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Home > Blog posts > ITM, Office 365, Outlook > Pre-Flight Checklist for your move to Outlook

Pre-Flight Checklist for your move to Outlook

May 2, 2019

Good Morning TRCA Staff,

The big day is almost here, and we wanted to give you a few last-minute updates before the migration starts.

A quick reminder that we had 74 Champions move to Outlook already and they are available to assist you. This pre-flight email is for everyone else who has not moved to Outlook yet.

This weekend we will be migrating all your email and calendar information including rooms and resources booked in your calendar. Part of this migration is our transition to our new email addresses firstname.lastname@trca.ca. You may have already noticed that when you reply all in an email, you also get a copy of the email yourself. This is normal as we have already setup your new trca.ca account in Lotus as a pre migration step. Sorry for this inconvenience however soon you will have a whole new email “Outlook”.

ITM will ensure that email sent to your trca.on.ca account is forwarded to your new trca.ca account on an ongoing basis.

Due to the amount of information we need to move we will be starting the migration process on Friday May 3rd at 8:00 pm. When the migration starts you will still have access to Lotus Notes email and calendar however all new email will go to your Microsoft Outlook account. If you need to access new emails between Friday May 3rd at 8:00 pm and when you arrive in the office on Monday May 6th please use your new Outlook application on your computer or on your mobile device. For setup information check here. I will send a brief reminder email just before 8:00 pm on Friday evening to remind you that the migration has begun.

If you need assistance on Saturday May 4th or Sunday May 5th the ITM Service desk team will be available between 8:30 am and 4:30 pm on both days 416.661.6600 ext. 4357.

There are a few things we need to update you on as you prepare for Monday morning.

  1. Monday morning when you access your email you will find all your email and calendar as well as your contacts (if you synced your contacts in Lotus Notes) in Outlook.
  2. Watch for emails from me with updates throughout the week and remember to contact the Service Desk with any issues or concerns

Remember starting Monday May 6th Teams Chat is our new corporate chat platform for instant messaging. Lotus Notes Sametime and Mitel Collab Chat will be decommissioned, we will continue to use the Mitel phone system (and other non HQ telephone systems) for voice calls.

Before end of day Friday May 3rd:

• Make sure all your email archive files are moved back to Lotus Notes
• If you have contacts in Lotus Notes, ensure that you have synced those for migration
• Make sure you have Office 365 installed on your computer
• If you have a mobile device, make sure you download the Outlook app for iOS or Android and install per instructions for iOS and Android
• Consider signing up for Outlook training

Monday Morning

Login on every device with your new trca.ca account and existing password

  1. If you are setting up from a non-TRCA office, log in to VPN.
  2. To access Outlook, go to the Windows menu and type Outlook.
  3. If you do not have the Outlook application, you may not have received the Office 365 software update – at this point please contact the ITM Service Desk. Once you have the software you can proceed with the setup.
  4. The set-up window may or may not have your windows user name populated. Make sure the format is firstname.lastname@trca.ca.
  5. You will use your windows login password as your trca.ca password.
  6. The next screen will have a menu of options – choose Office 365.
  7. That’s it, the next view will be your Outlook home page with your migrated emails
  8. Remember contact the ITM Service desk for support – 416.661.6600 ext. 4357

Thank you for your support and see you in Outlook.

Chris J. Moore

Chief Information Officer