Tag Archives: Email Migration

Email Migration, Glow, Help

Email Migration from Groupwise completed

The Groupwise email server will shortly be closed down, please ensure that you are now accessing your email via Outlook in Glow Office 365.

All Education establishment staff and centre staff (including education admin staff) have all been provided with a Glow account that gives them access to a fully functional Office 365 with unlimited web storage, free Office 2013 downloads on home computers/tablets, a Glow email address and an extensive range of tools provided within the Glow environment.

The reason for providing everyone in Stirling and Clackmannanshire Education with this set of tools is to improve sharing and support, communication and collaboration between

  1. Educators across all establishments
  2. Establishments and the central education team
  3. Educators and Establishments across Scotland
  • All Education staff should view their Glow account as their primary or priority account, including school admin staff in all sectors.

 

A limited number of Education staff have been provided with a second account, in the stirling.gov.uk O365 environment.  This account is limited to email, contacts and calendar – it does not currently provide any additional benefits beyond this.

The reason for providing a limited number of Stirling O365 accounts to specified staff is to

  1. Ensure that establishments continue to have access to certain corporate services (eg servicedesk, e-financials, shared HT diaries etc), and corporate staff addresses
  2. Ensure the GCSX account holders continue to have access to GCSX mail
  3. Ensure that external ‘others’, including prospective parents and agencies can continue to get in touch using the long-established email addresses that are published on the internet and in existing school and council literature
  • Corporate stirling.gov.uk accounts should be checked for new mail from external agencies, used when accessing corporate services, and when the formal corporate email address is required or deemed to be the most appropriate, given the circumstances.
Email Migration, Glow, Help

February Email Information (Education)

 

Final migration process

 

By Friday the 5th of February, there should be no school/establishment education users accessing Groupwise.  All education staff should be using Microsoft Outlook email.

 

What do I need to know?

 

How do I get help?

20#20 Strategy, Email Migration, Glow, Help

Final email migration

All remaining Education stirling.gov.uk accounts will be moved over to corporate Office 365 during the week beginning 1st February. All content including contacts, calendar and email will be moved at the same time.

This applies to HTs, DHTs, Admin staff, Technicians, School addresses etc,  it does NOT apply to teaching staff.  They have now moved full-time into the Glow environment.

Once this move has taken place, you will no longer be able to use Groupwise to access your email.  Instead you will be using the Outlook 2013 desktop application.  Look for the shortcut on your desktop,

Outlook

The program can also be found by going into your PC Start menu, then finding Microsoft Office 2013, Outlook 2013.
Your email address and password will not change, and you should use your existing details when you log into Outlook 2013.

This move has been planned for the w/b 1st Feb because it falls before the inservice/holiday week.

You can find help pages provided here: https://blogs.glowscotland.org.uk/st/sctech4learning/know-your-glow/know-your-glow-helpsheets/

and also pages provided by the Office 365 team:
http://inf.ad.stirling.gov.uk/site/?page_id=436

Once you have successfully logged into your stirling.gov.uk account through Outlook 2013, you will be able to do everything you could previously do with Groupwise, plus a lot more:
Including:

  • Adding your glow account to Outlook 2013 to access them both in the same place,
  • Sharing calendars and sharing contacts between your (and others) accounts.
20#20 Strategy, Email Migration, Glow

HTs, SROs, & School Email Addresses

In discussion with colleagues in ICT and across other services, we recognise that there is a need to maintain links to the centre and a corporate identity for our schools/establishments. It is also critically important that we do not confuse, or cause unnecessary workload during this transition.

For these reasons, certain specific school accounts will continue to exist as part of the centre/corporate email service.  As the corporate accounts are migrated from Groupwise to Office 365 (corporate), these few accounts will also move across, providing an email service using the @stirling.gov.uk address.

What this means:
1. All the existing @stirling.gov.uk email addresses for schools (e.g. cowieps@stirling.gov.uk, wallacehs@stirling.gov.uk etc) will continue to exist and there will be no need for these to be removed from contact lists or the council website information.
2. All head of establishment @stirling.gov.uk addresses will also continue to exist.
3. Some other specified accounts (eg Secondary SROs and Primary Admins) will also continue to exist
4. All of the above postholders will additionally have a full Glow account with a corresponding @glow.sch.uk address and a full Office 365 experience
5. All other school/establishment staff will ‘only’ have a full Glow account with a corresponding @glow.sch.uk address and a full Office 365 experience

– Lynne Alexander (alexanderl@stirling.gov.uk) holds/maintains a list of these contact email addresses on behalf of education and other services. It is important that these addresses remain valid and contactable during the coming months.

Action
For those establishments who have created a “our address is changing” rule already for their school address, can you please remove it as soon as possible to avoid any confusion by centre staff, partners and the public?
You can continue to use a forwarding rule so that you gather all email in the one place for convenience.

– Please expect centre staff to continue to use and share your school and head of establishment @stirling.gov.uk addresses.
– This will reduce workload and stress.

For the purpose of clarity:
The GroupWise email system is being replaced across all services. All services will be moved into an Office 365 environment over a period of months and will all be using Outlook for email. Education establishments are moving first, and are moving into a specifically educational Office 365 (which forms part of the much greater Glow offering).
–>All establishment staff do need to move into Glow Office 365 for their email as explained previously and I would encourage you to ensure that all staff feel confident to move into Glow O365.

Please get in touch if you require any clarification , or if I can offer any support to you or your teams. Contact me at slavinp01s@glow.sch.uk

Email Migration, Glow

Glow Email Migration Update

The move towards Glow Outlook email has been progressing very well.  Most of the background work has already been done, and the following are the tasks that need to be completed by school staff as the final steps before final migration:

For teaching staff:
1) Ensuring that they know their Glow Login username, pw, email address and that they have successfully logged in over the last week or so.
2) Setting up a forwarding rule to push any new Groupwise email into their O365 (attachment)
3) Setting up a return rule to inform of the change of email address (attachment)
4) Sending an email to any specific contacts that they want immediately notified of change (example attached)
5) Logging into Glow Outlook Email and importing the School Address Book into their personal contacts (CSV spreadsheet)
6) Sending a test email to one of their colleagues

Additional ‘optional’ tasks for teaching staff
a) Either writing down, copy/paste, email forwarding existing personal contacts (outwith Stirling Council)
or
b) Logging on to the GroupWise Client and exporting contacts, then reimporting into O365

For admin staff:
1) Ensuring that they know their Glow Login username, pw, email address and that they have successfully logged in over the last week or so.
2) Setting up a forwarding rule to push any new Groupwise email into their O365 (attachment)
3) Setting up a return rule to inform of the change of email address (attachment)
4) Sending an email to any specific contacts that they want immediately notified of change (example attached)
5) Logging into Glow Outlook Email and importing the School Address Book into their personal contacts (CSV spreadsheet)
6) Sending a test email to one of their colleagues

Additional tasks for admin staff:
a) Logging on to the GroupWise Client and exporting personal contacts, then reimporting into O365
b) Emailing/texting parents and other stakeholders of the change of school address, and of the change to the (second part) of the staff email address, without necessarily revealing actual addresses.
c) Setting up distribution lists, in accordance with school structures (this process is straightforward and will be supported)
d) Using the Outlook Client

Additional tasks for tech support staff:
a) Setting up the Outlook Client on admin machines, adding O365 account settings and syncing data
b) Ensuring that, where required, multiple accounts are linked and/or the Outlook Client is setup to easily access multiple accounts  (this process will be supported if required)

Additional tasks outwith the school:
Migrating existing mailbox data from GroupWise Accounts into Glow Outlook O365 accounts