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Migration Timeline
A step-by-step roadmap of what to expect during the transition.
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Migration Timeline
A step-by-step roadmap of what to expect during the transition.
Kickoff & Discovery
The journey begins with the Staff Show & Tell, followed by data audits and hardware readiness checks.
The "Domain Dance"
We reclaim the school domain and transition it to the new tenant, ensuring your email address is ready for the move.
Background Sync
IT migrates your legacy email history and shared departmental data (K: & S: drives) in the background.
Cutover Day
Old systems become "Read-Only". We flip the switch to Google and provision your new shared mailboxes and calendars.
Support & Cleanup
Post-migration hypercare begins. IT is on-site to assist with account setup, scanning, and label management.
1. Pre-Migration
To be completed before your school's cutover date.
Local Computer Files
Files stored locally on your desktop, laptop, or Surface Pro.
Personal Google Drive
Any files you currently store in your individual OLD school Google account.
🗑️Data ROT Week Guide
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Data ROT Week Guide
📂Moving Local Files Guide
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Moving Local Files Guide
1. Sign in to drive.google.com with your new account ending in @school.trinitasat.org.
2. Create a folder named "Computer Backup".
3. Highlight your local files in File Explorer and drag them directly into the Google Drive browser window.
☁️Google Takeout Guide
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Google Takeout Guide
1. Sign in to your OLD school Google account at takeout.google.com/transfer.
2. Enter your new @school.trinitasat.org email and verify the code sent to your new inbox.
3. Crucial: DESELECT Gmail. Only transfer "Google Drive" files.
2. Post-Migration
Essential setup once you are logged into your new @school.trinitasat.org account.
✉️ Emails & Mobile
📧
Using Gmail for the First Time
Understanding the difference between Folders and Labels.
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Using Gmail for the First Time
Understanding the difference between Folders and Labels.
The "Post-it Note" Concept
Gmail uses Labels. Think of them as tags or post-it notes rather than physical folders. An email can have multiple labels at once without creating copies.
Locating Migrated Data
Your old folder structures appear as labels in the left sidebar. Subfolders appear as "Folder/Subfolder" (e.g., Inbox/Resources).
Video Walkthrough: Gmail Labels
| Feature | Old Folders | Google Labels |
|---|---|---|
| Location | Exactly one folder. | Multiple tags at once. |
| Organization | Hidden when moved. | "Archive" removes the Inbox tag but keeps the email safe. |
📱
Mobile Setup Guide
Configure your Trust account on your phone.
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Mobile Setup Guide
Configure your Trust account on your phone.
The Gmail App
Download the Official Gmail App. Native mail apps often fail to show labels correctly.
Adding Accounts
Sign in with your @school.trinitasat.org credentials. Switch by tapping your profile icon.
📁 Files & Folders
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Personal vs. Collaborative Storage
Intended behaviors for My Drive and Shared Drives.
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Personal vs. Collaborative Storage
Intended behaviors for My Drive and Shared Drives.
My Drive (Personal)
Your professional workspace for individual drafts and private logs.
Shared Drives (Team)
The primary home for departmental resources and school policies.
| Context | My Drive | Shared Drives |
|---|---|---|
| Ownership | Individual. | The Trust. |
| If you leave | Files eventually removed. | Data stays for team. |
🖨️
Scanning Documents
Understanding the shift from 'Scan to Folder' to 'Scan to Email'.
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Scanning Documents
Understanding the shift from 'Scan to Folder' to 'Scan to Email'.
What is changing?
With the retirement of our local file servers, the old Scan to Folder method has been replaced with Scan to Email.
- Same Hardware: You will still use the same physical photocopiers and login in the same way.
- New Destination: Instead of searching for a file on your computer's drive, your scan will appear instantly in your Gmail inbox.
The New Process
Log in to the photocopier as usual.
Select the Scan to Email option on the screen.
Search for your name/email in the Address Book.
Press Start; the file will be sent to your @school.trinitasat.org inbox.
Comparison: Old vs. New Scanning
| Feature | Legacy (Scan to Folder) | New (Scan to Email) |
|---|---|---|
| Select Destination | Choose a server path. | Select your name from the Address Book. |
| File Access | Browse to the 'Scans' folder on your PC. | Open the attachment in your Gmail Inbox. |
| Availability | Only available while on the school network. | Accessible anywhere you can check your email. |
Filing Your Scans
Once you receive your scan in Gmail, you can easily save it to your Google Drive by hovering over the attachment and clicking the Add to Drive icon.
🎓 Professional Development
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Google Educator Training
Free certification and AI training for all staff.
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Google Educator Training
Free certification and AI training for all staff.
For Educators & Faculty
Google offers comprehensive, self-paced training pathways designed to help both teaching and faculty staff navigate the new Google ecosystem effectively.
Embracing AI
Learn how to leverage Google's generative AI tools to automate repetitive tasks, draft resources, and enhance productivity across your school.
Get Certified
Access the Google for Education Learning Center to register for courses.
Frequently Asked Questions
Common questions from the Jubilee pilot and Day 1 support.
Email & Communication
Will my email address change? ▼
Where are my folders? I only see "Labels." ▼
How do I access the school "Admin" mailbox? ▼
Files & Storage
Where has the K: (or S:) drive gone? ▼
Can I still use Microsoft Word and Excel? ▼
Microsoft vs. Google
Can I still use Microsoft Word, Excel, and PowerPoint? ▼
Yes, absolutely. You are not "blocked" from using Microsoft tools. However, the Trust is moving to a Google-First approach for all new collaborative work.
Google Drive is fully compatible with Microsoft files—you can even edit a Word document directly in your browser without ever opening the Word app.
Why are we being asked to use Google Docs, Sheets, & Slides for new work? ▼
The primary reason is Real-Time Collaboration. Unlike standard Microsoft desktop apps, Google Docs, Sheets, & Slides allow multiple staff members to plan, edit, and comment on the same document at the same time.
It also provides Instant Auto-Save and a full version history, meaning you never have to worry about "saving" or losing a file again.
Furthermore, you will be able to leverage all the other tools that Google provide directly within your documents.
How do I move my old Word/PowerPoint files into Google? ▼
Simply drag and drop your Microsoft files into your Google Drive. You can keep them in their original format, or you can convert them to Google format by opening the file and selecting File > Save as Google Doc. This will give you access to the full suite of collaboration tools.