SCL Health is now transitioning our Outlook email and Microsoft Office productivity tools to Google’s G Suite. This change will allow our associates to be more innovative, nimble, agile and collaborative in how we do our work together.
Why are we Going Google?
Going Google also offers technological and financial benefits to our ministry. For example, it represents our first big step to cloud-based technology, which will open the door for future innovation. The move also supports our commitment to Stewardship by bringing short-term and long-term financial benefits.
What is Moving to Google?
- 5 years of email will be copied to Gmail for Directors and below. The SCL Health email retention policy states that we’ll maintain up to five years of email.
- All of your folders and subfolders, as well as all the mail within those folders and subfolders, will be migrated into labels and nested labels (the G Suite version of folders)
- All attachments that are under 25 MB
- If you have attachments that are over 25 MB, then they will be stored in Google Drive
- Your signature (only text and HTML)
- Categories will be migrated over as labels and nested labels
- Read and unread status of mail
- Priority mail will be denoted in Gmail by applying “stars” to messages
- Your Out of Office Settings
- Your personal contacts
- Personal contact groups may need to be recreated in Google after the transition
- The past 5 years and all future Exchange/Outlook calendar appointments (including recurring appointments)
- Note: If a recurring appointment was created more than 5 years ago, the event will need to be recreated in Google Calendar.
- All attendees to calendar appointments
- Sub calendars are migrated over as secondary calendars in G Suite
- Tasks are migrated to G Suite Tasks (Note: If the task was created via an email in Outlook, only the Subject will be migrated. If you need to reference the details of the task, please refer back Outlook and add those details into your Google task.)
- Appointment Reminder settings
- Any internal Shared Calendar permissions
What isn’t migrating?
- Email bodies larger than 25mb
- Email messages over 25 mb, not including attachments, will not be migrated.
- Forward or Reply arrows
- Gmail doesn’t mark messages you’ve forwarded or replied to with a small arrow icon, like Outlook does. Instead, you’ll be able to track replied to or forwarded messages with the help of Conversation View.
- Images within your signature (But you can easily add an image to your signature once in Gmail).
- Additional signatures – Gmail only allows one signature by default, but there is a workaround using a feature called “Canned Responses” in Gmail.
- Mail rules – You will have to recreate these in Gmail as Filters.
- Personal PSTs (Personal Folder files) PST items will not be copied during the initial migration of email – however, if you still need to reference your PST items after your Google Go-Live, then you will be able to open up Outlook in order to access them. Post G Suite Go-Lives (i.e. after our last September Go-Live), STSC will begin copying PST email items to Gmail.
- Shared Contacts
- Some Personal Contact Groups may need to be recreated in Google.
- Calendar attachments
- Events older than 5 years and recurring events that were created more than 5 years ago.
Watch your email inbox for more updates from our Going Google team! Please make sure to read any emails which are sent to you regarding the Google transition.