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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