Transcript Migrating WVWC Content to a Personal G

Migrating
WVWC
Content to a
Personal G-Mail
Account
Moving e-mail messages,
contacts, calendar events,
and documents
Do I need to migrate content?
You must determine what solution you require…
A) Leave all content to discard when account is removed 30 days
past graduation. (Email, contacts, calendar dates, and
documents will be unrecoverable.)
B) Save content by backing it up to my local computer.
C) Migrate content to a personal account for further use online.
D) Save only some sections, such as documents.
All WVWC accounts will be removed 30 days beyond graduation.
Personal accounts should already be in place and referenced for
communication with graduate schools, prospective employers, etc.
If you have not created a personal account, we recommend using
Google’s Gmail (www.gmail.com). These instructions are written
specifically for migration to Gmail utilizing a Windows based PC.
Content Types
E-mail Messages
Contacts
Calendar
Documents
There are four distinct types of
content from your WVWC
account that should be
backed up and migrated. We
will cover the process for
backing up each type.
The second half of the
presentation will cover
migrating or restoring the
backups to a personal Gmail
account.
If you only wish to back up one
or more specific types, you can
jump to that type in the
backup section, and then you
can refer to its corresponding
restoration section.
E-mail Messages
This section is focused on backing up the e-mail
messages and maintaining label structure within GMail using Gmvault, an open source product.
Forwarding WVWC Mail
If you are migrating your mail to a new account,
you should first forward new mail to that account to
prevent data loss. To do this, begin by logging into
your account at http://email.wvwc.edu. Then open
the Mail Settings by clicking the settings Gear icon,
then Settings from the menu.
Once in Mail Settings, click the Forwarding and
POP/IMAP tab, then click the Add a forwarding
address button.
Enter the address of your personal Gmail account,
then click the Next button. Click the Proceed button
and OK button on the following prompts.
Your mail forward is not functional until the
forwarding address is verified. It should appear as
this one does in the green oval below.
At this point, log out of your WVWC account and
into your personal Gmail account.
You should see an e-mail from West Virginia
Wesleyan College as shown below. Open it.
Once the message detail is viewed, click the
verification link that is within the message.
A web page should open within your default
browser stating “Confirmation Success!”
You now can log out of your personal account.
Log back into your WVWC account; open the Mail
Settings; and click the Forwarding POP/IMAP tab.
1. Change option to Forward a copy…
2. Set preference to keep or delete WVWC copy
3. Scroll down to bottom of page and click the Save
Settings button.
E-mail Forwarding is
Complete!
Now that forwarding has been completed, any new
messages that arrive after we create a backup will
be automatically forwarded to your personal
account. Forwarding will continue until you change
it or until the account is disabled after graduation.
You should still notify those using your WVWC
address that your e-mail address has changed.
Once your account is disabled, forwarding will
discontinue and the sender will receive an error that
the account that they have sent to does not exist.
Download and Install
Gmvault
•
•
•
Open a web browser and navigate to
http://www.gmvault.org
Click the Download Gmvault button.
Once downloaded, install the software.
Backing Up with Gmvault
Gmvault is a program that utilizes a command line
shell, which means that you must type the
command into the program.
• Launch Gmvault by navigating to the Gmvault
program group and clicking gmvault-shell
• Type gmvault sync [email protected]
(substituting your username in the e-mail address.
• Press the enter key
Allowing Gmvault to Logon
to your WVWC e-mail
Gmvault will prompt you that it will open a web
browser and prompt for logon credentials. Press the
enter key to activate this action as directed in the
prompt.
Your default web browser should open to the
WVWC e-mail logon page and will include the
information that a 3rd party software program is
requesting access to your account.
Logon to Your WVWC
Account
Grant Access for Gmvault
Begin Backup Sync with
Gmvault
Simply return to the Gmvault window and press the
Enter key as instructed in the prompt. Gmvault
should respond that it successfully authenticated
and then begin backing up your messages.
Gmvault will periodically give an estimate regarding
the remaining time to complete the process.
The time required depends on the amount of e-mail
that you have and the speed of your Internet
connection.
E-mail Message Backup
Complete!
When gmvault
completes, your
gmvault window
should appear
similar to this one.
Notice the
summary
information
regarding what
copied and what
errors occurred.
Type Exit at the
prompt, then
press the Enter
key.
Backup Contacts
Backing up contacts in Gmail is a snap. Log into
your WVWC account at http://email.wvwc.edu.
Click the drop-down link that states “Mail”, then
click Contacts.
Export Contacts
Once you are in the contacts, click the “More” drop
down menu, then select Export from the menu.
Select Contact Export
Options
Generally, the default options that are shown below
are correct – All Contacts and Google CSV format.
Click the Export button.
Contacts Backup
Complete!
There should now be a file named Google.csv in
your default downloads folder. We’ll return to it
when it is time to add the contacts to your personal
Gmail account. For now, let’s move to the next
section, Calendar Events.
Backup Calendar Events
To backup your calendar events from your primary
and additional calendars, log into your account at
http://email.wvwc.edu. Click the Calendar link out
of the main Gmail toolbar. From the calendars
page, click the Gear icon on the right side of the
page, then select Settings from the menu.
Export Calendars
From the Calendar
Settings page, first
click the Calendars
tab, then click the
Export Calendars
link.
Calendar Backup
Complete!
A file named [email protected] should
have been downloaded to your default downloads
folder. (If prompted by browser security, opt to save
the file.) We will return to it when it is time to upload
your calendars to your personal Gmail account. For
now, let’s move on to our final objects to back up –
Documents.
Backup Documents from
Google Drive
The final objects that we need to backup from your
WVWC account are documents that are stored on
your Google Drive cloud storage. We will download
them, much the same way that we did the
Contacts and Calendars. First, make sure that you
are logged into your account at
http://email.wvwc.edu, then click on the Drive link in
the main menu bar.
Show Documents You Own
Once you’ve clicked the Drive link in the menu bar,
click the More/Less link; click the Owner, type, more>>
link; then click Owned by me from the popup menu.
Download Your Docs
Click the Select All checkbox just to the left of
“Title”. Click the More button, then select Download
from the menu.
Select Download File Format
You can select what
file formats to use for
conversion of Google
Docs files. We
recommend MS
Office because it will
remain compatible
with Microsoft Office
and Open Office. To
select MS Office
formats, click the MS
Office link. Click the
Download button.
Documents Backup
Complete!
All of your owned documents that you had selected
will be converted and packed in a zip file. Once the
file is ready for download, it should download
automatically. Some browsers security features may
interfere. If the file does not download
automatically, simply click the Click here to
download link on the final screen to force the
download, then choose to save the file.
A file named documents-export-yyyy-mm-dd.zip
should be downloaded to your default downloads
folder. (yyyy-mm-dd will reflect the date)
All WVWC Objects Are
Backed Up!
So far, we have:
• Applied a forward on the WVWC e-mail so that
new WVWC messages will be forwarded to the
personal account while the WVWC account
remains in tact.
• Installed gmvault and backed up e-mail
messages
• Exported Contacts
• Exported Calendar Events
• Exported Documents from Google Drive
It’s time to upload / import these items into your
personal Gmail account.
Restoring Your WVWC Data
to a Personal Account
With all data backed up, we now need to restore
that data to a personal Gmail account. As we did
in the backup process, each data object (e-mail
messages, contacts, calendar events, and
documents) will be addressed in that order.
Restoring E-mail Messages
We’ll use Gmvault to restore the e-mail messages
and label structure that we previously backed up.
Also, when you log into your personal Gmail
account, you should see copies of any new mail
that has arrived since setting the forward on your
account.
We have determined that for best results, you should
ensure that your browser is logged out of your Gmail
and WVWC accounts before proceeding.
Restoring E-mail with
Gmvault
1.
2.
3.
4.
Navigate to your Gmvault program group,
and launch the gmvault-shell.
At the gmvault command prompt, type
gmvault restore [email protected],
where username is the username of your
personal Gmail account.
Press the Enter key.
As it was during the backup process,
gmvault will open a web browser for you to
log into the account. Press the Enter key
again to continue.
Gmail Third Party Logon
Your default web browser should open for a third
party logon for your personal Gmail account. Simply
log on. Notice that Google makes it clear that you
are providing access to a third-party application.
Gmail Grant Access
Again, Google provides additional information and
a required click for additional security. Information is
also provided regarding how to revoke access.
Click the Grant Access button.
Commence Restoration
with Gmvault
Return to the Gmvault
window, and press the
Enter key to continue.
Gmvault will
authenticate and begin
the restoration. The
amount of time
required depends upon
the quantity of email
and the speed of your
Internet connection.
Gmvault Data Restoration
Gmvault will prompt as it restores data within your
account, and the resulting window will continue to
scroll. Periodically, it will also provide an estimate of
the remaining time required. When it is complete,
scrolling will cease and a summary message will
appear.
E-mail Message
Restoration Complete!
The most difficult portion is now complete!
Congratulations! Let’s continue restoring the other
objects, by restoring the contacts that we backed
up.
Importing Gmail Contacts
If you do not have
a browser window
open and logged
into your personal
Gmail account,
please do so.
Once logged in,
click Gmail from
the main menu bar
(if necessary). Then,
click the Gmail
dropdown menu,
and select
Contacts.
Importing Gmail Contacts
Click the More actions
dropdown menu, then
select Import… from
the menu
Importing Contacts (cont.)
Click the Browse button, then navigate to and
select the file Google.CSV that we saved during the
backup process. Usually, it is in your default
downloads folder illustrated by the green oval in the
image. Click the Open and Import buttons.
Contacts Restoration
Complete!
That’s it for Contacts! They should now appear
within your contacts as they do in the graphic
below. Let’s continue on with Calendar Events.
Calendar Restoration
Preparation
Before we restore the Calendar Events that were backed
up previously, we need to unpack the files from the
compressed zip file that was created during backup. To do
this, navigate to the [email protected] file that
was downloaded. This is likely located in your default
Downloads folder.
Right-click the [email protected] file, and select
Extract All… from the popup menu.
This should create a folder named
[email protected] within your Downloads folder.
Inside will be an ICS file for each calendar that you
exported.
Calendar Restoration
Preparation (cont.)
When you import calendar events to a Google
account, you import them to an existing calendar.
Most users only have a single primary calendar that
was backed up, and your account automatically
has a primary calendar created.
If you are restoring events to a secondary
calendar, you must first create the calendar in your
personal account. A notation will be made later as
to where the settings are to create secondary
calendars.
Calendar Restoration
If you do not currently have a browser open and
logged in to your personal Gmail account, please
do so now. Once logged in, click the Calendar link
from the main menu bar (if necessary). Click the
settings Gear icon near the right side of the page,
and select Settings from the menu.
Import Calendars
The following information is
for restoring primary
calendar events. If you are
working with a secondary
calendar, you must first
create a new secondary
calendar to import events
into by clicking the Create
New Calendar button.
From the calendar settings
page in Gmail, click the
Calendar tab, then click
the Import Calendars link.
Import Calendars (cont.)
Click the Browse button. Go to the location where you
extracted the zip file (likely your default Downloads
folder) and open the extracted folder and select the
default calendar file. (It will have your WVWC email
address in the title.) Click the Open button. If importing
into a secondary calendar, select the target calendar
from the dropdown list. (green oval) Click the Import
button.
Calendar Event
Restoration Complete!
That completes the restoration of calendar events
for the default calendar. If you have secondary
calendars to import, simply create each secondary
calendar, then follow the import procedures for
each one. The final step is to restore documents.
Let’s get started!
Importing Documents
Importing the documents to your Google Drive
space is easy. If you do not currently have a
browser open and logged in to your personal
account, please do so now. Let’s finish up!
Importing Documents
Preparation
Like the Calendar Events, backing up the Documents
created a zip file in your Downloads folder named
documents-export-yyyy-mm-dd.zip, where yyyy-mmdd represents the date of the backup. You need to
extract these files to a regular folder prior to importing
them into Google Drive. Locate the zip file in your
Downloads folder, right-click it, and select Extract All
from the popup menu. Windows should create a folder
within your Downloads folder named documentsexport-yyyy-mm-dd.
**Depending on what zip software you have installed,
your menus may be slightly different.
Importing Documents into
Google Drive
**Note: Google Chrome supports folder uploads
natively, while other browsers like IE or Firefox require a
Java applet. These instructions were created using
Firefox and the Java applet installed. Click the Upload
icon, select Enable Folder Upload, then choose to
Download Chrome or Install Applet if necessary.
Importing Documents into
Google Drive (cont.)
Click the Upload icon and elect Files and Folders.
Navigate to your Downloads folder. Open the
documents-export-yyyy-mm-dd folder. Select All
contents as noted. Click the Select button.
WVWC Data Migration
Complete!
This completes the migration of all of your WVWC
account data. Although new mail will continue to
arrive in your account until it is removed, the
forwarded copy will be passed on to your personal
account. Contacts, graduate schools, and
prospective employers, should all be made aware
of the new address.
If you have any questions, please contact the
Computing Services Helpdesk at 304-473-8877 or
[email protected]