Migrating Groupwise Data

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Created by R.Lam – April 2013

Migrating Groupwise Data

Requirements:

• Windows Computer on CCSF admin network

• Outlook 2010

• Groupwise 8 windows client

• Network access

• Office 365 login and password

• Groupwise login and password

• USB Flash Drive (recommended) with at least 1GB free space (more if you have a large Groupwise allocation)

Note: If you are uncomfortable, completing all these steps. Please come to a scheduled lab/workshop, so you do not lose any of your existing Groupwise mail.

To start the process:

• Use your windows login and login into the computer

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Prepare Outlook 2010

• Open Control Panel

• Find Mail control panel o Use search, type mail

• Open ‘Mail’ control panel o Double click on ‘Mail’

• In the mail control panel

o Click the Show Profiles button, if present If there is no Show Profiles button, go to next page.

o Click the Remove button o Confirm remove, Click yes

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Configure Outlook 2010 to read Office 365 Mail

• Open Outlook 2010, if not already open

• Click Next> on Outlook 2010 Startup

• On Account Configuration, Select YES, Click NEXT>

• Add New Account,

• if your name and email is already entered click Next>.

• Otherwise enter your Name and Email Address

• Click Next>

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• At this point it will try to connect to Office 365.

• You will be presented a login screen

o If it shows your email with @ms.ccsf.edu Delete the ms.

So that it shows your proper email address o Enter your Office 365 password

• When you have successfully connected, you should see this

• Click Finish

• Click YES to allow Outlook to be your default…

• Click NO on adding Hotmail Account

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Configure Outlook 2010 to read Groupwise Mail

• Open Outlook 2010, if not already open

• Under FILE menu, Select ‘Add Account’

• Select ‘Manually configure server settings …’

• Click NEXT

• Select ‘Internet E-Mail’

• Click NEXT

• Enter Account information o Name: your name

o Email address: your full email address o Select IMAP for Account Type

o Incoming : bat-gwia.ccsf.edu o Outgoing: bat-gwia.ccsf.edu

o User Name: Your GroupWise username No @ccsf.edu

o Password: Your GroupWise Password

• Click the More Setting… button

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• Add ‘GW-‘ front of your email address

• Click OK to close dialog box

• Click ‘NEXT’

• Your connection is tested

• You should see this

• Click CLOSE on this.

• Then FINISH on the next window.

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Backing up Groupwise data

• Now that Outlook 2010 is connected to both Groupwise and Office 365 o Office 365

o Groupwise

Note the [email protected] (that we entered) o We can start pulling Groupwise data to Outlook 2010

It automatically pulls Inbox and Sent Mail You need to specify the rest

• Right-Click on your [email protected]

• Select IMAP Folders…

• Click the Query Button

• Click on your First Folder

• Hold _q_q_q_q, Pressuuuu

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• After all is highlighted

• Click the ‘Subscribe’ button

• Click the ‘Subscribed’ tab

o Verified that all is present

• Click the OK button

• Click on the Send/Receive tab

• Click the Send/Receive All Folders button

• Click on the Show Progress button

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• A window will open showing progress of transfer from Groupwise

o For Groupwise mailboxes less than 250 MB, it should complete in 30 to 45 minutes o Larger mailboxes, may take several hours

o Screenshot of ‘in progress’

o Screenshot of completion o This screen may close by itself

o In the next section, you will create a backup file (.PST file)

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Export Groupwise data to backup.pst

• In Outlook, click on File menu

• Click on Open

• Click on Import

• Select Export to a file

• Click the Next> button

• Select Outlook Data File (.pst)

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• Select your Groupwise Profile

o The email account with gw-email@address

• Check Include subfolders

• Naming your backup.pst file

• Place your cursor here (between \ and b) o Type your login name-GW-2013-mm-dd

No @ sign or ‘\’

o You file name should look like this.

• Click the Finish button

Enlarged View

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• When you are asked for a password o Leave it blank (no password) o Click the OK button

• When the file is being written it may take 5 to 30 minutes Depending on the size of your Groupwise mailbox

o While the file is being created You may see a window like this

• If you have a USB flash drive, copy back file now o Open the Documents (My docs (win XP))

o Open Outlook Files

You should see the file you just created

o Open you USB Flash Drive o Create a folder if desired

o Drag your backup file to your USB drive

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Import Groupwise data to Outlook 2010

• In Outlook, click on File menu

• Click on Open

• Click on Import

• Select Import from another program or file

• Select Outlook Data Files (.pst)

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• Now you will select the file you created o Click the Browse button

o From this windows o Click on your file

o Click the Open button

o With your file selected

o Options: Replace Duplicates…

o Click the Next> button

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• Verify contents and move location o It should show Outlook Data File o Checked – Include Subfolders o Select your Office 365 account

Not the Groupwise account (GW-)

o Your screen should look like this o Click the Finish button

o This completes your part of the process

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Transfer of data to Cloud

• Do not Close/Exit Outlook

• Do not Shut Down computer

• Now your Groupwise data files are being transferred to Outlook 2010 on this computer

• After this completes, Outlook 2010 will be synchronized to Office 365 (Cloud)

• This process can take 1 to 5 hours

• In lab, you will want this process to continue to run in the background.

• Click on the Start Menu, Click on the Triangle to right of Shutdown, and select Switch User

• Check your Office 365 account using the web client and verify data transfer, after 12 to 24 hours.