What to do on Day 1

Please note that the following table is subject to change as workarounds and solutions are discovered for current migration issues. You may want to revisit this page closer to the switch over date.

Outlook email

Issue/task What you need to know and/or do
Have to log-out of your computer and log back before you can access Outlook Only relevant if you didn't log-out of your computer on your last work day for the week ending Friday 7 July

If you didn't log out of your computer on Friday, you will have to log-out and log back in to update your settings so that Outlook works correctly.

Where are all my email folders in Outlook Online? When you first open Outlook Online you will see an option in the left-hand pane for Folders. If this is collapsed, click on the downward arrow next to it and then click on More to view your migrated labels as folders. You may need to click on the downward arrow next to your name to see the folders.
Log off / back on (if Outlook 2016 for Windows doesn't work) If you cannot run Outlook 2016 for Windows and receive a message "This program is blocked by group policy", you can unlock Outlook by restarting your computer.
In some instances, email signatures may not be migrated (or it might have migrated across but doesn't get added to your emails) Your signature may not be migrated, so you will need to check and possibly recreate your signature prior to sending emails from Outlook. Note that you will need to check both desktop and online versions of Outlook if you are using both and add in both.

To check or add a signature in Outlook Online:

  1. Click on the settings cog in the top, right-hand corner of the window.
  2. Select Mail at the bottom of the Settings pane.
  3. In the Options pane select Email signature.
  4. Add your signature and put a tick in the top check box.
  5. Select Save and close both the Options and Settings panes.
Your out-of-office message may be migrated as 'on' and message formatting may need tweaking following migration Depending on how you use your out-of-office message (i.e. leave permanently on and change the dates or only switch on when out of office) you might find that it is turned on post-migration even if it wasn't enabled in Google.

If your out-of-office is on in Google it will remain on in Outlook, although the text may have changed to a single line of standardised text, where it had previously been formatted with spaces and paragraphs.

You should therefore check to ensure that your out-of-office is correctly set.

Locating emails that had multiple labels in Google ​​Google labels will be migrated across as Outlook folders. However, messages with multiple labels in Google will be migrated across as a single message, which will be filed into the folder in Outlook which corresponds with the first label that was added to it. Those emails, however, will show multiple categories (Outlook's equivalent to Google labels). See further information about how labels will be migrated.

If the other labels were only used as subsequent labels (i.e. were never added to an email as first label) folders are not created for them.

Note that although category labels will migrate across, the associate colours don't, so you may need to spend some time tidying this up.

Locating emails that were starred in Gmail

Only relevant if you marked emails in Google with stars

Starred emails in Google are migrated as "Important" emails in Outlook.

In the Outlook desktop client, you can locate all "important" emails like this:

  • right click Search Folders / New Search Folder / Important mail

You can then use the flag icon to add certain emails to your Outlook to-do list, if you choose.

Email filters and forwarding cannot be migrated

Only relevant if you have filters or forwarding set up in Gmail

These aren't migrated so, if you rely on these, you will need to re-do them. Note that there are slightly different names depending on which version of Outlook you are using:

​Shared mailbox permissions (delegated​ mailboxes as were) - potentially slight delay

Only relevant if you have access to shared mailboxes​

Permissions attached to shared mailboxes (i.e. who can do what) can't be migrated until the migration is complete. Therefore, there may be a slight delay on day 1 whilst a script is run to add these permissions post-migration. This may mean that you might not be able to access one or more shared mailbox(es) on 10 July until the permissions script has finished running.

Any contacts and contact groups you created in Gmail will not be migrated

If you set up your own contact lists or groups, you'll need to set these up again in Outlook.

Old profiles causing problems for those previously using Outlook 2013 Only relevant if you have used previous versions of Outlook

See the page linked below if you have previously used Outlook.

For example you might find, if you have been using Outlook 2013 (or earlier version) as a front end to Google, that you have some old profiles hanging around that make it difficult to sign in correctly.

It is no longer possible to create additional email addresses by appending your address with a plus sign (+) Only relevant if you sometimes add a plus sign (+) to your email address

Gmail has a feature that allows you create extra email addresses for yourself by putting a plus sign (+) at the end of your normal email address, followed by any combination of words and numbers.

For example, if your email address is:

joe.bloggs@bristol.ac.uk

Emails to this address would also get delivered to your University Gmail account:

joe.bloggs+conference@bristol.ac.uk

Outlook doesn't support this feature, and email sent to the second example address above will not be delivered (they would "bounce").

If this affects you, you may want to get in touch with any correspondents who use an address that contains a plus sign, or change the email address associated with mailing lists or web accounts.

Review your profile photo

Some people have set a profile photo in Gmail. In most cases these are migrated into Outlook, and will appear there and in the rest of the Office 365 tools. If your photo did not migrate, and you want to set it, or if you don't like your photo in Outlook, and want to change it:

In Outlook Online, find the small photo or blank avatar next to your name in the top right hand corner. Click the photo and then click the slightly larger photo which pops up. Use the Choose File button to upload the photo you want, and then click Save.

Profile photos are friendly and useful when interacting with colleagues, and can be very useful, especially if there are several staff and students within the University with the same name. We recommend you use a clear head and shoulders photo, as you might for a passport, as profile photos are often displayed very small.

Outlook calendar

Issue/task What you need to know and/or do
'Dismiss all' message in Outlook calendar When you first sign in to Outlook calendar, a Reminder dialogue box for past events may appear which you will be prompted to dismiss. Click Dismiss all to clear these reminders. You might need to select this option several times before the reminders cease.
RSVP status in calendar cannot be migrated (also see issue below) The RSVP status for events can't be migrated. Therefore, you will need to go through your future meetings and accept/decline, etc.​ events to which you have been invited.

To do this (web version used as example) click on the event and choose from Accept (tick), Tentative (question mark), Decline (cross) and Propose new time (clock)​.

Warning! Declining an invitation deletes the event from your calendar, meaning you cannot then change your mind and accept it (your only option is to contact the organiser and ask them to invite you again). So, if unsure, select Tentative.

Need to RSVP for appointments with yourself If you have booked an appointment with yourself and nobody else (e.g. blocking out time when unavailable for meetings), these are migrated into the new system - but you still need to ‘RSVP to yourself’ so that the time is set as blocked out/unavailable in your calendar. To do this edit the event, and then click the 'Send' button to reply to yourself. The event will then update and your calendar will show as busy.