Google Apps Migration Process

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Google Apps Migration Process

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Responsible

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Day 70

HyperOffice

ISP/HyperOffice

ISP

Deploy HyperOffice mail platform

Provision users

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communication

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to users w/ HyperOffice migration tool

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Communication to users w/ HyperOffice migration tool

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Communication to users w/ HyperOffice migration tool

Final Communication reminding of switch

Switchover : Switch MX Records

Post-switchover Communications

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Suggested

Timetable

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Deployment of HyperOffice (ISP Branded) Mail Platform

Step 1

ISP and HyperOffice teams provision users

Step 2

HyperOffice launches a dedicated instance of its email platform with the option for ISP branding, including in-product branding, branded login screen, etc.

ISP admin compiles master list of users. ISP works together with HyperOffice team to provision users on the new email platform.

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Communications

Step 4

A key part of the process is announcing the upcoming switch of platforms to users. The key pieces of information that need to be communicated are as follows:

 Switchover date

 New platform features and login credentials

 Migration tool information and credentials

While mass emails to the entire user base are the most common, some ISPs might use a variety of other communication mediums:

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Mass Emails to user

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Announcement on

website

Dedicated transition

portal

Communication

through bills

Sample Email

Dear {{Subscriber}}

Since Google Apps for ISP, the platform we were leveraging to power your email, has entered its end-of-life phase, we will be switching you to a new email platform effective {{Date X}}. We have partnered with HyperOffice, a leader in cloud email solutions, to bring you the new platform.

While you will continue to use the current platform for email till effective {{Date X}}, we encourage you to take a look at the new platform. It brings you all the features you have been using so far, and will allow you to continue using your email account. Please watch the following video for an overview of the new platform.

We are also providing you with a special migration tool, which allows you to easily move your email, calendars and contacts to the new platform. The migration tool is a one-and-done, meaning once you initiate the migration, it will automatically continue to move your information till the switchover date without you having to bother about it further. Details for accessing the migration tool are as follows: Migration Tool URL – http://www.application.com/it/{{ISP}}

ID – {{email}}

Password – {{Password}}

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The HyperOffice Migration Tool

The HyperOffice Migration Tool puts the users in total control, and allows them to bring over their data to the new system while protecting their privacy. Importantly, once a user initiates migration, the tool takes over and automatically migrates historical information, and also keeps migrating information created after the migration tool is initiated. This process continues till the final switch. Effectively, what this means is every user needs to initiate the migration just once, and never again.

What is Migrated?

What is the user’s experience?

The user logs in using their HyperOffice credentials provided by the admin

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Email _MailboxesLarge _AttachmentsEmail Email Folders Contacts Calendars

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The user selects the sections they want to migrate and initiate the migration

The user monitors the migration, & can also go directly to the new email platform to explore it

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The user goes to the new email platform using their HyperOffice credentials

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Welcome to Our New Email Platform!

The new platform gives you access to the same features you are used to. You can start sending and receiving email here effective {{date x}}. In the meantime, we encourage you to play around and familiarize yourself with the interface. Please watch this video for a quick overview of the platform.

If you have not migrated your data yet, we highly recommend you initiate your migration through this tool.

Start Exploring

Users see this

before the switchover date

Welcome to Our New Email Platform!

Starting today, this is the platform you will use to manage your email, contacts and calendars.

Please watch this video for a quick overview of the platform.

If you have not migrated your data yet, we highly recommend you initiate your migration through this tool.

Start Now!

Users see this

on and after the switchover date

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The Switchover : MX Records Switched

Step 5

On the date chosen by the service provider (which may be the same date as the end-of-life date for Google Apps for ISPs, or any date before that) the ISP will switch the MX records. All users will thereafter be able to send and receive their emails in the HyperOffice platform, as also manage their contacts and calendars.

Even after the switchover has happened, there may still be some users who have not had a chance to migrate their data over from the Google platform. Until before Google’s end-of-life, these users still have the option to leverage the migration tool, and bring their data over to the new email platform.

Keeping this in mind, the ISP Admin might still be interested in reaching out to non responsive users, or users who might have not had an opportunity to run the migration tool for some other reason.

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Post switchover

Step 6

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www.hyperoffice.com/sp/

[email protected]

+1.301.339.8555 30 W Gude Drive #150 Rockville, Maryland, USA

www.hyperoffice.com/sp/