📧 Email Migration: From Outlook to Gmail (Pre-Migration Guide) 🚀 V2

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.

⚠️ Important: Make sure you have Okta Verify set up on your mobile and you are able to access the Gmail app before the migration. If you are having difficulties, please follow the steps in this article to set up Okta Verify.

Reach out in #proj-oes-pre-migrate-help if you are still experiencing difficulties.

Windows Laptop Users:

You haven't been identified as somebody who uses a Windows laptop. But if you are using a Windows laptop, please reach out in the #proj-oes-pre-migrate-help slack channel. 

Mac Laptop Users:

You haven't been identified as somebody who uses a Mac laptop. But if you are using a Mac laptop, you will be able to continue as usual.

🗓️ 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

You might have been notified in less than 14 days, if this is an issue then let us know! 

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

❓ 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. 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. 
5. How do I log into Okta?
   • Go to https://octoenergy.okta.com
   • Username: firstname.lastname@octoes.com (will change to @octopusenergy.services after migration)
6. 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.