Introducing Outlook: Migration from GroupWise

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The transition of our email service to Microsoft Outlook from Novell GroupWise is underway! The changeover to Outlook will be scheduled to take place within the next couple of months for the City of Peterborough, Peterborough Police Service, Peterborough and the Kawarthas Economic Development, Peterborough Utilities Group, and Peterborough Housing Corp.

All your inboxes, archived emails and calendar information will be transferred over to Outlook. You don’t need to pull any of that information out of GroupWise – it’ll automatically be moved to Outlook.

We’ll let you know as soon as the date for the changeover is set.


Microsoft Outlook

The transition of our email service to Microsoft Outlook from Novell GroupWise is underway! The changeover to Outlook will be scheduled to take place within the next couple of months for the City of Peterborough, Peterborough Police Service, Peterborough and the Kawarthas Economic Development, Peterborough Utilities Group, and Peterborough Housing Corp.

All your inboxes, archived emails and calendar information will be transferred over to Outlook. You don’t need to pull any of that information out of GroupWise – it’ll automatically be moved to Outlook.

We’ll let you know as soon as the date for the changeover is set.


Microsoft Outlook, which is part of the Office 365 suite of programs, will provide all the same abilities that you’re used to today and open new capabilities to enhance how we share information and work with each other.

Before the changeover, you can watch some short online videos and see point-by-point directions on how to use the functions in Outlook.

You’ll see all the functions that you’re used to as well as a few differences, such as we’re used to doing a “Busy Search” when scheduling appointments in GroupWise while it’s called “Scheduling Assistant” in Outlook.

We’ll be providing more training resources, including quick tips and highlights of differences between GroupWise and Outlook, as we get closer to the changeover. We'll also be providing support and guidance for users. Keep coming back to this hub for updated information and resources. Check out the FAQs on the right side of the project page and add questions in the tool below to help us provide the information that you want.

Email is one of the main ways that we communicate and collaborate both internally and externally. Our inboxes are vital sources of information and links to the people that we work with. The associated calendar helps keep our days organized. A lot of planning and consideration has gone into this transition. We look forward to rolling out Outlook to our organizations. Thank you for working with us through this transition.

  • Migration points to remember

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    29 Oct 2020
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    1. Calendar items can exist in any GroupWise folder, Accepted or Unaccepted, but can exist ONLY in Outlook inbox as unaccepted and Outlook Calendar when Accepted. Migration process will automatically Accept and Move Appointments from any folder in GroupWise to the Calendar in Outlook.
    2. Reoccurring Appointments are migrated as independent messages into Outlook. Changes to these messages will have to be done on each message and it will not automatically update the message in the recipient’s mailbox but create a new appointment.
    3. Message Flags, Categories and Colors will not be migrated
    4. Rules will not be migrated
    5. Signatures will not be migrated
    6. Proxy Rights are Now Called Delegate rights and must be re-granted manually
    7. Shared Folders and Shared Calendars will not migrate, Owners will have those items but will have to reshare them after the migration.
    8. Shared Address Books will be migrated as local copies. They will need to be reshared if you wish them to be managed by another individual or group.
    9. The following picture outlines what will move to Outlook from GroupWise


  • Preparing for the migration to Outlook

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    30 Sep 2020
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    We are migrating your mail service – including your emails and calendar items – to Microsoft Outlook! The transition to Outlook will happen on or around Saturday, October 24, 2020.

    Starting Monday, October 5, 2020, please do not:

    • Delete emails older than seven days old
    • Reorganize your email folders

    You are still allowed to delete emails less than seven days old during this preparation period.

    You will be able to perform all normal functions again after we’ve been migrated to Outlook. You have between now Monday, October 5, 2020 to prepare your inboxes by reorganizing your folders to get you through this period ahead of the transition.

    The image below shows the typical folder structure for a GroupWise account and what will be transferred over to Outlook. As shown in the image, Documents folders won’t be migrated to Outlook. Your Cabinet for filing emails will be migrated to Outlook.

    If you’ve created document folders outside of the Cabinet, you can organize your folder during this time, until October 5, 2020, to set up your items for the migration to Outlook.

  • Outlook tips for GroupWise users

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    1. Retracting Messages

    Outlook does not “silently” retract messages. This means that when you attempt to retract a message, a notification of the attempt will be sent to the recipient. Permission must be granted for those messages already opened by recipient.

    2. Tracking Sent Items

    Unlike GroupWise, Outlook does not allow you to see when someone opened or deleted your sent message. If you wish to track a sent item, you must request a delivery receipt. Unfortunately the recipient does have control over whether they wish to send back a delivery receipt.

    3. Viewing Attachments

    In Outlook, there is no “Open With” option for attachments. Outlook has the ability to preview the attachment in Outlook or Open with the application currently associated with that file extension. If you cannot preview the attachment and it is not associated with an application, you will have to save it then perform an “Open With”.

    4. Changing an Email to an Appointment

    You can change an email to an Appointment by dragging the email to the Calendar icon at the bottom of the Outlook screen or by simply clicking the button on the menu bar. Outlook will keep the original message.

    5. Reminder Notes

    There are no “Reminder Notes”in Outlook. Outlook supports Sticky Notes that are similar to Post-It Notes © Rather Outlook allows you to create All Day Events in Calendar which can function as GroupWise Notes.

    6. Recurring Appointment Patterns

    To set a recurring appointment in Outlook, you must select a frequency: Daily, Weekly, Monthly or Yearly.

    7. Modifying Appointments

    When the organizer of an appointment changes the appointment, an additional message is sent to the original recipient to alert them and change is made automatically. If the organizer deletes an appointment, a notification is sent with button to remove the appointment but the appointment is not automatically removed from Calendar of recipient.

    8. Calendar Tool Tips

    In Outlook, there are no tool tips. To view details of an appointment including who has accepted or declined, simply open the appointment.

    9. Tracking Sent Calendar Items

    There is no sent item when an appointment is sent in Outlook, but a tracking copy is automatically sent to the organizers calendar. The organizer of the appointment should not delete this copy as it is needed for making changes to the appointment.

    10. Meeting Recipients Can Move the Calendar Item

    Recipients of appointments (Group Meetings) should be careful not to accidentally drag and appointment to a new place/time on their own calendar as it will not be easy to tell what the original date / time was and no notification will be sent to organizer or other recipients.

    11. Tasks

    Outlook is unable to update tasks that have been sent to multiple people. Therefore if you sent a task to two or more individuals and you need to change the task or recall it, you will need to make the change for each recipient.

    12. Viewing Tasks in Calendar

    You cannot view future tasks in your calendar in Outlook. Clicking on a day in the future changes only the appointments not the tasks. You can, however, sort tasks by due date and view tasks in the task list.

    13. Proxy Rights

    Instead of “proxy rights”, Outlook uses delegates which are more granular. Outlook is folder based, which allows you to give rights to specific folders such as Inbox but not to other folders.

    14. Type Ahead Name Completion

    Unlike GroupWise, Outlook does not look up names in the Address book. It keeps a separate database of people you have previously sent to in order to perform automatic name completion. Therefore, for a first time recipient, you must type in full email address or select them from the address book.

    15. Contacts

    In Outlook, when you double-click name of contact (or sender), a dialog box showing any available details for that contact appears. From here, you can send and email to that person, schedule a meeting with that person or even Instant Message or call that person (if the functionality is supported in your environment).

    16. Quick Steps

    With the Outlook Quick Steps feature, you can quickly and easily perform multiple actions with a single click of your mouse, allowing you to increase your productivity and spend less time managing your email. A number of pre-defined Quick Steps are available, such as “To Manager,“ “Forward: FYI,” and “Team E-Mail: Reply & Delete.” These default Quick Steps can be modified, or you can create new ones to suit your work style. For example, you can create a one-click Quick Step called “Mailing List: Ignore” that automatically moves emails sent from a mailing list you’re on to the Deleted Items folder or to another folder.

    17. Grouping Conversations

    Outlook allows you to group email messages with the same Subject into conversations. By grouping and hiding older and redundant messages, you can reduce the number of items seen in your Inbox. To view older messages that make up a conversation, simply expand the most recent message of that conversation.

    18. Replying to Conversations

    Outlook always replies to the latest message in a conversation. If you open an older message within a conversation and click Reply or Reply All, Outlook warns you that you’re not replying to the most recent message of that conversation. If you want, you can click the warning to jump to and reply to the most recent message.

    19. Cleaning Up

    The Clean Up feature in Outlook helps free up space in your Inbox by allowing you to delete redundant messages that are part of an email conversation or thread. Only the most recent message that contains the entire history of a conversation is kept, therefore eliminating the need to keep older messages. Clean Up will, however, keep any older messages with attachments, flags, or categories.

    20. Recovering Deleted Items

    Unlike GroupWise where deleting from the Trash folder destroyed the message, Outlook has a secondary holding location for deleted items called the Recoverable Items Folder. When an item is deleted, it moves to the “Deleted Items” folder then is automatically moved to a hidden folder called “Recoverable Items” after a set number of days or when deleted from “Deleted Items” folder. The length of time the item sits in this secondary folder is determined by your system administrator but it can be searched by using the “Recover Deleted Items” option under the “Folders” tab.

  • Create and send an email

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    16 Sep 2020
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    Create and send email

    1. Choose New Email to start a new message.

    2. Enter a name or email address in the To, Cc, or Bcc field. (Please note that Outlook doesn't automatically pull from the corporate address book to auto fill the name or email address. You need to enter the email address the first time - after that it will automatically provide a suggested email address the next time you start typing that email address. You can find corporate email addresses under Address Book.)

      If you don't see Bcc, see Show, hide, and view the Bcc box.

    3. In Subject, type the subject of the email message.

    4. Place the cursor in the body of the email message, and then start typing.

    5. After typing your message, choose Send.


    See video on how to create and send an email.

    More information on creating and sending emails.

  • Adding a contact

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    16 Sep 2020

    See step-by-step instructions on how to add a contact in Outlook.

    Other helpful resources on contacts:

  • Create appointments and meetings

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    16 Sep 2020

    See step-by-step instructions for how to create appointments in Outlook.

    Other helpful resources for appointments and meetings:

  • Migrated appointments

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    Appointments migrated from GroupWise to Exchange will appear unchanged in your Exchange mailbox. However, the migration process migrates appointments as unique, disconnected items, meaning that migrated appointments are no longer connected to all recipients’ calendars.

    What this means for you:

    You don’t have to be the organizer to be able to modify or delete an appointment.

    Because migrated appointments are disconnected from one another, any recipient of the original appointment (not just the organizer) may edit or cancel their personal copy of the appointment.

    Appointment edits may create two instances of an appointment, but only one instance has the correct information.

    Any changes you make to your copy of a migrated appointment will update your calendar item only. In the case of a shared appointment, other users will be notified about an appointment change you make, but their copy of the original appointment will not be updated in their calendar. Instead, they will receive a new appointment invitation, and all recipients will have the opportunity to accept or decline the new appointment. In the end, recipients of a changed appointment may see two copies of the appointment in their calendar: one original copy and one new (modified) copy (provided the new appointment was accepted).

    Cancelling your copy of an appointment may cause all recipients of the appointment to get a cancellation notice.

    In the case of a shared appointment, recipients of the original appointment will simply be notified by email that you have canceled the appointment in your calendar. The original appointment will still remain unchanged in all other recipients’ personal calendars.

    Example scenario of a modified appointment:

    After the migration, the original GroupWise appointment organizer changes the Weekly Department Meeting time from 8 a.m. to 9 a.m. on Monday morning. The original appointment organizer’s calendar will be updated with the time change, but all other recipients will have a two copies of the appointment for the same meeting in their calendars: one at 8 a.m. (original) and one at 9 a.m. (‘new’ one) on Monday morning, as shown in the screenshot.