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Day one instructions and information

Sent March 19, 2018 to all AITRs in final go-live messaging:

 

Below is a communication with G Suite day one instructions and information. The highlighted items require your attention. Please review and make any agency-specific changes necessary and then forward to your staff by March 22. Please copy your customer account manager when you distribute to your staff.

 

 

On Monday, March 26, you will begin using Google mail and calendar. On that day, you can expect your email, calendar and contacts will have been migrated from Microsoft Exchange to G Suite. You must begin using Google mail on March 26; new email will no longer be sent to Microsoft Outlook through Exchange.

 

Any changes made in Microsoft Outlook over the weekend between March 23 and 26 (such as sending email, adding/updating contacts, creating or updating calendar invitations, creating new folders, filing messages in folders, or renaming folders) may not be reflected in your Gmail account on March 26. If you send messages from Outlook over the weekend, copy yourself to ensure it gets to your Gmail mailbox.

 

Your Gmail will be ready ON Monday, March 26. You should not attempt to access Gmail before that time.

 

In preparation for March 26, you should have participated in one or more of the G Suite training sessions.

 

The following information is important to get you started in messaging G Suite on day one:

 

Accessing/Logging in to Google Mail

To go directly into your Google email account, launch Chrome (Start menu> All Programs > Google Chrome) and enter the following address to log in: https://mail.google.com/a/virginia.gov

 

Google Calendar Migrations

To launch your calendar, click on the icon with three rows of three dots on the upper right side of the Gmail window. Click on the calendar icon. Please remember that calendar migrations are never perfect. When you access your account, you may need to recreate missing or future recurring events. This is to be expected. You should only contact the VITA Customer Care Center (VCCC) if your entire calendar is missing, and not just individual events. Attachments to calendar invitations will only migrate to Google if your agency has elected to enable Google Drive.

 

Setting up your Mobile Device

Mobile devices will sync with the messaging G Suite. You will need to remove AirWatch prior to configuring your mobile device for Gmail (except VSP, DOC CORIS and VDOT secure browser users).

 

After removing AirWatch, load the Gmail and Calendar applications. Device-specific instructions can be found on the mobile devices page on the G Suite support site at: Mobile Devices

 

Google Support Rooms

Google support rooms will be available in certain locations (see below) on Monday, March 26, and Tuesday, March 27, generally from 8 a.m. to 5 p.m., or as otherwise listed. If you need additional assistance, bring your questions and devices for help with Google services.

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G Suite Mail and Calendar Overview Sessions

You should have already participated in online Google Mail and Calendar Complete training sessions. If not, please view the captioned training videos linked on the G Suite Messaging support site. If you still have questions, please click here to register for on-site review sessions.

G Suite Delegation and Permissions Sessions

We are also offering onsite G Suite Delegation and Permissions training sessions during the weeks of March 26 and April 2. This course is designed only for users who manage another individual's email and/or calendar on their behalf. Please click here to sign up for an in-person training session by day, time and location.

 

Known Issues

During the early phases of this project, we discovered some issues. If you are experiencing a problem, please check the Known Issues page first to determine if there is a solution before contacting the help desk. After migration, you will notice multiple addresses for some users. Please be careful to select the correct email address. 

 

Optional Synchronization between Gmail and Outlook

Please note that on March 26, if you would like to use the Outlook interface as the desktop option to access email, you must sync the Outlook email client to receive Google email. You can use Outlook as you do today (send/receive email, create/view calendar entries, access your *.pst files, use plugins currently connected to Outlook, etc.). To use other features such as Google Hangouts, you would still need to log in with your COV credentials using the Chrome browser.

 

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 and to switch back and forth between them.

 

Beginning on March 26, you can call the Google help line at (844) 427-0555 or (804) 552-8610 to ask any G Suite 'how-to' questions. Additionally, there will be Q & A sessions scheduled each day for two weeks after migration. If you are locked out of email, unable to send mail, etc., please contact the VITA Customer Care Center at (866) 637-8482 orvccc@vita.virginia.gov.