Faculty & Staff
Here We "Go"
Jump to "Go" Checklist of Tasks
Timeline of Events
On Friday, November 6 at 6:00 PM, faculty and staff will officially begin using Google Apps. At that time you will start receiving new email in your UWF Gmail account at gmail.uwf.edu. The copy of your historical email will begin on G-Day and may take several weeks to complete. If you need to reference old email during this transition time, you can continue to view it in Outlook/Entourage and ArgoMail (available for reference until April 2010).
Also on G-Day, ITS will start copying your calendar to Google Apps. We expect the calendar copy to be complete before 8:00 AM on Monday, November 9. Your calendar will not appear all at once, but will slowly move over during the weekend. The calendar copy will contain the recurring events scheduled since July 2006 (when UWF started using Exchange calendar), and single events scheduled since January 1, 2009. In the checklist below, you can also elect to have older calendar items (single events scheduled before January 1, 2009) copied to Google Apps in the weeks after G-Day.
Before 6:00 PM on Friday, November 6, you will be asked to close your Exchange email and calendar. This will help the email and calendar copy run faster over the weekend.
Please be aware that starting on G-Day (Nov. 6 at 6:00 PM) and extending through the weekend, UWF will be on a calendar holiday. During that time you can continue to view your calendar, but you should not make any changes to your calendar. Calendar changes made during this time may not work properly. If you receive a calendar invitation/change during that time, do not respond until November 9. You can resume making calendar changes (in Google Calendar) starting Monday, November 9.
Final Checklist
After 6:00 PM on G-Day, or on Monday, November 9, complete this final checklist to finish the transition to Google Apps.
- Starting at 6:00 PM on G-Day, UWF Google Apps is your official email and calendar. Log in at gmail.uwf.edu (Bookmark UWF Gmail). Stop using Exchange Outlook/ArgoMail for new email and calendar events.
If you have email messages in Local Archive Folders (what are local archives?), continue to access those messages through Outlook/Entourage.
- If you wish to have your older calendar events (single events scheduled before January 1, 2009) copied to your Google calendar, submit a Copy the Rest of My Calendar form (CLOSED). Your request must be received before November 27. If you make any changes to these older calendar items after G-Day but before the copy, the changes will not be reflected in the copy. To request a copy of older calendar events for a department or location/resource calendar, provide the department or location/resource name and your personal ArgoNet username.
- If you use a cell phone or other mobile device to access UWF email or calendar, you can configure it now. How do I do this?
- You may see some future calendar events with a question mark symbol. Open each of these calendar events (or one of the series if it is a recurring event) and indicate whether you will attend. How do I do this?
- If you haven't already done so, import your contacts to Google Apps. How do I do this?
- Set up filters/rules in Gmail. Your old filters/rules could not be copied to Google Apps. How do I do this?
- If you wish to receive desktop notification when you receive a new email message, install the Google Talk Notifier. How do I do this?
- Now that the calendar copy is complete...
- You were emailed a calendar copy report that lists calendar events that could not be automatically recreated in Google Calendar. If the events occur in the future, you may need to reschedule them in Google Apps. How do I do this?
- The calendar copy report also lists calendar events with attachments. Calendar attachments cannot be copied to Google Apps. From the report, you can click the name of the event to open it in ArgoMail, then save the attachments to your computer or H: drive.
- You were emailed a calendar copy report that lists calendar events that could not be automatically recreated in Google Calendar. If the events occur in the future, you may need to reschedule them in Google Apps. How do I do this?
- Now that the email copy is complete...
- You should have received an email alert for any email message with attachments that exceed Gmail's 20 MB limit - these messages cannot be copied to Gmail. You can also see a list of these email messages in the calendar copy report. If you already saved the attachments elsewhere, you can ignore the email alert. Otherwise, you should locate the messages in your old Exchange email account (in Outlook, Entourage, or ArgoMail) and save the attachment(s) to your computer or H: drive.
- If ITS or your Local Support Provider set up a NEW OUTLOOK PROFILE on your computer (you know who you are), wait until you are sure that you no longer need to reference information on the old profile, then change your settings to automatically open your new "UWF Gmail" profile when you start Outlook. How do I do this?
If you have technical problems, contact the ITS Help Desk at (850) 474-2075 or helpdesk@uwf.edu.