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Educating Users About Your Migration

Updated: March 28, 2003

Applies To: Windows Server 2003, Windows Server 2003 R2, Windows Server 2003 with SP1, Windows Server 2003 with SP2

To minimize productivity loss and support costs, prior to migration, set user expectations to match the results that you obtained during pilot testing. Set expectations early and clearly to reduce user frustration and Help desk calls.

Provide a schedule that indicates when each user’s computer will be migrated, as well as clear guidelines that tell exactly what the user needs to do to prepare for the migration. Your migration plan must include backing up user files, verifying that applications that use synchronization mechanisms (such as e-mail) are also backed up, and preparing for changes to the desktop.

Preparing files and folders for migration   The period just before migration is a good time for users to get their files into a stable state. For example, if version control software is in use, make sure that all users check in all files that they have checked out. If users are supposed to save all in-progress documents in a specific network folder, make sure that the users save all relevant files to that folder.

If the user state collection process will retrieve data only within a known folder (for example, My Documents), have users move all of their important documents to that folder. If the folder that contains all of these files is a network share, no migration of the files is needed as long as the user has access to that share from the new system.

Preparing e-mail and other applications that must be synchronized   It is recommended that users send all pending e-mail prior to migration. Along with e-mail, My Briefcase, Microsoft Outlook, Microsoft® Notes, and any other application or feature that uses synchronization must be synchronized prior to the migration.

Preparing users for changes to the desktop   The more closely that the users’ new environment mirrors their previous one, the less support they will need, and the sooner they can resume productivity. If the migration involves changes to the desktop, prepare the users for these changes.

If you will not migrate specific settings, tell users in advance which settings they will need to reenter and which related files they might need to migrate (for example, a personal photograph used as a background on the user’s desktop).

If you will migrate your users to the new Windows XP Luna desktop, let them know to expect the change. If you are using USMT, you can optionally migrate their "classic desktop" if you need to delay this change until the users have had training in how to use the new Luna desktop.

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