on the top right; this is how you distinguish the Case Google mailbox from a personal Gmail account.
At the top right side of the page, click on the "Settings" link. Start with the General tab and fill in any information you'd like, such as the Signature on each web email you send. Notice this is where you come to change your "vacation" message. On the Accounts tab, you can make changes to your name or the "reply to" email address. If you want to combine email accounts into one Inbox, this is where you do that. If you want to forward your Case email to another email address, click on the "Forwarding" tab and fill in where you want your mail to go and what to do with copies of mail that are forwarded.
If you only handle email through a web browser or forward your mail to another address, you are done. Those who use a client (such as Outlook or Thunderbird) need to go on to step 3.
Where are the instructions for setting up my email client?
Click on one of the links below and print out the instructions for your client (IMAP or POP) or for Webmail. These instructions include additional information on setting up your new Case Google account, including what information should be entered on the Forwarding and POP/IMAP tab.
Now I have two Inboxes in my client, one for the old mail and one for Google Apps. What do I do now?
If you right click on the Google Inbox, you can "add to favorite folders" which brings it to the top of the column. Note that there are new Sent and Junk mail folders as well. Depending on your outgoing server and where you send mail from, you can rename the Sent mail folders (web, mobile, Outlook) etc. Any folders that you use often could be marked as favorites and brought to the top, so they are easy to see.
It is your choice how to handle the old and new mail. Some POP users keep the two Inboxes separate (mail before x/x/09 and mail after x/x/09). Some IMAP users "POP" the old mail down to their computer. You do need to move all mail and folders from the old mail server to either your computer (using POP) or to the Google server (see Q7 below). Faculty and staff need to move their mail by February 2, 2010.
How do I move my messages and folders on iPlanet (mail.case.edu) to Google Apps (webmail.case.edu)?
You can move all those files and folders from iPlanet to Google by following this link:
https://its-services.case.edu/my-case-identity/google-apps/GA-Utilities/move-my-mail
Note that there is a 20 MB limit on attachments in Google Mail. If you have any messages in your iPlanet mailbox larger than 20 MB, they will not be moved to
webmail.case.edu. Also note that if you compare the number of messages in your
mail.case.edu Inbox with your new Google Inbox, the numbers may not match. That is because Google creates "conversations" or "threads", so that a message with the same subject line that is replied to or forwarded is now shown in webmail.case.edu as one message, with a parentheses showing the number of "threads" in that conversation.
What about my address book on iPlanet, can I move that to Google Apps too?
Follow this link to download your iPlanet Personal Address Book (PAB) to a comma separated value (csv) file:
https://its-services.case.edu/pab2csv/. Once the file is saved on your computer, you can easily import it into your Google mail account. Sign into webmail.case.edu and click on Contacts (on the left side). A new panel will open up on the right side of the screen. Click on Import on the top right side. Browse to the file you saved on your computer, select it, and click the Import button. For more information on managing contacts in Google Mail, see:
https://its-services.case.edu/pab2csv/
Note that there is a 20 MB limit on attachments in Google Mail. If you have any messages in your iPlanet mailbox larger than 20 MB, they will not be moved to webmail.case.edu. Also note that if you compare the number of messages in your mail.case.edu Inbox with your new Google Inbox, the numbers may not match. That is because Google creates "conversations" or "threads", so that a message with the same subject line that is replied to or forwarded is now shown in webmail.case.edu as one message, with a parentheses showing the number of "threads" in that conversation.
Section 2: What changes, and what stays the same?
What happens to voicemail messages? Do they still go to my Inbox after I move to Google Mail?
Yes, your voicemail messages will go to your new Inbox. This happens automatically when you change your routing to "Google Apps only".
I'm a student and I didn't move my mail to Google Apps, so I understand that ITS will move the mail for me. How will I know if this is done?
If you go to your mail.case.edu mailbox, and there is only one message in your Inbox, then your mail has been moved. The message in your old Inbox tells you where to go (webmail.case.edu) to find your old mail. ITS will only move the files and folders on the iPlanet server. You still need to move your address book (see question 8 above).
I left a vacation message active in my old iPlanet account. Will that get moved to Google Mail automatically or will I have to set up a new vacation message in Google Mail?
No, you will have to create a new vacation message. In Google Mail, go to "Settings" and the General tab to add or change a vacation message. An optional feature that you can enable allows you to have a start and stop date for your vacation message. If you want to add that feature, click on the "Labs" tab, scroll down to "Vacation Time!" and click on the Enable radio button. Click "Save Changes" at the bottom of the page. You might want to check out the other "Labs" features while you are on this tab.
My email is currently forwarded to another email account. What happens to the forwarding if I let ITS move the mail for me? Will the forwarding be moved too?
Yes, ITS will forward your mail to one of the forwarding addresses set in iPlanet BUT you need to agree to the Google Terms and Conditions before the mail will be forwarded.
I notice in my new account, there is a "Labs" tab. Do you recommend any of the Labs features?
Yes, we recommend a couple of settings. After clicking on "Settings", click on the "Web Clips" tab and UN-check the box for "Show my Web Clips....". Then go to the "Labs" tab. I strongly recommend you active "Vacation Time!" and "Forgotten Attachment Detector". Go through the list and see what interests you. Don't forget to click on "Save Changes" at the bottom.
Where are the instructions for setting up my handheld?
Google has excellent Help features. Handheld instructions for case.edu are found here:
I created an alias in the old mail system. Will it be moved to Google Apps?
Yes, all aliases and old addresses (like cwru.edu and po.cwru.edu) that were created in the old mail system will remain valid and deliverable to Google Apps.
Section 3: If you were signed up for "both" Google Apps and mail.case.edu
I was signed up for "Both" but I was only using my Google Apps account. Do I have to do anything?
Yes, you still need to change your provisioning to Google Apps ONLY. Once you do that, please go back to mail.case.edu and delete all the messages in your iPlanet mailbox. Otherwise, ITS will move those messages for you and the indicator that shows if a message is read or not will show all the messages as UNREAD (the way they were in your iPlanet mailbox). There should NOT be a duplication of messages - only the "read" or "unread" indicator may be wrong.
I was signed up for "Both" but I was only using my iPlanet account. What should I do?
First, go to webmail.case.edu and look at your Google Apps account. It should show all the messages that you have been reading in your iPlanet account. Click on your ALL MAIL folder, Select ALL messages in that folder, and then click on Delete. A pop up will confirm whether you want to move the copy to the Trash. Click OK. Then click on Trash, Select ALL and then Empty Trash Now. Another popup asks to confirm.
Now that you have deleted all the mail in your Google Account, you are going to provision yourself on Google ONLY and then move everything from iPlanet to Google. So go to the provisioning link
here and change your radio button to Google Apps ONLY. Then, go to the "move my mail" tool at the link
here. You can choose to move and delete your mail by checking the check boxes. Or, you can move a copy of the mail and keep a copy on iPlanet. If you choose this latter option, don't forget to go back to mail.case.edu and delete all the messages in your iPlanet mailbox BEFORE May 17th.
Section 4: Other questions
So the bottom line is that I really don't have to do anything before the deadline since ITS will move everything for me. Is that right?
If you have a relatively straight-forward mailbox with only a few files and folders, you can let ITS move everything for you. If you forward your mail to multiple accounts, or have lots of files and folders, we recommend that you move yourself and follow the instructions above. Even if ITS moves everything for you, you still need to move your personal address book yourself:
https://its-services.case.edu/pab2csv/
I'm confused between my personal Gmail account and the Case Google Mail account. Any help?
You sign into your personal Gmail account through a Google sign-in; for your Case account, you go through Single Sign-On. Once you have the accounts open, the logo in the top left corner should remind you which account you're in. If you want, set up different "Themes" for your two accounts so you can easily see which one you are in.
