EliApps Pre-migration Checklist

We strongly recommend that once you start the migration process that you do not make significant changes to your Pantheon email until the migration is complete (e.g. do not manually move messages to new folders or delete messages during the migration). Any changes you make may not be migrated or may result in duplicate messages.

If you currently forward your email to another account, that forward will be removed once you have access to your EliApps account. If you enable forwarding on your EliApps account while the migration is taking place, migrated messages will be forwarded as well. If you don't want this to happen, wait to enable forwarding until your migration is complete.

If you have multiple email addresses, (e.g. first.last@yale.edu; nickname.last@yale.edu) make sure to set your preferred email address as your primary address. You can check which address is your primary by visiting the EliApps Migration Utility or viewing your directory entry.

While you can send and receive mail from all of your addresses, calendar and other EliApps invitations will only come from your primary email address.

If you would like to change your primary address, you should do so prior to migrating; doing so after migrating will result in a temporary (up to 24 hours) interruption to your mail service.

To change your primary address, please go to http://www.yale.edu/start. Confirm your directory primary address has updated, then wait 24 hours before you begin your migration.

Google uses certain labels for special types of messages. To prevent potential conflicts if you have existing folders with these names, the migration utility will modify the labels during migration.

Starred

Messages in a folder called Starred will be placed in your EliApps account with the label [Migrated]/Starred

Important

Messages in a folder called Important will be placed in your EliApps account with the label [Migrated]/Important

Chats

Messages in a folder called Chats will be placed in your EliApps account with the label [Migrated]/Chats

Sent Mail

Messages in 'Sent Messages', 'Sent Mail', 'Sent Items', or 'Sent' folders will be placed in your EliApps account with the Sent Mail label.

Drafts

Messages in 'Drafts' or 'drafts' folders will be placed in your EliApps account with the Drafts label.

All Mail

Messages in a folder called All Mail will be placed in your EliApps account with the label [Migrated]/All Mail

Spam

Messages in 'Junk E-mail', 'Spam' or 'Tagged-Spam' folders will be placed in your EliApps account with the Spam label. You must move messages out of Spam within 30 days or they will be automatically deleted. Please note that some email clients mark a message as Junk within the client and do not move the message to a Junk mail folder. These messages will not be tagged with the Spam label by default.

Trash

Messages in 'Deleted Messages', 'Deleted Items', or 'Trash' folders will be placed in your EliApps account with the Trash label. You must move messages out of Trash within 30 days or they will be automatically deleted.

Verify:

1. Log into the Email Account Management Tool.
2. Click 'Details' next to 'Server Disk Usage'.
3. Review listed folders to verify that no two folders differ only in upper/lower case.

Resolve:

• Rename any affected folders to be different from each other.
• NOTE: If you don't rename such folders, they will be merged under one label containing all messages from both original folders.

Messages in nested folders will be migrated. A single 'flat' label will be applied; the label name will match the full path of the folder (i.e. 'Folder/Subfolder' will be the label name). Labels are only created for folders that contain messages. In cases where a folder has a sub-folder, but no messages in the main folder, no label will be created for the main folder.

After the migration, you will be able to access both your Pantheon email and EliApps account to view and manually transfer any information you may need.

If any messages are not migrated to your new EliApps account, you will be notified at the conclusion of the migration process. The migration utility will detail each message that was not migrated. Generally, these messages will fall in to one of two categories:

1. Messages with known disallowed attachments (e.g. files ending in .exe, .cmd, .vbs, etc.). Google does not allow you to send or receive executable files that could contain damaging executable code. This is a security measure implemented by Google.
2. Messages with invalid header information. At a minimum, the To, From, and Date fields must contain valid information. If a message shows up in your existing email account without valid date information (e.g. date is blank or shows "Unknown Date"), it is likely that the message will not be migrated.

Verify:

1. Login to the Email Account Management Tool.
2. Verify that the field next to "Server Disk Usage" is less than 22.5GB.

Resolve:

• If your mailbox is greater than 22.5GB in size, you must reduce the size of your mailbox by deleting messages.

Disallowed special characters are & ( ) - / ^ | }. The character { is allowed, but not if the folder's name is solely that character (i.e. {folder_name is allowed, but { is not.)

Verify:

1. Log into the Email Account Management Tool.
2. Click 'Details' next to 'Server Disk Usage'.
3. Review all listed folders to verify they don't contain special characters.

Resolve:

• Rename any affected folders to remove disallowed special characters.

Verify:

1. Log into the Email Account Management Tool.
2. Click 'Details' next to 'Server Disk Usage'.
3. Review listed folders to verify there are fewer than 500.

Resolve:

• Delete folders until you have fewer than 500. You may move messages from one folder into another using webmail (Horde) or an IMAP client such as Thunderbird, Outlook, Apple Mail, etc.
• NOTE: If you combine folders by moving messages, please make sure no individual folder exceeds 2GB in size. Folders exceeding this limit will become corrupted.

Folder names of these lengths are exceedingly rare. If you see that your folder name fits comfortably on your screen in the folder listing, you are likely not at this limit.

Verify:

1. Log into the Email Account Management Tool.
2. Click 'Details' next to 'Server Disk Usage'.
3. Review listed folders to verify no name is longer than 255 characters.

Resolve:

• Rename any affected folders such that they are shorter than 255 characters.