Viewing entries tagged
outlook

Will all my old emails be moved over? What if I have a large inbox?

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Will all my old emails be moved over? What if I have a large inbox?

“I have been at my company for a long time and my mail box is huge. Will all my old messages be moved over?”

SHORT ANSWER: Yes :)

CUTOVER DAY: Once the cutover goes through, remember to go to mail.google.com from now on to check email. All your old emails will be moved here. Note that the cutover can take up to 24 hours so you'll want to continue checking your Outlook as well as your gmail for an extra day. Usually the cutover takes about an hour but may take longer for larger inboxes.

LARGE INBOXES: Everything will get moved. If a user has over 30gb of data (rare) then we'll increase their storage to 100gb for an extra $2/mo.

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What will happen to my subscriptions, newsletters, and Google Alerts?

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What will happen to my subscriptions, newsletters, and Google Alerts?

Will these be affected by the migration from a Microsoft based email system to mail on G Suite?

“I use my company email (yourname@yourcompany.org) for subscription accounts (e.g. Quickbooks, Linkedin, etc.), newsletters (e.g. trade journals, industry blogs, etc.), and Google Alerts (www.google.com/alerts to monitor the web for interesting new content related to your work). Will these be affected by the migration from a Microsoft based email system to mail on G Suite?"

SHORT ANSWER: No :)

SAME EMAIL ADDRESS: Your company email address (yourname@yourcompany.org) is staying the same and not changing. Therefore, if your subscriptions are tied to your company address, nothing will change and you will continue to get emails in your inbox.

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Can I still use desktop apps like Outlook or Apple Mail/Calendar? How do I bookmark G Suite in a browser?

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Can I still use desktop apps like Outlook or Apple Mail/Calendar? How do I bookmark G Suite in a browser?

check email after cutover

“After the cutover date, when our company G Suite goes live, if I want to check my email, can I continue to use Outlook, Apple Mail, Apple Calendar (on my desktop) instead of logging on to the internet to check my mail/calendar? I would strongly prefer to continue to use my desktop apps."

SHORT ANSWER: No :(

G SUITE ON THE WEB

I know this is not the answer some of you may want. I always hate to say no and am sorry for the inconvenience. However, the main reason your company decided to switch to G Suite is the power of being able to use it anywhere from a web browser. There are more features and powers available by using the web browser. Using desktop apps (Outlook, Apple Mail, Apple Calendar) really limits the systems at your company and the future of where IT going (cloud, mobile, web-based software, etc). I could go on and on. When Jones IT made the switch ourselves, I have to admit I was like some of you and religious about my desktop apps like Apple Calendar and Outlook but after getting used to it, I don’t miss these dinosaurs one bit. My Google Mail, Drive, and Calendar work everyday on my web browser without any errors, loading time, syncing issues, or any problems associated with desktop software.

BOOKMARK G SUITE (Pro tip if you’re curious)

Here is what I do to get my work morning started in lightening speed! In my chrome browser (recommended, but firefox works too), I have bookmarked 3 pages (mail.google.comcalendar.google.comdrive.google.com) in my web browser favorites and placed them in folder for work (subfolder “day start” is optional). Then each morning when I turn on my computer, the first thing I do is open my web browser and directly open gMail, gCal, and gDrive in different tabs. Check out my screenshot below. The only downside is that since it loads so darn fast (within seconds), I don’t have time to go to kitchen to make coffee (like it used to be with Outlook & Apple Mail)!!!

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I am switching from Outlook to Gmail: What are the biggest changes?

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I am switching from Outlook to Gmail: What are the biggest changes?

In our last article, we listed Step 1 of the move is to Get Excited. Now that that's over with, you're ready to start digging in a little deeper.

Step 2: Start familiarizing with Gmail

For those of you Outlook lovers, the biggest change in moving to Gmail is the lingo. For example, in Outlook you Flag messages, but in Gmail, you Star them.  Instead of organizing using Folders, Gmail uses Labels. Sorting in Outlook becomes Search in Gmail, which sometimes startles folks at first until they learn that searching is much speedier than sorting. Gone are the days of searching in Outlook across several folders and waiting 20 minutes only to get very few results. The same search in Gmail will be instantaneous!


For those of you who haven't used Gmail in the past, we really like this YouTube video intro to Gmail: 

 

Step 3: Moving from Outlook to Gmail

If you are concerned about losing functionality, don’t worry! Gmail has the same functionality as Outlook and much more. See the PDF linked here for an in depth comparison on composing new emails, formatting and signatures, attaching files, conversations, labels vs. folders, canned responses and much more.

We strongly urge you to take a look since it will probably answer most of your questions about Outlook vs. Gmail. We also encourage you to go to learn.googleapps.com for even more useful info on switching to G Suite.

If you have any questions or concerns, please feel free to contact Jones IT (support@itjones.com, 415.578.7111, support.itjones.com) and we will be more than happy to help you.

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