URI + Google

Supporting Google Apps For Education: Email, Calendar, Collaboration Tools And More!

A Guide For Day One

Getting Started

Migration

  • At this time, our priority is to migrate user data from the Exchange server (@ds.uri.edu). This is our oldest email server and is no longer supported by the vendor. Once that migration is completed, we will focus on migrating data from the Zimbra server (@mail.uri.edu).

    We are also in the process of securing a vendor to perform bulk migrations of email, calendars and contacts for faculty and staff, and hope to have that process completed within the next month.

    We are making three options available to you for migrating your email, calendar and contacts from the Exchange and Zimbra servers to your Google Apps for Education account.

    Please read the options below to determine which one is best for you.

    1. Self-migration

    If you have been using the Zimbra Web interface and do not have a large number of folders to migrate to Google Apps, you might consider migrating the data yourself. Getting your calendar and contacts into Google is very easy; moving your email may take some time, but is also not complicated.  Directions for self-migration are available online.

    2. Technologist-assisted Migration

    You may want to consider requesting help from a Technologist in your college or department or a Technologist from the Help Desk if:

    • You used the Zimbra Web interface and have multiple folders and subfolders
    • You used the Apple Mail client
    • You used the Outlook mail client

    The timeline for scheduling a Technologist will depend on how many people select this option and what the workload is for each available Technologist.

    3. Vendor-assisted Migration Processed by Third-party Vendor

    If you can wait a month or so until we have a vendor in place to perform bulk migrations of data, you can submit the request for this option. We will contact you to make arrangements to have your data migrated. 

    Note: If you are interested in options 2 and/or 3, submit your request as soon as possible! That way, if you are waiting for a Technologist-assisted migration when the vendor becomes available, you can receive quicker service.

     

  • If you have another Google email account – a personal Gmail account, for example, and you want to migrate your data from it to Google Apps, see Google’s instructions. Besides Gmail to Google Apps migrations, you can also do Google Apps to Google Apps migrations.

  • During the migration, contacts and then calendar data are processed first, followed by email.

    The link below opens a page with tables that outline which aspects of mail, calendar, and contact data are and are not migrated from Microsoft® Exchange to Google Apps. For example, messages with .exe attachments are not migrated. 

    What is Migrated

LISTSERV Management

  • Because your email address most likely changed when we moved to Google Apps, LISTSERV lists to which you are subscribed will not recognize you if you post to them with your new address. You need to update your email address to be able to continue participating in your LISTSERV activities.

    Below are instructions for updating your email address, for finding out which lists you are subscribed to, and for managing your LISTSERV subscriptions and performing maintenance tasks such as deleting old email addresses.

  • You received an email from LISTSERV@LISTSERV.URI.EDU with the subject line ‘Rejected Posting to LISTNAME@LISTSERV.URI.EDU’

    If you posted to a list and received an email from LISTSERV@LISTSERV.URI.EDU stating that you are not authorized to post to that list, it means LISTSERV does not recognize your new Google Apps email address. You need to update your address so it will recognize you and allow you to post. Follow these steps:

    1. Contact the list owner by clicking on the link LISTNAME-request@LISTSERV.UEDU at the bottom of the email; a new email window will open.
    2. In the text box, enter your request such as: Please change my subscription email address to ecampusid@uri.edu (where ecampusid is your e-Campus ID).
    3. Send the email.

    You will receive a response email from LISTSERV@LISTSERV.URI.EDU asking you to confirm that you sent the request. Confirm in either of two ways:

    • Reply to the message by typing OK in the text of your email and hit send, or
    • Click on the link at the bottom of the email, http://listserv.uri.edu/cgi-bin/wa?OK=E62159FB&L=LISTNAME 

    You will then receive a reply that the message was successfully confirmed. Next, you will receive a confirmation that your request was forwarded to the list owners, as well as some general LISTSERV information:

    Your message to LISTNAME-request@LISTSERV.URI.EDU has been forwarded to the list owner, etc.

    Once the list owner changes your email address, you will be notified providing the list owner has the Notify function enabled. 

     Changing your email address if you are subscribed with an @mail.uri.edu address

    While Zimbra is still available, you can send a command from your Zimbra account to change your email address as follows: 

    1. Address an email to LISTSERV@LISTSERV.URI.EDU.
    2. In the text box of the email, type: change listname newaddress
      where listname is the name of your list and newaddress is your Google Apps email address.
    3. Send.

     Changing your email address if you are subscribed with an @ds.uri.edu address

     While Exchange is still available, you can send a command from your Exchange account to change your email address as follows:

    1. Address an email to LISTSERV@LISTSERV.URI.EDU.
    2. In the text box of the email, type: change listname newaddress
      where listname is the name of your list and newaddress is your Google Apps email address.
    3. Send.

    Changing your email address if you are subscribed with an @uriacc.uri.edu or @postoffice.uri.edu address 

    Contact the list owner and request a change as follows:

    1. Address an email to LISTNAME-request@LISTSERV.URI.EDU where LISTNAME is the name of your list.
    2. In the text box of the email, enter your request such as: Please change my subscription email address to ecampusid@uri.edu (where ecampusid is your e-Campus ID).
    3. Send.
  • You can manage your subscriptions via the Web or via email. Below are instructions for both.

    Via the Web

    To see the URI LISTSERV lists to which you are subscribed, change your email address, and subscribe or unsubscribe to/from lists:

    1. Go to the LISTSERV.URI.EDU home page at http://listserv.uri.edu.
    2. Click on Subscriber’s Corner.
    3. Click on Login.
    4. Enter your email address and your LISTSERV password and click the Log In button. If you have never entered a password or have forgotten it, click on get a new LISTSERV password and follow the instructions. Once you are logged in, you will see your lists.

    Click on a specific list to view your subscription, change your email address, delete an old email address, or change your membership status.

    Via Email

    You can manage your lists via email using commands and message postings to the list owner as explained below.

    Using Commands:
    Send commands to LISTSERV@LISTSERV.URI.EDU (not the mailing list itself) to do the following:

    • Subscribe to list: SUB
    • Unsubscribe from list: UNSUB
    • See your lists: QUERY *

    To do any of the above:

    1. Address your email message to LISTSERV@LISTSERV.URI.EDU. Do not put anything else in the mail header.
    2. In the text box, type the command you want to use; you can enter as many commands as you like, as long as each command is on a separate line.
    3. Delete any signature lines and/or turn off auto-inclusion of your signature file. LISTSERV treats signature lines as commands and will send error messages saying ‘unknown command’.
    4. Send.

    For example:

    To subscribe to a URI listserv list with your new email address:

    To: LISTSERV@LISTSERV.URI.EDU
    Cc:
    Bcc:
    Subject:

    —– Text Box —–

    SUB listname Your Name 

    where listname is the list’s name and Your Name is your real name; e.g, SUB news Jane Doe.

    Note:

    • LISTSERV software will record your new email address from which you are sending the command.
    • LISTSERV will send a message asking you to confirm your subscription request, and will then send a notification/welcome message when you’ve been added to a list.
    • You can subscribe to any open list you wish. If you try to subscribe to a closed list or to one that has limited subscription, LISTSERV will send a notice with further information.

    To Unsubscribe from a URI list with your old email address:

    Send an e-mail using your old email address to LISTSERV@LISTSERV.URI.EDU with this command in the message:

    UNSUB listname

    where listname is the list’s name; e.g., UNSUB news.
 LISTSERV will send a notification message that you’ve been removed.

    Using Message Postings:
    Contact the list owner and request a change as follows:

    1. Address an email to LISTNAME-request@LISTSERV.URI.EDU where LISTNAME is the name of your list.
    2. In the text box of the email, enter your request such as: Please change my subscription email address to ecampusid@uri.edu (where ecampusid is your e-Campus ID).
    3. Send.
  • For additional information on tools and options, go to the L-Soft Website at http://www.lsoft.com/resources/manuals.asp.

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