In June, Information Technology Solutions (ITS) opened up the R’Mail platform to all of campus. Three months later, over 550 UCR staff have transitioned to Google’s email and calendaring services, joining faculty and students on the same platform.

One of the first to take advantage of the early migration to R’Mail was Mark Manalang, Director of External Engagement from the School of Public Policy. Initially, Manalang was daunted and thought that the migration would take up a lot of his time. However, when he went through the process, he found that it was straightforward, particularly with the support he received from ITS. In an interview, Manalang shared:

“I felt really guided and supported through the migration meetings we had with ITS. They answered all of our questions and they talked in a way that was understandable. They sent over a checklist that was easy to read and digest, and the migration itself was pretty uneventful.

The first few days were an adjustment, but now, I'm used to accessing Gmail. I honestly don't remember what it was like before [Gmail], because it's been an easy and seamless transition for me. What I found really valuable is that when we moved to Gmail, it was easier to coordinate with the students and faculty we worked with.”

Nicole Jimenez, Executive Assistant to the Dean of the School of Public Policy, also shared her experience moving from Microsoft Outlook to R’Mail:

"After using Microsoft Outlook for 20 years, I was initially reluctant to switch to Google. However, the advantages of making the move soon[er] became clear. Google offers greater customization for the inbox and has several calendar features that Outlook lacked. The benefits of transitioning to Google are evident, and I must say [that] Jeremy Fisher, Azra Ayers, Okey Uchendu, and the entire [ITS R’Mail Migration] team made the process incredibly smooth from start to finish. Thank you for your excellent support!"

Auxiliary Services, one of UCR’s largest organizational units, opted to migrate all of their staff to Google’s email and calendaring services at the same time. This made the transition much smoother for staff, as daily organizational communication and collaboration workflows were not interrupted.

More ORG units are slated to migrate in the coming weeks, including the School of Public Policy, CHASS Student Affairs, and Business & Financial Services.

The R’Mail migration effort is consistent with the campus’ strategic IT goal of leveraging robust, common platforms that can support the unique needs of the academic and research mission in alignment with UCR’s strategic objectives.

"Campus leadership asked us why UCR is using two different platforms for email and calendaring. It was a good question, because we have the ability to unite the Highlander community on a single platform,” said Jeremy Fisher, Executive Director of Infrastructure for ITS. “This is what prompted us to open up R'Mail services, which are used by the majority of campus. The success of the opt-in period and positive feedback we've received have shown us that we're moving in the right direction."

Historically, staff have used Microsoft Outlook and Outlook Calendar, while students and faculty utilize R’Mail tools. This presented challenges in the efficiency of interorganizational communication and collaboration, as Highlanders were using two different platforms.

Manalang shared his advice for UCR staff moving to R’Mail:

“If you are transitioning from Outlook to Gmail, keep an open mind and adopt the perspective that this is something that will unify us in the long run. As staff, we're kind of outliers, so getting on the same platform as faculty and students, many of whom are our customers, helps us become more cohesive.”

To ensure that UCR sustains its progress towards ascending to common platforms, the opt-in period will be ending soon to give way to the campus-wide rollout of R’Mail.

Opt-In Period Ends Soon

The early migration opt-in period will end in December 2024 and the launch of the campus-wide R’Mail rollout will be announced soon. ITS invites all interested ORG leaders to get in touch with the R’Mail Services Team at rmailservices@ucr.edu by October 7, 2024, to schedule an early migration. ORG units are encouraged to migrate all staff together for a more seamless user experience.

It is important to note that the desktop version of Microsoft productivity tools such as Word, Excel, and PowerPoint will continue to remain available to those with paid Microsoft licenses. SharePoint and OneDrive will also remain available even without a paid license. Typically, Microsoft licenses are procured through one’s departmental finance and administrative officer (FAO). Historical email and calendar data in Outlook will remain intact and accessible via the Outlook web browser for at least three years.

To learn more about R’Mail, including access, FAQs, and training resources, visit the R’Mail Migration webpage (UCR login required).

Note: This article was updated on November 12, 2024.