Google Apps Email Transition

Over the next few days we will be migrating email delivery for domain.com to Google Apps. This will change your account to work similar to a regular Gmail account, with their convenient web interface and access to other Google services should you choose. Below you will find instructions on the steps you will need to take to transition your email access. If you are currently a Gmail user and use the web interface, please take special note of the section on using multiple Gmail accounts.

Temporary Log-in

Please take a moment to log-in to the new account at the following temporary URL and confirm your account. Google will require you to change the password at that time. You will receive another email from me individually with your login details.
http://mail.google.com/a/domain.com

Enable IMAP Access

Once you’re logged in, look for the gear icon in the upper-right and select Gmail settings. Click Forwarding > POP/IMAP, then enable IMAP and save your changes.

Set up your email client

You can now set up Apple Mail to use your new account, but before you do that, I recommend RENAMING the current account to something like “OLD Mail” so that it’s easier to keep things straight during the transition.

For clients other than Apple Mail, you may want to follow Google’s walkthrough.

1. Open Apple Mail. If this is your first time using Apple Mail, the set up dialogue will automatically appear. Otherwise, click Mail > Preferences. Then, on the Accounts tab, click the + button to add a new account.
2. Enter your Name, full Email Address [username@domain.com], and Password in the appropriate fields.
3. Click Continue.
4. Fill in the following Incoming Mail Server information:
   • Account Type: IMAP
   • Incoming Mail Server: imap.gmail.com
   • User Name: your full email address [username@domain.com]
   • Password: your password
5. Click Continue.
6. Enter the following Outgoing Mail Server information:
   • Outgoing Mail Server: smtp.gmail.com
   • Use Authentication: select the check box
   • User Name: your full email address [username@domain.com]
   • Password: your password
7. Click Continue.
8. Review your Account Summary, and click Create.
9. You’ll want to edit a few IMAP settings in the newly created account to match these recommended options. From the Mail menu, click Preferences > Accounts > Mailbox Behaviors
   • Drafts:
     Store draft messages on the server > do NOT check
   • Sent:
     Store sent messages on the server > do NOT check
   • Junk:
     Store junk messages on the server > checked
     Delete junk messages when > Never
   • Trash:
     Move deleted messages to the Trash mailbox > do NOT check
     Store deleted messages on the server > do NOT check

Once you have both accounts running in Apple Mail, you can drag and drop the messages from your current inbox to the new gmail inbox if you’d like to upload them to gmail for archiving. It is safe to use either account to send mail at this time, however messages will continue to be delivered to the old account until we finalize the switch (once we know everyone has completed this process).

For your phone

When setting up the new account on your iPhone, you can use either Microsoft Exchange (if you want push email and contact syncing) (Google no longer allows Exchange for new devices, though they might on a paid account), or Google Mail (which polls the server based on the schedule you set).

After the transition

• You can safely disable / remove the old account from your Mail program and phone.
• You will be able to access webmail at: http://mail.domain.com/

Using multiple Gmail accounts

If you wish to use multiple Gmail / Google Apps email accounts in one browser, you’ll need to enable multiple sign-in mode in ALL of the accounts you want to be able to switch between, this can be found in the Account settings panel https://www.google.com/accounts/b/0/ManageAccount under Personal Settings. Look for the “Multiple sign-in” option and enable it, reading and checking off all the boxes to confirm you understand.

More information

If you need further information about the new Google Apps service you’re on, Google has a learning center set up here:
https://sites.google.com/a/googleapps.com/google-apps-learning-center/