#22954 Next steps

Heather,

Good to catch up yesterday. I hope your vacation was great. so here's what we need to get started:

1Password - a secure location for password sharing. I re-sent the invite today. It's valid for 5 days. If there's any trouble with the invite, use [this link](https://artichoke.1password.com/teamjoin/invitation/HVWAOCRGMJDJRPYQJ67TMDVDQE). Once you've set it up, and I create a shared vault, I'll need a DreamHost admin user/pass, a TechSoup user/pass and a record with the organizations EIN for TechSoup (see below). In the long run we'll also need every consumer gmail account and password that we'll be migrating to M365, so feel free to start on that at any point.

TechSoup - I'll need your EIN and your Association Code to connect to your account. If you put a valid TechSoup login/pass into the shared 1Password vault, I can retrieve the Association Code for you.

With the above finished, I can build your Microsoft 365 tenant and ensure it's a Not-ForProfit account. Once your M365 NFP tenant is established, and I have the consumer gmail credentials, I can start migrating email. Don't worry, this has no effect on your currently enabled gmail accounts. We'll likely have to massage calendars, contacts and tasks a bit to fully transfer them, but it should be straight forward enough.

Once all the required data is migrated, we can choose a cut-over date that we redirect your DNS records to M365 and you stop using your consumer gmail accounts.

Though we haven't quite made it though all the data discovery, I believe we'll also be configuring at least one SharePoint site for data and document sharing. As well as configuring Teams at least for basic internal communications.

I'm sure there will be other bits needed, but the key to kicking things off is setting up 1Password and providing the needed credentials and EIN.

Cheers.peet

Just checking in here.

Thanks.Peet

I see you created your 1Password account. Looks like you found the shared vault and added the Dreamhost admin as well as TechSoup.

I've never added a second admin to a dreamhost account. I'm not 100% sure that existing admin accounts (like my [email protected]) can administer another account. Regardless, I can log in as "[email protected]".

Please don't forget to add your EIN to a record on 1Password, and I should have everything I need to get you started.

To be clear I will be setting up your Microsoft M365 Tenant as a Not-ForProfit account and agreeing to the terms of service on your (Zootown Arts Community Center) behalf. It's no different than if you set it up yourself. If you wouldn't mind acknowledging the preceding in a reply, I can get started.

Cheers.Peet

Looks like your EIN is in plaintext within TechSoup. So no worries there. Just ping me here acknowledging that I'll be setting up your Microsoft 365 non-profit tenant for you and we're good to go!

Just an FYI, I won't be subscribing you to anything but zero cost services once your tenant is marked as not for profit.

Cheers.Peet

Hi Peet!!

Thanks so much for the nudge and for your patience!!

I'm pretty sure I've got Dreamhost and Tech Soup in the 1 password, which means step 1 is finally done and you are ready to get us started in MS365.

The great news is that I already have a comprehensive list of the emails, I'll just need to double check that no one has changed their email away from what we have on record.

As a heads up, one of the reasons it's been so difficult for me to tackle even the most simple of tasks (hello step 1) is we're also managing our biggest fundraiser of the year, happening April 1st - and clearly a body down. I just want to be aware of that date, because I feel like any major changes in this regard that will directly impact staff (i.e. signing into a new platform) may cause absolute mutiny with staff. Is it possible to make the switch over occur after the 1st?

Thanks Peet!
Heather

On Tue, Mar 21, 2023 at 2:13 PM Artichoke Support - Peet <[email protected]> wrote:

No worries. Now that I have everything I need and a not to "get us started in MS365". I'm set with what I need to work things out for you. And do not worry no end-user facing changes will happen until you're ready to pull the "cutover" trigger. I Just couldn't do anything for you until I got a go ahead to start and the credentials to do it.

Good luck getting everything done for your fundraiser. I'll let you know if/when/where I get stuck. But (if at all possible), I'll leave you be until after your fundraiser.

Cheers.Peet

Thank you so much for all the help Peet!!

On Tue, Mar 21, 2023 at 5:06 PM Artichoke Support - Peet <[email protected]> wrote:

TLDR: zootownarts.onmicrosoft.com exists, meaning there's a ZAAC tenant already. Do you have any knowledge of a [email protected] and password? Is there a default username (or a human's name that might have tried spinning it up) that could have been used? kia@, admin@, arts@, info@ all seem to not exist.

Okay so .... zootownarts.onmicrosoft.com exists already as a tenant. Now there's not too much of an issue with not using it, but there's one place where the domain matters and that's when accessing Sharepoint online. Your url for that always includes the first part of your .onmicrosoft.com domain ... e.g. http://zootownarts.sharepoint.com, http://msoarts.sharepoint.com, or http://artichokeconsulting.sharepoint.com.

The chances that zootownarts.onmicrosoft.com is not related to Zootown Arts Community Center is pretty much slim to none, but unless there's some record somewhere of the admin username and password, it's pretty unlikely that we'll get access to it. If we cannot.

Besides the cosmetic issue of a less-than-perfect url, if someone has already set up a non-profit tenant for the ZACC, then it's possible MS will flag the second attempt as a double-dip.

Cheers.Peet

Boy this one was a tangle to say the least. It looks like Kia, or someone using her name (Doug Smith?), registered a tenant at least twice. zootownartsorg.onmicrosoft.com and zootownarts.onmicrosoft.com. Kia got so far as to verify NonProfit on zootownarts.onmicrosoft.org. But had left zootownarts.org attached to zootownartsorg.onmirosoft.com, which required an admin takeover of zootownartsorg.onmicrosoft.com.

All that said, we now have control of both and I'm working on verifying zootownarts.org on zootownarts.onmicrosoft.com. The tenant is verified non-profit and I can begin the base configurations.

Do you have access to your Domain Registrar? If not, it should be okay for now. But it's critical that you work out who it is and your credentials by "Registry Expiration: 2024-02-10 01:55:39 UTC". If you find the Registrar and credentials, please put them in 1Password at your earliest convince.

Who is your Site designer/maintainer? I may have questions for them as well.

Thanks.Peet

Hi Peet!!

I wish I could say I was surprised but...... and Doug Smith is Kia's husband. (Honestly, I cannot wait to be out of the weeds on this one.)

Do you have access to your Domain Registrar? If not, it should be okay for now. But it's critical that you work out who it is and your credentials by "Registry Expiration: 2024-02-10 01:55:39 UTC". If you find the Registrar and credentials, please put them in 1Password at your earliest convince. Done! I was able to do some digging and found/updated the ZACC's account with domain.com. (Since the URL is weird it shows in 1pass as "AccountSupport".)

The website is built in [Firespring](https://firespring.com/) and their support team is really responsive. I could add you as a user as well if needed.

Thanks so much and I'm sorry this is such a mess!!!

On Wed, Mar 22, 2023 at 1:38 PM Artichoke Support - Peet <[email protected]> wrote:

Heather,

Just an update for where we are after today. Your unbeknownst (but knownst to Microsoft and TechSoup ... and Kia) non-profit Microsoft 365 Tenant is now under ZACC control (see 1Passwords for credentials and 2FA tokens). Your tenant has the donated/free 10 Microsoft 365 Premium licenses "purchased".

Attached is a spreadsheet of the existing emails. As you can imagine, it's a bit of a mess. These are the names that I believe are attached to real staff that might be active:

- Aidain McMahan
- Ariel Cooper
- Christopher Baumann
- Dana Childs
- Delaney Wascherol
- Heather Stockton
- Joseph Kirk
- linds
- Lukas Phelan
- Mikyla Veis
- Nikki Rossigno McCoy
- Noelle Huser
- Patricia Thornton
- Rachel Patrie
- Rachel Smith
- Sadie Arnold
- Terra Honaker
- Zoe Sykora

Could you provide a current list of employees that will need access to email or any other computer/IT resource. Basically every current employee should have a named account. If you could highlight staff with computers that would be great. You're using first names as usernames and itseems that the only duplicate first name you have is Rachel. At your size first name usernames is okay. Because of collisions, it's never my favorite, but it's minor compared to everything else we're tackling. :D

Once I have all your users created and have credentials for the gmail and DreamHost accounts you want migrated, I can work on migrating we can work out how you'd like your email to be migrated. A mailbox like manager "[email protected]" makes sense to directly migrate to "[email protected]", but something like "[email protected]" maybe best migrated to a Shared Mailbox that both "[email protected]" and "[email protected]" can access and reply as"[email protected]". (this is just based on the what I can see with your DreamHost forwards.

Could you remind me where ZACC is keeping its shared data?

Could you discover or do you have an idea about how folks are using the Consumer Gmail account's contacts, calendars and tasks?

Thanks for getting me the domain.com login. It looks like you all once owned "zootownarts.com" but allowed it to lapse and it's now squatted on by someone. Does that sound accurate? I don't believe you truly need the domain. but it would have been nice if it had been maintained for protection reasons.

As for Firespring, yes please add me ([email protected]) as an admin. When everything is finished, I'd like to have your DNS handled by CloudFlare as it's just easier to mange. But it also allows your site to be cached across CF's content delivery network. Considering that your site's served from the Amazon East-1, it will likely speed up load times for your visitors.

So to recap:

- A list of every active staff member that needs any IT/computer/email resource. Provide any info that you'd think is relevant, e.g. they have a ZAAC computer.
- Where is ZACC Shared Data again?
- How much, if at all, are folks relying on the Calendars, Contacts and Tasks of the consumer Gmail accounts?
- Any info about domains that I may be missing. As far as I can tell you only own and use zootownarts.org and have lost ownership of zootownarts.com.
- A Firespring account would be very helpful.
- Add email accounts and passwords for both gmail and directly accessed DreamHost accounts to 1password
- Start thinking about how you'd like email accounts mapped and migrated.

I also took a moment to check in on Google Workspace for non-profit. You won't be shocked to learn that the ZACC has a Google Workspace for Nonprofit. I'm sure you're shocked. However, it looks like you may have created the Workspace account in April 2020.

I'd like to ensure that it's owned and accessible by the ZACC. And if there's any need for Google WorkSpace for Nonprofit services, we can even configure Google accounts and services to authenticate against your M365 Tenant's users.

Can you please put credentials for the Google account "[email protected]" into 1Password? or if you've received an email requesting administrative access from Peet McKinney, [email protected], could you please approve it.

Cheers.Peet

Hope your fund raiser was a resounding success! I played in the Big Sky Bonspiel and saw everyone filing in Saturday.

Just a quick recap:

Your Microsoft Tenant 'zootownarts.onmicrosoft.com' is under ZACC/Artichoke Consulting control.

(Action: Info request): I'm ready to add users for you and will need a list of Staff broken into two categories (if applicable): Users with computers or with a need for the desktop version of Microsoft Office (Word, Excel, PowerPoint ...), and users who only need email and would be set with the online version of Microsoft Office (think Docs, Sheets and Slides). If you have volunteers or other folks that will have M365 @zootownarts.org accounts, please categorize as above, but do note their relationship to the ZACC. For everyone, please provide any info that you'd think is relevant, e.g. they have a ZAAC computer.

(Action: Decision Point): Once I have the users created, I'll need to know how you'd like to handle your existing addresses. Many, but not all of your addresses are generic and forward to multiple users. There are *many* different ways to handle these and we'll need to discuss what's right for each of them. Some generic addresses, like [email protected] are only associated with one user. Here again there are many ways to handle the generic account that would provide more (and better) continuity when roles inevitably change.

(Action:Info request): To migrate the existing email in the consumer Google accounts, I'll need the credentials in 1Password. I've pre-created records for you in the ZACC Vault. I'm fairly confident that this is the full list:

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

[email protected]

(Action:Info request/Account Creation): The ZACC also has a Google Workspace for non-profits. I've not found a way to get administrative control there, but I do believe that there is a Google account of "[email protected]" that is very likely an admin. If you have the password, please log into admin.google.com and there should be a request for admin access from "[email protected]" (resent today). Please approve it.

If you don't see any sort of request, and can log in to Google for Nonprofits (https://www.google.com/nonprofits/account/home) with "[email protected]", you could manually create a "[email protected]" admin account. If you can't access "[email protected]" (If you just don't have the password, it does look like your cell number is attached as a recovery #), or "[email protected]" isn't an admin we'll have to figure out how to recover ownership of the tenant.

(Action:Account Creation): A FireSpring account would be exceedingly helpful. I'd like to see your DNS records hosted somewhere much more sane than DreamHost and will move them to CloudFlare for you. But in doing so, it would be a good idea to take advantage of Cloudflare's content delivery system to cache and speed up your site, but I'd need to check with FireSpring if their site/site design has any issues with having a CF CDN in front of it. (Very few sites do have an issue, but you never know).

(Action:Info request):  It looks like you all once owned "zootownarts.com" but allowed it to lapse and it's now squatted on by someone. Does that sound accurate? I don't believe you truly need the domain. but it would have been nice if it had been maintained for protection reasons. If there are any other domains in use besides zootownarts.org, please let me know, or any other you expected to have owned.

I hope to continue your setup soon.

Cheers.Peet

Look at that, you granted me access to Google for NonProfits!

Thanks!

An update for 04.05.23. I've built your Google Workspace for NonProfits and configured your (yet to be created) users to have access to the free Google Workspace for NonProfit Subscription ... with Gmail disabled, of course.

This is mostly to ensure that your google workspace is built and configured for anything you may want to do in the future ant that when employees of the ZACC attempt to do something with Google services that it can be done with and under the knowledge and ownership of the ZACC ... e.g. no consumer Google accounts for ZACC business operations.

All @zootownarts.org accounts on google workspace will authenticate via their M365 accounts, so there won't be issues with multiple passwords for multiple accounts.

This is the last step of pre-provisioning I can do without direct input from you (see ticket response beginning with "Hope your fund raiser was a resounding success! .." from 04.04.23).

I'm looking forward to beginning to migrate your data. As an FYI we're currently sitting at 8 hours billable. I usually invoice monthly, but the timeline on this project's been a bit extended. Would you like the current work billed now? Or would you like to wait for a deliverable (post migration) and have a single invoice for the project?

Cheers.Peet

Hi Peet!!

Thank you for being such an absolute dream of an individual!! I should know better at this point - it's like living in the world's worst cartoon where as soon as I stand and get a clear view an avalanche knocks me out from behind. To catch up:

• I've gone through the last support tickets and attached a document, which I believe has the majority of the requested information. I'll go into the 1Password vault and add the remaining info for the email accounts listed on the attached document.

--> Please note the online version of M365 will meet the needs of all our employees, and no one will need a desktop version.)

--> Please also note a new ED has been hired, and added to the list as an active employee, but I have very purposefully not set anything up as I assume it's much easier to start/set up once everything is ported. Is this correct or should I get her in the group just like everyone else??

• Google for Nonprofits access is G2G as far as I can tell - let me know if this is not the case.

• Firespring account is created and credentials are on the attached document.

• PRETTY PLEASE send me an invoice so I can pay you right away for the work completed to this point.

Words can't really express how extremely thankful I am for the help, your patience, and everything else you've done to help the ZACC during this crazy point of transition.

Thanks again Peet!!
Heather

On Wed, Apr 5, 2023 at 10:35 AM Artichoke Support - Peet <[email protected]> wrote:

I've sent an invoice your way.

I've created records for [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected], [email protected] and *[email protected]* in the ZACC vault in 1Password. Let me know when the passwords are added. If 2FA is enabled on any of the accounts, please let me know a contact method for the account "owner".

The consumer Google account, [email protected], causes a bit of a HOLY CRAP moment. It's pretty imperative that whatever recovery settings there are for the account use an actually routable email address. Since you don't own zootownarts.com anymore you could be hosed if you were to try to recover access to that account.

I'm keeping an eye out for the credentials. Once I have them, I can begin the mail migration. Because there's not really a simple way to migrate consumer google accounts calendars, contacts and tasks, I'll be moving this by hand. Google Drive data and shared calendars for the [email protected] account should be simple enough to migrate. Depending on amounts of data, migrating Google Drive for your users shouldn't be too much of a lift.

The sooner I have the credentials for those consumer Google accounts, the sooner I can get you to a place for cutting over.

As an aside, the first 10 licenses of Microsoft 365 Business Premium are donated by Microsoft, so you'll have access to the desktop versions of Word, Excel, PowerPoint and Outlook regardless if you use them or not.

Cheers.Peet

Heather,

Could you please update at least the records you know? Below are direct links to the records in 1Password. If you follow any one of these on a computer with 1Password installed, it will take you directly to the record for editing. Or, if 1Password is not installed, the web-version of the link. Even if you just do [[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=hosnszxqxhedt25n6vf3yeinu4&h=artichoke.1password.com) and [[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=gcyduv2afqestpcgvvc7k5syme&h=artichoke.1password.com), it would be a helpful start.

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=hosnszxqxhedt25n6vf3yeinu4&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=uw7eizet74o7izf35xa5s24b5a&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=iupj6royddabo6qkpzmlvx26ya&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=3z5skkyvpzl7nfdtozfu5jg3zu&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=adjn4brmakixwctif4jyyfceia&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=jbq5xq2hjzklblbn6hnf35naza&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=ectlzcjgomikbc6rbzhyi3z7ue&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=smglguvhpgyrdiw6ngspupc3qm&h=artichoke.1password.com)

[[email protected]](https://start.1password.com/open/i?a=C6VBAMCT5NBCXCKG6ZU5M6U3QU&v=a54zs2cw5hhpch3dlikovqkw7q&i=gcyduv2afqestpcgvvc7k5syme&h=artichoke.1password.com)

Thanks.Peet

Hi Peet!!

I've just gotten all the passwords uploaded into 1Password.

For 2 step verifications, my email ([email protected] and phone number (406-370-6952) are the recovery devices.

Thank you SO SO SOOOOO much!!
Heather

On Mon, May 8, 2023 at 4:17 PM Artichoke Support - Peet <[email protected]> wrote:

Yup me.

It looks like 2FA is enabled across the board on the consumer Google accounts. So it will be much easier in the long run to add a One Time Password ( Other names: OTP, Google Authenticator, QR-Code 2FA) directly to each 1Password record.

I'm happy to walk you through what needs to happen, but it's basically this ...

https://support.1password.com/one-time-passwords/

The frustrating part is that Google pushes users hard for all 2FA to use an installed Google app on your device. e.g. pushing a notification to the user via the Youtube app that's logged in as [email protected]. So I'm having hard time finding pre-made instructions.

But it's basically this:

Goto [Google Account](https://myaccount.google.com/)https://myaccount.google.com/

Click [Security](https://myaccount.google.com/security)

Scroll to "How you sign in to Google"

Click "Authenticator" button

Click "Set up authenticator" button (you'll be presented with a QR code)

Open the appropriate 1Password record

Click Edit

Click "Add More"

Choose "One-Time Password"

Click small QR button in new "one-time password" field. (Hover text is "Scan QR code from clipboard or screen")

When the QR is detected, "Save" the 1Password Record.

You'll see a rotating 6 digit One Time Password in the 1password record

Back in the Google browser screen with the QR code, Click "Next"

Enter the current OTP From 1Password and click "Very"

You should See "Authenticator and been setup"

Voila.

It reads harder than it is. If you have sometime today to jump on a call, I can walk you through the setup. Or Give it a go yourself.

Cheers.Peet

Heather,

I need to enable Google Authenticator for these three accounts

[email protected] - [email protected]

[email protected] - [email protected]

[email protected] - [email protected]

[email protected] - [email protected]
Patricia and Delaney don't have 2FA currently enabled. Noelle does, but she was not one we added Google Auth 2FA to when we spoke Friday.

The account "[email protected]" will also need 2FA enabled so I can transfer shared calendars and Google Drive data.

Do we need to schedule a call or is this something you can do today/tomorrow?

Thanks.Peet

Hi Peet!!

Patricia, Delaney, and Noelle should be done - my phone number (4063706952) is listed as the recovery number. Let me know if you run into any troubles in this regard and we can make a phone call and you can take over my computer again.

Note the [email protected] is not even showing an option to add 2FA, but it's showing my phone number and our info@ address (which I get) as the backups.

[embedded image]

On Tue, May 30, 2023 at 10:27 AM Artichoke Support - Peet <[email protected]> wrote:

Sorry don't think I was quite clear enough on this on. The recovery number is not 2FA. It's what's prompted for when there's a forgotten password or a login from an unknown device/location. The 2FA Google Auth I need is the same authentication that we set up in 1Password on Friday. That is scanning the QR code and entering the one-time password.

- Select "Security" on the left
- Under "How you sign in to Google"
- For accounts that have no 2FA enabled, click "2-Step Verification", then click "Get Started" and setup a Phone for SMS 2FA (here I'd recommend using the end user's phone).
- Goto "accounts.google.com"
- After setting up phone 2FA, or if 2FA is already enabled click "Authenticator" button at the bottom of the "How you sign in to Google" section.
- Then click "Set up authenticator"
- Use 1Password to capture the QR code for the record.
- Verify the code that 1Password has for the record in the "one-time password" section of the 1Password record.

It sounds like you have the necessary info (your phone # as the recovery) to set up [email protected], [email protected], and [email protected]. However, [email protected] already had 2FA enabled and will need the Gmail app on her iPhone where the account is configured.

If this is something we need to schedule time for, no worries, or if there's a good time to call while you're in front of your computer today let me know. Otherwise, just let me know when the Google Auth 2FA "one-time password" is stored in the 1Password record for [email protected], [email protected], [email protected], and [email protected].

Cheers.Peet

Morning Peet!!

I was able to do this for 3/4 accounts - the only bugger is the [email protected] address. It doesn't have 2FA and this is what that window is currently showing. Any advice? I'm headed into a meeting but should be back at it early afternoon.

Thank you!!!

[embedded image]

On Tue, May 30, 2023 at 12:50 PM Artichoke Support - Peet <[email protected]> wrote:

Woot!

That's all the humans email for migration so that's pretty great. I really don't want to jinx it, but the first 5 migrations are what Microsoft considers's perfect. That is ever email was migrated without issue, no email that was too large or user with too many email items. TBH, I've never had a perfect batch and it's really pretty exciting.
[embedded image]

I'm at a bit of a loss with the [email protected] account. If your available for a screen share I can take a look at the account. I'm wondering if the account might not be a regular consumer google account.

Please feel free to call when you're in front of your computer. I'd love to square this last bit of required access.

Cheers.peet

Just an FYI, I decided to pull a full backup of your [email protected] before deduping. It's a really straight forward process, but it's destructive (to duplicate data) but I'd hate for there to be a loss.

Once that backup is finished I'll proceed with a dedupe.

Cheers.Peet

Hi Peet!!

Noelle's email has been acting up and she just sent me the attached screenshot of the error code. Does this have to do with the migration or is there another issue I should be looking into?

Thanks so much Peet!!!

[embedded image]

On Thu, Jun 1, 2023 at 10:29 AM Heather Stockton <[email protected]> wrote:

Morning Peet!!

I was able to do this for 3/4 accounts - the only bugger is the [email protected] address. It doesn't have 2FA and this is what that window is currently showing. Any advice? I'm headed into a meeting but should be back at it early afternoon.

Thank you!!!

[embedded image]

On Tue, May 30, 2023 at 12:50 PM Artichoke Support - Peet <[email protected]> wrote:

Ticket split to [23618](/tickets/69105737)

Heather,

Pretty much everything looks good/doable for a final cutover. All your email accounts are still showing as "perfect". The data from your google drive is deduplicated and migrated here: https://zootownarts.sharepoint.com/sites/zacc-staff/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2Fzacc%2Dstaff%2FShared%20Documents%2FGoogleDrive&viewid=e205948d%2D1b60%2D45fa%2D8449%2D8b003a4b29f9

That may not be the appropriate final Sharepoint site, but I need to prove that a clean copy could be migrated. I can export all [email protected] calendars to .ics files that can easily enough be imported to 365 groups.

Basically all that's needed is a meeting to discuss the final layout and cutover for you all. Want to try for sometime tomorrow, Friday the 9th?

Cheers.peet

Just an FYI, I will be out of town the 19th - 30th and would love to talk about and plan this week for a cut-over the week of the 26th. Can we schedule up a time? Here's my calendly ... https://artichoke.consulting/schedule/peethttps://artichoke.consulting/schedule/peet ... or tell me a time and I'll see what I can make happen.

Cheers.Peet

Hi Peet!!

I'm just cranking in my office - call when it works for you. My cell is 406-370-6952, or I can take email instructions if that's easier. I'm sure you're trying to get ready to head out of town!!

Thanks so much!!
Heather

On Tue, Jun 13, 2023 at 3:53 PM Artichoke Support - Peet <[email protected]> wrote:

Here's a recap:

-  Cutover planned to begin 6/30/23 at 1PM
-  By 1PM all Google-based activity should cease (the only danger is not having final edit's or changes migrated, but..):
- NO sending email via Google (receiving email in Outlook should happen within 30 minutes of cutover ... probably sooner)
- NO editing Google Drive documents
- NO editing Google Calendars
- NO editing *any* Google content
- I will forcefully disconnect all "[email protected]" logins and change the password for the account.

-
- By end of 6/30/23 all email, personal and shared GDrive, personal and shared Calendars and personal contacts will likely be migrated. Priority will be given to shared data. Personal data may be finished migrating over the weekend.

-  As soon as possible no later than 6/23/23:
- Check in with all users to ask if they need/want their "@gmail.com" GDrive, Calendar and/or Contacts migrated to M365's OneDrive and Outlook.
- I've attached an Excel document. Please complete and return the matrix with 'yes', 'no', 'other' ... 'other' would be I only need "NeatDates" calendar and no others. Or only transfer the folder "ImportantDocuments" from the root of their Gdrive.

- As soon as possible no later than 6/23/23:
- Microsoft Authenticator for all users ...
-  Download "Microsoft Authenticator" from App Store or Play Store
- Add "Work or school account"
- When prompted choose "Sign In"
- Sign in with your "@zootownarts.org" email and password (from 1Password)
-
Sign in again with your "@zootownarts.org" email and password (from 1Password)

- You'll be redirected to a browser.
- When prompted for "More information required", tap "Next"
- Microsoft Authenticator will be the default choice. Tap "Next"
- Select the "Pair your account to the app by clicking this link."
- You'll be prompted to open "Authenticator", tap "Open" or "Okay"
- Once Authenticator opens back up, your M365 account will be added
- You might still be on the Add Account page, just hit the back arrow. and you should see your account in the list

- Between now and 6/23/23 (or at least 6/28/23) Create new folder structure for "ZACC-Shared" Sharepoint data. (not a show stopper, but it will be much easier to pitch cleaning up if the structure is there from day 1)

Anything else to add?

Cheers.Peet

Heather,

Back from AK and checking in here. I still the "GoogleMigration.xlsx" back so I migrate only the data that folks need/expect.

I spot-checked a few accounts and it does not seem like anyone has their Microsoft Authenticator enabled.

I don't see that there's been any folder structure added to https://zootownarts.sharepoint.com/sites/zacc-shared/Shared%20Documents/Forms/AllItems.aspxhttps://zootownarts.sharepoint.com/sites/zacc-shared/Shared%20Documents/Forms/AllItems.aspx

Is there anything I can do to help facilitate?

Perhaps we should push this to 7/7?

Cheers.Peet

Hi Peet!!!

Attached is the migration spreadsheet updated with what needs to be ported and for whom. There's only 1 employee with saved contacts and 3 using individual calendars so hopefully it's a little easier than expected.

All but 1 employee got logged in and the Microsoft Authenticator set up today. Patricia ran into an Apple ID issue, but is working with her husband to get it reset this evening so we can finish her up in the morning.

In case it matters or helps timewise, note the following schedules & vacations below. I've expressed to these folks that they should absolutely NOT login during their vacations/time off so we/they can start fresh when they return. If I was to prioritize, I would start with Monday folk, switch to the folk on vacation (they've been here longer and have larger roles so they'll have more info), and then finish with the folks who work Tuesday - Saturday.*** (Note these folks have been instructed and will reminded again to not be accessing email over this weekend.)

Schedules:
Caitlin, Delaney, and I will be the only employees working and accessing emails on Monday the 3rd.
Zoe, Christopher, and Noelle will also not be accessing email until Wednesday the 5th.

Vacations:
Mikyla will be out of office Friday 30th - Wednesday 5th. (Note that she has already set an out of office responder in Outlook.)
Joe will be out of office Saturday 1st - Wednesday 5th.
Patricia will be out of office Thursday 29th - Tuesday 4th.

Last up is file structure, and I'll have that finalized for you tomorrow.

WE'RE SOOOOO CLOSE!!!

Thanks so much for all the help Peet!!!
Heather

On Fri, Jun 16, 2023 at 2:30 PM Artichoke Support - Peet <[email protected]> wrote:

Hi Peet!!

Couple of things -

1 - I'm still working with Patricia, but below is the potential file structure for the new Sharepoint. I've bolded the names of the "new" folders, and shown where the existing Google Drive folders would fit within the new scheme. (Fingers crossed this motivates a few cleanup missions....)

2 - When it comes to Caitlin's email, is that something I should have on my plate to setup? And once setup, because hers is brand new, can she start logging in and emailing right away or does she have to wait for the cutoff? I want to be clear on this process because we actually have 1 more employee that will need a shiny new email when we're good to go.

Thanks again Peet!!
Heather

INFO FOR ALL

Annual Events

Feels Good

Front Desk

Front Desk & Show Room

Gallery

Letterhead

Logos from Others

Pictures

Staff Meeting Notes

Volunteers

ZACC Logos

ZACC Shop

EXECUTIVE/BOARD

Board Fundraising Materials

Employees

Heather

Helpful Documents

Org&Financial Information

Strategic Plan

Studios

Committees (new)

Equity & Belonging

Performance Center Committee

EDUCATION

Birthday Parties

Education

Print Shop

DEVELOPMENT

Development

MARKETING

Advertising

Marketing

Newsletter Event Docs

Press

Radio Show

SHOW ROOM/EVENTS

Chris Event Schedules

Drink & Draw Western Cider

Recording Studio

The Show Room

HISTORICAL/ORG INFO

Annual Report

Capital Campaign

COVID 19

MFCU Gives

MYSTERY/CLEANUP FOLDER

Misc.

Zzzzz- Dunno?

+ All the loose files

On Tue, Jun 27, 2023 at 6:17 PM Heather Stockton <[email protected]> wrote:

Hi Peet!!!

Attached is the migration spreadsheet updated with what needs to be ported and for whom. There's only 1 employee with saved contacts and 3 using individual calendars so hopefully it's a little easier than expected.

All but 1 employee got logged in and the Microsoft Authenticator set up today. Patricia ran into an Apple ID issue, but is working with her husband to get it reset this evening so we can finish her up in the morning.

In case it matters or helps timewise, note the following schedules & vacations below. I've expressed to these folks that they should absolutely NOT login during their vacations/time off so we/they can start fresh when they return. If I was to prioritize, I would start with Monday folk, switch to the folk on vacation (they've been here longer and have larger roles so they'll have more info), and then finish with the folks who work Tuesday - Saturday.*** (Note these folks have been instructed and will reminded again to not be accessing email over this weekend.)

Schedules:
Caitlin, Delaney, and I will be the only employees working and accessing emails on Monday the 3rd.
Zoe, Christopher, and Noelle will also not be accessing email until Wednesday the 5th.

Vacations:
Mikyla will be out of office Friday 30th - Wednesday 5th. (Note that she has already set an out of office responder in Outlook.)
Joe will be out of office Saturday 1st - Wednesday 5th.
Patricia will be out of office Thursday 29th - Tuesday 4th.

Last up is file structure, and I'll have that finalized for you tomorrow.

WE'RE SOOOOO CLOSE!!!

Thanks so much for all the help Peet!!!
Heather

On Fri, Jun 16, 2023 at 2:30 PM Artichoke Support - Peet <[email protected]> wrote:

Heather,

Caitlin’s account is created and available to be logged into.


Virtually everything is done here. A few things:

• Would you like me to import the individual user calendars within "[email protected]" into individual's primary personal calendar or would you me to create a "Username-Schedule" calendar for each user? I'd very much recommend importing them directly into individual's personal folders, but there may be something I'm missing.

• Of the calendars in [email protected] that are not individual’s schedules, These are the 5 calendars that have enough content to be groups. Would you agree on these? Do you want to add any other group calendar(s)?:

⁃ ZACC-Staff <-> Staff Notifications

⁃ ZACC-Dates <-> Important Sentimental Dates

⁃ ZACC-ShowRoom <-> The Show Room

⁃ ZACC-BDayParties <-> ZACC Birthday Parties

⁃ ZACC-Events <-> ZACC Classes and Events

• What's the earliest on Friday that I can cut over your email delivery?

Cheers.Peet

Hi Peet!!

This is AWESOME and I'm so excited!!!

#1 - Caitlin's email. So she's good to send and receive? She let me know she can send email from that account, but when I try to send to that email I get an error (which I'll forward here in a second).

#2 - Using the primary personal calendar should be fine because then we just share those calendars to the main calendar.

#3 - Agreed on the groups! The only other one I would add is ZACC-Board <ZACC Board Meetings & Deadlines>.

#4 - I think I can get everyone kicked out by noon if that works!

Thanks so much Peet!!!
Heather

On Thu, Jun 29, 2023 at 4:51 PM Artichoke Support - Peet <[email protected]> wrote:

I was not planning on configuring mail flow for Caitlin to work before we cut over tomorrow. That is since dreamhost is still handling @zootownarts.org email, her 365 account does not yet receive email. That said, I create a forward at dreamhost to forward [email protected] to [email protected]. It only matters between now and when I cut over tomorrow @ noon.

To be clear about the cut over, the only two things that will be noticed are

- Email is delivered to M365 (outlook.office.com) instead of gmail
- I will logout all devices logged into [email protected] and change the password.

Users will still have access to their individual gmail accounts, though I'd recommend logout out of those as soon and they verify their M365 account data is not missing anything they needed.

Yes on the board group, but that will be for board members only correct? or would that be a calendar for staff?

Cheers.Peet

Morning Peet!!!

The board group is to keep staff in the know about board & committee meetings times so we can block out meeting spaces and such.

Also - everyone has been reminded that noon is the cutoff for all the things, and to download/print anything they may need this afternoon/evening to be safe.

I'm SO excited, thank you so much Peet!!!
Heather

On Thu, Jun 29, 2023 at 5:49 PM Artichoke Support - Peet <[email protected]> wrote:

Please call when you can. I have questions on your preferred method to connect to your SharePoint (ZACC-Shared).

I also left off the "Basement" calendar, that's correct?

As an FYI, all email is now being handled directly on Microsoft 365.

WEBMAIL:

https://outlook.office.com
iOS INFO:
[MS365 Main iOS setup documentation](https://support.microsoft.com/en-us/office/set-up-the-office-app-and-outlook-on-ios-devices-0402b37e-49c4-4419-a030-f34c2013041f)

[Outlook for iOS](https://apps.apple.com/us/app/microsoft-outlook/id951937596)

[Setup Outlook on iOS](https://support.microsoft.com/en-us/office/set-up-the-outlook-app-for-ios-b2de2161-cc1d-49ef-9ef9-81acd1c8e234)

[Setup iOS native apps for Exchange Online](https://support.microsoft.com/en-us/office/set-up-an-outlook-account-on-the-ios-mail-app-7e5b180f-bc8f-45cc-8da1-5cefc1e633d1)

ANDROID INFO:

[MS365 Main Android setup documentation](https://support.microsoft.com/en-us/office/set-up-office-apps-and-email-on-android-6ef2ebf2-fc2d-474a-be4a-5a801365c87f)

[Outlook for Android](https://play.google.com/store/apps/details?id=com.microsoft.office.outlook)

[Setup Outlook on Android](https://support.microsoft.com/en-gb/office/set-up-email-in-the-outlook-for-android-app-886db551-8dfa-4fd5-b835-f8e532091872)

[Setup Android native apps for Exchange Online](https://support.microsoft.com/en-gb/office/set-up-email-in-android-email-app-71147974-7aca-491b-978a-ab15e360434c)

As of right now the ZACC is fully on M365.

All email migrated with a "Perfect" status. While no new email should come to your GMAIL, accounts please note that the migration has stopped so anything new or changed in GMAIL will never reach your Exchange Online account(s)

I've removed the "Send as [email protected]" and POP mail checking from every GMAIL account. If any email is sent from those accounts now it will be sent from @gmail.com, e.g. from "[email protected]"

I'd recommend having me change the password for each of those once you are confident about the status of each user's migration.

All GDRIVE documents are migrated to individual user's OneDrive in a folder called "OG_PersonalGDrive"

All request personal contacts and personal calendars are migrated.

All personal calendars from [email protected] have been added to each individual user's primary Calendar. The primary calendar in Exchange online is always called "Calendar".

All noted shared calendars have been migrated as well (ZACC-Staff, ZACC-Dates, ZACC-ShowRoom, ZACC-BDayParties, and ZACC-Events

Current logins for [email protected] have been revoked, and the password has been changed. The current credentials are in 1Password if you need to check any data/calendar consistency from the migration.

The only calendar I do not have access to migrate is the "ZACC - Board and Committee Calendar" that calendar is shared to "[email protected]" and is not accessible for me to export. Do you have credentials for the account that owns that calendar?

All the [email protected] GDRIVE data is migrated to [ZACC-Shared](https://zootownarts.sharepoint.com/sites/zacc-shared). https://zootownarts.sharepoint.com/sites/zacc-shared. To facilitate finding the data, I've manually added the shortcut to everyone's OneDrive. Depending on how you use SharePoint in the future, that may be something we undo, but for now you can direct folks to look in their OneDrive MyFiles and they'll see a shortcut to "Documents - ZACC-Shared"

I also edited the homepage of https://zootownarts.sharepoint.com/sites/zacc-shared to remove anything but file sharing from the main page, because that's all you'll be using that site for.

I've reset Patrica's 2fa on her account so she will be asked to set it up when logging in again.

I've created [email protected] as a group that you're the only member. I did the same for [email protected] as I found mention of it in your gmail account it can be torn down if it's not needed.

Overall everything seems to have gone very well. Digging through the years of neglect and the more-than-a-little odd use of consumer Google accounts definitely made this migration more labour intensive, with a lot of the migration needing to be done "by hand". That said, I'm confident that all the email, calendars and data is moved correctly and you're in great shape starting the second half of 2023!

As it stand the outstanding issues are:

- Patricia's 2fA and sign in
- Discuss/plan Teams usage
- The ZACC-BoardInfo (for staff)
- Collaboration for the ZACC Board (Likely a Team with guest users is your best bet).
- A plan for the the archival data you have in Dropbox. (I think the best thing here is to to subscribe to a product with "unlimited" OneDrive storage and migrate your Dropbox data to a "[email protected]" user
- Discuss implementing Artichoke Managed IT

Have a good weekend.

Cheers.Peet

I forgot one other quality of life feature I set up for you. Your Microsoft 365 logins will be customized going forward. Not huge, but nice and a tiny bit of a security feature, e.g. if you enter an @zootown.org address to log into Microsoft, you should always see this. If you don't, it's likely a fake login.

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Edits made via Bulk Update Tool - see change log for this timestamp