Introduction video for the Middle School Vanguard team (Josh Smeader, Phu Trieu, Amy Bussott, and Scott Seeley).
About this time last year we were finalizing the migration from the old Novell file servers to the new Apple X-Servs as well as in the middle of preparing an email migration from Groupwise to Google Apps. I don’t really expect anyone to remember, but at that time it was explained to everyone that we were going to be keeping both the old Novell data as well as the old Groupwise email server (and it’s email) up and running for another year. Let’s talk about each of these individually for a second.
We have been keeping the old email server alive for the past year and it has been accessible via the Groupwise Web Interface. (Remember that the webmail server is only accessible from campus. You can no longer access it from home). We have kept it going so that you can log into the web email and forward anything that you want to keep to you Gmail Account. If you want more details on this, look at the old post from back in June of last year. Now that our Novell licensing has expired we are required to turn this server off and remove all Novell owned software. This will happen on June 17. If you still have things on the old mail server that you need please take the time to take care of that prior to the 17th.
Old Novell Data
Last year we archived all of the data form our Novell file servers to our Apple X-Serv environment. It has been living on Lobo in the Staff->NovellData folder. If you connect to Lobo (Select Go->Connect To Server from the Finder menu on your Mac
then simply type in “lobo” into the connect to server dialog and click connect.)
Once connected you will be prompted for the file share to open, choose “Staff”. Double click on the “NovellData” folder, and you will see folders that represent the old H:, I:, P: and S: drives. You will find your old H: drive in a folder with your name on it in the H-Drive folder. The other drives are exactly what you think they are.
Please do not try to copy the entire contents (except perhaps your H: drive if you haven’t already) to your laptop! This folders contain the entire contents of the old Novell network file servers!
If you are reading this and are confused, asking yourself, “but, I’ve been working in the NovellData folder all year?” STOP! You should not be doing that. The building secretaries have been working all year moving selected files from the old novell data area to the new Building and Department folders in the Staff area.
Like the Groupwise email server, the “NovellData” folder will be removed from Lobo on June 17th at noon. This single folder takes up the lion’s share of all the file storage space on our server. We will be archiving this old data when we remove it form the server and storing it off-site for the requisite 7 years required by law.
Hopefully this helps demystify some of these issues. As usual if you have questions feel free to email me. ~P
(The following is a copy of a post originally published to the MCS Technology Wiki/Blog site on June 10, 2010)
We are beginning the migration of our email and calendar systems from Groupwise to Google Apps. Please read this entire post, or bookmark it for later reference. You will need this information as we transition to Google Apps for Education. With Google Apps, we’ll gain the benefits of a robust and innovative feature set — including the ability to access email and calendar services from any computer — as well as lower infrastructure and support costs.
What Will Happen
On June 16, we’ll turn off delivery of your email to your Groupwise account and turn on your new Google Apps account. At that time, all your new email messages will be delivered to your Google Apps account and any new calendar events to which you’re invited will appear on your Google Calendar.
Important: Existing email messages, calendar events, and personal contacts in Groupwise will not appear in your Google Apps account. However, if you wish, you can make arrangements with the Technology Department to have your email migrated to your Google Apps email for you. Simply send an email to firstname.lastname@example.org with the subject line: Please convert my email, and we will put you in a queue to have your email converted. Before you make a request to have your email converted, please read the section About Converted Email. We will not convert your email unless you make this request.
We will not be converting your Address Books/Contacts for you. Instructions on converting your contacts is provided later in this email.
About Converted Email
Email conversion is a lengthy process due to the amount of email that individual users have in their mail accounts. Personally, I do not recommend that you convert any of your mail, but if you choose to, it is necessary that you properly prepare your email account for conversion. To prepare your email for conversion please do the following:
1. Remove all nested folders.
The conversion process will not handle nested folders. (ie: having “folder2” inside of “folder1”). You will need to move all of your folders so that they are at the same level in your inbox. Folders not present in your inbox will not get converted.
2. Remove special characters and spaces from folder names.
If you have characters such as “/” or “&” (any non-alpha character other than “_”) in a folder name, that folder will not covert and will be skipped. This is the way the conversion routine works and has nothing to do with us. Make sure that you either remove all spaces from folder names or replace them with “_” as well.
3. The Sent Items folder will not convert.
The conversion utility does not convert your sent items folder. If you want to convert your sent items, create a folder in your inbox called Old_Sent_Items and copy the contents of your sent items folder to it.
4. Clean out all personal email.
Go through your folders and remove any personal emails that are not a matter of public record or that you need to retain to do your job.
5. Remove duplicate file attachments.
Please make an effort to copy attachments that are in emails out of the email and into your H: drive, then delete the email. if you must keep the attachment with the email, please only keep the latest email and remove all other portions of the email thread that contain duplicate copies of the attachment.
Following these 5 steps will greatly decrease the amount of time needed to convert email and will insure that you start out with a clean, easy to manage set of data and folders in your new inbox. Once the data is converted, you will be free to rename and move the folders around to your personal satisfaction. The naming and folder restriction are confined to the conversion process, not to how you handle the data post conversion.
What You’ll Need to Do to Access Your New Mail
After June 16, log in to your Google Apps account and begin using it for all your email correspondence and calendar scheduling. To access your Google Apps email, open your web browser and go to http://gmail.mattawanschools.org. Log in with the same username and password that you used to take the Apple Professional Development Survey. Your username is your first initial and last name (ie: ppoggione). You should have changed your password when you took the survey, so I can’t tell you what it is Incidentally, if you try to accesshttp://gmail.mattawanschools.org prior to June 16, you are likely to encounter an error since that URL will not be active until June 16. Also keep in mind that full mail functionality will not happen until June 17th or 18th.
If you would like to use an external email client with your new mail other than the web interface, or you would like to access it via a mobile device such as an iPhone or Blackberry, there are resources on the Google Apps site to assist you. You are not restricted as to what type of email client or device you use to access your email. You can find many resources on accessing Google Apps email by following this link.
Converting Personal Contacts
* A note to all staff member currently using Apple MacBook laptops and running the Groupwise email client: The export contacts procedure only works in Windows. You will need to log into a computer running Groupwise on Windows to create an export file
There is no automated means available to convert your personal contacts from Groupwise to Google Apps. For the Tech Department to convert contacts for you, we would need direct access to your Groupwise account and convert each individual account separately. For this reason we will not be doing it for you. If you would like to convert your contacts on your own, please follow these steps.
- Login to Groupwise
- Click Address Book – Right click on the particular address book (i.e. Frequent Contacts) that you want to move/export and selectExport Book.
- Change the “save as” file type from the drop-down box where you enter the filename to “Comma Separated Values (csv)”.
- Name the file address.csv and save it to your desktop
- Login to your Google Apps email (http://gmail.mattawanschools.org) and click Contacts link, then click the Import link (See image)
- Browse for the address.nab file on your desktop that you created in step 2 and 3, then click import.
Over time we will be developing more detailed instructions to help you complete these and other tasks quickly.
Will I still be able to access my Groupwise account after the switchover?
Yes, for the 2010-11 school year, you can still log into the Groupwise webmail interface (http://gw.mattawanschools.org) after June 16 to view your email, calendar, and personal contacts. However, no new mail will arrive there. New mail will go to your Google Apps account email.
Can I access my Google Apps account now?
No, you can’t access your account until after June 16.
What will my email address be?
How much time is required to set up my account?
You’ll be able to master the basics — sending and receiving email and viewing and scheduling meetings — very quickly. However, the time required to completely move over to Google Apps can vary, depending on how you currently use Groupwise. For example, for a typical email and calendar migration, expect to spend about 4 to 8 hours over the course of a week or so, to view online resources, review documentation, and set up your services. If you also access email on a mobile device, plan on spending a bit more time.
Will you help me set up and use my Google Apps account?
Yes, The Technology Department will make its best effort to assist everyone with their new Google Apps account. We’ll provide documentation that contains instructions for accessing your account (such as this blog post), setting up your new services and mobile device, and using the services. As always, creating a helpdesk ticket will be the most reliable way to get assistance.
Watch for more email announcements and blog postings about these resources and other services.
If You Have Further Questions…
As always, if you have a question or have problems, you can create a helpdesk ticket or send an email to email@example.com.
Question of the Day:
I know, the title above implies that there will be a question every day, but in reality, there will only be a question when I get one that makes me think, “Gee, I bet everyone would like to know the answer to this question”, or I think to myself after reading it, “D’oh! Why didn’t I think of that!”.
But what about backing up my files?
What about privacy and security?
What about the files that are in my H: drive now? How will I get them to my laptop?