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Eugene School District 4J

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Zimbra Migration

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We are moving to Gmail!

The long awaited migration to Gmail from Zimbra is finally in the works!

What Do You Need to Do?

Technical email issue? Click here to contact 4J Tech Support.

General questions, comments or feedback? Click Here.

The 4J district is moving email and calendaring features from the current 4J hosted email program (Zimbra) to a modern and widely used online email platform (Gmail). This is a transformative project aimed atenhancing communication, collaboration, and productivity across the district. The project will include researching current email use, training staff on the new system and providing support throughout this process. This project will build upon and leverage our existing investment in the Google productivity platform, Google Workspace, and will allow us to better serve our students, staff and community. The use of the full suite of programs within Google Workspace enables staff to realize the enhanced efficiency and effectiveness of this software to complete their work. 

 

Moving to a modern, integrated and fully hosted email and Calendar solution will provide many benefits to staff, students and the district.  Migrating to Gmail and Google calendar will complete our move to and allow us to use the full G-Suite (Google Workforce) integrated productivity platform. This modern and state of the art platform allows easy access of information between Gmail, Google Drive, Google calendar and the other productivity programs as well as between different 4J groups and departments. Going to a fully hosted cloud platform will mitigate onsite business continuity concerns and provide redundancy and secure access to key information from anywhere. 

  • Better email and system search capabilities!
  • Integrated email with calendars, Google Drive and task management.
  • Improved performance, reliability and anywhere access of a cloud based system.
  • Fully integrated Productivity platform that allows easier access to information and enhanced communication capabilities.  Easier to tie everything together and share information with co-workers.
  • Improved security and protection for sensitive student and staff information.

Zimbra Migration Project FAQ

  • How do I ask questions and express concerns? Create an IT ticket with the subject "Zimbra Migration" and ask any questions and/or concerns you have. We will get back to you with answers and information as soon as time allows. 
  • When will this Zimbra migration hub be updated? This site will be updated on an ongoing basis with new information added as it comes in. Q&A information will be updated frequently with questions submitted by staff.
  • How will my email and calendar information be Migrated to Google? IT will use purpose built tools to migrate this key information from Zimbra to Google. All calendar information will be migrated over the weekend of June 28. With the large amount of email to be migrated, the email part of the migration will take a few (2-4) weeks to complete. Many smaller email accounts will finish earlier (possibly the first week) with larger accounts taking more time. All accounts and emails will be migrated and staff will have access to View only Zimbra email & calendar throughout this Migration.  
  • When will things start to happen? Please see the Project Timeline for information on the timing of major events. All staff will start using Gmail and Google calendars and Zimbra will be set to read only on June 30, 2025.
  • Who will this project effect?  Everyone. All staff will be impacted by this project as 4J email and calendaring functions will move from Zimbra to Google (Gmail and Google Calendar).
  • What is the purpose of this project?  The purpose of this project is to migrate all Zimbra functionality, including email, calendars, contacts and other functionality to Gmail/Google.  Existing/historical Emails, calendar appointments/meetings, contacts, tasks and other information will be migrated to Gmail/Google during this project.
  • When will this migration happen?  The tentative Go Live date for this migration will be June 30th 2025.  If there are any changes with this timeline we will let you know.  Staff can always check for project updates via the Zimbra Migration web hub.
  • Why are we migrating from Zimbra to Google?  There are many reasons 4J is migrating from Zimbra to Gmail/Google.  Gmail/Google calendar represent a significant upgrade in functionality for staff including enhanced email capabilities, security and access enhancements, and increased efficiency due to the integration with our existing Google suite of services(Google Drive, Google Meet, Google docs, etc.).
  • What information will migrate from Zimbra to Gmail & Google?:  All current and historical emails and calendar appointments/meetings will migrate from Zimbra to Gmail & Google Calendar.  This will happen over several weeks and staff will retain access to Zimbra during this time with read only capabilities.
  • How do I ask questions and get help, and where do I go to get updates and additional information on this project?:  Please visit the Migration web hub for project updates/information, training materials and the opportunity to provide feedback and ask questions about the project.   
  • When will this happen?:  The current Go-Live date is June 30th, 2025.  
  • Will I lose any of my emails during the migration?  No, all emails will be migrated from Zimbra to Gmail over the course of several weeks.  Staff will arrive at work on June 30th with the last week of emails from Zimbra already migrated to Gmail.  The remaining emails will be migrated on an ongoing basis over the next several days and weeks after the migration has started.
  • Who will this migration effect?   This migration will affect all 4J employees.  4J students are already using Gmail and Google Calendar and will not be affected in a significant way by this project.
  • Will Zimbra go away?  Even after the Migration is complete staff will retain the use of Zimbra for 6 months with Read only capabilities.  During this time staff can view, search for and forward emails from Zimbra, but ALL incoming emails and calendar invites will go to Gmail and Google Calendar.  
  • What will and won’t transfer from Zimbra to Gmail & Google calendar?  All email, appointments, contacts and meetings WILL transfer from Zimbra to Gmail and Google calendar.  What won’t transfer are most Zimbra customizations like appearance settings, email signature, calendar and email permissions, share settings and notifications, mobile device configurations, and other various account settings.  Staff will need to set these up in Gmail and Google calendar.  Training information and support for this is available via the Web Hub.
  • Will my email address change?  No, everyone will keep their normal 4J email address
  • Do I need to do anything now?  Please review the web Hub and provide any feedback and questions you have.  To stay current on the project and be ready when action is needed, please check in on the project web hub on a regular basis.  

  • The 4J district is moving email and calendaring features from the current 4J hosted email program (Zimbra) to a modern and widely used online email platform (Gmail). This is a transformative project aimed atenhancing communication, collaboration, and productivity across the district. The project will include researching current email use, training staff on the new system and providing support throughout this process. This project will build upon and leverage our existing investment in the Google productivity platform, Google Workspace, and will allow us to better serve our students, staff and community. The use of the full suite of programs within Google Workspace enables staff to realize the enhanced efficiency and effectiveness of this software to complete their work. 

     

  • Moving to a modern, integrated and fully hosted email and Calendar solution will provide many benefits to staff, students and the district.  Migrating to Gmail and Google calendar will complete our move to and allow us to use the full G-Suite (Google Workforce) integrated productivity platform. This modern and state of the art platform allows easy access of information between Gmail, Google Drive, Google calendar and the other productivity programs as well as between different 4J groups and departments. Going to a fully hosted cloud platform will mitigate onsite business continuity concerns and provide redundancy and secure access to key information from anywhere. 

    • Better email and system search capabilities!
    • Integrated email with calendars, Google Drive and task management.
    • Improved performance, reliability and anywhere access of a cloud based system.
    • Fully integrated Productivity platform that allows easier access to information and enhanced communication capabilities.  Easier to tie everything together and share information with co-workers.
    • Improved security and protection for sensitive student and staff information.

  • Zimbra Migration Project FAQ

    • How do I ask questions and express concerns? Create an IT ticket with the subject "Zimbra Migration" and ask any questions and/or concerns you have. We will get back to you with answers and information as soon as time allows. 
    • When will this Zimbra migration hub be updated? This site will be updated on an ongoing basis with new information added as it comes in. Q&A information will be updated frequently with questions submitted by staff.
    • How will my email and calendar information be Migrated to Google? IT will use purpose built tools to migrate this key information from Zimbra to Google. All calendar information will be migrated over the weekend of June 28. With the large amount of email to be migrated, the email part of the migration will take a few (2-4) weeks to complete. Many smaller email accounts will finish earlier (possibly the first week) with larger accounts taking more time. All accounts and emails will be migrated and staff will have access to View only Zimbra email & calendar throughout this Migration.  
    • When will things start to happen? Please see the Project Timeline for information on the timing of major events. All staff will start using Gmail and Google calendars and Zimbra will be set to read only on June 30, 2025.
    • Who will this project effect?  Everyone. All staff will be impacted by this project as 4J email and calendaring functions will move from Zimbra to Google (Gmail and Google Calendar).
    • What is the purpose of this project?  The purpose of this project is to migrate all Zimbra functionality, including email, calendars, contacts and other functionality to Gmail/Google.  Existing/historical Emails, calendar appointments/meetings, contacts, tasks and other information will be migrated to Gmail/Google during this project.
    • When will this migration happen?  The tentative Go Live date for this migration will be June 30th 2025.  If there are any changes with this timeline we will let you know.  Staff can always check for project updates via the Zimbra Migration web hub.
    • Why are we migrating from Zimbra to Google?  There are many reasons 4J is migrating from Zimbra to Gmail/Google.  Gmail/Google calendar represent a significant upgrade in functionality for staff including enhanced email capabilities, security and access enhancements, and increased efficiency due to the integration with our existing Google suite of services(Google Drive, Google Meet, Google docs, etc.).
    • What information will migrate from Zimbra to Gmail & Google?:  All current and historical emails and calendar appointments/meetings will migrate from Zimbra to Gmail & Google Calendar.  This will happen over several weeks and staff will retain access to Zimbra during this time with read only capabilities.
    • How do I ask questions and get help, and where do I go to get updates and additional information on this project?:  Please visit the Migration web hub for project updates/information, training materials and the opportunity to provide feedback and ask questions about the project.   
    • When will this happen?:  The current Go-Live date is June 30th, 2025.  
    • Will I lose any of my emails during the migration?  No, all emails will be migrated from Zimbra to Gmail over the course of several weeks.  Staff will arrive at work on June 30th with the last week of emails from Zimbra already migrated to Gmail.  The remaining emails will be migrated on an ongoing basis over the next several days and weeks after the migration has started.
    • Who will this migration effect?   This migration will affect all 4J employees.  4J students are already using Gmail and Google Calendar and will not be affected in a significant way by this project.
    • Will Zimbra go away?  Even after the Migration is complete staff will retain the use of Zimbra for 6 months with Read only capabilities.  During this time staff can view, search for and forward emails from Zimbra, but ALL incoming emails and calendar invites will go to Gmail and Google Calendar.  
    • What will and won’t transfer from Zimbra to Gmail & Google calendar?  All email, appointments, contacts and meetings WILL transfer from Zimbra to Gmail and Google calendar.  What won’t transfer are most Zimbra customizations like appearance settings, email signature, calendar and email permissions, share settings and notifications, mobile device configurations, and other various account settings.  Staff will need to set these up in Gmail and Google calendar.  Training information and support for this is available via the Web Hub.
    • Will my email address change?  No, everyone will keep their normal 4J email address
    • Do I need to do anything now?  Please review the web Hub and provide any feedback and questions you have.  To stay current on the project and be ready when action is needed, please check in on the project web hub on a regular basis.  

Training Hub

Time Until Launch

Launch Date

All staff will start using Gmail and Google calendars and Zimbra will be set to read only on June 30th 2025. Please see the Project Timeline chart below for information on the timing of major events.
Days
Hours
Minutes
Seconds

Gmail Project News and Updates

Project Timeline