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Day One

Here's What to Do on Day One

1. Accessing/Logging in to Google Apps

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.

2. 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. Users are requested to only contact the VCCC when 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.

3. Setting up Your Mobile Device

IMPORTANT: If you are unsuccessful in setting up your mobile device with your new Gmail inbox please continue to retry every few hours for up to 24 hours. Our back end system that allows you to set up your device may experience delays. We ask that you wait 24 hours before contacting the help desk with this issue.

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

Users will need to load the Gmail and Calendar application. Device-specific instructions can be found on the "Mobile Devices" page on the G Suite support site at: Mobile Devices

4. 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.

5. Optional Synchronization between Gmail and Outlook

On March 26, if your agency has elected to keep the Outlook client as the desktop option to access email, 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.). To use other features such as Google Hangouts, you would still need to login 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 at your leisure. If you have questions about whether your agency can continue to use Outlook, please contact your agency information technology resource (AITR).

6. Getting Help

Call the toll-free number (844) 427-0555 or the local number (804) 552-8610 to ask any G Suite ‘How-to’ questions only. If you are locked out of email, unable to send mail, etc. please contact the VITA Customer Care Center (VCCC).

Problems or issues can be directed to the VCCC at (866) 637-8482 or vccc@vita.virginia.gov.

G Suite and related messaging services, including email, are part of the commonwealth’s new information technology infrastructure services provided by the Virginia Information Technologies Agency (VITA).