September 2010 Archives

Google Migration - UMCal to Google Calendar

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Your UMCal data will be automatically moved to your Google Calendar. This will happen overnight on Tuesday, October 12th/Wednesday, October 13th, ready for use on Wednesday, October 13th.

All data from 18 months in the past to 1 year in the future will be imported into a secondary calendar in your UMN Google account. This will allow you to see what you have currently scheduled, and then move items you deem appropriate into your primary UMN Google calendar.

UMCal is a different computer system than Google Calendar, so each item that is imported will appear as a separate "text file". Any resources or invitees that you have associated with a meeting will be imported, but will not be connected in any way to the system and so that meeting needs to be reconfigured in your primary calendar, with resources and invitees being re-invited in the Google Calendar system.

Things to think about:


  • Invitees and resources will be listed in the UMCal import secondary calendar, but will need to be setup in your primary calendar.

  • The meeting owner/manager will be responsible for resetting the meeting and details.

  • Repeating meetings will not be linked and so each instance will need to be deleted individually. A solution is to make note of any repeating meetings, remove them from your UMCal calendar, and then create them new in your primary calendar starting Wednesday.

  • The UMCal calendar that is brought in automatically can always be deleted and re-imported if the need arises. We can manually import any "snapshot" of data that exists in UMCal.

Instructions on moving items from one calendar to another can be found HERE

OIP(GPS) IT staff will be visiting/contacting each staff member to insure understanding of the process of moving data from one calendar to another.

GMail - Making Gmail Your Default Mail Application

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Explanation:
In the past email "MailTo" links on web pages would open in your local email client. A "MailTo" link is a hyperlinked email address or text that indicates clicking on it will allow you to email a desired contact.

With the move to Gmail and our standard of using the web client, we are not able to call the local email client to configure an email message in the same manner as before. We now have to tell our computers to use Gmail.

NOTE: In order to bypass problems that arise with confusion when Google tries (and fails) to navigate public Gmail (gmail ID@gmail.com) versus UMN Gmail (UMN Internet ID@umn.edu), be sure to have your default browser set in your operating system preferences to be the browser you use to access your UMN Gmail account AND that you are logged into your UMN Gmail account when using MailTo links.

Configuring your computer to use UMN Gmail for "MailTo" hyperlinks:

This info can be found at the Google article Making Gmail Your Default Mail Application

To do so in Windows:

Make sure Google Notifier is running. If it is not, launch it just as you would any other application. It is located in your Programs folder.
Right-click the Notifier icon and select Options.
Check the box next to Use Gmail for internet mailto: links.
Click OK.
If you decide later that you don't want to use Gmail as your default email application, simply uncheck the box.

To do so in OS X:

Make sure Google Notifier is running. If it is not, launch it just as you would any other application. It is located in your Applications folder.
Open the Notifier.
Click the Mail icon on the Menu bar and go to Preferences...
Select the Gmail tab and choose Gmail as the program from the Compose mail in drop-down menu.

Google Notifier

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GPS IT will be installing and supporting Google Notifier - an application that allows for reminders to appear on your desktop outside of your web browser for GMail and Google Calendar.

Instructions on configuration of Google Notifier:
GoogleNotifier_OSX.pdf


Modifying the update time in Google Notifier:
-Click on the quick menu mail icon in the menu bar at the top of your desktop
-Hold down command and option keys while clicking on preferences in the drop down box, you will be prompted with a box that has a key and value prompt
-Type "AutocheckInterval" under 'Key' (this seems to be case-sensitive) and then under 'Value' type in the number in minutes of how often you want it checked.
-Quit the notifier application (again found in the drop down box under the mail icon)
-Launch the Google Notifier application again for your change to take effect.

Thanks to Allison Gahlon in the Learning Abroad Center for creating the configuration guide!

GMail - Managing the transition from folders to labels

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If you already have sub-folders setup in your IMAP, Google will migrate those, separating each sub-folder name with a slash (/).

Example:
OIP
.....2010
..........Item 1
..........Item 2

Would in GMail through the migration become labels that look like ...

OIP/2010/Item 1
OIP/2010/Item 2

If you don't have folders created in your IMAP, there is a special way to do this and I think it best to not do this until after the migration.

So.....

First, I would suggest no moving of folders until after the migration. I think we all agreed on that. Second, GMail doesn't support sub-labels currently, the easiest thing to do will be to "flatten out" your folder structure locally ("Local" or "On My Mac" in your email client) so every folder is at the same level.

LOCALLY:

Green
.....2010
..........Item 1
..........Item 2
.....2011
..........Item 1
..........Item 2
Blue
.....2010
..........Item 1
..........Item 2
.....2011
..........Item 2
..........Item 2

After the migration, you would need to change the folder structure above to look like:

Green 2010 Item 1
Green 2010 Item 2
Green 2011 Item 1
Green 2011 Item 2
Blue 2010 Item 1
Blue 2010 Item 2
Blue 2011 Item 1
Blue 2011 Item 2

And then you would drag the folder from "Local" or "On My Mac" to "GMail IMAP".

OIP IT can help you with this, but you will want to think about how you will modify your folder names so they make sense in GMail.

GPS Google Migration

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On September 27th (Friday, October 8th for ISSS) the migration to Google will begin.

At the end of your work day:

  • Enter "mail.umn.edu" (The GopherMail homepage) in your favorite web browser.
  • You should see an indication directly under the main banner in the center that either 1.) problems exist that will hinder the migration of your account or 2.) that your account is ready for migration.
  • If you experience the second, click on "Gmail Sign Up" and follow the instructions.
  • If problems exist, click on the link at the end of the text that states how you can address the issues. On the page that appears, click the check box next to "Scan my account and send me a report" and submit. An email will appear in a few seconds in your email inbox with specifics about your account that need to be addressed. Once you feel you have addressed these, go to "mail.umn.edu" again and check the status.

If you feel you have addressed all of the issues indicated in the report and your status still does not change to "eligible", please contact Christopher at 5-6490 and/or stord005@umn.edu


Once eligible and initiated, the migration will begin and emails will begin appearing in your UMN Google Inbox in approximately 15 minutes. However it will likely take hours to move your entire account, particularly if you have many folders and emails.

Our schedule for migration will be:
Monday, September 27th - GMail migration
All staff except ISSS begin the migration process at the end of their individual work day.
Tuesday, September 28th - Once the migration happens, GopherMail is no longer accessible. To access your email,
1. type "google.umn.edu" in the URL bar of your favorite web browser
2. authenticate with your x.500 Internet ID account name and password
3. click "Sign in to the University of Minnesota"
4. click "Mail"

Tuesday, September 28th - Google Calendar Basics course offered by OIT UTTC training staff in Walter 210 (9:30-12:00)

Tuesday, September 28th and Wednesday, September 29th - OIP IT staff will be roaming the 2nd and 6th floors in Heller Hall and at the UIC to answer questions and help with any issues that may arise.

Tuesday, September 28th - All GPS-owned departmental accounts (except "isss" and "190staff") will be ready to opt-in to Google. This requires the same process as was used to migrate a personal account, but using the account name and password of the departmental account instead.

Friday, October 1st - GMail Basics course offered by OIT UTTC training staff in Walter 210 (9:30-12:00)

Monday, October 3rd - GPS Google Calendar Migration -
All staff except ISSS will have their calendar data migrated (imported automatically from UMCal). A secondary Google calendar will be created in each staff member's calendar viewer. This will allow staff to see what items have been imported from UMCal. Staff can then choose which items to add to their primary Google Calendar.

The UMCal migration tool will automatically bring in 3 months of past data, and 3 weeks of future data. Please contact OIP IT if you have other needs.

UMCal will continue to work and so can be viewed, other items can be imported, etc.

OIP IT staff will be roaming 2nd and 6th floors in Heller and at the UIC to aid staff with their calendar cleanup.

Tuesday, October 5th - GMail Basics course offered by OIT UTTC training staff in Blegen (9:30-12:00)

Friday, October 8th - Google Calendar Basics course offered by OIT UTTC training staff in Blegen 90 (9:30-12:00)

Monday, October 11th - ISSS begins GMail migration, following instructions and schedule listed previously.

OIP IT staff will be available in ISSS offices Tuesday, October 12th to answer questions and help with any issues that may arise.

Monday, October 18th - ISSS Google Calendar Migration
All ISSS staff will have their calendar data migrated (imported automatically from UMCal). A secondary Google calendar will be created in each staff member's calendar viewer. This will allow staff to see what items have been imported from UMCal. Staff can then choose which items to add to their primary Google Calendar.

The UMCal migration tool will automatically bring in 3 months of past data, and 3 weeks of future data. Please contact OIP IT if you have other needs.

OIP IT staff will be available in the ISSS offices to aid staff with their calendar cleanup.

Monday, October 25th - GPS staff will discontinue use of UMCal. People may use as needed, but scheduling within GPS should happen via Google Calendar. Scheduling with other UMN units should happen via Google Calendar wherever possible.

Google FAQ

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Frequently Asked Questions for Google in OIP

Can I have use a local email client (Thunderbird, OS X Mail, Outlook, etc.) for access to GMail?
Technologically it is possible. However, OIT and GPS IT recommend against it. Here is OIT's policy:
1-HELP is unable to provide assistance with configuring Cell Phones or desktop email clients, as the only officially supported means for accessing Gmail is via the Gmail web client.

If you must access your University of Minnesota Gmail account via a Cell phone or Email client, you will have to configure the device yourself using the Gmail IMAP configuration information provided in these two URLs:

http://www.oit.umn.edu/email/setup-guides/index.htm
http://www.oit.umn.edu/email/general-configuration/index.htm

Make sure you use the correct Username and Google desktop/mobile password (NOT your Internet ID and Internet PW) as is described in the first URL.

Why is OIT not supporting email clients (Thunderbird, OS X Mail, Outlook, etc.)
There are numerous reasons for this.
-Understanding the full tool set GMail offers by using it exclusively means there will be no question what is possible whether you access your email at work, at home, in a coffee shop, and internet cafe, etc.
-Data security is always an issue with email. Using the web client strictly will ensure that all emails and attachments are located only in one place with regard to your account - in the UMN GMail server space. This means data is not on a local computer or device that can be stolen and/or compromised. REMEMBER - nothing is ever actually removed from a computer hard drive, even when 'deleted'.
-Requesting changes to GMail because it does not deliver a feature one is used to in a local client, or one that is much simpler, will make the web client richer for everyone who uses it.

This includes access via phones and other mobile devices.

How can I configure my iPhone/iPod Touch to use Google web view to my UMN GMail account?
-In Safari on your iPhone, type "google.umn.edu" into the URL bar.
-Authenticate using your UMN x.500 credentials.
-Safari will display a Google account page designed specifically for mobile devices, but that will resemble closely what you see on your computer through your web browser.
-Click the "+" sign at the bottom of the iPhone/iPod Touch screen.
-Choose "Add a Bookmark" to add a bookmark to this page OR choose "Add to Home Screen" to add an icon to your set of applications.

Migration:
GMail
Will the local mail I have currently in my mail client (OS X Mail, Thunderbird, Outlook,etc.) disappear once I migrate if I don't move them to IMAP?
No, they will stay exactly as they are. They will be able to be moved to GMail IMAP after the migration or continue to be stored in your email client as an archive.

How will I move my local mail to GMail IMAP after the migration?

Please see this article on managing the transition of folders to labels.

Will the sub-folders I use in my IMAP currently be transferred to GMail during the migration?
Yes, but not in exactly the same folder format. GMail does not currently support sub-labels (I hear Google is working on that...), so any sub-folders will come in with the parent folder name prepended and separated with a forward slash (/).

Please see this article on managing the transition of folders to labels.

Will departmental email accounts be migrated?
Yes. All departmental accounts will be scanned and, when issues attended to by the manager of the departmental account, be set to be eligible for the manager to opt-in for that account to GMail. This requires the same process as was used to migrate a personal account, but using the account name and password of the departmental account instead.

Currently, GMail does not support multiple email accounts via the same login, but departmental accounts will be able to be accessed via a different web browser. A departmental account user would open their personal UMN Gmail account in Firefox by logging into http://google.umn.edu, and then launch a second browser - Google Chrome, for instance - and authenticate in the same manner as with their personal UMN Gmail account - by logging into http://google.umn.edu, BUT using the credentials of the departmental account instead of their own.

It has been surmised that Google is developing the ability for multiple accounts in the same domain to be managed in the same web browser at the same time.

Can I still use the "Forward voicemail to email" voicemail preference?
Yes, your voicemails will still be forwarded, now to your GMail inbox. However, we don't have a current solution for playing those audio files directly in your browser. So when clicked on, the file will open in your default audio player application. (This has not yet been tested in all browsers so you experience may differ).

Are there limits of how many emails can be sent?
Yes. 500 messages at a time and 2000 per day. Your account will be locked for 24 hours if those limitations are exceeded.

Google Calendar - Responding To A Meeting Invitation

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There are a few ways to respond to a meeting invitation in Google Calendar:

Email Notification
An email invitation sent to you by the person setting up the meeting contains controls to respond to a meeting.

The full message:
GoogleCal_EmailInvite_Full.png

A zoomed view of the response area:
GoogleCal_EmailInvite_ResponseArea.png

On the Calendar - Overview Window
You can also respond to an invitation from the overview view in your calendar via the pop-up overview window. This allows you to respond without opening the detail view of the meeting.
GoogleCal_InviteInfoWindowOverview.png

On the Calendar - Detail View Window
If you click into the detail view of the meeting, there is a response area that indicates whether you have responded and/or what your intention is regarding your attendance at the meeting.
GoogleCal_InviteDetailView.png

GoogleCal_InviteInfo_ResponseArea.png

GoogleCal_InviteInfo_Response.png

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