User manual FC to Outlook migration
Contents
1. esssssoeesssssssooeesesssssoocesessssoooeeesssssooceesessssoooeessssssosooceesessssooeesessso 7 Access your mailbox through OWA webmail essssesssoessseoesssoeseseoesssoessssocessoessseoeessooesessosessoesesoo 10 Access your mailbox using your mobile device sssssssessesssssooeesessssoocceeessssoocesessssoooeeeessssssooeeesesss 10 MIGRATING EMAIL MESSAGES FROM FIRST CLASS TO OUTLOOXN 11 AD J the procedur Geard a a aa a itn rte 11 Prepar mo for Ihe first TUNseprireeriria nnn NTE EEN E Ha Fata DM ERT RENE 11 Transferring the First Class Inbox folder to Outlook ssseesssssooessssooeessssocessssoecesssooessssssoesesssoesesssoo 13 Transferring other First Class folders to Outlook Lecce eee eres esee e eere eene eerie nene ennae 14 Transferring First Class Sent items to Outlook csssssscccssssseecccsssssccccssssseeccessssseccescsssseeeeeesssnes 15 Saving unmovable messages by exporting them to H drive eee eee ee eeee eee eee eene 16 MIGRATING THE CALENDAR swiccta resco cate see upAPA Fev pERBEVE sapi dEPER EVER VE a a RUPVE DE RERE 17 PISCE TS I OCS U B o coat dtuid etn d Vor RENI VU Hein PUE UU Uto uev VY FUA HURO DORON MEE dev FIVE TI UND UN TU 17 Exporting First Class the calendar and importing it into Outlook 17 MIGRATING THE CONTACTS SL Ger Rui ERU ERN FEES RuE VITE SU MAE EPI a 212. Open Calendar Open a calendar file in Outlook ics wcs Open Outlook Data File Open an Outlook data file pst Help Import Import files settings and RSS Feeds into Outlook Q t Options 2 EJ Exit 15 Choose Import an iCalendar ics of vCalendar file vcs 16 Browse to your H drive and select the file called output ics saved earlier not icalendar ics nor input ics ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 19 Do it yourself email migration user manual for First Class to Outlook migration 17 Select Open as New Do you want to open this calendar as a new calendar or import its items into your calendar 18 A second calendar will appear in Outlook called Output ics to the right of the original default Outlook calendar All First Class appointments are in this second calendar cinge crosoft Outloo la mm adco H ua H ea Find a Contact gm ee nsuge j J Address Book mee Send Receive Vie f 5 zi E Ne New New Today Next7 Day Work Month Schedule Open Calendar E mail Share Publish Calendar Appointment Meeting Items ays Week Y View Calendar Groups Calendar Calendar Online Permissions New Go To F Arrange amp Manage Calendars Share Find 4 december 2011 gt xl ma diwo do vr za zo 4 gt 12 18 december 2011 Search Output ics Ctrl E 2 4 28 29 30 1 2 3 4 5 am
3. an Outlook data file pst Print Help Import Import files settings and RSS Feeds into Outlook t Options EJ Exit Other User s Folder Open a folder shared by another user 8 Choose Import from another program or file and then Comma Separated Values Windows Export RSS Feeds to an OPML file Export to a file Import a VCARD file vcf iCalendar ics or vCalendar file vcs Lotus Organizer 4 x Import from another program or file Lotus Organizer 5 x Import Internet Mail Account Settings Microsoft Access 97 2003 Import Internet Mail and Addresses Microsoft Excel 97 2003 Import RSS Feeds from an OPML file Outlook Data File pst Import RSS Feeds from the Common Feed List Descrip Import data from other programs or files including ACT Lotus Organizer Outlook data files PST database files text files and others EINE ae 9 Select the contacts csv file you have already saved on H drive and then choose Do not import duplicate files Highlight Contacts to import your First Class content into your Outlook Contacts folder File to import Hikeontacts csv Options Replace duplicates with items imported Allow duplicates to be created 9 Do not import duplicate items sme J nt gt 10 All your First Class contacts are now imported into Outlook Page 22 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration u
4. in your Start Menu When starting Outlook for the first time the following screens appear Microsoft Outlook 2010 Startup Account Configuration E mail Accounts Microsoft Outlook 2010 Startup Welcome to the Microsoft Outlook 2010 Startup Wizard which will quide you through the process of configuring Microsoft Outlook 2010 You can configure Outlook to connect to Internet E mail Microsoft Exchange or other E mail server Would you like to configure an E mail account Cen 2 Click on Next twice until the Add New Account screen below appears Fill in your details and click Next a Your Name your full first and last name b Email Address your ISS email address lastname iss nl c Password you ERNA password Add New Account ES Auto Account Setup Click Next to connect to the mail server and automatically configure your account settings E mail Account First Last Example Ellen Adams lastname iss nl Example ellen contoso com Giaa ta cta cta ata aia ata Retype Password PREi Type the password your Internet service provider has given you Text Messaging SMS Manually configure server settings or additional server types ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 7 Do it yourself email migration user manual for First Class to Outlook migration 3 If you have entered your email address and password correctly the Congratulations scr
5. on your computer you already have Outlook 2010 installed In that case in your Start Menu you should see Microsoft Outlook 2010 shortcut in the folder Email Migration p 93 Microsoft Outlook 2010 Microsoft Outlook Webmail EO gt MOVE mail from FirstClass to Outlook Email Migration 9 ILIAD je COPY mail from FirstClass to Outlook iz First Class Install gt yj Install Microsoft Office 2010 with Outlook mj Internet and collaboration gt m Library gt md Office Applications OLITS mj ORM gt eq Scientific Applications gt md Utilities gt Programs d R3 Documents b f c 2 Settings b ei i 9 Search b o L2 Help and Support x J Run b Log Off ACINGER z o Shut Down 2 f Outlook is not installed on your computer please click on the installation shortcut Install Microsoft office 2010 with Outlook You can find the installation shortcut in the same folder Email migration in your Start Menu 3 Installation will take approximately 30 minutes Please be patient After the installation is complete restart your computer and the icon Microsoft Outlook 2010 should then appear in your Start Menu Page 6 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration Access your mailbox using Outlook 1 Start Outlook by clicking on the icon Microsoft Outlook 2010
6. procedure for subsequent folders In certain cases however your First Class sub folders can be created directly in Outlook Sometimes the migration tool will succeed in moving the complete content of the sub folders which will spare you a lot of manual labour Usually only an empty folder will be created in Outlook and you will still have to transfer your messages by moving them to the First Class Inbox folder per folder We ve been unable to predict in which cases this will work so hope for the best To summarize in most migration scenarios you can expect to transfer your First Class mail folders one by one by coping the content to the First Class Inbox running the migration script that moves the Inbox content to Outlook and then re arranging the imported messages to appropriate folders in Outlook Yes that is what we meant by cumbersome 1 Login to First Class the same way you always have Your First Class account remains available and untouched You will notice however that your account has been frozen as if time stopped after 13 January 2012 You ll be able to look around and re arrange things in your mailbox but you won t be able to send or receive messages using First Class 2 Delete any Draft messages that you have not sent First Class had a bad habit of creating a draft message every time you clicked Reply Forward New and saved these forever in a folder called Drafts Many users will find hundreds of useless me
7. to share his folder with you from inside Outlook b If admin system created contact ILIAD to inquire about the replacement for that specific conference 5 Personal mailing lists a Follow the instructions presented later in this manual to export the mailing list into a text file b Use that text file to create the mailing lists manually in Outlook or c Request and manage your own eur nl mailing list here http www eur nl english erna services erna_services erna_mailinglist 6 Personal web page a For ISS purposes maintain your own blog or webpage on www iss nl This can be arranged with the webmasters in the ISS Executive Office b For academics maintain your profile on www iss nl c All others make a personal webpage elsewhere for example www wordpress com ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 5 Do it yourself email migration user manual for First Class to Outlook migration GETTINC OUTLOOK TO WORK From 16 January 2012 onwards your personal calendar and the email you send andreceive will use Microsoft Office Outlook 2010 First Class will be available only as an archive for viewing and migration your old data Therefore the first thing you need to do is install Outlook on your computer E dalli AA au 4 ALL 2010 v onl A C F ea E A A NV 4 E 5 H A C A FF I B uu g m 3 a i VA g T a nstTai ing Microsorrt Urrice ZUIU wiin we Outlook 1 It is possible that
8. 2 Login to First Class 3 Create a sub folder under your Inbox Call it SENT MIGRATE 4 COPY all messages from your First Class Sent Items folder to the new First Class folder called SENT MIGRATE Take care copy not move 5 Select all messages in the folder SENT MICRATE You can do that by highlighting one of the listed messages and clicking Ctrl A 6 UNSEND all selected messages Do this by right mouse clicking on any of the messages and selecting Unsend For each unsent message First Class will sound a beep and create an error message in the Inbox Depending on the number of messages this can take some time ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 15 Do it yourself email migration user manual for First Class to Outlook migration 7 Delete all error messages created in your Inbox 8 Follow the steps 2 to 8 from Transferring the First Class Inbox folder to Outlook 9 f you have difficulties transferring your Sent Items feel free to ask ILIAD for assistance UW wu nmovanpie messqd uc VY CAIDUOTLNI Ina Tem TO I lt e IIVO Note H drive is also available from outside the ISS via https netstorage iss nl 1 You can easily save uploaded files Sent Items or the contents of any First Class folder by exporting them to your network directory H drive 3 Select all remaining messages in the First Class Inbox by highlighting one and then press
9. 55 7 DO IT YOURSELF EMAIL MIGRATION Pd This document is a detailed step by step procedure for migration of individual email accounts from First Class to Outlook The steps are described from the end user perspective and meant for each First Class user to get started with Outlook and in a self service mode move the mailbox content from First Class to Outlook Do it yourself email migration user manual for First Class to Outlook migration Do it yourself email migration USER MANUAL FOR FIRST CLASS TO OUTLOOK MIGRATION Contents INTRODUCTION Pee HH 2 WHAT WILL BE MIGRATED sacar scan eds anion Minus addo Ei tpn CEP bELEDER ER EDUC Fia DEDI EUR DIE desc TED M AT 3 Do it yourself migration of your own mail calendar and contacts ccce 3 Special First Class accounts and special features handled separately 3 Whar CCS TO TOS NER 3 VV FICHE doesn Togo to OUHOOkK onse or eh os cas aes ea i senars A rO vtm IRI 4 IF MOTTO Outlook where CISC auos ere sie deu et pas euo eb E Re ee a Eee umva Sax Ceux 6 ob rope EA Iva eod nb wea E ene i 4 GETTING OUTLOOK TO WONRR i ioteibsssusurid sauVEPMEVR pRUEPSPXEPEEEVE I ORO Roue ga otro du cui es DX E AE ri RUND REOS 6 Installing Microsoft Office 2010 with Outlook eese eese eene eee eene eee een nent een netten aset tea sese eaaae 6 Access your mailbox using Outlook
10. ADOUPIhe roc eCUF Ss oie ep gee csatctnicoeueersinses aUe miM Dari D EI ES RU IEUME 21 Transferring individual addresses from First Class to Outlook cessere 21 Exporting the mailing lists from First Class cssscccsssscccsssscccsssscccesssccesssecccsssscecesssececessseceesssneeeees 23 ERD ID WE ert 24 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page Do it yourself email migration user manual for First Class to Outlook migration INTRODUCTION This document is a detailed step by step procedure for the migration of individual email accounts from First Class to Outlook The steps are described from the end user perspective and meant for each First Class user to get started with Outlook and in a self service mode move mailbox content from First Class to Outlook The transition from First Class to Outlook is a complex operation First Class is a rarely used system with lots of peculiarities that are not compatible with internationally agreed standards for email and collaboration This causes the transition to be a cumbersome endeavour not only for ICT admins but for all users In the past months we have worked hard to design and test different transition scenarios In this document we have compiled a set of actions which when processed will make sure all information from First Class will be migrated In order to transfer the information from First Class each staff member
11. Receive Folder View Add Ins o0 A j 14 Ignore Xx d f E E Meeting d Move to i To Manager ES N d lt 9 Unread Read Finda Contact v 4 Clean Up A Team E mail f Done n GJ Address Book a Categorize 7 New New Delete Reply Reply Forward b More Move Rules OneNote Assign E mail Items amp Junk All Reply amp Delete i7 Create New T ei Ss Policy V Follow Up V Filter E mail New Delete Respond Quick Steps Move Tags Find 4 Favorites 1 C oarrh Inhny Ctrl essa 3 Inbox 1 iri iti seb P Test message 4 November20l1 p C D EUM Arrange By Date Newestontop Acinger M 4 3329 1 2 3 4 S 6 4 acingerGiss test eur nl Sent Fri 18 11 2011 20 14 s 7 8 9101112 133 4 Today To Acinger M 14 15 16 17 18 19 20 LJ Inbox 1 QA Drafts al 47 21 22 23 24 25 26 27 73 Sent Items Received Fri 18 11 2011 20 14 Hello NN n gt fal Size 9 KB 4 5 6 7 8 9 10 1j aaeanoa O 1 88 GB Free Items 1 Unread 1 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 9 Do it yourself email migration user manual for First Class to Outlook migration 1 You can also access your Outlook mailbox via webmail with the Outlook WebApp OWA You do not need to install Microsoft Office or configure the Outlook client to do this The only thing you will need is internet browser software Internet Explorer Fi
12. ailing lists from First Class to Outlook is handled separately by first saving them to a text document Using the text document as a reference you can e Use that text document to re create mailing lists manually in Outlook or Request and manage your own eur nl mailing list here http www eur nl english erna services erna_services erna_mailinglist Transferring individual addresses from First Class to Outlook 1 Login to First Class 2 Open your Contact folder and highlight all contacts Ctrl A 3 Select File gt Export Export these items C Selected contacts All contacts Select the file format in which you want your contacts exported Contacts export format vCard vcf For use with BlackBerry csv 4 Select All contacts and export format For use with Outlook csv 5 Save the exported contacts to H drive with the name contacts csv Personal mailing lists are skipped when exporting the contents of your Contacts folder 6 Start Outlook ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 21 Do it yourself email migration user manual for First Class to Outlook migration 7 Select File gt Open gt Import Send Receive Folder View Home Gl Save As s Open Calendar WS Save Attac S M Open a calendar file in Outlook ics vcs Info Open Outlook Data File Open
13. ated automatically In that case continue to next step 3 Move all the messages from the First Class folder you chose to transfer into the First Class Inbox IMPORTANT do that only for your own folders do not move messages out of shared conferences 4 Mark all messages in the Inbox folder as Read Do that with a right mouse click on your Inbox and select Mark as Read 5 IMPORTANT Start Outlook and make sure the folder FirstClass INBOX is empty Move all the messages to a destined folder of your choice If you skip this step the next time the migration script is executed all newly transferred messages will be mixed with the other messages currently in this folder 6 Repeat the steps 2 to 8 from Transferring the First Class Inbox folder to Outlook 7 Move all the messages transferred to the Outlook folder called FirstClass INBOX into the destination folder you created in Outlook The folder FirstClass INBOX has to be empty before continuing to the next step 8 Repeat these steps until you have moved the content of all First Class folders to Outlook 1 IMPORTANT Transferring Sent Items from First Class to Outlook is a slightly more delicate process because IF YOU DO NOT FOLLOW THE PROCEDURE EXACTLY YOU CAN INFLUENCE OTHER PREOPLE S MAILBOXES Watch out when using the Unsend option in particular and make sure that you understand the difference between moving and copying messages between folders
14. d importing it into Outlook 1 Login to First Class 2 Change the time zone to GMT 2 00 Israel Do that using the First Class menu commands Edit gt Preferences gt Viewing Select Apply and then OK General Calendar Content Viewing Messaging Web Voice Handheld Devices Use this tab to specify viewing preferences in your Mailbox messages conferences folders and calendars Client interface Show newest items first Show only unread items Double click in explorer tree opens a new window ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 17 Do it yourself email migration user manual for First Class to Outlook migration 3 Go to your First Class calendar 4 Highlight any calendar item in your calendar 5 Right mouse click on the calendar item and select Export 6 Select All events and tasks and export format iCalendar ics Click OK Select the file format in which you want events and tasks Calendar export format 9 iCalendar ics For use with Outlook csv For use with BlackBerry csv 7 Save the exported calendar on your network H drive as icalendar ics 8 Change the time zone setting back to Default or to GMT 1 00 Amsterdam Copenhagen Do that using the First Class menu commands in Edit gt Preferences gt Viewing Select Apply and then OK General Calen
15. dar Content Viewing Messaging Web Voice Handheld Devices Use this tab to specify viewing preferences in your Mailbox messages conferences folders and calendars Client interface v Show only unread items Double click in explorer tree opens a new window Time zone GMT 1 00 Amsterdam Copenhagen 9 Browse to http products salvair com 8080 IcalConverter The migration tool on this website converts the First Class calendar into a format Outlook can read Page 18 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration 4 salvoir ICAL Converter Welcome to the ICAL Converter for First Class FC Email lastname iss nl Time Zone US Eastern v Calendar File H icalendar ics Upload amp Convert 10 Upload the file called icalendar ics that you saved on H to this website Type the email address where your converted calendar will be sent lt lastname iss n gt Select the time zone US Eastern Click Upload amp Convert 11 Wait a few minutes and then check your mailbox You should have received an email message from Salvair containing two file attachments input ics and output ics 12 Save the attachment called output ics to your H drive 13 Start Outlook 14 Select File gt Open gt Import Home Send Receive Folder View
16. e not the owner shared with you by other users or by system admin 5 Personally created and managed mailing lists in your Contacts folder 6 Personal First Class webpage available if it has been created as http campus iss nl username To make sure you do not lose content once First Class is switched off the following actions should be taken to ensure that it is saved elsewhere 1 Messages with attachments larger than 20MB a Download the attachment to your network directory H drive and forward the message to yourself without attachment then delete the original or b Export the whole message from First Class to your H drive then delete the original Uploaded files In First Class it was possible to upload the files directly into a folder similar to placing a file in a folder on a hard drive Those uploaded files cannot be moved to Outlook Page 4 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration You can take either action in advance of the mail migration or wait until after you have started using Outlook 2 Drafted messages a Send the message or just delete the drafts 3 Uploaded files a Download or export the files to your H drive b H drive is available from outside ISS through https netstorage iss nl 4 Shared First Class conferences where you are not the owner a If user created request the user
17. een below appears Notice the 3 green marks Click on Finish AddNewAccount 8S Congratulations Configuring Configuring e mail server settings This might take several minutes w Establish network connection w Search for acinger iss test eur nl server settings Logon to server Your e mail account is successfully configured Manually configure server settings Add another account Finish Cancel Page 8 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration 4 After successfully configuring your email account clicking on Finish the following login screen appears Fill in the following details and click Next d User Name your ERNA account 12345abc eur nl b Password you ERNA password c If you re using your own computer tick Remember my password Connect to t exchange eur nl E3 Connecting to acinger iss test eur nl User name 12345abc eur nl y Remember my password 5 Outlook starts and synchronizes your account s folders with the Exchange server In the right corner of the screenshot below the messages All folders are up to date and Connected to Microsoft Exchange appear You can now start using Outlook For instructions on Outlook use workshops and training materials are available 9 D Inbox acinger iss test eur nl Microsoft Outlook o B s Home Send
18. ing Ctrl A 4 Now right mouse click any of the highlighted messages and select Export 5 Choose a destination folder in your network H drive for example H Exported mail 6 Click OK All remaining messages and uploaded files are now downloaded to H Exported_mail Page 16 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration MIGRATING THE CALENDAR About the procedure When moving First Class calendar content to Outlook one encounters an extremely inconvenient bug which could not be solved Again if your First Class calendar does not have a lot of appointments do not to use the export import tool but instead just start from scratch and retype your appointments in Outlook manually All calendar items in your personal First Class calendar can be moved to Outlook However 1 Outlook does not recognize First Class s daylight savings time settings winter summer time which causes all appointments scheduled during winter time to be imported into Outlook 1 hour too early 2 Outlook does not recognize First Class full day appointments properly which causes all full day appointments in First Class calendars to be imported into Outlook 1 day too early Each of these out of sync calendar appointments will need to be corrected manually one by one in the Outlook calendar Exporting First Class the calendar an
19. ited f z Rule name Event Action Last Modified u X Out of office Receive Generate reply 1041 2011 21 13 or Rules Log 10 11 2011 21 13 4 SendRule Send Move Item selected Page 12 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration 1 Make sure you have gone through all the steps described in the previous section called Preparing for the first migration run 2 Logout and close First Class 3 Click on the icon MOVE mail from FirstClass to Outlook available from Start Menu folder called Email Migration The following screen appears C WINDOWS system32 cmd exe 0 x Please enter FirstClass Username 1 Enter the requested login credentials a First Class username lt lastname or BA1234 gt b First class password lt your First Class password gt c ERNA username lt 12345abc eur nl gt d ERNA password lt your ERNA password gt When asked Are your credentials correctly entered type Y and press Enter Your user names and passwords are now saved and you will not be requested to fill them in again If you have changed your First Class or ERNA password type N the next time you are asked Are your credentials correctly entered and you will be able to fill in the credentials again 4 The migration scripts are now run as shown in the following screen while transferring all
20. ll calendar items in your personal First Class calendar with the following restrictions Outlook does not recognize First Class daylight savings time settings winter summer time Starting times are 1 hour too early for all appointments scheduled during winter time ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 3 Do it yourself email migration user manual for First Class to Outlook migration therefore when imported into Outlook O Outlook does not recognize First Class full day appointments The dates of appointments scheduled as full day events in First Class are 1 day too early when imported into Outlook Moving the calendar manifests an extremely inconvenient known issue that could not be fixed For this reason if your calendar does not contain many appointments we advise you not to use First Class s export import tool but instead start from scratch and just retype your appointments in Outlook s calendar Not everything will move to Outlook Certain First Class content cannot be migrated to Outlook An inventory of features that cannot be migrated and alternative solutions proposed follow First Class content that cannot be moved migrated to Outlook 1 All email messages with attachment sizes larger than 20MB 2 All drafted but never sent messages 3 All uploaded files Files which were not received as an email message 4 Shared First Class conferences Conferences where you ar
21. messages from First Class Inbox into a newly created folder in Outlook named FirstClass INBOX DON T CLOSE THIS WINDOW C WINDOWS system32 cmd exe Bi x E Youve entered your credentials already Continue y nly Starting imapsunc E Imapsync is running in the background Do NOT close this window It is closed automatically after the job is done You can continue to work normally 5 You can continue using Outlook while the script is running Depending on the number of messages in your First Class Inbox this operation can last from few minutes to a few hours You should be able to see the moved messages in Outlook under the folder FirstClass INBOX ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 13 Do it yourself email migration user manual for First Class to Outlook migration 6 DO NOT TURN OFF YOUR COMPUTER AND DO NOT LOGOUT YOUR ACCOUNT UNTIL THE SCRIPT HAS FINISHED RUNNING AND HAS CLOSED AUTOMATICALLY If you need to leave your room or want to go home just stay logged in and keep the computer on It is no problem if the screen saver is activated the script will continue to run in the background 7 When the script has finished running the Inbox in First Class should be empty and all the messages should be in the FirstClass INBOX folder in Outlook Check if that is the case a If YES continue with the next paragraph Transferring other First Class folders to Outlook b If NOT t
22. p 7 8 91011 z 12 13 14 15 16 17 18 1 13 l4 wo 2 19 20 21 22 23 24 25 E e eoo s 26 27 28 29 3031 i 1 2 4 5 6 Click to 4 4 My Calendars Calendar 4 Other Calendars Output ics Internal meeting Boardroo amea naa Items 5 AN Send Receive error IE EH o 100 2 U 1 1 9 One calendar event at a time drag and drop the meetings from the right calendar Output ics to the left Outlook calendar Each appointment will automatically be placed into the same date and time as the source 20 VERY IMPORTANT as already mentioned Outlook does not recognize the winter summer time zones and all day meetings as these are exported by First Class Therefore when you are moving individual appointments one by one ensure that each imported item is placed with the right date and time You can do that by comparing it to the source calendar in First Class 21 When you have moved all the items you can delete Output ics from Outlook Page 20 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration MIGRATING YOUR CONTACTS FOLDER FIRST CLASS ADDRESSBOOK About the procedure This procedure will transfer all your personal contacts from First Class to Outlook It will not transfer personal mailing lists Transferring migrating personal m
23. r ERNA password 2 Do you need help connecting your mobile device to your Outlook mailbox You have the following options a Ask ILIAD for assistance maybe we can help b See the Erasmus Exchange blog in Dutch http blog eur n exchange C For device specific configuration see the manual provided by the manufacturer Page 1O ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration MIGRATING EMAIL MESSAGES FROM FIRST CLASS TO OUTLOOK This Outlook migration procedure transfers only the messages that reside directly in your First Class Inbox root folder It creates a new folder in Outlook named FirstClass INBOX and moves all the messages from the First Class Inbox to this newly created Outlook folder Messages from First Class are moved to Outlook They are not copied This means that at the end of the migration process the First Class Inbox will be empty Only messages that cannot be moved will remain and in that way will be easily identifiable One example of unmoveable messages are messages with attachments that exceed 20 MB First Class unfortunately does not allow migration tools to access mailbox folders besides the Inbox In the mail migration procedure therefore you migrate your First Class email content folder by folder placing the messages of each folder into the Inbox migrating it to Outlook and then repeating the
24. refox etc and your ERNA credentials This method is suitable for accessing your mailbox from any computer that is not your own and can also be handy to have available on your office computer if Outlook 2010 is not yet installed or gives problems In addition OWA makes your Outlook mail and calendar available on any internet connection anywhere in the world 2 To access your mailbox through OWA browse to https exchange eur nl and Sign in with your ERNA user name and password Microsoft Outlook Web App Security show explanation 9 This is a public or shared computer This is a private computer Use the light version of Outlook Web App Domain user name 12345abc eur nl Password eeccesee Sign in Connected to Microsoft Exchange 2010 Microsoft Corporation All rights reserved 3 OWA is an almost fully featured Outlook client and supports all the features you need to access the contents of your personal mailbox OWA is not suitable for use in complex secretarial functions however such as managing multiple calendars for example 1 You can also access your mailbox with your mobile device Nearly all modern mobile devices with internet access can connect to Outlook mailboxes In most cases you need to know only four things d Server or host exchange eur nl b Email address lastname iss nl your email address gt c Login name 12345abc eur nl your ERNA account d Password lt you
25. ry the troubleshooting steps below before contacting ILIAD The script might have created empty folders in Outlook with equal names as they exist in First Class That is okay Don t worry just continue with the next steps These folders will be useful in the next migration steps 8 Troubleshooting If any all messages were not transferred from the First Class Inbox to Outlook a If no messages at all have been transferred you ve entered an incorrect password or user name in the migration script i Click again on the icon MOVE mail from FirstClass to Outlook in your Start Menu folder Email Migration When asked You ve entered your credentials already Continue type N and press Enter You will be asked to fill in your user names and password again Do this carefully paying close attention to UPPER and lower case characters ii If re logging into the migration script still doesn t help ask ILIAD for assistance Important attach the most recent log file from H lmapsync to the message for ILIAD screenshot of H NMmapsync b If some messages were migrated to Outlook but lots of messages have been left behind in First Class it could mean that the migration script was unintentionally interrupted i In that case click again on the icon MOVE mail from FirstClass to Outlook in your StartMenu Email Migration folder and when asked You ve entered your credentials already Continue type Y and press Enter The scrip
26. ser manual for First Class to Outlook migration Exporting the mailing lists from First Class l Login to First Class 2 Goto your Contact folder and select the menu command View gt View by List 3 Select View gt Change View Properties and choose Sort on Icon This identifies any mailing lists in your First Class Contacts folder with the icon E Sve Pop eet Display Lists Icons Background Sorting Sort on icon Reverse sort Grouping Group on None Collapse all groups Appearance Show column titles Show row numbers Variable height rows 4 Select all mailing lists recognizable by the icon 6 5 Right mouse clickeach selected mailing list and select Summarize selected 6 A new screen appears that presents a textual overview of all personal mailing lists and addresses 7 On this new screen select File gt Export and save the overview of the mailing lists to your network directory H drive Name the saved file Mailinglists txt 8 You can use this overview to either a Re create the mailing lists manually in Outlook b Request and manage your own eur nl mailing list This can be requested here http www eur nl english erna services erna services erna mailinglist ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page 23 Do it yourself email migration
27. ssages in their Drafts folder If these aren t deleted they will be moved to Outlook and placed in the Inbox So delete all messages in your First Class Drafts folder 3 Disable any out of office replies or other automatic replies that you may have configured in First Class Check the settings in Edit gt Preferences gt Messaging gt Mail Rules and make sure all reply and forwarding is set to No ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Page Do it yourself email migration user manual for First Class to Outlook migration Calendar Messaging Voice Handheld Devices Mail Rules Initial Content Instant Messaging Paging i Mailbox Rules Import Accounts Reply preference Automatic Automatically reply to Local mail Reply text Internet mail Automatically forward Local mail Forward to Internet mail V oice fax mail Method T o o i g Junk mail handling 4 Disable all active rules Click on the icon Mailbox Rules in the screen above and ensure that no mail rules listed are Enabled To disable an active mail rule double click it unselect the Enabled option and SAVE G Rule I JUS File Edit Format Message Collaborate View Help Go Back GoForverd New Receive Rule Mew Send Rule New Advanced Rule New Application Rule Nev Custom Columns Properties Delete E3 Folder 3Files O Folders ISS FirstClass Mladen Acinger Unlim
28. t will now run again ii If re running the script still doesn t help ask ILIAD for assistance Important attach the most recent log file from H lmapsync to the message for ILIAD c If nearly all messages were transferred to Outlook and only a few remain in First Class i Check if the messages remaining in your First Class Inbox are larger than 20MB If that sthe case these messages cannot be moved to Outlook due to size limitations ii Check if the messages left in the First Class Inbox are actually email messages They may be uploaded files or copied calendar items or some other explainable exceptions f this is the case the objects cannot be moved to Outlook iii Move all explainable unmovable items into a separate folder in First Class and leave them for later in the migration procedure iv If any normal email messages were left behind ask ILIAD for assistance Important attach the most recent log file from H lmapsync to the message for ILIAD Page 14 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration 1 Login to First Class 2 Decide which First Class folder you will move next and create a folder with the same name in Outlook as a subfolder of FirstClass INBOX As explained previously in step 7 of Transferring the First Class Inbox folder to Outlook these folders may already have been cre
29. traveling or for any other reason not at ISS in that period please contact ILIAD and we will arrange an extension period so that you can move your stuff after you return to ISS In the meantime you will be able to read only your mail history in the frozen First Class system There is a difference between the content of individual mailboxes and the content of special First Class accounts and features such as Rooms booking Department calendars shared conferences etc This document handles the migration of the content of individual accounts only Migration of special First Class features is handled separately ILIAD have contacted all offices using special features and prepared a migration route for those If you think a special feature you are using is forgotten please contact ILIAD through iliad iss nl The following content of your First Class mailbox calendar and contacts can be transferred to Outlook by following the instructions in this manual 1 All email you have received in your Inbox with an attachment size less than 20MB 2 All email you have sent with an attachment size less than 20MB 3 All email you have archived in sub folders within First Class 4 All email you have archived in personal conferences within First Class A personal conference is a conference you created yourself not a systems conference created by an OLITS sys admin 5 All individual contacts in your personal First Class contacts folder 6 A
30. user manual for First Class to Outlook migration END NOTE We hope this extensive user manual does not discourage you from migrating your First Class mailbox to Outlook as soon as possible We plan to discontinue all staff and PhD First Class accounts 4 6 weeks after the migration in January 201 2 If you need any help or assistance or if you have any questions please do not hesitate to ask them at ILIAD In the first two weeks after the migration extra resources will be available to support all problems related to email migration You can start the migration of your data directly after the migration weekend on Monday 16 January 2012 The sooner you begin migrating your First Class mailbox to Outlook the better we can assist you Good luck and enjoy Outlook Your ILIAD and Mail project team Page 24 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456
31. will need to put significant effort into transferring their own data Simply explained the email migration will take place during the weekend of 14 15 January 2012 ensuring that everyone starts with Outlook at the same moment on Monday 16 January 2012 Each staff member will start with an empty Outlook mailbox First Class mailboxes will be kept alive for 6 weeks until 24 February 2012 so that each staff member can move all his her First Class content to Outlook and other alternative systems Page 2 ILIAD Contact ILIAD if you need assistance iliad iss nl Ext 456 Do it yourself email migration user manual for First Class to Outlook migration WHAT WILL BE MIGRATED All staff and PhDs need to move the email agenda and contacts from their First Class account to their Outlook account by themselves using automated migration support tools However the migration also requires additional work by users to make the migration successful For extensive mailboxes and calendars this can become a long and cumbersome process This document provides a detailed manual with screenshots ILIAD will do their utmost to help staff and PhDs with any problems However each of you will have to make the move by yourself at your own pace at any given moment We hope that everyone will manage with the help of ILIAD to move all their email appointments and contacts within 2 4 weeks Moving the content is only possible using ISS computers If you are
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