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Email Basics

Welcome Gmail

Gsuite

Starting in July 2017, Liberty Public Schools will be transitioning from Outlook to Gmail. 
 

Timeline of Events


 

Video Tutorials

Gmail

 

Click here to complete lessons 1-5 to familiarize yourself with Google mail. Notifications lesson.

 

Click here to view a table showing the differences between Outlook and Google email.

 

Click here to view a Gmail cheat sheet.

Google Calendar

 

Click here to complete lessons 1-5 to familiarize yourself with Google Calendar.

 

Click here to view a table showing the differences between Outlook and Google calendars.

 

Click here to view a calendar cheat sheet.

Google Contacts

 

 

Click here to view lesson on editing and deleting contacts.
 

Click here to view lesson on contact groups and distribution lists.

 

Customization Options

Lessons for modifying how email is delivered and organized.

Utilizing Google Labs: How to turn on items such as preview pane that are not fully implemented into the current version.

Google Inbox - Optional

 

Click here to complete lessons 1-4 to familiarize yourself with Google Inbox.

Click here to view a table showing the differences between Outlook and Google Inbox.

Click here to view a table showing the differences between Gmail and Google Inbox.

Click here to view an Inbox cheat sheet.

 

Inbox by Gmail was created to help reinvent the way you get things done and it is their next generation email client. However, note that Inbox is in beta and it is not meant to match Gmail feature for feature, so some traditional features (for example, setting up an out of office reply) are not available in Inbox at this time.

Inbox was built by the Gmail team to give you a new way to stay organized. Everything from Gmail (your emails, contacts, and labels) is available in Inbox. Gmail and Inbox stay in sync so what you do in one app carries over to the other. Gmail and Inbox have many of the same features, but there are differences. To get the most out of Inbox, try to use it for all your email. You can always switch back to Gmail if you want to.

To access Google Inbox logon at https://inbox.google.com

Support article. 

Outlook Web Mail

When logging into web mail you must use your full email address in the username field. For example username@liberty.k12.mo.us is a complete email address. The link is https://outlook.office365.com.  

Email Spam Filter - For Outlook Only

Staff receive a summary of what email has been routed to their quarantine (spam/junk) folder on a weekly basis. This summary email will also provide individual links to release any email into the users inbox.

 

You can review the contents of your quarantine (spam/junk) folder at any time by logging in with your district email and password at: https://admin.protection.outlook.com/quarantine

FAQ

How will I be trained?

We will offer both online and face-to-face options. Online is available now. We will have face-to-face training options during the summer and there will be a training during pre-service for those who still need help. To sign up for a summer session, please register for the class in My Learning Plan. The class it titled G Suite Training. Attendees will not receive a stipend for attending a summer training. 

What will my username be changed to?

Usernames will be changed to the employee ID number with an “e” in front of the number. For example, e02249 would now be the username instead of jdoe. Other Districts such as North Kansas City and Independence currently use employee ID’s. Still others such as Lee’s Summit utilize a formula for the username which is not part of their email address.

Where can I find my employee ID number?

Employees can also logon to the Keynet system and view their employee number under “My Information”, “Personal Data” and then “Demographics”. If your employee ID badge is new enough, it will have the employee ID printed on it.

Can I request an updated employee ID badge? 

It is not required but yes, you can request a new employee ID badge. Exempt employees can call Cindy Rollins at x6704 and non-exempt employees can contact Jill Vochatzer at x5331. 

What is my new email address? 

Email addresses will be changed to first.last@lps53.org  

What if I do not go by my birth name?

Users will have the opportunity to modify the first name. For instance, if your name is Elizabeth but go by Lisa, your email address can reflect this. To access a site that will show you your employee ID number, what your email address will be and to request a modification, please click here.

Are student addresses changing?

Yes, students will be changing their address from username@student.lps53.org to username@lps53.org. Student emails will now have a disclaimer at the bottom of each email that states the email was sent by a student at LPS. 

When will the changes take place?

You will need to start logging on to Google with your new username start May 30. For example, e02249@lps53.org. You will still use Outlook for email until July 7 with your existing username and password. New emails will be active starting Friday evening, July 7. Once the migration is complete you will logon to District systems with your new username. Such systems include but are not limited to Power School, Keynet, Inside Liberty and My Learning Plan. Please note it may take a couple days for all systems to replicate.

What do I use for District logons?

For District applications users will logon with the employee ID username. For example, depending on the system, you will logon as e02249 or e02249@lps53.org.

Will I lose any content?

No, all of your current email (including existing email folder structure), contacts and calendar items will be migrated to the new platform.

What happens to email that is sent to my old @liberty.k12.mo.us account? 

Forwarding will be automatically turned on so that any email being sent to @liberty.k12.mo.us will be sent to @lps53.org. Forwarding will occur as long as it is activated by the Technology Department. 

What happens to third party programs that I am using my current @student.lps53.org account with? 

You will need to update your account information with your new email address. 

When will my content be migrated?

Older content will start to be migrated in early June with a final migration during the weekend of July 7.

Will my old Outlook account be deleted? 

No, you will be able to access your Outlook account for at least one year via webmail at https://outlook.office365.com. You will be able to log in but you will not be able to send or receive mail. Please remember you will log on with your existing username@liberty.k12.mo.us username and password.

What happens to content that I have in my current Google account?

Any email, contacts or calendar items you have in your current @student.lps53.org account will not be deleted. All content that is migrated from your Outlook account will be merged with the content in your @student.lps53.org account which ultimately becomes your @lps53.org account. NOTE: If you are not deleting email that is forwarded from your Google account to your Outlook account, all of that email will be duplicated when it is migrated to your Google account. If you have questions about this please contact the Help Desk. 

Will my staff picture show up as my profile picture?

Yes, by default the most recent staff photo that we receive from our photographer will be displayed. The photos we receive will automatically be populated for staff accounts, badges, etc. in our various systems. You will be able to change the picture if you like. 

If I have a shared calendar in Outlook will I need to share my calendar again? 

Yes, any current calendar sharing will be broken during the migration. You will need to setup calendar sharing again once the migration is complete. 

Other than functionality, is there anything I need to be aware of?

Yes, the following differences exist between Outlook and Google. LPS does not have control of these settings.

  • Google will automatically delete email in the Trash and Spam folders after they are 30 days old. To keep email from being deleted you will need to select "Archive" or move the mail into a different folder (tag). Archived email shows up in the "All Mail" folder within your Google inbox. 
  • Any email in your Outlook trash folder that you want to keep should be migrated to a new folder within outlook by July 7.
  • If you have a folder titled "Archive" in the root of your Outlook inbox,  the content of the folder will not migrate over to Google. You will need to rename the folder to something other than just "Archive". This is due to Google already having an Archive folder within its system. If you have a folder in Outlook titled Archive you will need to rename it before July 7. NOTE: This does not apply to the Outlook Archive folder that is outside of your inbox. If you use the Archive feature or have a folder titled Archive in Outlook and have questions, please contact the help desk.
  • Take a few minutes to review this small but very informative Google FAQ list.