SOP For Moving PST Files For Migration

INTRODUCTION

Importing data from PST files to an online archive is important for managing and preserving email data. PST files are prone to corruption and are not recommended for storing email data. Microsoft offers an "Online Archive" option to address this issue, providing secure storage, auto expanding storage and easy data recovery.

Here is a step-by-step guide for importing PST files to Online Archive for a smooth transition. As a part of our efforts to make this process as error free, fast and smooth as possible, efforts have been made for a centralized approach for the migration. This document details the user instructions for making their PST files available for migration

Following is the link to the DIY KB Video:

How To Make your PST Files Available for Migration to your Online Archive

MIGRATION DEADLINE:

31rst October to Upload the files in the Shared folder. 31st December before we retire PST files completely and the access is cut off

PROCEDURE:

Step 1: Mapping an Accessing the shared drive

To access the shared location created for the storage of the PST files to be imported, kindly make sure that you are connected to an internal network such as the ‘Dredge’ wifi network, the ‘GLDDCorp’ wifi network, or connected via the VPN.
If you do not know where your PST files are, they can usually be found in one of 2 locations unless the location was changed when they were created:
- C:\Users\username\AppData\Roaming\Microsoft\Outlook\TestPST.pst
- C:\Users\username\OneDrive - Great Lakes Dredge & Dock Company, LLC\Documents\Outlook Files
Open File Explorer which can be located at the bottom of your screen in your taskbar.

In the ‘File Explorer’ application, locate and select ‘This PC’ in the directory on the left hand side of the window as identified by the red box.
On the screen print of File Explorer shown below, please note the 3 dots (ellipsis) identified by the red box. This option is available for all Windows 11 computers. Click on the 3 dots and select the option ‘Map Network Drive’.
Within this window you can select a drive letter and a folder on the network. Please select any open drive letter except for ‘G’, ‘H’ or ‘X’. Enter the following path into the Folder field: \\internal.gldd.com\GLDDShares\PSTFiles. Click on the ‘Finish’ button at the bottom of the window.

Step 2: Moving The Files

After mapping the drive, a folder with your username needs to be created in the shared file for storage of your PST file. You can do this by right clicking in the shared drive > New > Folder.

Once the Folder has been created, you can copy (do not move) all PST files into your folder. Once copied, rename your PST file with your GLDD Username and a number. While doing so, you may get a warning message, click on "Open" to rename your PST file.

NOTE: If you have multiple PST files, make sure to differentiate them by adding a number to the name of your PST file. Eg; JDoe1, JDoe2, JDoe3, etc...

While the files are copying over, please make sure you stay steadily connected to the network and do not lock your laptop, let it go into sleep mode or close the lid.
Once the files have copied over, let the service desk know so they can be migrated.

Step 3: Post Migration Confirmation:

Once the Service Desk has confirmed your files have migrated to your online archive, you can confirm the migration through the MS Outlook app.
In the MS Outlook app Outlook Web app, make sure your folders within Outlook are displayed in the left hand side of the screen. If the folders are not displayed, locate and click on the arrow that points to the right. This will display the Outlook folders.
Scroll down to file the folder named "Online Archive - gldd email" and click on the arrow.
In the folders under the Online Archive, find and select the folder named "Imported". Under this folder, you can find all your imported PST files.

Once the migration has been confirmed, kindly inform the same to the Service desk.

ADDITIONAL TIPS:

To verify that all your PST files imported properly, please check 2 or 3 specific emails from each PST file. Checking the date/time stamp can also be helpful.
Do not delete existing PST files from the system until you have confirmed that they have been fully imported.
Make sure you do not have any automatic rules set up in MS Outlook to backup emails to the PST Files. Access to the PST files will be blocked after the migration deadline. You can replace those rules with automated rules for periodic backups into the online archive instead.

SUPPORT:

For any issues or inquiries, reach out to our Service Desk

By following these steps, you can ensure an efficient migration of the PST files from the unreliable back up files stored onto your harddrive to the online archive easily accessible anywhere via cloud.