Copyright © 2014 Ritsumeikan Asia Pacific University

G Suite（Gmai l）→Office 365（Out look）

Precautions for System Migration

Copyright © 2014 Ritsumeikan Asia Pacific University

【Table of Contents】

【Table of Contents】1. Overview of Office 365 32. Email System Changeover Period 43. Targets for Data Migration 54. Advance Preparations by Users 6, 7

*Be sure to verify and remedy!5. Email Migration: Points to Remember 86. Calendar Migration: Points to Remember 97. Contacts Migration: Points to Remember 108. Setup Procedures:

Verifying IMAP has been Enabled for Each Label 11, 12

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1. Overview of Office 365

・Usable FeaturesBasically unchanged from G Suite (Gmail), except Office 365 ProPlus can now be used: １．Email (Outlook)２．Calendars３．Contacts４．Office 365 ProPlus**Office 365 ProPlusOffice products such as Word and Excel can be installed at no cost on PC’s owned by individuals,

but only while they are registered at APU. Since usage requires an APU-Net account, usage becomes impossible upon graduation,

withdrawal or retirement.

・Difference between G Suite and Office 365Instead of labels, Office 365 makes use of folders for organization:

InBox

Label1

InBox

Folder1

One email can be associated with multiple labels.

Each email can be organized into one

folder only.

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2. Email System Changeover Period

・Changeover Period9:00AM August 11 (Saturday) to 9:00AM August 18 (Saturday) 2018

*During this period, data for email, calendars and contacts will be processed.

NOTE: Use of email will not be possible during the following period:1:00PM August 16 (Thursday) to 9:00AM August 18 (Saturday) 2018

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3. Targets for Data Migration

【Migration Targets】As the university switches over to Office 365, the following three items will automatically be

migrated:１．Email２．Calendars３．Contacts

Any data outside of these is not eligible for migration targeting.Further, data stored locally (on your own PC) is not eligible for migration targeting.

*Because G Suite and Office 365 are structured differently, migration will sometimes fail.If migration cannot be performed, you will be contacted individually, and we will have you perform the migration yourself according to the procedures manual.

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4. Advance Preparations by Users -１

【Advance Preparations】Regarding the items below, be sure to remedy these four issues by the end of June. If not remedied, migration may not work properly.

１．Prohibited Characters in LabelsBe sure to remedy labels containing double-byte spaces or single-byte katakana.

２．Displaying of CalendarsBe sure to put a checkmark on any calendars you want to migrate. * ”To do” lists and “Birthdays” cannot be migrated, even if checked.

Checkmark on calendars you want to migrate.

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4. Advance Preparations for Users - ２

3. Display Settings for IMAP (Refer to “８. Setup Procedures”, and “９. Setup Procedures” for how to adjust settings.)Be sure to check “Show in IMAP” for email labels you want to migrate. *Unnecessary for those who have left the default settings unchanged.

*Social, Promotions, Updates, and Forums cannot be migrated.

4. Do Not Limit the Number of Messages Displayed by IMAP*Unnecessary for those who have left the default settings unchanged.

Check “Show in IMAP” for all labels you want to migrate.

Choose this.

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5. Email Migration: Points to Remember

【Email: Points to Remember】

1. If you perform the previously mentioned Advance Preparations, you should find your emails present in your post-migration inbox.

2. As listed in the specifications for the migration tools, you may find some emails duplicated or in unexpected locations (i.e., folders).

3. From July 2018 forward, please refrain as much as possible from performing “Rename Label”, “Delete Label”, “Edit Label” and “Bulk Delete Emails”.

4. Emails set up with multiple labels in Gmail will be migrated into multiple folders that Office 365 creates in the migration destination.

5. Labels with 201 or more characters will be cut to 200 characters when migrated.

6. Title character strings will have a maximum of 255 characters migrated (titles containing more than 255 characters will be migrated as [initial 252 characters of string] + […]).

7. For labels created in the Gmail web interface that contain a “/” character, a subfolder will be created from the point where the “/” character divides the text.

8. Items marked “Important” will be migrated as folders, but the markers themselves cannot be migrated (instead, you will need to “categorize”, etc. as necessary after migration).

9. ”Starred” items will be migrated as a folder, and set to “Flagged”.

10. The automatically sorted categories of “Social”, “Promotions”, “Updates” and “Forums” cannot be migrated.

11. With regard to ”All Mail”, only messages that are “Archived” will be migrated.

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6. Calendar Migration: Points to Remember

【Calendars: Points to Remember】

1. Upon migration, “double-byte spaces” and “/” characters in calendars will be converted to “single-byte spaces” and “_” characters respectively.

2. ”Calendar Color Settings” cannot be migrated.

3. Title character strings will have a maximum of 255 characters migrated (titles containing more than 255 characters will be migrated as [initial 252 characters of string] + […]).

4. Replies for attendance will not be migrated. (It will be possible to redo replies after migration.)

5. “Birthdays” and “To do” lists cannot be migrated.

6. Any calendars you have created that use the name “Birthday” will not be migrated.

7. Since Office 365 does not have an email notification setting, this cannot be migrated.

8. Notification settings will be migrated using “the greatest length of time”:

9. A recurrence schedule set up for “Three 31st Days” will be migrated into Office 365 as follows:

Notification Settings・1 week before・1 day before・10 minutes before

Notification Settings・1 week before

Three 31st Days・March 31・May 31・July 31

Three 31st Days・March 31・April 30・May 31

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7. Contacts Migration: Points to Remember

【Contacts: Points to Remember】1. Targets for migration are as follows below:

2. Migration outcomes vary depending on where a contact was first created.NOTE: There is no way to ascertain where a contact was originally created.

→ Migration Target

→ Migration Target

→ Not Migrated

→ Not Migrated

→ Not Migrated

Groups that users themselves have created.

８. Setup Procedures: Verifying IMAP has been Enabled for Each Label

Please be sure to verify that the IMAP setting for each of your personal mailbox labels is turned on.*To verify this, you must set “IMAP Access” in your personal settings to “Enabled”.

Default Setting: Disabled

In order to verify the IMAP settings for each personal mailbox label, it is necessary to temporarily enable

this.

Only displays if IMAP is enabled in ”Forwarding and POP/IMAP” (see

figure to the left).

９. Setup Procedures: Verifying Limits on Items Synchronized by IMAP

Please be sure to verify that “Do not limit the number of messages in an IMAP folder (default)” is selected.*To verify this, you must set “IMAP Access” in your personal settings to “Enabled”.

Default Setting: DisabledIn order to verify the setting for

“Do not limit the number of messages in an IMAP folder (default)”, it is necessary to

temporarily enable this.

Only displays if IMAP is enabled in ”Forwarding and POP/IMAP” (see

figure to the left).If the option to limit messages is selected, the number of emails

migrated will max out at the number chosen.