Faculty & Staff
Get Ready, Get Set (Now - Nov. 5)
Two months ago, UWF student email and calendar moved to UWF Google Apps - now it’s your turn. On November 6, 2009, also known as G-Day, UWF faculty and staff will begin using Google Apps for email and calendar. The current Exchange email and calendar system, typically accessed through Outlook or ArgoMail, will remain available for historical purposes for a few months, but will no longer be receiving new email or calendar invitations. Your email and calendar will be copied to Google Apps by Information Technology Services (ITS). Email addresses will not change.
Even though ITS will be copying your email and calendar, there are several things you’ll need to prepare. It is now time for you to “Get Ready & Get Set.” If you haven't already done so, you need to complete a "Get Ready" for Google Form. The form will assist Information Technology Services in addressing your specific email and calendar needs.
"Get Set"
You can now log into your new Google Apps account and begin preparing for G-Day (November 6). Keep in mind that while you can log in now, UWF will continue to use Exchange Outlook/ArgoMail for email and calendar until November 6 - you will not receive email in your Gmail account until that time. DO NOT create new calendar events on your Google calendar before G-Day (or if you do, delete them once you're done testing).
Information Technology Services (ITS) will move your email and calendar to Google; however it is imperative that you follow the steps below to help ensure a smooth transition.
Logging Into Google Apps
Log into Google Apps at gmail.uwf.edu (Bookmark UWF Gmail). Use your ArgoNet username and password - the same credentials that you use to log into Argus.
Checklist
Below is your checklist of tasks to prepare for Google Apps. Complete these tasks before G-Day, November 6.
- Read Frequently Asked Questions (FAQs) about the move to Google Apps and watch video overviews of Gmail and Google Calendar
- Review Videos & Tutorials for Gmail and Google Calendar.
- Attend an optional "Get Set" work session where you can complete this checklist and ask questions as you go. Work Session Schedule. Before you come to the work session, prepare your computer for remote desktop.
- Log into UWF Google Apps at gmail.uwf.edu (Bookmark UWF Gmail). If you encounter any problems logging in, immediately contact the ITS Help Desk.
- Change your default settings in Google Calendar. How do I do this?
- Share your calendar with coworkers, if desired. How do I do this?
- After a calendar is shared to you, add it to your calendar list in Google Calendar. How do I do this? (If this is a calendar you manage, set your notification preferences at this time. How do I do this?)
- If you work with multiple UWF email accounts, you should have already identified yourself in the "Get Ready for Google" form. ITS or your Local Support Provider (LSP) will review your needs and identify the best option for you to access your multiple email accounts. You will be contacted by ITS or your LSP with information specific to your scenario.
- Prepare your email for a smooth transition to Gmail. On November 6, Information Technology Services will start copying the mail in your Inbox, Inbox sub-folders, and Sent Items to UWF Gmail. For the best results, complete the tasks below in advance. (Note: Your Local Archive Email Folders will remain available through Outlook/Entourage.)
- Identify email messages with attachments that exceed 20 MB and save them to your computer or your H: drive. Messages with attachments over 20 MB will not be copied to Gmail. This limit applies to a single file over 20 MB and also to smaller attachments on the same message whose total size exceeds 20 MB. How do I do this?
- Remove slashes from folder names. Folders with slashes will not be moved to Gmail. How do I do this?
- The Gmail web interface uses labels instead of folders. Unlike folders which can contain many levels of sub-folders, labels work differently and are all at the same level. For the best results, we recommend that you move all of these folders to the same level - directly under your Mailbox - before your mail is moved to Gmail. This is optional - if you choose not to modify your folder hierarchy, your Gmail labels will be automatically structured as a single level by combining the folder names, such as FolderName/SubFolderName/SubFolderName. Learn more about labels and how to do this.
- Identify email messages with attachments that exceed 20 MB and save them to your computer or your H: drive. Messages with attachments over 20 MB will not be copied to Gmail. This limit applies to a single file over 20 MB and also to smaller attachments on the same message whose total size exceeds 20 MB. How do I do this?
- If you have calendar attachments that you wish to keep: Google Calendar does not support calendar attachments. If you wish to keep them, you must save them to your computer or your H: drive. You can start identifying calendar attachments now, or you can wait until your calendar is completely copied to Google Apps. At that time you will receive a report of all calendar events that contain attachments so that you can easily locate and save them. How do I do this?
- If you use Outlook/Entourage tasks, notes, journal, or alternate calendars: Tasks, notes, journal, and alternate calendars cannot be copied to Google. If you wish to keep a record of your tasks, notes, journal, and alternate calendars you can print them or create an Outlook/Entourage archive. How do I create an archive?
- If you were contacted by ITS, you may need to complete an additional checklist of tasks. Do not perform these additional tasks unless you were specifically contacted by ITS.
Contact the ITS Help Desk at 474-2075 or helpdesk@uwf.edu if you experience any problems.