Staff - Data Migration Process
Please read Shirin Reyhani's email, which was sent to all staff on Friday 6th October, for an outline of what needs to happen post migration.
**POST MIGRATION**
These steps will need to occur on Thursday morning.
MULTI-FACTOR AUTHENTICATION
Staff will need to set up the MFA again. Please follow the steps outlined in the solution below. You will have a week to complete this.
ACCOUNT & WIFI
- You will need to sign back into your account + Scotch WIFI with your current username and password
OFFICE APPS
- You will need to sign back into your Office Apps: Outlook, OneDrive, Teams, Word, PowerPoint, Excel, OneNote on all your devices (including a mobile device)
- Sign in with your work email and password
TEAMS AND CLASS NOTEBOOK
- Once you have signed back into MS Teams, you will have access to your new class teams.
- Click on your class team to open the Class Notebook (if applicable), then click [Open in Desktop App]
* It is important that you close old notebooks so that you are not accidentally making changes to the wrong notebook. Any changes made to old notebooks will not sync.
Please encourage your students to follow the same process. They will need to be working from the new class notebook attached to the new team. Get them to close the old notebook once they have checked that all their work has been successfully transferred across.
OUTLOOK
Once you have signed back into Outlook, you will need to reopen all shared mailboxes and calendars
ONEDRIVE
You will need to sign back into the OneDrive App to start syncing your files to your device.
- Click on the OneDrive icon in the top right menu bar and sign in with your school email and password
Please note that all old links from OneDrive / Scotch Central / Forms and Sways will no longer work, and you will need to generate new links. This might impact links you have added to your Class Notebook, SEQTA programs, websites to share files with teaching staff, peers, wider school community, etc.
In OneDrive Online, your recent files, pinned files, and shared with me sections will have no history, and you may have to search for files.
SCOTCH CENTRAL
If you want to sync Scotch Central to your device so you can access files via Finder, refer to the guide below
FORMS & SWAYS
Open the Word document you have saved all your links to.
In the browser, sign into the new M365 tenant from home.scotch
Copy the link from the word document and paste it into the browser
Depending on the type of link, you will need to follow the steps outlined in the guides:
STREAM
Upload videos to Stream that you want to reshare. If you have links to Stream videos in your Class Notebooks etc, you will need to update these with the new links.
The following page provides staff with additional instructions to support the key processes that need to occur. If you have any specific concerns about data that may be lost in the migration, please arrange a time to meet with an ILT ES or Tech Centre staff member to discuss your concerns.
MIGRATION WILL TAKE PLACE FROM 3:30PM FRIDAY, SEPTEMBER 22nd TO 7AM THURSDAY, SEPTEMBER 28TH.
During this time, you will not have access to any of your online files, Class Notebooks, Teams, or other Microsoft Suite applications. Therefore, the following will need to be completed prior to September 22nd:
* PRIOR TO MIGRATION *
UPDATE DEVICE SOFTWARE
It is essential that your device is running the most up-to-date software.
ONEDRIVE
It is important that the OneDrive App on your device is syncing correctly and that all files are in the cloud prior to the migration; any files that are only stored locally on your device will not be transferred.
NB: This will not impact files saved to your desktop or document folders.
ONENOTE AND CLASS NOTEBOOK
As a precaution, prior to the transfer, we recommend all staff do the following:
1. OPEN ALL CURRENT Class Notebooks in the OneNote Desktop App (not OneNote Online or in Teams) and any notebooks that may have been shared with you by a staff member who is no longer working at Scotch. This will allow you to copy content from old notebooks into new notebooks, should the need arise.
2. SAVE A COPY of your current class notebooks to your OneDrive. This is a good backup to ensure none of your work is lost.
Please note: Only current class notebooks are being transferred; if you have Old Class Notebooks that you want to keep, you will need to save them to your OneDrive.
TEAMS
Only current [2023] Teams are being transferred in the initial migration; if you have older teams that are still being used, please make note of these and lodge a ticket with the Tech Centre.
- We recommend you take a screen shot of all your current teams so you can refer to this once the migration occurs, as you will only see the teams that were transferred when you log back into Teams.
Please note that all files saved to Private or Group Chats in teams will be lost. If you want to keep access to these files, you will need to download a copy and save it to your OneDrive prior to the migration.
OUTLOOK
Sign out of Outlook on all your devices
FORMS & SWAYS
Unfortunately, it is not possible to automatically migrate existing forms or sways from our current tenant to the new tenant. If you have Microsoft Forms and/or Sways that you want to keep, there are steps you can take to manually move them over. Please refer to the guides for instructions on how to do this.
If you require further assistance, please visit the Tech Centre or an ILT ES.
STREAM
You will need to download any videos from Stream that you would like to keep.
MOBILE DEVICES
Please note that staff who have signed into Office Apps on their mobile phone using their PLCScotch 365 account will need to sign out of the apps (e.g., OneDrive, Outlook, Teams, OneNote, etc.) and sign back in once the migration has occurred.