What is the GT e-mail, calendar, and contacts transition to Office 365 all about?

Answer: 
In 2013, GT Information Technology governance bodies addressed the challenge of modernizing and unifying disparate email, contacts and calendaring (ECC) systems on campus.  After significant consideration, a Microsoft Office 365 cloud solution was selected and approved in January 2014.  In April 2014, an OIT project was kicked off to transition existing GT ECC systems to Office 365. The current timeline includes migrating the entire campus by late Spring semester 2015.  OIT is collaborating with campus units for input and feedback to ensure a smooth transition. 
 
FREQUENTLY ASKED QUESTIONS
 
Q: What do I need to do?
OIT will automatically move your email, contacts, and calendars.  Prior to the migration, users should review and follow the steps in the Pre-Migration Checklist
 
After the migration, you should follow the steps in the Post-Migration Checklist.  All of your devices will need to be configured to access the new service.  TSO will be on hand to help you configure your devices to ensure a smooth transition.  You may also utilize the instructions on the Email services page to configure your device .  You will be able to continue using your existing email client, since protocols such as Outlook MAPI, Exchange ActiveSync (EAS) and IMAP are supported.  Zimbra and CoC Exchange webmail users will notice the biggest user interface change.   CALDAV calandar clients and CARDAV contact clients are not supported by the new service.
 
Q: Will you help me configure my devices for the email service?
Yes, there are several ways that TSO will be helping people to configure their devices.  First, TSO has published instructions to allow you to configure your devices to the unified GT email service.  If needed, TSO will be available to visit your office in person to configure desktop email clients.  You can also stop by in person at the TSO Help Desk location of your choice.
 
Q: I have an active security clearance.  What should I do?
Please contact the TSO Help Desk. You will be migrated to the on-premise Exchange server.  Also be aware, that you will no longer be able to forward email off-campus. 
 
Q: I work with export controlled data.  What should I do?
Export control users have been cleared to migrate to Office 365.  You should follow the pre- and post-migration instructions as referenced above.  Also be aware, that you will no longer be able to forward email off-campus.
 
Q: Will my GT email addresses be the same?
Yes, all of your GT email addresses will be preserved and forwarded to your GT mailbox.
 
Q: Can I select my outgoing email address?
Yes, you will be able to select your outgoing GT email address; it will match what you have set as your primary email address in Passport.  The new service does not support more than one outgoing email address, so you can only have the one outgoing GT email address that you select in Passport.
 
Note: This may affect your ability to send to mailing lists if you are subscribed under a different gatech.edu email address. You should update those mailing lists that use a different address from your primary email address.
 
Q: What items are migrating to Office 365?
Your Zimbra and CoC Exchange email inbox and folders, calendars, contacts, notes, and tasks will be migrated.  In addition, CoC Exchange group accounts, shared accounts, rooms and resources will be migrated.
 
Q: Are there any things that will not be migrated automatically?
There are known items that will not be migrated and that the user will need to recreate.  These include:
  • Personal calendar groups/lists
  • Calendar notifications & tracking data
  • Calendar attachments and the message body
  • Color coding
  • Attachments/Emails that are over 25MB
  • Zimbra briefcase

The following are known items that are difficult to migrate, hence, they may not successfully migrate:

  • Mailbox settings such as delegation and shares
  • Inbox filters
  • Signatures
  • Some calendar entries are being migrated but can't be edited post-migration.  Additional details are here.

To ensure that no needed items are lost, users should follow the Pre-Migration Checklist at http://emailtransition.gatech.edu/resources.

Q: What will happen to emails over 25 MB?
In the upcoming migration to Office 365, email messages that are 25MB or larger will not migrate. Neither the email content nor the attachment will be moved to Office 365.  To identify email messages larger than 25 MB and download the attachments, please refer to the following HowTo’s:

Exchange users:  http://support.cc.gatech.edu/support-tools/howto/how-identify-and-download-large-email-messages-andor-attachments-outlook

Zimbra users:  https://techworks.psauth.gatech.edu/gt_data/content/Identifying_and_Downloading_Email_Attachments_Larger_Than_25MB.pdf

Q: Can I forward my email off campus?
Yes, except for export control and security clearance users.  Those with an active security clearance must use the on-Premise Exchange email service which does not allow the forwarding of email off campus.
 
All other users may opt out of their Office 365 mailbox (email, calendaring, and contacts) and forward their email to a non-GT endorsed service (e.g. Gmail) after using the Passport self-service web page to agree to a statement of responsibility to protect sensitive GT data.  All those who currently forward email off campus will need to complete this step to continue forwarding email off campus.  There is a lag of 30-60 minutes after forwarding is enabled before the mailbox is removed.  Because email from other Office 365 users will not forward out but remain in 365, users selecting forwarding should continue to monitor their 365 mailbox until it is removed to ensure they don't miss any email.
 
Users may also elect to keep their Office 365 mailbox and have email delivered there and to an external email service ("store and forward").  Likewise, this must be selected post-migration.  The benefit to store and forward is that users will still be able to view contacts and shared calendars.  This is TSO's recommended option for those interested in forwarding.  Users interested in this should complete the Store and Forward request form.
 
Q: How do I change my Display Name?
There is not currently a method for you to change your name listed in the Address Book or in your email profile.  If there is an issue with the way your name displays, such as a misspelling or that you go by a different name than what's displayed (e.g. Alex instead of Alexander or you use your middle name instead of your first name), contact the TSC to request a name change.
 
Q: Can I use Outlook for iOS or Android
OIT announced on October 19, 2016, that, "It is now safe to activate and use the Outlook Mobile app for iOS and Android."
Not currently.  Outlook on mobile is currently blocked because of security issues. Microsoft is supposed to be addressing those issues in the first quarter of 2016, but we do not have a solid date at this time.  Android and iOS users should use the OWA app or the native email clients.
 
Q: How much email quota will I get?
The Office 365 service provides 50GB of space for mailboxes and supports individual message sizes up to 25MB.
 
Q: Can GT Category III data be stored securely on Office 365?
Yes, Office 365 has been approved by GT for the storage of Category III data (e.g. FERPA).
 
Q: How reliable is Office 365?
The Office 365 services has consistently provided 99.9% uptime over the past two years, where 
Uptime = ( (minutes in a month - downtime) / minutes in a month) x 100.
 
Q: Will Microsoft scan, mine or use my email for any non-GT purpose?
Microsoft will not scan, mine, or use our content for advertising or other purposes beyond offering Georgia Tech the services that we have contracted.  Georgia Tech remains the sole owner of all our data (rights, title, and interest).  Microsoft is committed to the privacy and security of Georgia Tech's content in Office 365.  For more information on how Microsoft protects our data, please see the Office 365 Trust Center.
 
Q: Where can I learn more about the OIT effort to transition my email?
OIT maintains a GT ECC Transition Project web page that is continually updated with the latest information.  The Project Overview Presentation posted on the site provides details about the policy and implementation plans.
 
Q: Are other Office 365 services available?
 
Q: Are there any known issues with the transition?
Yes.  OIT is tracking the known issues.
 
Q. Will I still have access to my old mailbox after the transition?
Those transitioning from Exchange will not.  Those transitioning from MyGaTech/Zimbra will have access to their old mailboxes for 30 days following the transition.  When logging into mail.gatech.edu, they will have the option to login to either Office 365 or Zimbra.
 
Q. I'm an alumni and want to exclude my Email-For-Life (EMFL) alias from Office 365.  Is that possible?
The ECC Transition Project team is evaluating the best methods to identify EMFL addresses and to allow them to be maintained and managed separately from work or school correspondences.  They do not currently have a timeline to rollout this feature in an automated fashion but can manually make this adjustment until that time during department migrations.  If you need to maintain your EMFL split, please contact the TSO Help Desk prior to the migration.
 
Q: What does this mean for CoC?
All CoC faculty, staff and some student employees will transition to the new, unified GT email service.  Exceptions are employees with active security clearances.  Those users will remain on a secure, on-premise MS Exchange server at GTRI.  All email, calendar, contacts and tasks on MyGatech and CoC Exchange will be migrated to the new service.  TSO is actively participating on campus policy and implementation teams.
 
Q: When is it happening?
TSO worked with the College and School administrative offices to identify an appropriate CoC migration date.  Beginning at 6:00PM on Friday, November 13, 2015, the College will be migrated to Office 365. 
 
Q: Why is this happening?
The decision to unify GT email, contacts and calendaring was the result of months of study by IT Governance bodies on campus.  A summary explanation appears on the OIT ECC Transition web page:
"Communication through email, calendaring, and contacts has become an essential operational tool in realizing the academic and research missions of the Institute and the technology utilized represents a considerable investment of resources. The current enterprise email, calendaring and contacts solution was implemented over six years ago. The market has transformed in the past six years and many new products have matured. Email, calendaring and contacts solutions are now being delivered as cloud-based services and come packaged with other collaboration tools (such as chat tools or file sharing platforms) that were not available six years ago when My GaTech was first introduced to campus."
 
Q: Why did GT select MS Office 365?
The GT IT Governance bodies were tasked with identifying a solution to unify GT's disparate ECC systems.  Because GT engages in research that involves projects requiring security clearances, it must provide a secure ECC system for those people.  The on-premise MS Exchange service provided by GTRI is the only solution that complies with the security requirements for GT to engage in this research.  The MS Office 365 product was identified as the only technical solution to unify GT ECC services.  GT selected the MS Office A2 level product.
 
Q: Did GT consider Google as a solution?
Yes, GT considered Google Apps for Government.  The Google Apps for EDU product does not meet GT compliance requirements (the servers must reside in the USA).
 
Q. I have a question that hasn't been answered here.  Who do I ask?
In addition to this FAQ, OIT also maintains a listing of Frequently Asked Questions and Known Issues at http://emailtransition.gatech.edu/resources.  If it's not answered there either, please see the next question.
 
Q: Who can I contact for questions or send feedback?
For questions and feedback, please contact the TSO Help Desk (CCB 148, 404.894.7065, helpdesk@cc).  You can also send feedback through the GT ECC feedback form.