What Do I Need to Do?
The calendar migration process will mainly be handled by OIT. Since Oracle Calendar and Exchange Calendar are not related systems, not all data will automatically transfer to Exchange Calendar. Below are details about what will and will not transfer automatically to Exchange as well as steps you may want to take before and after the move to make the transition go smoothly and to tailor your new calendar to your needs:
During the migration, the following types of calendar items scheduled from January 1, 2009 through December 31, 2011 will be moved from Oracle Calendar to Exchange Calendar:
These items will appear in Exchange Calendar along with any calendar entries that you may already have on your Exchange calendar. The people and resources (rooms and equipment) that were invited and their attendance status will be included.
Confidential or Personal Entries: Any Oracle Calendar entries that have access set as "confidential" or "personal" will become "private" entries in Exchange Calendar. By default, private entries cannot be viewed by anyone except the person who created them.
Recurring Meetings: Recurring meetings will be copied to Exchange Calendar, but will most probably be individual meetings rather than a connected series. Any recurring meetings that were ever edited in any way (including date changes or deletions, room changes, adding or removing participants, editing the meeting details, etc.) will likely become individual meetings in Exchange.
** There are steps you can take before migration to save or transfer this data if you want to retain it. See the Before Migration section below.
If you would like to keep more of your calendar data than will be automatically moved to Exchange, you can do some or all of these to-dos before the migration:
Oracle Calendar Groups: You can recreate the groups you have set up in Oracle Calendar in your Outlook, Entourage, or Outlook Web Access address book. To get a list of your groups in Oracle Calendar, go to the Tools menu and select "Manage Groups..." Select all of the groups that are listed, then click the Print button. This will print a list of all of the groups that you have access to and their members.
Oracle Calendar Address Book: Remember that everyone with a UM ID is in the University Directory, so you won't need a separate contact entry for them. If you have entries in your Oracle Calendar address book for people who aren't at the university, you will need to add these entries to your address book in Outlook, Entourage, Outlook Web Access, or Apple's Address Book manually.
Personal Notes on Meetings: Cut and paste these notes into a spreadsheet or another format that you can easily reference. (There is no way to export these automatically.)
Old Calendar Data: Calendar data from before January 1, 2009 will not be migrated to Exchange Calendar. If you would like to continue to have access to your calendar data from before that date, you may save it at any time prior to the Exchange Calendar migration by following the instructions at www.helpdesk.umd.edu/documents/4/4579.
Access Rights: The default view option for all accounts after the migration will be busy/free only. If you want to share your calendar events with others, you will need to change your settings accordingly.
Delegate Rights: Anyone currently sharing an Oracle Calendar account and anyone who has delegated calendar rights to another user (e.g., an assistant) will need to set up the sharing and delegate rights by hand, as they cannot be automatically transferred from Oracle Calendar during the migration. Instructions are available on the Documentation page.
Resources: If you are currently the owner or administrator of a conference room or any other type of resource (e.g., projectors, laptops, etc.), please see the resource lists on the Room and Non-Room Resources page to verifiy that your resource(s) are listed correctly.
There are some steps that you should consider after the migration is complete to tailor your calendar settings to your needs:
Duplicate Entries: You may find some duplicate entries on your Exchange Calendar. For guidance on resolving duplicate entries, see the links to instructions on deleting entries on the Documentation page.
Access Rights: The default view option for all accounts after the migration will be busy/free only. If you did not update these options before migration and you want to share your calendar events with others, you will need to change your settings accordingly.
Delegate Rights: If you did not set up delegate rights in Exchange before the migration, and you had delegated calendar rights to another user (e.g., an assistant) in Oracle Calendar, you will need to set up the sharing and delegate rights in Exchange after migration. Instructions are available on the Documentation page.
Mobile Devices: If you were using a mobile phone to view your Oracle Calendar account, you will need to adjust it to view your Exchange calendar instead. (Instructions are coming soon and will be on the Documentation page.)
If you have any questions about the university's migration to Exchange, please contact us.