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Hi I'm Dana, and I'm here with Anthony, a worker from the UDIT Help Desk.
We're talking about the transition from Lotus Notes mail and calendar
to the UD Google Apps. Anthony, who will this affect?
this will affect the entire
campus community, so faculty, staff and students. And when will this transition take place?
The transition will take place over Thanksgiving break,
but a lot of work has gone through
to make the transition as seamless as possible.
So is this going to be seemless for us, or should be be worried?
There are some things that you can do to prepare now,
but the change should be relatively easy and I think people will be excited about all the
new things
UD mail will have to offer.
Great! Well we'll get back to the preparation part,
but first, what are some of the features?
In gmail, the biggest feature will be the mail size. It's about a
hundred times as big as it was in Lotus Notes.
You can also use
labels instead of folders to sort and organize your mail, so if you have
an email from work, you can put UDIT
and it's something related to google, you can make a label for google. And the mail will
be available in both labels. That's great but what about some features for calendar?
For calendar, there's a quick add feature
that allows you to create an event without having to create a form, so you can put
in something like "Lunch with mom" every Tuesday at one, and it will automatically put
that event in your calendar for every Tuesday.
It also makes it a lot easier for you to share
your calendar, and for professors and advisors,
there's an appointment feature that will allow students to schedule
themselves during their free times. I love all these features so far,
but I'm concerned, what if already have a gmail account?
If you already have a personal gmail account,
you'll be able to keep that. Your UD mail account will closely resemble
your
personal gmail account, but it will be ad-free and you'll use you LDAP username
and password to access it.
What exactly is your LDAP username and password?
It's the same username and password that you use to login to Porches and Isidore.
Okay, so I can keep my existing gmail account
and I have this new account that's administered by UD, so my email will be my
username@udayton.edu?
That is correct,
if you're one of the many students who have your mail currently being forwarded to
a personal account, you will have to set that up again if you want to after the
migration.
Okay, you mentioned there are things that we should do to prepare,
is there a checklist we can go through somewhere? There is, UDIT has a checklist available
at go.udayton.edu/google
and it will help you get ready.
How can we access our email? You can
access your mail through Porches, but if choose to
access your mail through a browser and you already have a personal
gmail account, you can use the new
multiple sign in feature that will allow you to have both accounts
open in the same browser. Oh, that's nice!
What happens to our existing mail?
Well, that depends on who you are. If you're a student
since so many students have their mail currently forwarded to personal accounts, if
you want your mail migrated, you have to opt-in. If you're a faculty or staff
member, your most recent mail will be migrated over the Thanksgiving break,
and the older messages will be migrated over in the days to follow.
What about to-do lists and notes, will they be moved?
Other features and notes, like to do lists, journals, shared calendars,
will not be automatically migrated and more information will be
provided for those.
If the students don't move their mail, will they still be able to read the old emails?
They will still be able to access their mail through Lotus Notes until next
summer.
Oh, wow!
What about our archived emails?
That's a good question, before I answer it, we should probably discuss what the
differences are between archiving in Lotus Notes and gmail.
In Lotus Notes, when you archived mail, you took it off the mail server
and stored it locally on computer.
In gmail, when you archive mail, you take it out of your inbox and move it to
"All Mail" label.
So back to your question, for those who archive mail through Lotus Notes, they'll
still be able to access the archived mail through the Lotus Notes client
and information about migration for those into the UD mail account will happen
next semester.
What are some other things people have been asking about?
Group mailboxes and department mailboxes, and those will still be
available after
the UD migration.
UD Address Book will be available as well as calendar resources
such as delegation, scheduling rooms, things like that.
There's so many features and we haven't even discussed google chat yet.
That's right, this is more than just mail.
It's google apps for education. So in the initial rollout, we'll be using UD
mail, calendar, contacts and chat.
What if people want to know more?
If people want to know more, they can go to the site
go.udayton.edu/google,
where they'll find online resources and training. Also for faculty and staff,
every department will have a google guide that will put them through the
migration. So, the transition happens the weekend
after Thanksgiving and training is available,
but even if we don't need training, we still need to go to go.udayton.edu/google
to get the checklist, right? That's correct,
after that you should be in good shape for the migration. We also suggest
that you set aside some time on Monday after Thanksgiving to interact with your
google and get familiar with it. Thank you so much for the information, Anthony.
We'll be back after you have your new UD mail account to provide more information.