Outlook Conversion Checklist



Exchange Transition Checklist - Outlook

Document location: Sloanshare.mit.edu\sts\ STS\Apps\Misc. Apps\+ Exchange Transition Tools

Preparation

□ Move \\sloanshare.mit.edu\sts\STS\Apps\Misc. Apps\+ Exchange Transition Tools to desktop

□ Let client know we’d like to temporarily change their Kerberos password

o Use their certificates to change

□ Snooze the Desktop Search indexer for 2 hours before starting to avoid slowdowns (r-click magnifying glass, indexing status, change to 2 hours, snooze

□ Kill dsmcsvc task using Task Manager

□ Check Backup of Outlook pst file – check the date of backup files in My Documents

• Make sure all open local pst files are backed up

□ Check to make sure pfbackup is installed

• File / Backup

• If not in File menu

▪ Tools menu / Trust Center / Add-Ins

▪ Click Go button next to Com Addins at the bottom

▪ Add – find C:\Program Files\Microsoft Office\Office12\ADDINS\outbak.dll

▪ If not there, run pfbackup.msi from + Exchange Transition Tools

▪ Configure to prompt every 1 day, and backup all local folders

Outlook

□ Screen capture category colors for reconfiguration in Exchange

□ Export Rules (Tools / Rules / Options / Export) to desktop

□ Note default Signatures

□ Close Outlook

Control Panel – Mail - Email Accounts

□ OCFO

▪ Deinstall Office 2003

▪ Install Office 2007

□ Remove primary IMAP account if one exists (leave secondary accounts until further notice.)

□ Add Exchange account – Make sure name is spelled correctly (use @exchange.mit.edu for email name and when authenticating)

□ Fast Networks configuration: Go back into the account settings

▪ Change (new Exchange account)

▪ More Settings

▪ Connection tab

▪ Exchange Proxy Settings

▪ Check On fast networks…

Outlook

□ Determine if email and calendar have transitioned fully – check repeating meetings, Calendar notes, email subfolders, Sent Items

□ Email – Reselect signatures

□ Disable Junk Mail filter

□ Import Rules

▪ Modify rules that were moving to on-server folders

□ Move Personal Folders Notes, Tasks and Contacts to Exchange location

□ Move Calendar data if requested

▪ Change view: View / Current view / All Appointments

▪ Select all and drag to Exchange calendar

□ Rename Categories if they use them

□ Address Book - click address book icon

▪ Check More Colums

▪ Tools menu / Options

o Show this address first: MIT Directory

o Keep personal addresses in: second Contacts item (Exchange)

o When sending mail…: First MIT Directory, then Exchange Contacts

□ Deselect unnecessary add-ins (improves performance):

▪ Tools menu

▪ Trust Center

▪ Add-Ins

▪ Click Go button next to Com Addins at the bottom

▪ UNcheck everything except Outlook Backup Addin and Windows Search Email Indexer

▪ OK

□ Select Exchange add-ins:

▪ Tools menu

▪ Trust Center

▪ Add-Ins

▪ Click down arrow at Manage at the bottom and select Exchange…

▪ CHECK Outlook Scan, Exchange extensions properties pages

Mobile Devices

□ Sync device to Outlook

□ Reconfigure desktop sync program to not sync tasks, notes, contacts anymore (they may want to continue syncing other things like photos and other media, files, Favorites)

□ Delete IMAP account

▪ Blackberry – must first remove the BES account via the Service Provider (Verizon, etc.) at their website or by phone

□ Configure Exchange account

▪ Blackberry - if they don’t have Enterprise data account account setup won’t work

□ Remove Sync Program from device

▪ Blackberry – remove SyncJE

▪ Windows Mobile – remove SyncML

Insurance!

□ Run critical updates – Custom - Skip IE 8

Cleanup

□ Place Rules export file in trash

□ Change client password 2 more times

□ Client changes password back

□ Reboot machine (to restore tasks and processes that were killed)

Training

□ Bookmakr OWA:

□ Go over implications if people not on Exchange invite them to meetings using Techtime.

□ If they maintain separate personal (local) and work (Exchange) calendars, show how to view each, or both at the same time

□ Show where designate/delegate settings are selected

□ Review mail recovery, including 14 day limit

□ Open a resource calendar if they have one

Links

Support Documentation for Exchange & IMAP Exchange:

> Exchange:

    - Windows Mobile 6 Professional (Touch Screen):  

    - Windows Mobile 6 standard (Non Touch Screen):

    - BlackBerry via BlackBerry Enterprise Service: (BES):  

            > A request for a BES account is needed before activation can occur, users should send requests to network@mit.edu.

    - iPod Touch, iPhone, & iPhone 3G:

> IMAP Exchange

* Does not allow for full integration of calendar, contacts, notes, memos, or tasks, only email.

    - Windows Mobile:

   - BlackBerry via BlackBerry Internet Service (BIS): (non-BES)

   - iPod Touch, iPhone, & iPhone 3G:

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