Sometimes Early Adopters in an organization get ahead of the rest and start using GMail for mail and calendar tracking. They use their personal Gmail account for everything and then convince the organization to move to Google Apps. Then there is a pause and heavy sigh from the Early Adopter as he/she realizes that there is a ton of calendar information in their Gmail account that they do not want to re-enter. What to do?
In general, the steps are:
– Export the calendar info from the gmail.com account to a file on your computer.
– Import the calendar info into your Google Apps account from the file on your computer.
– Notify everyone to remove the shared calendar for the GMail account from their own Google Calendar views and to add the one for Google Apps account.
Export the calendar info from the gmail.com account to a file on your computer
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Log into your GMail account at http://gmail.com and view your calendars.
1. In the calendar list on the left side of the page, click the down-arrow next to the GMail calendar and select Calendar settings. (Alternatively, click the Settings link at the bottom of the calendar list, then click the appropriate calendar.)
2. Click the ICAL button in the ‘Private Address’ section at the bottom of the page, and click the displayed URL.
3. Save the exported file to folder on your computer (or the desktop).
4. Click OK to close the window with the URL
5. Log out of your GMail account.
Import the calendar info into your Google Apps account from the file on your computer
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Log into your Google Apps Account at http://www.google.com/a/yourdomain.org
1. Go to your Calendar screen and then click on Settings -> Calendar Settings.
2. Click on the Calendars tab then click on Import Calendar.
3. Browse to the file that you created on your computer
4. Make certain that next to Calendar you have your calendar for *your* Google Apps account selected, then click Import.
5. Click on Back to Calendar.
6. Click on the down arrow next to your calendar name in the My Calendars section and choose “Calendar Settings”
7. Click on “Share this Calendar”
8. Click on “Share this calendar with others”, then click next to “Share this calendar with everyone in the organization”. Choose whether to let them view all details or just your free/busy schedule.
9. Click Save!
Notify Everyone
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Everyone must individually make changes in their own Google Calendar screens to use your Google Apps account calendar.
Log into their Google Apps account at http://www.google.com/a/pesticide.org.
1. Go to your Calendar screen and then click on Settings -> Calendar Settings.
2. Click on the Calendars tab then click Unsubscribe next to the GMail calendar.
3. Click “Back to Calendar” and then, under “Other Calendars”, click Add -> Add a coworker’s calendar”.
4. Type in the e-mail address of the Google Apps Account and click OK.