Gmail & Google Calendar Migration
Important Information for All PPS Staff
The Office of Technology & Information Services is excited to announce that Portland Public Schools is making the move to Gmail and Google Calendar! The goal is for you to have access to an innovative and collaborative suite of Google applications. You will be able to access your new Google account securely from any computer or smartphone.
When is this change taking place?
This change will take place in three phases:
Phase 1: Gmail and Google calendar will be turned on for all OTIS staff on February 6, 2020. At this time, OTIS staff will have Gmail running alongside their Outlook email. This will give OTIS staff ample time to resolve any issues they experience prior to a bigger roll-out.
Phase 2: Gmail and Google calendar will be turned on for all BESC staff and other early adopters on March 3, 2020. At this time, this group will have Gmail running alongside their Outlook email. You have the option of working in either platform but OTIS recommends choosing one to minimize confusion.
Final Go-Live: All users with existing PPS Email and Calendar services including students in grades 9-12 will be transitioned to Gmail and Google Calendar on March 23, 2020. Outlook email and calendar will only be available until April 6, 2020.
Why are we switching to Gmail and Google Calendar?
Adding Gmail and Calendar to our existing G Suite offering provides us with tools to improve communication and collaboration including:
- Access G Suite from any device at any time: Email, calendar, contacts, and documents can be accessed from any computer or mobile device.
- Unlimited storage: Gmail has unlimited online storage for email, so you never have to delete a message and Google Drive gives you unlimited storage for your documents and files.
- Enhanced message organization and retrieval: Gmail enables you to organize and label messages in multiple ways and store them more efficiently.
- Google search: The Google-powered search feature enables you to quickly and easily find messages and information on the web.
- Easy calendar sharing: Quickly and easily share your calendar with colleagues and specify the details you want to show.
- Integrated chat: Google Hangouts Chat and Meet enable you to communicate instantly with your co-workers right from the email interface.
How am I affected by this change?
- Starting March 23, 2020, Gmail and Google Calendar will be available for all staff and students in grades 9-12. Outlook email and calendar will no longer be supported after April 6, 2020.
Will the Microsoft Office Suite (Word, Excel, Powerpoint) be still available after migrating to Gmail ?
Yes. Microsoft Office Suite products (Word, Excel, Powerpoint) will continue to be available. Access to Outlook email will be unsupported starting April 6, 2020.
Will we keep our same email addresses or will they change?
The email addresses will not change. All email addresses will remain as firstname.lastname@example.org.
Do the email rules from Outlook move over to Gmail?
No. Outlook rules will have to be re-created in Gmail as Filters. To learn how to create filters in Gmail, go to this link.
Can I access Outlook email during the migration?
Yes. You can access Outlook during the migration. Do NOT move any email messages to folders or make any changes to the folder structure or create any draft messages in Outlook during migration hours (March 20 - March 22, 2020).
Can I continue to use O365/Outlook as my email platform after Gmail is turned on for the district?
Email and calendar access through O365 will be turned off April 6, 2020. The Outlook app/client will remain available but will not be supported by the district.
Are all my emails, attachments and calendar appointments going to move to Gmail?
Yes. All your emails, attachments and calendar appointments from O365 email will move over to Gmail. Any email attachments larger than 25 MB will be added to your Google Drive and the email will contain a link to the document in Drive.
Will my email signature be migrated to Gmail?
Email signatures created within desktop Outlook clients will not migrate and will need to be recreated in Gmail. Signatures created on the web client will transfer. If you are trying to recreate your signature, you must manually type it in; do NOT copy and paste or you will get an error message.
Will my shared calendars move over?
Calendar share permissions transfer 1:1, with the exception that those with "limited details" access in O365 will have "free/busy" access once migrated to G Suite.
What devices can I use to access Gmail and Calendar?
You can access Gmail and Calendar on any internet enabled device. OTIS recommends Google Chrome for the best experience.
Does my Outlook folder structure move over to Gmail?
Yes. The Outlook folders will be created as labels in Gmail. To learn about Gmail labels, click here.
Will I still have delegated access to my supervisor's email?
Google also allows for mail delegation. Here are the directions to the Google Support article on how to set that up.
What happens to my personal Gmail account and Google calendar?
Nothing. Those will function as they always have since they are managed by you personally outside of PPS.