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Data migration

Sent March 12, 2018 to all AITRs in final go-live messaging: 

Below is a communication with G Suite data migration information. Please review and make any agency-specific changes necessary, then forward to your agency staff by March 14.

You will begin using Gmail and Google Calendar on Monday, March 26. In preparation for this event, from now until March 26, some of the data from your Microsoft Exchange account will be migrated to our new Google platform. During this time, you will be able to clean up your current email, calendar and contacts information, but, it is requested that you please wait to make any other changes (ex: folder structure, message organization) since these alterations may not be reflected in your new G Suite account.

Some of your data will have been automatically transferred to Google; some of your data may not be migrated. Below are details on what will or will not migrate.

Data that will be automatically migrated includes:
  • Email: Data associated with your primary email account will be migrated. This includes email messages and attachments that are less than 25 megabytes (MB) in your Inbox and Sent mail folders and any user-created folders. Draft messages will migrate, but may appear duplicated and require deletion and/or cleanup.
  • Shared mailboxes – Shared mailboxes will migrate, BUT access permissions may be different. If you currently have read-only access, you will not have access to the mailbox in Google.  You will need to submit a VCCC ticket to gain access to your shared mailbox. If this access is not critical to your daily operation, please submit a ticket the week of April 2. If it is critical, please submit your ticket on March 26.
  • Secondary email accounts: Data associated with your secondary email accounts will be migrated to Google.
  • Labels: Gmail uses a structural concept called "Labels." Your existing folder structure from Microsoft Exchange will be converted to Labels in Gmail.
  • Personal contacts and groups: All personal contacts and groups will be migrated as contacts in Gmail.
  • Tasks: All tasks will be migrated as Tasks in Gmail.
  • Shared resources: Users will have access to shared resources.
  • Agency optional additional services: Optional services will be available for agencies that have elected to include additional services of voicemail to email service, faxing from email service and enhanced email encryption.
Data that will NOT migrate to Google includes:
  • Personal folders contained in archive .pst files: Folders that are only associated with your .pst archives, and not with your server-based Microsoft Exchange account will not be migrated. There are instructions to migrate your local archive .pst files and their associated folders on the G Suite support site.
  • Large messages: Messages larger than 25 MB will not be migrated. You can send messages up to 25 MB in size.
  • Incompatible attachments: Some attachments are not permitted in Gmail and will not migrate. A full list of these file types can be found here.
  • Attachments: Attachments inside calendar invitations will not migrate to Google unless the agency has submitted an exception to enable Google Drive for calendar attachments.
  • Notes: Notes will not be migrated and will require re-creation in G Suite.
  • Mobile device management (MDM): AirWatch users (except for those who use Coris or VDOT secure browser users) must remove AirWatch prior to downloading  the Gmail and Calendar application. Instructions for this are forthcoming. 
  • Signatures: Your signature will not be migrated from Microsoft Exchange.
  • Public folders: Information regarding public folders will be forthcoming.


After March 26, your email and calendar will be powered by Google, not Microsoft Exchange. For a short period of time, you will be able to access public folders in Outlook, but all new email and calendar items will be sent through Google only. Please be sure to read all communications and participate in online training to help make this a smooth transition.

AITRs, below is an optional section you can add if your agency has elected to keep the Outlook client.

Our agency has elected to keep the Outlook client as an option to access email, so you can sync the Outlook email client to receive Google email and use Outlook as you do today (send/receive email, create/view calendar entries, access your *.pst files, use plugins currently connected to Outlook, etc.). Instructions on how to sync Google mail to Outlook can be found here: G Suite Sync for Microsoft Outlook.

Once synchronized, both Gmail and Outlook will be available allowing you to have both open at the same time to switch back and forth between them as you wish.

If you plan to use Outlook, you must sync immediately as new email will no longer be sent through Microsoft Exchange.