Tips for a successful Google Apps migration for small businesses
I have migrated several companies and individuals from a pop3, imap, or exchange server email solution into Google Apps. I feel the Google interface rocks and is definitely the way to go instead of relying on MS Outlook. You can also use outlook...but...I hate it.
Please follow some of the steps I have laid out quickly below to make sure you have a successful migration!
1 Have a good backup
2 Confirm ownership of your domain ahead of time and create accounts
3 Merge all current mail/contacts into 1 pst folder or exchange
4 Do not use migration tool...use Google Sync Tool if premier account.
a. Google email uploader: http://mail.google.com/mail/help/email_uploader.html
b. Google Apps Sync: https://tools.google.com/dlpage/gappssync
5 Have Google Sync Tool downloaded and available on a local fileshare. Javascript errors
6 Change folder names in outlook prior to Google Sync. Long folder names will not be readable on the google interface. It just doesn't work. I would recommend shortening any names as much as possible before the migration. You can also go to the labels management and hide most or all of the names if you use the search feature for the mail to make it look better.
7 Reduce your TTL for your domain's DNS prior to changing MX record
8 Change your URL for mail.domainname.com and calendar.domainname.com - ahead of time if poss
9 Do not: stop a sync or migration in progress. doubles data
10 If sync fails:
a. Verify account has logged in and validated
b. Verify "Allow users to upload mail using the Email Migration API" is checked in bottom of Advanced Tools, User Email Uploads - under control panel
c. Verify set to Unlimited (right click Google Apps Sync on toolbar)
11 Do not Delete a user account if it did not go well. You cannot recreate the account for 5 days afterwards. If you already did this, create another user with a similar name and give the user a nickname for the existing email address whose account you deleted. This will allow you to be able to still receive email even though you can't create the account. Just have the user log in with the new account info you provided
12 If you have a user who realized after the fact that they have mail folders stored on a local pst outside of exchange or your main pst file: Create a manual IMAP connection in outlook in addition to the one created with Google Apps Sync and transfer your files one folder at a time. It's going to suck. Google it.
13 If you try to install Google Apps Sync tool from Vista or Win7 computer, you may need to right click on the installer and select Run as Administrator if it is in a shared location on the network.
14 If you install the Google Apps Sync tool and it doesn't prompt you to log into your google account or seems to already be setup but it's not working, then browse to C:\program files\Google\Google Apps Sync\ and select profileeditor.exe
I hope some of this made sense to some of you! Please feel free to comment on any of the items above or add your own personal tips below if you have some. This is a great email solution but the steps above should help make the transition a little more bearable than my first try.
Read Users' Comments (1)comments
May 9, 2010 at 6:15 PM
I found that Google Apps sync tool gets updated...often. While it says it updates automatically...I haven't actually seen this to be true yet. If you have any users with any duplicate files, sync errors, etc. then please go to https://tools.google.com/dlpage/gappssync
to download the latest version. If you click the link above, it will automatically reinstall with the latest version without much else needed. This fixed 99.9% of all sync problems with users. Do it now!
Also, you have to MANUALLY add the following functions:
1. stupid Mobile Sync. This should freakin be on by default!!!
It allows your blackberry, iPhone, etc. to sync your mail, calendar, and contacts. Must be done.
2. Google Docs - if you go to the admin control panel for your client and go to services, docs...you have to manually add the functionality to allow users to share items outside the organization. This is a must. Otherwise when users try to share something with anyone outside their own private domain...it fails to work. So annoying. Again, should be default like this.
3. Email sync...I think I mentioned it above...but here it is again. the sync tool doesn't work otherwise.
And last, if you have a blackberry...you have to download two separate apps. One is the gmail app....lets you sync mail. The other is the Google Sync app, which lets you sync your calendar and contacts. This DOES NOT appear to work concurrently with your Google Sync tool for outlook on your computer. It appears to be one or the other. I should be able to confirm this later on, but I'm thinking it's the case. In other words...Blackberry users...either go get an iPhone (I recommend this....lol), or you can either use your phone for sync with outlook, calendar, and contacts...or your computer. But not both. sucks to be you.