📧 Email Migration: From Outlook to Gmail (Pre-Migration Guide) 🚀

What's happening?

We're moving all emails and calendar events from Outlook to Gmail. This includes redirecting future mail to Google, so you won't need to use Microsoft 365 (M365)/Outlook anymore.

🗓️ When is this happening?

You'll receive notifications via Slack DM and email:

• 14 days before migration
• 7 days before migration
• 3 days before migration
• 2 days before migration
• 1 day before migration

The switch will kick off at 6:30pm and be completed by the following morning.

📦 Pre-Migration Steps

1. Tidy up your Outlook:
   • Consider deleting emails older than 6 months from:
     • Sent Items
     • Deleted Items
     • Junk/Spam
2. Check your Gmail:
   • Go to https://octoenergy.okta.com
   • Click "Google Workspace Mail" (or visit gmail.com)
   • You'll see few or no emails here for now
3. Check your Okta Verification Methods:
   • Go to https://octoenergy.okta.com
   • Click on your name in the top right corner, then select "Settings"
   • Make sure "Fast Pass" is enabled. 
   • If you don't have Okta Verify set up on your mobile, please set this up before the migration. 

🔄 The Migration Process

Step 1: Historical Email Migration

• We'll move emails up to the last 4 weeks
• You'll see:
  • All your emails up to the last working day of the previous month in Gmail
  • Your Outlook folders as Gmail labels

Step 2: Final Switch

• Your primary email will change to @octopusenergy.services
• You can still send/receive from your @octoes.com address

📚 Important Changes to Note

Folders vs Labels 🗂️

Outlook uses folders, Gmail uses labels. What's the difference?

• In Outlook, an email is in one folder
• In Gmail, an email can have multiple labels
• All emails appear in the main inbox, regardless of labels
• More info on labels vs folders here

Microsoft Office Tools 🖥️

After migration:

• You won't have access to Microsoft 365 (Outlook, Word, PowerPoint, Excel)
• We recommend using Google tools (Docs, Sheets, Slides) instead
• Google tools automatically back up to Google Drive
• You can open Microsoft files in Google tools
• Easier collaboration and file sharing
• More info on Google tools here

Windows Laptop Users:

You might be blocked by Kolide after migration. Options:

1. Switch to a shiny new Mac! (recommended)

2. Or if you prefer to keep your windows machine:
   
   Please note: if you are keeping your Windows device and need to follow the below process, it can take up to 2 hours. As part of this process, your laptop will be completely wiped, erasing all data and will essentially be a brand new laptop. Please be sure to follow the back up steps.

   • Backup data to Google Drive (copy your Desktop, Documents and Downloads files/folders to a directory in Google Drive)
     
     Please back up your data before your final switch over

     • Browse to File Explorer > Desktop > CRTL + Click the files/folder you need (this will multi select)
     • Once highlighted what you need, right click > copy
     • Open Chrome and browse to https://drive.google.com > My Drive > Create new folder named "Laptop Backup"
     • Open new folder > right click > paste 
     • Repeat process for Desktop, Documents and Downloads

   • Wipe your laptop

   • Set up with your new @octopusenergy.services email
     Full instructions are available in the post-migration page

⚠️ Important: Make sure you have Okta Verify set up on your mobile before wiping your laptop. This will prevent you from getting locked out of your account during the reset process.

❓ FAQs

1. Can I send emails from my old @octoes.com address? Yes, but it's not recommended as your default. Instructions here.
2. What should I do when the migration starts? Avoid using or accessing your email during the migration process.
3. Trouble signing into Zscaler? Check out this article. 
4. Trouble signing into HubSpot? You will now find an application tile on your Okta Dashboard for HubSpot - please click this to sign in. If you still experience issues, please pop a message into the proj-oes-post-migrate-help channel. 
5. BUS Portal/JustCall/Safety Culture/Notify access? TechOps don't manage or look after these systems so please try signing in with your old @octoes.com credentials. If you have issues, try the "forgot your password" link on the website or checking in with your Team Leader. 
6. How do I log into Okta?
   • Go to https://octoenergy.okta.com
   • Username: firstname.lastname@octoes.com (will change to @octopusenergy.services after migration)
7. Do you use the Remote App? You will need to reach out to if you're having issues signing into this at: neil.duncan@solutions4.it
8. What apps do Octopus use? A full list of the apps can be found here

    

🆘 Need Help?

• You have been added to a private Slack channel named #proj-oes-pre-migrate-help. This channel contains lots of information and answers to questions you might have.
• If you can't find an answer to your question in the channel, please feel free to post your question there. Our support team will be happy to assist you.
• This channel will be your primary source of support and information during the pre-migration period.