Email Migrations - Spring 2024
In response to adjustments in Google storage policies, the university has opted to unify all employees and current students under a single email system, Microsoft Exchange. Numerous employees have been utilizing Microsoft Exchange for years, while others have been operating with Google's Gmail. Virginia Tech has already transitioned the student body and is now in the process of migrating the employees to this consolidated platform.
College of Business Migration Date
FEB. 09, 2024
Below are some checklists to do before, during, and after the migrataion. These are divided based on your current email system.
Please note: This migration will ONLY affect the Google Gmail and Google Calendar services. The other Google services, including Google Drive, will still be utilized at Virigina Tech. The College of Business will be purchasing Google Drive storage for employees that need more.
Which Email System am I using?
Virginia Tech has operated with dual email systems for many years, and staff members in the College of Business have been engaging with both systems. Identifying the specific system you are using may not be straightforward, however, the following questions are designed to assist in this determination.
- Do you get your email from Gmail.com? - You are using Gmail.
- Do you get your email from Outlook.com? - You are using Exchange.
- Do you use Outlook? Check the Accounts under File.
- Microsoft 365 or Exchange - You are using Exchange
- Google - You are using Gmail.
- Do you use Mac Mail? Go to Mail->Accounts
- Exchange - You are using Exchange
- Gmail/Google - You are using Gmail.
If you cannot determine which system you are using, please ask at pamplin.help and we can assist.
Pre-Migration Checklist (Prior to 1/28/24)
Verify Migration Assistance
Migration Assistance indicates whether or not Virginia Tech will move all the emails in Gmail to your new Exchange mailbox.
- Login to mycat.ccs.vt.edu and review the Migration Details on the main page.
- Gmail users should be recieving Migration Assistance. This allows VT to move all your emails from Gmail to Exchange.
- To Change your Migration Assistance Selection, please put in a ticket at pamplin.help
Calendar Sharing
Login to Google Calendar and verify if there are calendars you use that are being shared with you. External Google calendars will no longer be accessibile via your VT account. These need to be shared with a non-VT Google Account. Contact the owners to ensure they update access.
Access to Other Email Address
Please make note of any delegated email addresses you might be accessing through Gmail. These accounts are also migrating to Exchange. They will need to be added back to your account.
Verify Migration Assistance
Migration Assistance indicates whether or not Virginia Tech will move all the emails in Gmail to your new Exchange mailbox.
- Login to mycat.ccs.vt.edu and review the Migration Details on the main page.
- Exchange users should NOT be recieving Migration Assistance. Allowing for Migration Assistance may result in duplication of emails in your Exchange mailbox.
- To Change your Migration Assistance Selection, please put in a ticket at pamplin.help
Google Calendar Sharing
Login to Google Calendar and verify if there are calendars you use that are being shared with you. External Google calendars will no longer be accessibile via your VT account. These need to be shared with a non-VT Google Account. Contact the owners to ensure they update access.
Migration Period (1/29/24 - 2/9/24)
Be patient. A 3rd-party service will be syncing the two mailboxs: Gmail and Exchange. Continue to use Gmail until 2/9/24. If you notice anything strange with your account, please submit a ticket at pamplin.help.
Do nothing. Continuing using MS Exchange as you orginally were.
Post-Migration Checklist (After 2/9/24)
Verify Migration
Login to the online version of Outlook. Your emails should be migrated into your Exchange account. If you are not seeing your emails or you think there has been a problem with your migration, please submit a ticket at pamplin.help ASAP. We have a few days to indicate something went wrong.
Turn Off Email Clients using Gmail
Remove Gmail service from Email clients such as Outlook, Mac Mail, Gmail App, mail on your Mobile Devices.
Add Exchange to Email Clients
Follow these instructions to add your Exchange account into most email clients.
4help: Accessing Your Virginia Tech Exchange Online Account
If you have another client you would like to use, please submit a ticket at pamplin.help and we can assist you.
None. Continuing using MS Exchange as you orginally were.