User Guide. DocAve Lotus Notes Migrator for Microsoft Exchange 1.1. Using the DocAve Notes Migrator for Exchange to Perform a Basic Migration

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1 User Guide DocAve Lotus Notes Migrator for Microsoft Exchange 1.1 Using the DocAve Notes Migrator for Exchange to Perform a Basic Migration This document is intended for anyone wishing to familiarize themselves with the user interface and basic functionality of the DocAve Lotus Notes Migrator for Microsoft Exchange tool. Page 1

2 Before You Begin Basic Overview The Notes Migrator for Exchange Tool is used to migrate content from a Lotus Notes Mailbox Database to a Microsoft Exchange Server or to Microsoft Exchange Online. To use the tool, you will first configure connection profiles to both your Lotus Notes environment and your Microsoft Exchange server. After you have created these profiles, you must then configure your environment s additional custom settings, including LDAP access to your Exchange environment and creating a customized user mapping table which will match Notes users to their Microsoft Active Directory counterpart. As Notes includes a security protocol preventing any unauthorized access to a User s Notes local database files, each user will have to log in to their Notes mailbox and confirm that they do want to allow Notes to Exchange Migrator to upload their information before a migration job can run. Once the necessary users have uploaded their information, and the settings mentioned above have been configured, you can migrate the Notes mailboxes by selecting to migrate by either individual users, user s mailbox databases, or exporting the Notes mailbox databases to a.pst file which can then be restored to a remote location. Notes Migrator for Exchange also includes a Job Report to view information about current and past migration jobs. Requirements The software versions and system requirements for DocAve Notes Migrator for Exchange: Lotus Notes and Domino Server Requirements Notes Migrator for Exchange must be installed on the same server as a functional Lotus Notes client. In order to perform a migration, Lotus Notes must be version or above. Microsoft Outlook and Exchange Server Requirements For the Select Notes mailbox database for exporting to Personal Folder File (.pst) mode, Microsoft Outlook 98 (or above) must be installed (to import the.pst to). If migrating a Notes Mailbox to a stand-alone Exchange Server, the Exchange Server must be Exchange Server 2003 (or above.) Notes Migrator for Exchange also supports migrating a Notes Mailbox to Exchange Online. System Requirements Computer / Processor A PC with an Intel Pentium III-compatible 1000 MHz processor (minimum), with a Pentium IV-compatible processor recommended Memory 256 MB of RAM (minimum), with at least 512MB of RAM recommended. Hard Disk 500 MB minimum recommended. Page 2

3 Installation The Notes Migrator for Exchange Installation Wizard will guide you through the installation process. By following the steps below, you will have Notes Migrator for Exchange up and running on your environment very quickly. Installation Steps On the system housing the Lotus Notes Server: 1. Download the DocAve Notes Migrator for Exchange.ZIP file, by requesting a demo version from or by contacting an AvePoint representative for links to this package. 2. Unzip the package to the directory where you want to install this tool. 3. Run the Setup.exe file found in the unzipped directory. 4. Follow the steps on screen for configuring this tool. You will be asked to enter a name, organization, and select the location from where you purchased this software. You can also choose to apply a license file while installing the tool or apply it later from the tool s interface. 5. After this, a screen will indicate that all services have been installed. Congratulations! The Docave Notes Migrator for Exchange is now installed on your Lotus Notes environment. Page 3

4 Basic Options Before configuring a migration, you must configure the basic settings for Notes Migrator for Exchange. These options are configured by clicking on the Settings tab, and then clicking on Options. Language Setting Language Settings allows you to specify the language to use for the Notes Migrator for Exchange interface. There are three options Default, English, and Japanese. If you select the Default option, the language for Notes Migrator for Exchange will be set according to your browser s default language. Click Apply to apply any changes. Note: Any changes made to the language settings will take effect after you restart Notes Migrator for Exchange. Customizing the DocLink Display Labels As Microsoft Exchange does not contain the DocLink feature as displayed in Lotus Notes, you can customize the alternative link display label for the Notes Document Link DocLink, View Link, and Database Link and specify how you would like these links to appear in Microsoft Exchange. By default, Notes Migrator for Exchange provides three default tags, [DocLink], [ViewLink], and [DatabaseLink], you can change any of these values to change what the link will be displayed as in Microsoft Exchange.. Click Apply to apply any changes. Adding Additional Mail Templates By default, Notes Migrator for Exchange can migrate the following mailbox database templates: "StdR6Mail", "StdR7Mail", "StdR8Mail", "StdR85Mail", "ExtR6Mail", "ExtR7Mail", "ExtR8Mail", and "ExtR85Mail". If your Notes mail template is not included in these templates, you can add additional templates by entering the corresponding the mailbox template name into the Mailbox Database Template box. Notes Migrator for Exchange will then crawl your Notes environment gathering the necessary files to migrate this mailbox template type. Click Apply to apply the setting. If you want to add several templates at once, you can separate the template names with a semicolon (;). License Manager In order to use Notes Migrator for Exchange, you must first apply a license. Licenses can be applied and updated in the License Manager or during the installation. You can obtain this license from your AvePoint Sales Representative. To apply a license, follow the steps below: 1. Click the Browse button and select the license file you wish to apply. 2. Click the Apply button, the license information will populate the Current License Information. Page 4

5 Creating Connection Profiles Before running any operations in the Notes Migrator for Exchange, you must first set up a Notes Connection Profile and an Exchange Connection Profile. Setting up a Notes Connection 1. Open the Notes Migrator for Exchange tool. If this is the first time you have opened the product, the New Notes Connection pop-up will appear automatically, if you have already set up a connection and want to configure a new profile, you can add an additional profile by clicking Settings > Notes Connection Profile > New. 2. Enter a profile name into the provided field. 3. The.INI File and Notes User ID are loaded automatically from your Notes configuration. To change the.ini file, you can click the button after the.ini File text box, and select the file you want to use. You can also select a different Notes User ID from the drop-down box. 4. Enter the Notes password. *Note: All four fields are required to set up a migration. 5. Click Test to test the connection. Once successful, click Save to save the notes connection profile. Editing an existing Notes Connection In order to edit an existing Notes connection, follow the steps below: 1. Run the Notes Migrator for Exchange tool. 2. Select the menu option Settings > Notes Connection Profile > Edit, and the Edit Notes Connection window will appear. 3. Select the profile you want to edit from the drop-down box. 4. To change the.ini file, you can click the button after the.ini File text box, and select the file you want to use. You can select another Notes User ID from the drop-down box. 5. Enter the corresponding password. 6. Click Test to test the connection and click Save to save the edited profile. *Note: If you want to use the new connection, you must restart the Notes to Exchange Migrator tool and log in to the edited profile. Deleting a Notes Connection If you want to delete an existing Notes Connection profile, you can select the menu option Settings > Notes Connection Profile > Delete, select the profile from the drop-down list, and then click the Delete button. This will remove the connection profile. Setting up an Exchange Connection 1. Select Settings > Exchange Connection Profile > New, the New Exchange Connection window will appear. Page 5

6 2. Enter a profile name into the provided field. 3. Select the Exchange Server version from the drop-down box. By default, Microsoft Exchange Server is selected, if you want to use the Microsoft Exchange Online as your target destination, you must select the Exchange Online option. 4. Select the Access Method according to the Microsoft Exchange version of your target destination, Select between: Web Service(Exchange 2007/2010): for the version of Exchange 2007 and above WebDAV: for the Exchange Server Specify the Exchange server URL where you want to migrate the Lotus Notes Mailbox to in the Exchange URL field, a corresponding administrator domain\username, and password to set up access to the Exchange server. 6. Click Test to test the connection and click Save to save the profile. Editing an existing Exchange Connection If you want to edit the exchange connection, you can select the menu option Settings > Exchange Connection Profile > Edit, select the profile from the drop-down list, update the information, and then click the Save button to save any changes. Deleting an Exchange Connection If you want to delete an existing Exchange connection profile, you can do so by clicking Settings > Exchange Connection Profile > Delete, selecting the profile from the drop-down list, and then clicking the Delete button. This will remove the connection profile. Configuring User Mapping This section will guide you through setting up a user mapping for Notes Migrator for Exchange. You must first configure your LDAP settings, and then after you will create a custom user mapping configuration. Configuring LDAP Before setting up a user mapping, you must configure the LDAP (Lightweight Directory Access Protocol) first to allow Notes Migrator for Exchange to access your Exchange directory. In order to connect with the Microsoft Active Directory User listings, follow the steps below: *Note: The Active Directory and the Exchange Server must be in the same domain. 1. Select User Mapping > Configure LDAP. The LDAP Configuration window will appear. 2. Input the IP address or hostname where the domain controller is installed into the Path: field. 3. Enter the domain\username for an account with sufficient domain permissions into the LDAP Username field as well as the corresponding password. Page 6

7 4. Click Test to check the connection, and then click Save to save the LDAP configuration information. User Mapping Notes Migrator for Exchange user mapping allows you to optionally configure your migration job to map Lotus Notes users to Exchange users manually. If you must map a large number of users please see the Advanced Address Mapping section below. 1. Select User Mapping > User Mapping. The Notes to Exchange User Mapping window will appear, and any Active Directory users accessible from the LDAP configuration you established before will be listed in the AD Users panel. 2. To create a new mapping profile, select the New User Mapping Profile radio button, and enter a profile name. To load an existing mapping profile, select the Load an Existing Mapping Profile, and select the profile from the drop-down list. 3. Select the Domino Server from the drop-down box, and click Load to load the Lotus Notes users in to the User Mapping panel. By default, this will load the names.nsf listings, unless you define another Notes database by selecting the Specify path and name for address book checkbox, and then entering in the path to the customized Notes database. 4. Click on the Notes user you wish to custom map. After the user is highlighted, double click the AD user you want to map the Notes user to. The AD user s information will now be listed in the User Mapping window. 5. Ensure that any user pairings you have created are checked off in the include column, you can select all users or unselect all users by the Select All and Unselect All buttons. If there are any user s that require special access permissions to access their Exchange mailbox, you may specify their password in the associated columns. Notes Migrator for Exchange will use this password when migrating the Notes content over. 6. Click Save to save the current mapping configuration. You can additionally export the mapping profile to the specified location as a.dat file, and import it when necessary via the Export and Import buttons. 7. Before running any migration jobs, you must have the users allow access to their Notes database. Click the Upload button which will send a message to each user s Notes Mailbox to upload their local database and any archive databases for the migration job. Advanced Address Mapping The Address Mapping feature assists you with migrating a large number of addresses in your system all at once. 1. Select User Mapping > User Mapping. After the Notes to Exchange User Mapping window appears, Enter in a profile name and click the Advanced button. 2. Enter the Notes mail address in the Notes Mail Address field, and the Exchange mail address you want to map for the Notes mail address into the Exchange Mail Address field. 3. To delete the mapping, click the icon; to add a new mapping, click the icon. Page 7

8 4. Select the corresponding Include check box, and click the Save button. This will save the advanced configuration. Click Save again on the Notes to Exchange User Mapping window to save this Mapping Profile. Performing a Migration This section will teach you how to set up a basic migration plan and perform a migration to your Exchange environment using Notes Migrator for Exchange. There are three types of migration modes to migrate a Notes mailbox to an Exchange server or Exchange online: Select Notes Users for Migration, Select Notes Mailbox Database for Migration, and Select Notes Mailbox Database for Exporting to Personal Folder File (.pst). Select Notes Users for Migration In this migration mode, Notes Migrator for Exchange will migrate the specified Notes mailboxes by the selected user(s). Please note that any users you wish to map must have already uploaded their Notes database as requested from the user mapping configuration. If they have not logged in and approved access to their Notes database, the user s mailbox will not be migrated. 1. In the Notes Migrator for Exchange welcome page, click Select Notes users for migration. 2. Click New Job to setup a new migration job. 3. Select the Domino Server from the drop-down box, and click Load to load the Lotus Notes users. By default, it loads the names.nsf unless you define another Notes database by selecting the Specify path and name for address book checkbox, and entering in the name of the customized Notes database. 4. Select the desired Notes users that you wish to migrate by checking the corresponding include checkbox. You can select all users or unselect all users by the Select All and Unselect All buttons. You may optionally double click on an individual user to view a Mailbox Detail report. This report includes the mailbox size in bytes, a total mail count, and other related details about the mailbox. Close the report when finished by clicking the X in the upper right hand corner. 5. Click Next. 6. Select the Destination Exchange Server and the User Mapping profile from their respective drop-down boxes. 6. Click Next, and use the checkboxes to configure your migration options. Descriptions of these are listed below in Migration Options. 7. Click Migrate to run the migration job. The Job Summary will open showing the progress of the job as well as other details. Click cancel when the job is complete to return to the home screen. Page 8

9 Migrating Mailboxes by database In this migration mode, the Notes mailboxes will be migrated by selecting the Notes database files you wish to be migrated. Please note that any users you wish to map must have already uploaded their Notes database as requested from the user mapping configuration. If they have not logged in and approved access to their Notes database, the user s mailbox will not be migrated. 1. In the Notes Migrator for Exchange welcome page, click the Select Notes mailbox database for migration. 2. Click New Job to set up a new migration job. 3. Either select the Domino Server from the drop-down box, or click Load to load the Lotus Notes databases. 4. Select the Notes databases you wish to migrate by checking the corresponding checkboxes. You can select all databases or unselect all databases by the Select All and Unselect All buttons. You may optionally right click on a database in the Notes Database panel to view the details of the mailbox database or view a report on this database. Click Next. 5. Select the Destination Exchange Server and a User Mapping profile from the drop-down boxes. 8. Click Next, and use the checkboxes to configure your migration options. Descriptions of these are listed below in Migration Options. 9. Click Migrate to run the migration job. Migrating Mailboxes as a.pst file to local In this migration mode, the Notes mailboxes will be converted to a.pst file, which you can then upload to your Exchange Server using Outlook. Please note that any users you wish to map must have already uploaded their Notes database as requested from the user mapping configuration. If they have not logged in and approved access to their Notes database, the user s mailbox will not be migrated. Note: Notes Migrator for Exchange 1.1 includes the ability to migrate Mail-in Databases. 1. In the Notes Migrator for Exchange welcome page, click the Select Notes mailbox database for exporting to Personal Folder File (.pst). 2. Click New Job to set up a new migration job. 3. Select the Domino Server from the drop-down box, and click Load to load the Lotus Notes database. 4. Select the Notes databases you wish to migrate by checking the corresponding checkboxes. You can select all databases or unselect all databases by the Select All and Unselect All buttons. You may optionally right click on a database in the Notes Database panel to view the details or a report about the mailbox database. 5. Within Export Options, select to either export the each Notes mailbox database to a separate.pst file or export them all to one aggregate.pst file. Page 9

10 6. Select a user mapping profile from the drop-down boxes. 7. If you are exporting the Notes mailbox databases to one aggregate.pst file, you need to specify an exported file name into the provided field. 8. Specify the location for the exported.pst file by clicking the button. 9. You may optionally click the Advanced button. This page allows you to configure the following additional settings for the.pst file. 10. In the PST File Password tab, specify a password to encrypt the.pst file. Next, go to the Encryption tab to set up the encryption level on the.pst file. There are three options you can select. No Encryption: No encryption on the.pst file. Compressible Encryption: This encryption method is a compressible encryption method supported by Outlook. Best Encryption: This encryption method is an optimal encryption method supported by Outlook, however,.pst files with this level of encryption cannot be compressed. 11. In the Encoding tab, specify the storage format type of the.pst file: Default: the default coded format of the.pst file. Unicode: This format is compatible with the Microsoft Outlook whose version is or is above Microsoft Outlook ANSI: This format is compatible with the Microsoft Outlook whose version is or is lower than Microsoft Outlook Click Next, and use the checkboxes to configure your migration options. Descriptions of these are listed below in Migration Options. 13. Click Export to run the migration job. Migration Options Job Name: Enter a job name into the provided field. Notes Content: Selects the content which will be migrated to exchange. There are four types of Notes objects you can select: , Calendar, Contact, and Task. Data Range: Selects to migrate all data or a specified time range for the data to be migrated. If you specify a time range, only the data created in this time range will be migrated. Advanced Filter: Filters out empty folders, some specified folders or in the specified domain. Performing an Incremental Migration Notes Migrator for Exchange allows you to perform migration jobs which only migrate recently added or modified databases changed since the previously run migration jobs. Page 10

11 1. In the Notes Migrator for Exchange welcome page, and select the migration mode. 2. Click Run job based on the existing one. 3. Select the job name and the job ID from the drop-down box. 4. To view the detailed report for the selected migration job, click the icon after the Job ID drop-down box. 5. Use the checkboxes to configure your migration options. Descriptions of these are listed below in Migration Options. 6. Click Next. Select the migration type and migration option for the migration job. Migration Type Full: Migrates all selected content from the Notes mailbox to the destination. Incremental: Migrates content changed since the selected migration job to the destination Migration Option Not Overwrite: Will not replace already existing content in the destination. Overwrite: Replaces any item that already exists with the same name. 7. Click Migrate to run the migration job. Job Monitor After a job has been initiated, you can view the progress from the Job Monitor. 1. Navigate to the Job Monitor using the corresponding link. This will display the current status and results of your migration jobs. 2. You can click Download Job Report to download a detailed report of the job. 3. Click Delete to delete the report. Page 11

12 Congratulations! You have now migrated your Lotus Notes mailboxes to an Exchange Server. To help manage this, and other infrastructure concerns, please visit for more information. Copyright 2010 AvePoint, Inc. All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written consent of AvePoint, 3 Second Street, Jersey City, NJ 07311, USA Trademarks AvePoint DocAve, AvePoint logo, and AvePoint, Inc. are trademarks of AvePoint, Inc. Microsoft, MS-DOS, Internet Explorer, Microsoft Office SharePoint Servers 2007, SharePoint Portal Server 2003, Windows SharePoint Services, Windows SQL server, and Windows are either registered trademarks or trademarks of Microsoft Corporation. Adobe Acrobat and Acrobat Reader are trademarks of Adobe Systems, Inc. All other trademarks are property of their respective owners. Changes The material in this document is for information only and is subject to change without notice. While reasonable efforts have been made in the preparation of this document to assure its accuracy, AvePoint makes no representation or warranty, expressed or implied, as to its completeness, accuracy, or suitability, and assumes no liability resulting from errors or omissions in this document or from the use of the information contained herein. AvePoint reserves the right to make changes in the product design without reservation and without notification to its users. AvePoint 3 Second Street Jersey City, NJ USA Page 12