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

🎉 Welcome to Your New Email System!

You're reading this guide because the switch over is now complete!

Important: You will no longer have access to Microsoft 365 and there's no need to use Outlook anymore. Please remember to only use gmail.com to access your mail and calendar!

If you think something isn't quite right, please refer to the previous communications you received about this migration.

📧 Accessing Your Email

There are a few ways you can access your emails depending on which device you're using:

💻 Laptop

• Go to gmail.com from your Google Chrome browser
• Or, head to your Okta dashboard at https://octoenergy.okta.com and click the "Google Workspace Mail" app

📱 Mobile

• Download the Gmail app from the Google Play Store (Android) or Apple App Store (iOS)
• Log in with your Okta email and password

🗓️ Accessing Your Calendar

Your calendar events have been migrated to Google Calendar. Access it through the Google Workspace menu in Gmail or at calendar.google.com.

✍️ Setting your signature

Head to this link for how to set a signature in gmail. Then find an old email in gmail.com with your signature and simply copy and paste this into the field. For troubleshooting/formatting issues, head to this link. Alternatively reach out to the proj-oes-post-migrate-help channel.

❓ FAQs

I can't sign into Okta - what can I do?
 

1. 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. 
2. Send a message to the channel #proj-oes-post-migrate-help so we can:
   • Send you a password reset link
   • Reset your multifactor authentication (MFA)

Windows Laptop Users / Kolide is blocking me with "Windows device not fully managed":

If you're being blocked, you have two options:

1. Switch to a shiny new Mac! (We encourage you to do this!). Talk to your office manager or team leader to get this set up 💅
2. 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 your data to Google Drive (copy your Desktop, Documents and Downloads files/folders to a directory in Google Drive)
     
     This back up of data should have been completed your final switch over
   • Wipe your laptop:
     • Go to Settings > Select System > Select Recovery
     • Click "Reset this PC" > Click "Get Started"
     • Select "Remove Everything"
     • Choose to reinstall Windows from the local drive or download it from the cloud
   • When prompted to set up your laptop again:
     • Select "Set up for Organisation"
     • Enter your new domain: firstname.surname@octopusenergy.services
     • Follow the onscreen instructions
     • The full onboarding guide is available here

📚 Reminders

New Email Address

• Your primary email is now @octopusenergy.services
• You can still send/receive from your @octoes.com address, but it's not recommended as default

Gmail vs Outlook

• Gmail uses labels instead of folders
• All emails appear in the main inbox, regardless of labels
• You can apply multiple labels to a single email

Google Workspace Tools

• Start using Google Docs, Sheets, and Slides instead of Microsoft Office
• Your files will automatically back up to Google Drive
• Collaborate easily by sharing files with colleagues 
• While we primarily use Google Workspace, Microsoft Office tools are available upon request. If needed, please apply through "Okta Access Requests" for manager approval

  ❓ FAQs

• Can I send emails from my old @octoes.com address? Yes, but it's not recommended as your default. Instructions here.
• What should I do when the migration starts? Avoid using or accessing your email during the migration process.
• Trouble signing into Zscaler? Check out this article. 
• 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. 
• 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. 
• How do I log into Okta?
  • Go to https://octoenergy.okta.com
  • Username: firstname.lastname@octoes.com (will change to @octopusenergy.services after migration)
• 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. Follow this link to check how to set it back up.
• What apps do Octopus use? A full list of the apps can be found here

🆘 Need Help?

• If you're reading this guide, you will have been added to a private Slack channel named #proj-oes-post-migrate-help.
• This channel contains lots of information and answers to questions you might have about the new email system. It will be your primary source of support for one week following the migration.
• If you're experiencing any issues or have questions that aren't answered in the channel information, please post your question there. Our support team will be monitoring this channel and will be happy to assist you.
• For urgent matters that can't wait for a response in the Slack channel, please contact #techops-help directly.

Remember, it may take some time to adjust to the new system. Don't hesitate to ask for help if you need it!