Migrating email system to the cloud

Transcript

1. Migrating email system to google cloud 1
2. Before you migrate to google cloud 2 ¨  Make sure stakeholders actually trust the service provider ¨  Make a failsafe plan to avoid data loss during migration ¨  Businesses typically have complex setup so make sure to account for each and every critical aspect ¨  Make sure the stakeholders understand the tradeoff ¨  Realize that backups are hard
3. Pre-migration check list 3 Stakeholder Email Program Note Technique Alice Outlook Has large local archive. http:// tools.google.com/ dlpage/ outlookmigration Bob Thunderbird Has medium sized local archive, but largely doesn't care. Create new AIM Mail Account. Setup IMAP and drag all email in. Use Gmail Migration Tools to suck IMAP mail out.
4. Pre-migration check list 4 Stakeholder Email Program Note Technique Charles Gmail Already has existing Gmail account with 500MB. Also wants to keep Gmail account name. One-time import all from Gmail via POP. Forward new Gmail to Gmail for Apps. David SmarterMail Uses standard ISP webmail. Apathetic towards the whole process. No local mail store. One-time Import via POP.
5. Pre-migration check list 5 Stakeholder Email Program Note Technique Ellen Outlook Express Large local store. Lots of important local mail. Mail is deleted from online via POP. Create new AIM Mail Account. Setup IMAP and drag all email in. Use Gmail Migration Tools to suck IMAP mail out. Frank Forwards to Yahoo Has a few emails online. Uses a BlackBerry. One-time Import via POP. Re-setup forwarding rules to Yahoo. Install on Blackberry http://m.google.com/ a
6. Pre-migration check list 6 Stakeholder Email Program Note Technique Greg Outlook 2003 Couldn't care less, just wants to send sometimes. One-time Import via POP. http:// tools.google.com/ dlpage/ outlookmigration Hank Outlook 2010 Wants to use iPhone One-time Import via POP. http:// tools.google.com/ dlpage/ outlookmigration
7. Switching over domain to google (optional) 7 ¨  Email will work without domain switchover so this is optional. ¨  Steps: ¤  Buy domain. ¤  Optionally setup name servers. ¤  Edit zone file ¨  When you "claim" ownership for a Domain, Google will ask you to verify ownership in one of several ways.
8. Switching MX (Mail) Records in DNS 8 ¨  First, after creating a Google Apps account, make a new Google Apps User for each existing Email User at your existing domain. This is important because you don't want anyone losing email. So, if you've got alice@ and bob@, then make accounts for each one. ¨  Create a plan for sub-domains and create CNAMEs (optional) ¤  sites.domain.com, ¤  docs.domain.com, ¤  mail.domain.com, etc.
9. Tackle email person’s email migration 9 ¨  This needs to be customized for each user ¨  Make sure to check with each stakeholder and ensure their expectations are met. THIS IS KEY J