Office 365 Cloud E-Mail Transition FAQs

Office 365 Cloud E-Mail Transition FAQs
Important! If you are in EPD, and you have questions or comments,
contact EPD_IT@dnr.state.ga.us
All others, contact Michael Chadwell.
Table of Contents
Preparations .................................................................................................................................................. 2
Will I need to trim the size of my e-mailbox? ........................................................................................... 2
How do I check the size of my e-mailbox? ................................................................................................ 2
How do I check the size of my e-mail messages? ..................................................................................... 3
Do I need to take special steps for large messages in my e-mailbox?...................................................... 3
What if I will be on vacation or otherwise away from the office and my computer on my transition
date? ......................................................................................................................................................... 3
What if my transition date is on my Flex Day? ......................................................................................... 3
Where can I find training for Outlook? ..................................................................................................... 3
Transition Particulars .................................................................................................................................... 4
Will I receive an onscreen prompt when my mailbox is to be moved to O365? ...................................... 4
What happens when I restart Outlook for the first time in O365? .......................................................... 4
Will all my e-mails, contacts and calendar information be immediately available in O365? ................... 5
Can I continue to use Outlook while the transition to O365 e-mail occurs? ............................................ 5
How will I know when my mailbox has been transferred to O365? ......................................................... 5
If I see different e-mails when I log in to OWA than when I access Outlook through the usual path,
what should I do?...................................................................................................................................... 5
How do I get help if my O365 e-mail move hits snags? ............................................................................ 5
Will I need to do anything to my mobile device to continue receiving e-mail? ....................................... 5
Key Differences ............................................................................................................................................. 6
Will my login routine be affected by moving to O365? ............................................................................ 6
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Will Outlook Web App (OWA) be affected by moving to O365? .............................................................. 6
Basic Troubleshooting................................................................................................................................... 6
If I am having password problems and need to contact the GETS Service Desk for assistance, which
option should I choose on the call menu? ................................................................................................ 6
If my mailbox has been moved to O365 cloud e-mail but I cannot create, send, or receive e-mails
properly and need to contact the GETS Service Desk for assistance, which option should I choose on
the call menu?........................................................................................................................................... 6
If I see different e-mails when I log in to OWA than when I access Outlook through the client
application, what should I do? .................................................................................................................. 6
If my account has been migrated and I have an Agency-provided mobile device, what should I do to
get my e-mail working again on my device?............................................................................................. 6
If I am getting many prompts to enter my credentials, what is the most likely cause? ........................... 7
If my account was scheduled to be moved today but failed, what is the most likely cause? What will
happen next? ............................................................................................................................................ 7
Preparations
Will I need to trim the size of my e-mailbox?
No. However, if you have a very large e-mailbox, archiving some e-mails prior to the migration could
help speed up the transition to O365 e-mail. Archiving stores the e-mails off the server onto your
computer’s hard drive, thus freeing space in your active In Box. However, you should always manage email using applicable record management directives or schedules for your specific work unit. This
transition does not change any instructions you may have been given in that regard.
If you are in EPD and you have questions about trimming the size of your mailbox,
contact EPD_IT@dnr.state.ga.us before taking action.
All others, contact Michael Chadwell.
How do I check the size of my e-mailbox?
To check the size of your e-mailbox, use the File menu and look at the Cleanup Tools section. There will
be a bar graph showing your e-mailbox size. Note that the total size includes everything not archived:
your In Box, Sent Items, Deleted Items, anything you have put into Folders under your Active In Box
(not your archives).
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How do I check the size of my e-mail messages?
You can check the size of your e-mail messages by clicking the Arrange By: bar at the top of the list of emails and selecting Size. The default view for the Size should be Largest On Top. The messages are
categorized under section headings (e.g., “Enormous (> 5 MB)”; “Huge (1 – 5 MB)”; “Very Large (500 KB
– 1 MB)”; and so on).
To find out the exact size of any one message, open that message and select File -> Info and look under
Properties. The size of that particular e-mail message will be displayed in the Properties section.
Obviously, if your largest e-mail is below 150 megabytes, you are within parameters.
Do I need to take special steps for large messages in my e-mailbox?
Yes. Messages larger than 150 megabytes will not be transitioned and may not be recoverable after
transition. To avoid losing any such e-mails and attachments, move them into your archives (which are
stored on your computer’s hard drive and not on the Outlook server), Again, you should follow record
management directives or schedules for your specific work unit; this transition does not change any
instructions you may have received in that regard.
If you are in EPD and you have questions about large messages, contact
EPD_IT@dnr.state.ga.us before taking action.
All others, contact Michael Chadwell.
What if I will be on vacation or otherwise away from the office and my
computer on my transition date?
Give your password to your manager or a trusted colleague and have them complete your transition
for you. You will not be rescheduled as a matter of your convenience. The only time your transition will
be scheduled for a later date is if your initial transition fails.
What if my transition date is on my Flex Day?
Then flex your flex day and come into the office to complete your transition. You will not be
rescheduled as a matter of your convenience. The only time your transition will be scheduled for a later
date is if your initial transition fails.
Where can I find training for Outlook?
Outlook application training is available at:
Outlook 2010
Other Office application training is available at:
http://office.microsoft.com/en-us/training/
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Transition Particulars
Will I receive an onscreen prompt when my mailbox is to be moved to O365?
Yes. You can expect to see the pop-up message below. If you get this message, quit and restart Outlook.
What happens when I restart Outlook for the first time in O365?
You’ll be asked for your Outlook credentials. Enter your full e-mail address for your Outlook credentials
– not your network login ID.
Warning! Your e-mail address will change to the format of firstname.lastname@DNR.GA.GOV.
Use ONLY the DNR.GA.GOV domain.
Do not enter your address as firstname.lastname@dnr.state.ga.us or anything else.
However, your password will be the same as your network password. This is very important. (If you
experience login problems, please confirm that you are typing the full e-mail address and the correct
network password before logging a ticket with the GETS Service Desk.)
Enter your network password in the password field. Check the “Remember my credentials” box if you
like.
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Will all my e-mails, contacts and calendar information be immediately
available in O365?
It can take up to 45 minutes to synchronize. In some instances you may receive a second message
asking you to restart Outlook.
Can I continue to use Outlook while the transition to O365 e-mail occurs?
Yes. You can use Outlook Web App (OWA), accessed through a new URL:
https://outlook.com/gets.ga.gov
Be sure to enter your full e-mail address for your ID along with your network password.
How will I know when my mailbox has been transferred to O365?
If you can log into OWA using its new address (https://outlook.com/gets.ga.gov) and see your e-mail,
then your account has been successfully transitioned.
However, you still must follow the steps previously described to reconnect your Outlook client
application. Once Outlook has finished restarting, you can validate successful reconnection of your
Outlook client application by sending yourself a test message. You will know that all steps of your
migration are finished if you receive the test message in OWA, in your Outlook client, and (if you have
one) on your mobile device (three different places).
If I see different e-mails when I log in to OWA than when I access Outlook
through the usual path, what should I do?
It could be temporary and nothing to worry about. If it persists, contact the GETS Consolidated Service
Desk (1-877-482-3233) and select the Office 365 e-mail option from the voice menu.
How do I get help if my O365 e-mail move hits snags?
Call the GETS Consolidated Service Desk (1-877-482-3233) and select the Office 365 e-mail option from
the voice menu.
Will I need to do anything to my mobile device to continue receiving e-mail?
Yes. Your e-mail profile on your mobile device will need to be updated to reflect your new O365 e-mail
account. In some cases this will be an automated update and in some cases you will need to perform it
manually, deleting your old e-mail profile and creating a new profile. Use the same email credentials
shown above with your standard network password. Contact your agency’s mobility coordinator for
details and for help.
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Key Differences
Will my login routine be affected by moving to O365?
Yes. After the move to O365, you’ll log in separately to Outlook. Use your e-mail address
(firstname.lastname@DNR.GA.GOV) as your userID. Enter your network password in the password
field.
Will Outlook Web App (OWA) be affected by moving to O365?
Yes. The URL for OWA will change to https://outlook.com/gets.ga.gov. The onscreen appearance of
OWA will be updated (e.g., tool buttons in new locations, options grouped differently, etc.). Be sure to
create a new bookmark for this link in your favorite Internet browser.
Basic Troubleshooting
If I am having password problems and need to contact the GETS Service Desk
for assistance, which option should I choose on the call menu?
If you need to have your password reset or unlocked, please call 1-877-482-3233 and choose Option 1
for “help with a computer” then Option 2 for “help with a password.” Note that users with access to
the Password Courion self-service tool can unlock or reset their password on their own without calling in
a ticket. Users that do not have the Password Courion tool on their desktop or laptop will need to call
the GETS Service Desk and choose the options noted above for password assistance. Please do not
choose the Office 365 e-mail menu option for assistance with passwords; this will delay resolution to
your problem.
If my mailbox has been moved to O365 cloud e-mail but I cannot create, send,
or receive e-mails properly and need to contact the GETS Service Desk for
assistance, which option should I choose on the call menu?
If you are having problems with your Outlook client application or OWA, please call 1-877-GTA-3233 and
choose Option 4 for “Office 365 E-mail only.”
If I see different e-mails when I log in to OWA than when I access Outlook
through the client application, what should I do?
It could be temporary and nothing to worry about. If it persists, contact the GETS Consolidated Service
Desk at 1-877-GTA-3233 and choose Option 4 for “Office 365 E-mail only.”
If my account has been migrated and I have an Agency-provided mobile
device, what should I do to get my e-mail working again on my device?
Your Agency will send detailed instructions, but basically you will delete the old work e-mail profile from
your mobile device. Once you have deleted the profile, you will be prompted to enter a new e-mail
account. Use the same e-mail credentials shown earlier on this document with your standard network
password. For more information, please refer to the separate mobile device instructions distributed by
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your Agency. You should also be able to find copies of the instructions on the DNR Intranet, Technology
Services page, under the link Outlook / Office 365 Transition Information.
If I am getting many prompts to enter my credentials, what is the most likely
cause?
You most likely did not enter your credentials correctly. If, after you confirm your credentials are correct
and you still get prompted, call the GETS Consolidated Service Desk at 1-877-482-3233 and select the
Office 365 e-mail option (4) from the menu.
If my account was scheduled to be moved today but failed, what is the most
likely cause? What will happen next?
If your mailbox failed to move, the Microsoft migration team will contact your Agency coordinator to
discuss the reasons. Your Agency coordinator will contact you to resolve any mailbox issues that require
action from you.
Georgia Department of Natural Resources
Revision Effective April 16, 2015