NUSD GMAIL Conversion Frequently Asked Questions
WHY ARE WE SWITCHING TO GMAIL?
What is Gmail?
- Gmail is Google’s email platform; it also works with Google Contacts (address book), Google Calendar, Google Drive, and Google Classroom.
What is included in this conversion?
- During the conversion (November 11, 2016) we will copy all of your email messages, calendar events, contacts and cabinet folders and subfolders from your Outlook account to your Gmail account.
When does the conversion start?
- November 11, 2016
Why are we changing?
- Provides better web-access for users
- Allows users to store more email
- Accessible anywhere
- Simplified features
- Inline with our District-wide use of Google Apps for Education
- Students will be given Gmail accounts
- Has tons of support tools built into the system
- Easier to maintain and support
Will the District buy me new business cards?
- No. We will forward your @natomasunified.org email to your new Gmail for 12 months, you can still use your current business cards during that time. Please make arrangements to buy new business cards before August 2017.
Are there any features that are lost by moving to Google?
- While you might not find specific features you currently use compatible with Outlook, there are comparable features and there are more features gained.
Is Gmail secure?
- 64% of Fortune 500 companies use Google’s web-based technologies as part of their corporate infrastructure. Keeping sensitive information secureis an important component in Google’s development strategy.
Why are we switching email addresses?
- Apart from all the technical reasons to shift, the new email addressis shorter and easier to remember ([email protected]) and is the same as our District’s website.
TELL ME MORE ABOUT GMAIL
Will my email address change?
- Yes, your new email address will be [email protected](for example, [email protected]). However, we will forward your email coming to your old email address to your new email address for 12 months.
How do I access my staging.natomasunified.org email account?
- Login to Gmail via https://mail.google.comand the link will be available on the Staff Website.
Can I still access my Natomas.k12.ca.us with Microsoft Outlook after the conversion?
- No. The program called Outlook may still be on your computer but it won’t be used to send email from your Natomas.k12.ca.us access.
Can I access old emails that aren’t brought over to gmail?
- All email will be brought over to Gmail from the previous system.
Will I lose any previous email?
- No, you should not lose any previous email when we move them over to Gmail. We will also provide training on how to import emails that are not automatically moved over.
Will this conversion impact my personal gmail account?
- No, this will only impact your @natomasunified.org email account. In fact, when you are in Gmail you can toggle back and forth between different Gmail accounts.
Will I still be able to have “read receipt” functionality?
- Yes, if we choose to configure Gmail to do this, you will still be able to have read receipt.
How do permissions work, what can I delegate to other people to view or manage my email and calendar?
- It is similar to how it worked in Outlook. Here is KB article on this topic.
What groups exist in Gmail for sending emails to groups of people or giving groups access to google docs?
- The IT Department will add new groups in Gmail, just like the ones we had in Outlook and new group can be made for resources like Chromebook Carts, Resource Calendars, Conference Rooms, etc.
How will my folders and subfolders show up in Gmail?
- These folders will be migrated with the same folder name as “labels” in Gmail with the same folder structure. Google mail doesn’t use the terminology of folders, rather Google uses “labels”, however, labels do all the work that folders do. Labels help organize messages into categories.
Does my signature automatically get included in sent items?
- If you set the signature in your settings it will be converted as well.
How long are email messages kept or remain available in the “Trash” folder?
- Email messages located in the “Trash” folder are permanently deleted after 30 days.
Will there be instructions on how to add Gmail to my mobile phone?
- Yes, we will include the relevant user-setup knowledge base articles in our announcements to users pre and post migration.
TELL ME MORE ABOUT THE CALENDAR
What about calendaring, can I use the calendar the same way I did in Outlook?
- Google Calendar will be available for all staff. All of your calendar appointments and meetings will be moved from Outlook to Google Calendar during the conversion.
Can I still share calendars with other people to view my calendar or schedule on my calendar?
- Google Calendars are shareable. A brief training overview will be available.
Can I view other people’s calendar in Gmail?
- Yes, if they give you access to view their calendar items. If a person has not given you permission to view their calendar items you would still be able to see when they are busy or available.
PREPARATION AND TRAINING
What kind of training will be available for me?
- We will provide different types of training, including classroom setting, video tutorials, and other instructional materials through the NUSD Knowledge Base.
When will training be available?
- You can log into Gmail anytime to start familiarizing yourself. However, training will begin on several dates before November 11 for certificated and classified staff.
What kind of preparation do I need to do before the conversion on November 11?
- If possible, please review your mailbox folders (Inbox, Sent Items and Trash) and delete any old or unused messages you no longer need. Please note, when you delete items from the Inbox or Sent Items folders they will go into the Trash folder, so please review and delete items in your Trash folder last. Once you delete this information from the Trash folder it will no longer be able to recover or restore these items.
Why is it important for me to review my email folders and messages?
- By reducing the total number email messages for the conversion it will reduce the time needed to copy all relevant data from Outlook to Gmail. Plus, it always feels good managing and cleaning out “old” items.
Can I copy Outlook items from my current Inbox and Sent Items to folders on my PC; and can they be opened through Outlook?
- Yes. Outlook items you move from Outlook to your PC or Outlook items already saved in your PC folders (x:drive folders) will continue to be accessible. Those Outlook items can be viewed (so can the attachments) but you will not be able to forward or reply from those Outlook items after November 11.
How much time will it take to set up and learn how to use Gmail?
- Actually, Gmail is already available for your use. However, all of your items in Outlook won’t be converted until November 11, so you won’t see them yet. We feel that Gmail and Google Calendar and Contacts are very similar to Outlook with more features. Everyone learns at a different pace and different ways. We will provide many training sessions, videos, and materials.
Please contact me, Barbara Schiffner or Michelle Jett if you have any questions, concerns, or comments regarding the FAQ.