CALS ARS O365 Migration Checklist

Office 365 migration checklist for CALS ARS staff

The following is a checklist of items to complete for the transition from WiscMail to Office 365:

  1. Approve Administrative Access to your WiscMail Account
    1. Charlene Krembs in CALS Administrative Computing Services (ACS) will be requesting administrative access over your netid@wisc.edu account.   Note:  This is only for assisting in the account preparation tasks and does not grant permission to any email content.
    2. To approve this access, log into the Wisc Account Administration site and choose your netid@wisc.edu account.
    3. Follow the approval steps in this KB article.
  1. Reserve your firstname.lastname@wisc.edu email address
    1. ARS Directors are recommending that ARS staff standardize on using firstname.lastname@wisc.edu as their new Office 365 email address.  This new email address format matches what CALS Administration has standardized on.
    2. To reserve your new address, log into the Wisc Account Administration site and choose your netid@wisc.edu account.
    3. Follow the reservation steps found in this KB article.
  1. Prepare your WiscMail Plus (flastname@cals.wisc.edu) account for migration.  SKIP THIS STEP IF YOU DO NOT HAVE A WISCMAIL PLUS ACCOUNT.
    1. This section only applies to staff who currently have a WiscMail Plus account.   Steps to prepare your WiscMail Plus (@cals.wisc.edu) account should be completed prior to preparing your WiscMail (netid@wisc.edu) account.  [See next section for WiscMail preparation]
    2. There will be numerous tasks to complete in preparing your email account for the migration to Office 365.   However, many of these only take seconds to complete.   Preparing your account includes the following tasks:
      • Identify Over-sized messages:   Email messages > 25 mb will not migrate
      • Consolidate your email accounts:  Unless otherwise directed, your work @cals.wisc.edu account will be consolidated with your WiscMail (netid@wisc.edu) account.   NOTE:  This may differ for our generic/role-based accounts (i.e. acs@cals.wisc.edu)
      • Check your mailbox size:  Accounts > 25 gb will not migrate
      • Consolidate your WiscMail Plus Google Apps account:   Since we have Google apps enabled for our @cals.wisc.edu domain, you may have google documents stored under that account.   There are some additional steps to take if this applies to you.   Regardless you should acknowledge you understand about the consolidation.
    3. Full instructions for preparing your WiscMail Plus account are at:  Document 36199 is unavailable at this time.
  1. Prepare your WiscMail (netid@wisc.edu) account for migration.  THIS STEP NEEDS TO BE COMPLETED BY EVERYONE.
    1. This section is for everyone to complete.  
    2. There will be numerous tasks to complete in preparing your email account for the migration to Office 365.   However, many of these only take seconds to complete.   Preparing your account includes the following tasks:
      • Identify Over-sized messages:   Email messages > 25 mb will not migrate
      • Reserving your first.last@wisc.edu account [SHOULD HAVE ALREADY BEEN COMPLETED FROM ABOVE]
      • Approve Requests to Consolidate your email accounts:  If you requested that your @cals.wisc.edu be consolidated with your netid@wisc.edu, you will need to approve that request here.  NOTE:  This may differ for our generic/role-based accounts (i.e. acs@cals.wisc.edu)
      • Check your mailbox size:  Accounts > 25 gb will not migrate.   If you are consolidating accounts, this will be your TOTAL mailbox size.  
      • Choose your Primary Email Address:  Assuming you previously had reserved firstname.lastname@wisc.edu, you will now be able to choose that address as your new "primary" Office365 address. 
      • Consolidate your Google Apps account:   Acknowledge that all your netid and @cals.wisc.edu enabled Google Apps accounts will be consolidated.  NOTE:  If you currently use Google Apps with a personal Google account, that remains untouched in this process.
    3. Full instructions for preparing your WiscMail Plus account are at:  Document 36198 is unavailable at this time.
  1. Prepare your WiscMail Plus (@cals.wisc.edu) Google Apps Account.  SKIP THIS STEP IF YOU DO NOT HAVE A WISCMAIL PLUS ACCOUNT OR IF YOU DO NOT USE GOOGLE APPS WITH YOUR WISCMAIL PLUS ACCOUNT.
    1. Prior to migrating your WiscMail Plus (@cals.wisc.edu) account, note anyone who has shared Google documents with your @cals.wisc.edu account.   You will need to contact these people and have them re-share the documents with your netid@wisc.edu account.
    2. You will still be able to access your Google Apps account for your @cals.wisc.edu address post-migration.   As part of the migration process, a flname-gtemp (i.e. ckrembs-gtemp) account will be created.   You will be able to use that account name to access google documents stored in your @cals.wisc.edu account.   These accounts are temporary and will be removed at some point in the future.
    3. If you are currently storing google documents in your @cals.wisc.edu google account, you will need to share these with your netid@wisc.edu account make your netid@wisc.edu the new "owner".
    4. Further instructions on migrating Google Apps can be found at:  UW-Madison G Suite - Transfer G Suite data to another UW-Madison G Suite account
  1. Desktop Email Client Installation/Configuration
    1. If you will be changing desktop email clients (i.e Thunderbird, Apple Mail, etc), you will need to install or make arrangements to have your new desktop client installed.   DoIT is recommending Outlook 2010/2013 (Win), Outlook 2011 (Mac) or Outlook Web (OWA) for Office365.   A full listing of Office 365 technical client comparisons can be found at:  https://kb.wisc.edu/office365/page.php?id=28438
    2. As part of the migration process, your email client will be configured for your new Office365 account.
  1. Training
    1. DoIT has numerous training options for learning Office 365.   See Document 41233 is unavailable at this time.
    2. In addition, support resources can be found on the CALS KB site at:  http://kb.wisc.edu/cals.  We have a link to the Office 365 KB on our sidebar. 
    3. Lynda.com also has numerous training modules for Outlook and Office 365.   This training is free to all UW-Madison faculty and staff.
  1. Complete these steps just prior to your Migration Day:
    1. On the day of or just prior to your migration, there are some additional tasks you'll want to complete:
    • Find and save attachments on calendar events & tasks.   These attachments will not migrate.
    • Save your WiscMail or WiscMail Plus electronic signature (either created on the WiscMail web client or desktop email client (like Thunderbird)).   Electronic signatures will not migrate and will need to be re-created.
    • Note any rules/filters on your WiscMail or WiscMail Plus accounts.   Rules/filters will not migrate and will need to be re-created.
    • Export locally stored data.   If you are currently using a desktop client (like Thunderbird or Outlook) and have data that resides only on your computer (and is not stored on the WiscMail / WiscMail Plus servers), that data will not be migrated as part of the O365 migration process.   This includes local email folders, address books, etc.   You can choose to export that data and import to your WiscMail/WiscMail Plus account prior to migration.   Otherwise, this data can be dealt with post-migration.  
  1. A full listing of migration steps can be found at:  Office 365 - Migration Checklist 
  2. A printable version of the full migration checklist can be found on this Box site



Keywords:ACS, CALS, IT, account, preparation, WiscMail, transition, attachment, Office, 365, training, client   Doc ID:48698
Owner:Charlene K.Group:College of Agricultural & Life Sciences
Created:2015-03-12 09:34 CDTUpdated:2015-03-12 14:33 CDT
Sites:College of Agricultural & Life Sciences
Feedback:  20   20