Important Things to Know About the Email Migration to Microsoft 365
Introduction
As we transition Conference Staff email and calendars from Google Workspace to Microsoft 365, there are a few key things you need to know to ensure a smooth experience. This article will cover why we are making this change, what will be different, and how these changes will impact you.
Why Are We Migrating to Microsoft 365?
The decision to migrate to Microsoft 365 is part of a strategic move to improve collaboration, streamline communication, and enhance our technology ecosystem. Here are the key reasons behind this change:
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Seamless Integration:
- Microsoft 365 integrates smoothly with the other tools we use, like OneDrive, SharePoint, and Teams, creating a unified experience for file sharing, collaboration, and communication.
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Enhanced Security and Compliance:
- Microsoft 365 offers advanced security features, including built-in encryption, multifactor authentication, and enhanced compliance tools, which are crucial for protecting sensitive information.
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Improved Efficiency:
- With Microsoft 365, you’ll have a single sign-on for all Microsoft services, reducing the number of passwords you need to remember and simplifying access to the tools you need.
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Optimized Communication:
- Outlook in Microsoft 365 provides a powerful email and calendaring experience, with features like shared calendars and integrated scheduling that make coordinating meetings easier than ever.
What Changes Will Take Place?
As we move to Microsoft 365, several changes will impact how you access and use your email and calendaring services. Here’s what to expect:
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Email Platform:
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Old System: Google Workspace (Gmail)
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New System: Microsoft 365 (Outlook)
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Impact: You’ll access your email through Microsoft Outlook instead of Gmail. Outlook is available as a desktop app, web app, and mobile app.
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Email Address:
- Your email address will not change.
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Calendaring:
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Old System: Google Calendar
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New System: Outlook Calendar
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Impact: All your calendar events will be migrated to Outlook Calendar. You’ll use Outlook to schedule meetings, set reminders, and view your calendar.
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Contacts and Data Migration:
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What’s Changing: All your emails, contacts, and calendar events will be migrated from Google Workspace to Microsoft 365.
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Impact: You won’t lose any data during the migration. As a part of the migration, a backup of all your existing email, contacts, and calendars will be made.
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Email Access:
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Old System: Accessed via Gmail web interface or Gmail app.
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New System: Access via Outlook desktop app, Outlook web app, or Outlook mobile app.
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Impact: The way you access your email will change. Training and support will be provided to help you get comfortable with Outlook.
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Login Process:
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Old System: Separate logins for Google services.
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New System: Unified login through Microsoft 365.
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Impact: You’ll use a single login for all Microsoft services, making it easier to access everything you need.
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Email Security:
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Old System: Security features managed by Google.
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New System: Enhanced security features provided by Microsoft 365.
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Impact: Expect to see additional security measures to protect your account.
How These Changes Impact You
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Learning a New System:
- You will need to familiarize yourself with Microsoft Outlook and the Outlook Calendar. Training sessions and resources will be available to help you make this transition.
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New Tools and Features:
- Outlook offers features that may be new to you, such as Focused Inbox, which automatically sorts important emails, and integrated scheduling tools that make it easier to coordinate meetings.
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Ongoing Support:
- The IT support team will be available to assist you throughout the migration process. If you encounter any issues or have questions, don’t hesitate to reach out.
Conclusion
The migration to Microsoft 365 represents a significant step forward in enhancing our communication and collaboration capabilities. While there will be some changes in how you access and use your email and calendar, the transition will ultimately provide a more integrated, secure, and efficient experience. We appreciate your cooperation and are here to support you every step of the way.
If you have any further questions or concerns, please contact the IT support team.