Users who are currently using Outlook 2003 for email and shared calendars MUST upgrade to Office / Outlook 2007 to continue email and calendar sharing with Google Apps. It is advisable to contact ITS well in advance of your planned migration date to schedule the installation of Office 2007. Please note that the entire Microsoft Office suite will be upgraded to version 2007, not just Outlook.
Please note that due to the large number of people migrating to Google Apps ITS staff members cannot be available to migrate you. ITS staff will schedule an appointment with you to upgrade Office to version 2007*, but we have provided the directions below for those parts of your migration that you are responsible for.
A step-by-step guide is provided for each step of your migration. These guides are animated, annotated screen shots showing everything you need to do to successfully migrate.
Please read and follow these instructions carefully. Almost all reported problems have been a result of not following these instructions.
1. Use the Migration Page to create your Google Apps for UNC Asheville account. - Please be sure to log in to your Google account as directed on the final step of the migration page. This "initializes" your account and confirms that your new Google Apps account is ready to accept migration data.
2. Configure your UWC account to set forwarding. This step insures that other UWC users's emails to you will be delivered to your Google Inbox. - Log in to the UWC here : http://uwc.unca.edu
- Go to Options > Mail > Settings and check Enable forwarding.
- Go to Options > Mail > Settings and check Do not leave a copy on server.
- In the Email Address: field type <your username>@mail.unca.edu, then click the Add button.
- Confirm that <your username>@mail.unca.edu appears in the Mail Forwarding list: field, then click the Save button in the lower right corner of the screen.
- Log out of the UWC.
- Save the installer, GoogleEmailUploaderSetup.exe, wherever it is easiest for you to find.
4. Install the Google Email Uploader. - Double-click the GoogleEmailUploaderSetup.exe you downloaded in step 3.
5. Run the Google Email Uploader. - Please be sure that Outlook, Outlook Express, and/or Mozilla Thunderbird are all closed.
- There should be an icon on your Desktop for the GoogleEmailUploader. Double-click it.
- Click "Next" to confirm that Outlook, Outlook Express and Mozilla Thunderbird are all closed.
- At the Sign In screen, type your email address (username@unca.edu) and Google account password in the spaces provided, then click Sign In.
- At the Select Mailboxes screen, check the box next to "Microsoft Outlook", then click Next.
- At the Choose Options screen, confirm that the box next to "Create labels from folder names" is checked, then click Upload.
- The amount of time required to upload your email is dependent upon the number of messages you have in Outlook. If the Google Mail Uploader appears to "stall" or does not appear to be making progress, close it and run it again. Don't worry - you will not end up with duplicate emails nor will you be missing any emails once the upload is complete.
- When you see the Upload Complete screen Google Email Uploader has copied all of your Outlook Email and Contacts to your Gmail account. Click OK to close Google Email Uploader.
- Save the installer, GoogleCalendarSync_Installer.exe, wherever it is easiest for you to find.
7. Install Google Calendar Sync. - Double-click the GoogleCalendarSync_Installer.exe you downloaded in step 6.
8. Run Google Calendar Sync. - Google Calendar Sync will open automatically as part of the installation. There will also be a Google Calendar icon on the Desktop.
- At the License Agreement screen click "I Agree" to continue.
- At the Installation Options screen click "Next >" to continue.
- At the Installation Folder screen click "Install" to begin installation.
- Google Calendar Sync will automatically open when installation is complete.
- Type in your email address and Google account password in the spaces provided.
- Select the "1-way: Microsoft Outlook calendar to Google Calendar" option.
- Click "Save" to begin uploading your Microsoft Outlook calendar events to your Google Calendar.
- The amount of time required to upload your events is dependent upon the number of events you have in Outlook. There will be a system tray icon that looks like up and down animated green arrows while events are uploading.
- When uploading is complete the "green arrows" icon will change to a "calendar" icon.
- Close any remaining windows for Google Calendar Sync.
9. Enable IMAP access on your Google Apps account. - Log in to your Google Apps for UNC Asheville Account here : http://webmail.unca.edu
- Click Settings in the upper, right area of the screen.
- On the Settings screen, click on Forwarding and POP/IMAP.
- In the IMAP Access: area, select Enable IMAP.
- Click the Save Changes button to confirm your selection.
* AT THIS POINT YOU WILL NEED TO HAVE OUTLOOK 2003 UPGRADED TO OUTLOOK 2007.
10. Configure Outlook for use with Google Mail. - Go to Start > Control Panel > Mail.
- At the Mail Setup window click the "Show Profiles..." button.
- At the Mail window, click the "Add..." button.
- At the New Profile window, in the Profile Name: field type GoogleApps, then click OK.
- At the Add New E-mail Account - Auto Account Setup window check the box next to "Manually configure server settings or additional server types", then click the "Next >" button.
- At the Add New E-mail Account - Choose E-Mail Service window confirm that "Internet E-mail" is selected, then click the "Next >" button.
- At the Add New E-mail Account - Internet E-mail Settings window:
- In the User Information section, type your name (e.g. Jeff Brown) and email address (e.g. jbrown@unca.edu) in the appropriate fields.
- In the Server Information section:
- Set the Account Type: to IMAP
- The Incoming mail server: is imap.gmail.com
- The Outgoing mail server (SMTP): is smtp.gmail.com
- - In the Logon Information section type your entire email address in the User Name: field (e.g. jbrown@unca.edu) and your Google account password in the Password: field.
- - Click the "More Settings..." button in the lower-right area of the window.
- At the Internet E-mail Settings window, select the Advanced tab.
- In the Server Port Numbers section:
- On the line below the Incoming server (IMAP): field, select SSL from the drop-down menu next to "Use the following type of encrypted connection:"
- The Incoming server (IMAP): field will be set to 993. This is correct, you do not need to change it.
- On the line below the Outgoing server (SMTP): field, select TLS from the drop-down menu next to "Use the following type of encrypted connection:"
- The Outgoing server (SMTP): field will be set to 25. This is not correct, change it to 587.
- Now select the Outgoing Server tab of the Internet E-mail Settings window.
- Check the box next to "My outgoing server (SMTP) requires authentication"
- Confirm that "Use same settings as my incoming mail server" is selected, then click the "OK" button.
- Back at the Add New E-mail Account - Internet E-mail Settings window, click the "Test Account Settings..." button.
- At the Test Account Settings window, Outlook will try to "Log on to incoming mail server (IMAP)" and "Send test e-mail message".
- If you successfully completed the steps above both of these Tasks will show a Status of Completed. If either of the Tasks Fails review the above steps and your settings to correct any errors.
- Click the "Close" button to close the Test Account Settings window.
- Back at the Add New E-mail Account - Internet E-mail Settings window, click the "Next >" button.
- At the Add New Email Account window, click the "Finish" button to close the window.
- Back at the Mail window:
- Select "Always use this profile".
- Select GoogleApps from the drop-down menu.
- Click the "OK" button to confirm your choice.
11. Configure Google Calendar Sync for use with Outlook 2007. - Google Calendar Sync should already be running from your previous activity.
- Right-click the calendar icon in your system tray (near the clock) and select Options.
- Select the "1-way: Google Calendar to Microsoft Outlook calendar" option.
- Change the option to Sync every 15 minutes (it is set to 120 minutes by default).
- Click "Save" to begin synchronizing Google Calendar events to Microsoft Outlook.
- The amount of time required to synchronize your events is dependent upon the number of events you have in your Google Calendar. There will be a system tray icon that looks like up and down animated green arrows while events are uploading.
- When uploading is complete the "green arrows" icon will change to a "calendar" icon.
- Close any remaining windows for Google Calendar Sync.
12. Configure Outlook 2007 for use with your Google Calendar. - Open Outlook 2007
- Right-click on Calendar under Personal Folders and select Properties.
- On the Home Page tab:
- In the Address: field type https://www.google.com/calendar/hosted/unca.edu/render
- Check the box next to "Show home page by default for this folder".
- Click "OK" to save your settings.
- Click the Calendar button.
- Log in using your Google account user name and password.
| 