The Great Google Migration of 2018: The why's and how's of our transition to Google.
We’re pleased to announce that Shasta County Office of Education has chosen G Suite for its new email and calendar platform. Our IT team has been working on the migration and is looking forward to moving employees from Microsoft Outlook to the new services in the next few weeks. We began with a group of selected pilot users from three departments in May and will migrate and transition all employees July 6-9, 2018.
What’s G Suite?
G Suite is a set of web-based messaging and collaboration applications that Google hosts on its own servers. Google provides these applications as a service, rather than as software to download and install. To access G Suite, you simply use a web browser on a computer that's connected to the Internet or your smart device.
Why did we choose G Suite?
We looked for an email and calendar solution that could provide with us the following benefits:
- Lower infrastructure costs — Our email will be stored securely on Google's servers, so we'll no longer need to maintain email servers on-site
- Lower support costs — Because Google hosts the email and calendar services, there's no more email client software to maintain on individual computers
- Innovative solutions — We can leverage the ongoing creative and technical solutions of the G Suite platform to provide employees with powerful, easy-to-use tools for getting their work done
- Highly scalable environment — With G Suite, our email capacity will grow automatically as our organization grows, and we'll avoid the complexity of internal systems
- Access to services from anywhere, anytime — A key benefit of the Google-hosted solution is that we can access email, contacts, and calendar from any computer or mobile device with an Internet connection, anywhere
What is the timeline?
While you will receive additional reminder emails, the cutover date will be July 6th, 2018. At that point, SCOE will be live on Google and all new mail will be received to your Google account. This is the same time that you will begin using Google for your calendars. We scheduled this during a holiday week in order to minimize the impact and allow for all calendar events to migrate over to your Google calendar.
Will my email address change?
No, your email address won't change! You'll continue to receive all your email at your SCOE address.
Are you migrating my email and calendar to G Suite?
Yes, we'll migrate all of your email messages, calendar events, and personal contacts from Microsoft Outlook to Gmail/Google Calendar during non-business hours, so they'll be ready for you when you sign in to your new G Suite account.
After July 6, 2018, your Outlook email and calendar will be available for reference, but unavailable for use. If you need to verify that you have all your old messages or see a reminder of the rules you had in place, you will be able to refer to Outlook for reference.
Will the IT department provide assistance during the transition?
To get you up to speed quickly, we'll provide plenty of training opportunities and resources. Members of the SCOE Google Migration Training Team (IT and IS Staff) will also be available to answer your questions or resolve any issues you encounter. Group, as well as individual, trainings will be provided; Google also has phenomenal resources. See training & resource information below.
Some key benefits of Gmail and Google Calendar we think you’ll enjoy:
- Lots of storage: You get an unlimited online storage for your email, so you can archive all of your email online. You'll no longer need to worry about deleting messages or saving them in offline folders.
- Enhanced message organization and retrieval: With Gmail, you'll spend less time managing folders and looking for messages. Use tags, or "labels," to organize, store, and find your messages more efficiently. And with the Google-powered search feature, you can find any message quickly and easily, whether it's in your Inbox or stored in your message archives.
- Easier calendar sharing: Google Calendar lets you and your team members quickly and easily share your calendars with each other and specify the details you want to show. Calendar sharing is a great way for you and your coworkers to keep each other informed about your schedules. Now it's easier than ever to find out if someone is in a meeting, on a business trip, or on vacation.
- Better mailing lists: With Google Groups, you can manage your own subscriptions to mailing lists—called groups—without the need to make requests to the IT Department. You can even create your own groups for your projects, teams, special-interest groups, and more. Not only do groups make it easier to send email and calendar invitations to groups of people but they also simplify sharing documents, files, sites, and more. You can even use groups to create full-featured discussion forums.
Is G Suite the same as the personal (free) version of Gmail and Google Calendar?
They’re similar, but we'll be using the business-class edition of G Suite, which provides more features, more storage, and more support.
How much time will it take to set up and learn how to use G Suite?
- You'll be able to master the basics, like sending and receiving email and viewing and scheduling meetings, very quickly. It may take more time to really learn to make the most of your new services, depending on how you currently use Outlook. For example, for a typical email and calendar migration, expect to spend a few hours over the course of a week or so for training and setting up your services. If you also access email on a mobile device, plan on spending a bit more time. As you continue to learn, help is available!
- We think you'll enjoy your new G Suite services (Gmail and Google Calendar), and we're committed to making this a smooth transition.
- For a quick overview of G Suite and why we’re so excited about the switch, check out these tips for Gmail and Calendar
Will someone be available to help me set up my phone?
Absolutely... At each of the offered trainings (you did sign up didn't you?) a member of IT will be on hand to help you with things like that.
If you want to get setup early, you can stop by IT, or follow the attached instructions to get your device all set up and ready to go.