Zimbra Migration

From: "Steve Coulson" <steve@ksu.edu>
To: "ENGG FACULTY" <engg_faculty@listserv.ksu.edu>,
      "ENGG STAFF" <engg_staff@listserv.ksu.edu>
Sent: Tuesday, December 24, 2013 10:34:59 AM
Subject: Getting ready for the January 6, 2014 email migration


Dear College of Engineering faculty and staff,

On January 6, 2014, all remaining K-State email accounts will be migrated to Office 365.  If you have not yet done so, you should review information on K-State's Office 365 migration page ( http://www.k-state.edu/its/office365/ ), and complete the pre-migration checklist ( http://www.k-state.edu/its/office365/pre-migration/index.html ). 

Here is some additional information which supplements the pre-migration checklist.  A recent development is that some of your contact data will not migrate - see item 5, below, for details.

1. Leave your old mail alone. All of your email prior to December 11, 2013 has already been copied to your future Office 365 environment.  Any changes you now make to older email will not be carried over to Office 365.   So refrain from organizing or deleting old email until after the migration.  But continue to handle current email just as you do now.

2. Large attachments. Email with attachments larger than 25 MB will not be migrated.  The knowledge base has a quick, simple way to identify and download email attachments larger than 25 MB.   This will save the attachments, but if you want to save the body of the email, remove the attachments (click "Remove" or "Remove all attachments"), then forward the email to yourself, perhaps adding a note to identify the removed attachment(s) for future reference.  

3. Group contact lists. Your email group contact lists will not migrate. As noted in the pre-migration checklist, you'll need to make a record of the members of each list (so you can re-create the list in Office 365).  An easy way to do this is to display a group contact list in webmail, and simply copy-and-paste the list information into some other file or location - or into the body of email you send to yourself for later reference.  Note also that if you have sent email to your group contact list, the copy of the email in your "Sent" folder will contain all the email addresses on the list.  And if you export your contact address books as recommended in point 5 (below), the exported files will contain your group contact lists. 

4. Mail filters. If you use mail filters, they will not migrate. You will have to re-create them by hand.  Unfortunately, there is no way to export complete information about your filters.  However, you can copy-and-paste a list of all of your filters, and the contents of each filter, by switching to the standard (HTML) view in Webmail.  Click the  "Mail Classic" link near the upper right corner, then the "Preferences" tab, then the "Mail filters" tab.  You can copy and paste the list of all your filters in the left pane, and for each individual filter, you can copy and paste its complete list of conditions and actions. 

5. Back up your contacts. Certain information fields in your contacts will not be migrated - for example, namePrefix ("Mr.", "Dr."), nameSuffix ("Jr", "III", etc), maidenName, nickname (William "Bill" Smith), birthday, anniversary, all custom fields, any email addresses beyond the first three, and any second, third or higher instances of phone numbers, fax numbers, IM names or URLs (complete list here).  To avoid possible data loss, I recommend that you back up (export) your contact address books, following these newly-revised directions (the change: export using "Account Contacts" instead of "Windows Live Contacts").  The previous ITS directions unfortunately exported only 26 common data fields, leaving many other data fields behind.  If you have already done this step using the previous directions, I suggest re-exporting your address books.

Please plan to have all of your pre-migration activities completed by Friday, January 3, 2014 (the last workday before migration) if possible.

If you have questions or need assistance with any pre-migration preparation, please contact us.
    email: support@engg.ksu.edu
    phone: 785 532-4643

Steve

Steve Coulson, Director
College of Engineering Computing Services
785 532-6392     steve@ksu.edu