Notes Migrator for Exchange 4.5. Pre-Migration Planning Guide

Transcription

1 Notes Migrator for Exchange 4.5 Pre-Migration Planning Guide

2 Quest Notes Migrator for Exchange NME Pre-Migration Planning Guide Updated - December 2011 (Doc ID 356) Software Version Quest Software, Inc. ALL RIGHTS RESERVED. This guide contains proprietary information protected by copyright. The software described in this guide is furnished under a software license or nondisclosure agreement. This software may be used or copied only in accordance with the terms of the applicable agreement. No part of this guide may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording for any purpose other than the purchaser's personal use without the written permission of Quest Software, Inc. If you have any questions regarding your potential use of this material, contact: Quest Software World Headquarters Web: LEGAL Dept [email protected] 5 Polaris Way Aliso Viejo, CA USA Refer to our Web site for regional and international office information. TRADEMARKS Quest, Quest Software, and the Quest Software logo are trademarks and registered trademarks of Quest Software, Inc. in the United States of America and other countries. For a complete list of Quest Software s trademarks, please see Other trademarks and registered trademarks are property of their respective owners. DISCLAIMER The information in this document is provided in connection with Quest products. No license, express or implied, by estoppel or otherwise, to any intellectual property right is granted by this document or in connection with the sale of Quest products. EXCEPT AS SET FORTH IN QUEST'S TERMS AND CONDITIONS AS SPECIFIED IN THE LICENSE AGREEMENT FOR THIS PRODUCT, QUEST ASSUMES NO LIABILITY WHATSOEVER AND DISCLAIMS ANY EXPRESS, IMPLIED OR STATUTORY WARRANTY RELATING TO ITS PRODUCTS INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. IN NO EVENT SHALL QUEST BE LIABLE FOR ANY DIRECT, INDIRECT, CONSEQUENTIAL, PUNITIVE, SPECIAL OR INCIDENTAL DAMAGES (INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF PROFITS, BUSINESS INTERRUPTION OR LOSS OF INFORMATION) ARISING OUT OF THE USE OR INABILITY TO USE THIS DOCUMENT, EVEN IF QUEST HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Quest makes no representations or warranties with respect to the accuracy or completeness of the contents of this document and reserves the right to make changes to specifications and product descriptions at any time without notice. Quest does not make any commitment to update the information contained in this document.

3 CONTENTS ABOUT THE NME DOCUMENTATION SUITE V CHAPTER 1 INTRODUCTION ABOUT NOTES MIGRATOR FOR EXCHANGE PRODUCT COMPONENTS UNDERSTANDING KEY DIFFERENCES BETWEEN NOTES/DOMINO AND AD/EXCHANGE MIGRATION THROUGHPUT SYSTEM REQUIREMENTS NECESSARY PERMISSIONS AND SECURITY CONSIDERATIONS..12 HOW TO SET THE "RECEIVE AS" PRIVILEGE IN EXCHANGE...13 NME REQUIREMENT SPECIFICATIONS ABOUT QUEST LICENSE KEYS CHAPTER 2 CRITICAL CONSIDERATIONS UNDERSTANDING ACCESS RIGHTS DEVELOP A WRITTEN MIGRATION PLAN MIGRATION SCALE COEXISTENCE DURING THE TRANSITION TEST AND PILOT MIGRATIONS CHAPTER 3 OTHER STRATEGIC PLANNING ISSUES DESKTOP CONSIDERATIONS BATCH VS. PER-DESKTOP MIGRATION PROVISIONING IN ACTIVE DIRECTORY LOCATION OF NOTES USER DATA STRATEGIES FOR MIGRATING RESOURCES STRATEGIES FOR MIGRATING GROUPS (DISTRIBUTION LISTS) MIGRATING FOLDER ACLS, DELEGATION RIGHTS MIGRATING DOCLINKS MIGRATING ENCRYPTED DATA MIGRATING NOTES ATTACHMENTS MIGRATING MAIL-IN DATABASES MIGRATING FROM OLDER VERSIONS OF NOTES/DOMINO MIGRATING FROM NOTES WITH SYMANTEC E-VAULT iii

4 Quest Notes Migrator for Exchange MIGRATING TO AN EXCHANGE ENVIRONMENT CONFIGURED WITH A CAS (CLIENT ACCESS SERVER) ARRAY MIGRATING TO EXCHANGE 2010 PERSONAL ARCHIVE MAILBOXES..43 ACCOMMODATING KNOWN LIMITATIONS AND OTHER SPECIAL CIRCUMSTANCES END-USER EDUCATION AND COMMUNICATIONS CHAPTER 4 TYPICAL MIGRATION PROCESS TYPICAL AND ALTERNATE MIGRATION SCENARIOS TYPICAL MIGRATION SCENARIO PROCESS NECESSARY PRE-MIGRATION PREPARATIONS BATCH MIGRATION PROCESS (PER COLLECTION) MIGRATION PER DESKTOP POST-MIGRATION CLEAN-UP CHAPTER 5 VARIATIONS TO TYPICAL SCENARIO PROCESS PHASED MIGRATION OFFLINE MIGRATION OFFLINE PRE-MIGRATION PREPARATIONS OFFLINE BATCH MIGRATION PROCESS OFFLINE POST-MIGRATION CLEAN-UP MIGRATION TO MICROSOFT'S OFFICE IF YOU WILL HAVE A LOCAL ACTIVE DIRECTORY O365 PRE-MIGRATION PREPARATIONS O365 BATCH MIGRATION PROCESS O365 POST-MIGRATION CLEAN-UP MIGRATION TO MICROSOFT'S BPOS-S BPOS-S PRE-MIGRATION PREPARATIONS BPOS-S BATCH MIGRATION PROCESS BPOS-S POST-MIGRATION CLEAN-UP APPENDIX A KNOWN LIMITATIONS OF THE MIGRATION PROCESS GLOSSARY ABOUT QUEST SOFTWARE iv

5 About the NME Documentation Suite This Pre-Migration Planning Guide is part of a suite of documentation that accompanies Quest Notes Migrator for Exchange (NME), consisting of the Release Notes (HTML), the on-line Help, and these printable PDF documents: Quick-Start Guide: An orientation to the product's basic purposes and features, with a case study to illustrate how its component tools are most typically used. The Quick-Start Guide also includes instructions for downloading and installing the software. NME Pre-Migration Planning Guide: Explanations of everything an admin should understand and consider before beginning a migration project, including critical planning factors, project planning checklists, how different scenarios affect the approach and preparations for a migration, known limitations of the process, and so forth. NME Administration Guide: Operating instructions and application notes for all of the administrator components of Notes Migrator for Exchange, and process instructions for various common scenarios. SSDM User Guide: Operating instructions and application notes for NME s Self-Service Desktop Migrator (SSDM) component. This User Guide is provided as a separate document so that an administrator can distribute it to any end users who will run the desktop program. NME Program Parameters Reference: A comprehensive list of the program parameters ("INI file" parameters) that control the flow and functionality of various features in various NME components. All of these documents except the SSDM User Guide are intended for network administrators, consultants, analysts, and any other IT professionals who will install the product, use its admin tools, or participate in migration project planning. (The SSDM User Guide is intended for end users or administrators who will use the Self-Service Desktop Migrator component.) Generally speaking, the Pre-Migration Planning Guide presents a more conceptual, theoretical view of the product, while the Administration Guide provides the hands-on, screen-byscreen descriptions, procedures and field notes. Quest recommends that all admins read all of the Quick-Start Guide and this Pre-Migration Planning Guide (in that order), and use that information to prepare a written Migration Plan before attempting the actual migration process. This Pre-Migration Planning Guide provides a checklist of topics to cover in developing a Migration Plan that will suit the needs of your network configuration, your users, any institutional imperatives of your organization, and of course your own preferences. You may then refer as needed to the operational details for NME components in the NME Administration Guide. v

6 Quest Notes Migrator for Exchange About this Pre-Migration Planning Guide This Pre-Migration Planning Guide is organized into 5 chapters plus an appendix: Chapter 1: Introduction. An orientation to the product s purpose, capabilities, organization, system requirements, and so forth, with an explanation of Quest License Keys. Chapter 2: Critical Considerations. How to prepare a written Migration Plan, with in-depth explanations of the most important factors affecting the process, complexity, and available options for a migration. Chapter 3: Other Strategic Planning Issues. A checklist of topics and questions that all migration administrators should consider, resolve, and document as part of a written Migration Plan. Chapter 4: Typical Migration Process. A comprehensive checklist of tasks to be performed in a migration. This chapter documents the contexts in which NME tools are used. Wherever these procedures call for the application of Quest tools, the narrative refers to task- and tool-specific operating instructions in the NME Administration Guide. Chapter 5: Variations to Typical Scenario Process. Explanations and recommended procedures for the most common alternate scenarios: phased migration, offline migration, and migration to Microsoft s BPOS-S. Appendix A: Known Limitations of the Migration Process. An itemized list. Other Sources of Information Other Quest Documents You can find more information about Notes Migrator for Exchange in: Quest MessageStats Report Pack for Lotus Notes Migration User Guide: Orientation, and installation and operating instructions for Quest MessageStats Report Pack for Lotus Notes Migration. The MessageStats Report Pack for Lotus Notes Migration is a separate Quest product, not part of NME. Information about this product, including the document cited here, is available from Quest SupportLink at: vi

7 1 Introduction About Notes Migrator for Exchange Product Components Understanding Key Differences Between Notes/Domino and AD/Exchange Migration Throughput System Requirements Necessary Permissions and Security Considerations How To Set the "Receive As" Privilege in Exchange NME Requirement Specifications About Quest License Keys

8 Quest Notes Migrator for Exchange About Notes Migrator for Exchange Quest Software s Notes Migrator for Exchange (NME) is a set of software applications designed to facilitate a variety of migration strategies for organizations moving from a Lotus Domino server, with Lotus Notes clients, to an Exchange 2007 or 2010 environment with Outlook clients, or to Microsoft s Office 365 or other hosted-exchange services. NME can: Extract user data from the Domino server to mailbox-enable user accounts in the Active Directory. Migrate mail, appointments, tasks, personal address books, personal distribution lists, and archives from the Notes environment to the Exchange environment and Outlook Personal Folders (.pst) files. Set and remove mail-forwarding rules between Notes and Exchange to assure correct mail routing throughout the transition period. Notes Migrator for Exchange supports operational options that allow much flexibility in devising and implementing suitable migration strategies for a great variety of network configurations, circumstances and preferences. For example, NME supports all of these common migration scenarios: Migration to a local (on-premises) Exchange server. Migration from Notes to Microsoft s Office 365 ("the Cloud") with provisioning directly from the Domino directory to Office with provisioning to Office 365 from an existing local Active Directory (already synchronized to the local Domino directory). Migration from Notes to other hosted-exchange services. Offline migration where a copy of the Notes source data is migrated first to an intermediate storage medium, and then from the intermediate medium into Exchange. (An offline migration is useful if, for example, your source and target servers are physically far apart, and limited bandwidth and a large volume of mail make live data transmissions impractical. In this case you could copy the Notes postoffice to a portable large-capacity storage medium, then physically transport the medium to another location where you have or can create a more favorable bandwidth connection to Exchange.) An administrator can migrate user data in batches of a hundred or so users at a time, over a series of migration runs, including user archives assuming that users archives reside in (or can be moved to) some centralized location. If circumstances permit, your migration will probably be most efficient if you can migrate all the data for your entire user population in batches. 8

9 Introduction NME s Data Migration Wizard can be run on multiple migration servers running in parallel, applied to different user groups simultaneously. In this way, you might employ a half dozen migration workstations to migrate a particular data volume in a single weekend, whereas you would need a half dozen weekends to migrate the same volume via a single workstation. Notes Migrator for Exchange also includes a per-desktop migration program so individual users (or administrators acting on their behalf) can migrate their own mail, calendar data, personal address books (PABs), and archives. If user archives are not centrally accessible, or if some other local circumstance or preference makes batch migration impractical or inadvisable, the per-desktop program is simple and intuitive enough that most end users will be able to run it uneventfully themselves. For example, encrypted mail can be migrated only by the Self-Service Desktop Migrator, since the messages must be de-crypted prior to migration, and that requires per-user access credentials that are unavailable to the batch migrator. Or some administrators may prefer to visit desktops personally to ensure a smooth transition for executives, or for users who may be uncomfortable attempting the tasks themselves. For that matter, an administrator can mix-and-match these strategies: migrating some users in batches, but others individually at their desktops, while still other users run the per-desktop tool themselves. This chapter introduces Quest's Notes Migrator for Exchange, explains the product s purpose and capabilities, and explains the requirements for its operating environment. Product Components Notes Migrator for Exchange contains these primary components: Notes Migration Manager: A central "console" application that coordinates most administrator-driven tasks and features. The Notes Migration Manager in turn contains an assortment of specialized subcomponent applications, called Wizards (listed separately below), that facilitate particular program features. In addition to its Wizards, the Notes Migration Manager helps you monitor and manage most of the information pertaining to a migration project: program defaults and server access credentials, locations of Notes/Domino source data, exported data from the Domino directory, and migration statistics. Self-Service Desktop Migrator: A separate application that end users can run (one user at a time) to migrate their own mail, PABs and archives. (An administrator may also run this Desktop Migrator on behalf of an end user, running under the user s credentials.) SSDM Throttling Utility: A utility that lets an administrator regulate end users execution of the Self-Service Desktop Migrator (SSDM), to 9

10 Quest Notes Migrator for Exchange 10 avoid processing bottlenecks that might otherwise occur if too many users tried to use the SSDM simultaneously. Notes Migration Scheduling Application: A separate command-line application that executes scheduled tasks. The program checks the SQL Server database to see whether any tasks have been scheduled to run since the last check, and then executes any such tasks. Log File Viewer: Simplifies the viewing and interpretation of Quest program log files, which are generated by most Quest applications to document process errors and warnings. The Wizards that can be launched from Notes Migration Manager: NABs Discovery Wizard: Searches the Notes/Domino server to locate all Notes NABs (Name and Address Books). The Directory Export Wizard and Internet Domains Discovery Wizard will then extract critical directory data from the NABs, which in turn will be read by the provisioning, object-merging, and migration Wizards so they can perform their tasks. Internet Domains Discovery Wizard: Extracts all Internet domains it can find within the Notes' NABs (Name and Address Books) found by the NABs Discovery Wizard. These domains will then be used to generate address aliases for all users, so that Exchange can recognize and correctly route mail sent to users' old addresses. Directory Export Wizard: Gathers user information from the Domino server(s) to create SQL Server data tables that will provide critical input data to the Quest provisioning, object-merging, and migration Wizards. You may tell the Wizard to perform the actual export task immediately following its configuration, or the Wizard will let you schedule the task to run at a later time. Collection Wizard: Lets you define the member contents of user and group collections. A collection is simply a user or group "batch" a defined subset of the universe of all users to be migrated, or groups to be provisioned. The provisioning, migration, and other features are applied to collections of users and groups, and the Collection Wizard is what defines these collections. You can add members to a collection by selecting objects from the SQL Server database, or by importing the contents of a.tsv (tab-separated-values format) file, or both. AD Groups Provisioning Wizard: Defines a task that will provision distribution groups (create group objects) within Active Directory from a designated group collection, and schedules the task to run at a particular time, or at a series of recurring times. Notes Data Locator Wizard: Defines a task that will locate data files in the Notes source for a particular user collection, or gather statistics from previously located data stores, and schedule the task to run at a particular time or at a series of recurring times. AD Object Merging Wizard: Consolidates duplicate entities in Active Directory by merging information from Exchange contacts into corresponding users AD accounts, and then deleting the contacts, to leave a

11 Introduction single mail-enabled security object per user in AD. (Quest s CMN Directory Connector generates contacts during a directory update when corresponding objects already exist in AD.) Send PAB Replicator Wizard: Sends a special form to users within a particular user collection, that lets them copy all of their PABs (personal address books) to a centralized Notes server directory, where the Data Migration Wizard will be able to find them and migrate them. Data Migration Wizard: Defines a task that can, for all users within a particular user collection: Mailbox-enable Exchange accounts. Migrate user data. Update mail-forwarding rules. Perform other related Notes and Exchange administrative functions. NME copies data from Notes as Unicode and inserts it into Exchange as Unicode. Any data that has a specific character set (MIME data) in the Notes source will retain that character set after migration; the migration features do not convert MIME data into Unicode. Self-Service Desktop Migration Statistics Collection Wizard: Gathers migration statistics written by the Self-Service Desktop Migrator, and loads the data into the SQL Server database, to help you track the progress of the migration project. The Wizard can perform the data-gathering task immediately following its configuration, or you can schedule the task to run at a later time. Understanding Key Differences Between Notes/Domino and AD/Exchange The fundamental architecture and functionality are different between Notes/Domino and AD/Exchange. Migration planners should understand these significant differences between the two environments: Exchange is more specifically oriented to and calendaring functions, whereas Notes supports broader collaboration and other functions including mail-enabled work-flow applications, and an internal scripting language that can be used for various functions including customized application development. Exchange relies on Active Directory for its members (the Global Address List), whereas Notes is its own directory. Notes uses individual files per user for different types of data, while Exchange uses a central mail database and address book. Only personal archives are separate files in Exchange. Notes lets you make data-file replicas, both locally and on the server. Some of the functionality of Notes applications can be mimicked with SharePoint. 11

12 Quest Notes Migrator for Exchange It is inevitable in any migration that some features or data elements in the source environment have no comparable counterparts in the target environment, and Notes-to-Exchange migrations are no exception. Appendix A of this Guide provides a list of such Known Limitations of the Migration Process. Migration Throughput Notes Migrator for Exchange employs a multi-threaded process to migrate multiple mailboxes simultaneously, and lets you set the number of concurrent migration threads. Actual throughput rates vary with the hardware, and the network and Notes/Domino environments, but administrators typically report optimum data-migration rates of 1 to 5 gigabytes per hour from thread settings at 8 to 12 concurrent threads. To further accelerate a larger-scale migration, Notes Migrator for Exchange can be run on multiple migration workstations running in parallel. For more information about how to assess the scale of a migration project, and the implications of scale, see Migration Scale in chapter 2. System Requirements Necessary Permissions and Security Considerations Different organizations have different network security standards that determine the number and configuration of user accounts necessary to perform a migration. It is possible to configure a single migration admin account in Active Directory with all the necessary rights in both AD and Exchange to run a full migration. But many organizations prefer not to concentrate so much administrative authority in a single account. The alternative is to configure two separate accounts, each with more restrictive access rights, to perform different portions of the overall migration process as we document in our NME Requirement Specifications for NME System Requirements below. If you prefer the single-account approach: In Active Directory, this account must be added to the Domain Admins group. On each Exchange Mailbox Store to which the users are migrating, the account must be added to the security access control list with at least Receive As rights, and must be mailbox-enabled. This single account must then be used to login to the migration workstation, and provide the Exchange Server credentials and the Active Directory credentials as needed. 12

13 Introduction Some admins prefer yet another approach, equally valid, which calls for a domain user account granted membership in Exchange View-Only Administrators and delegated full control to the target OU. If the contacts will be merged with existing Active Directory user objects as part of the migration process, the account must have full control of the OUs/containers where the AD user objects currently reside. This ensures NME has sufficient access to properly join to the merged user objects and prevents the creation of duplicate contacts. If migrating to Exchange 2010: You can use PowerShell to assign necessary permissions to the AD and Enterprise admins, by this cmdlet: Add-RoleGroupMember 'Organization Management' -member <UserAcct>... where <UserAcct> is the admin s SecurityPrincipalIdParameter. If migrating to Exchange 2007: You can use the Exchange Management Shell to assign necessary permissions to the AD and Enterprise admins: Add-ExchangeAdministrator -Role OrgAdmin -Identity <UserAcct>... where <UserAcct> is the admin s SecurityPrincipalIdParameter. How To Set the "Receive As" Privilege in Exchange When migrating to Exchange, the admin account that will be used to provide Exchange server credentials and AD credentials from the Quest programs must be configured with Receive As rights to each mailbox store, as noted in the NME Requirement Specifications below. To set the Receive As privilege in Exchange 2010 (for all mail stores): Receive As rights are part of the permissions set for the Organization Management role, which you can assign by the PowerShell cmdlet shown above. To set the Receive As privilege in Office 365 (for all mail stores): In Office 365 Management Users Settings: Assign administrator permissions to the admin migration account. To set the Receive As privilege in Exchange 2007 (for all mail stores): Launch an Exchange Management Shell and type (one continuous line): get-mailboxdatabase add-adpermission -user <migadmin> -extendedrights Receive-As 13

14 Quest Notes Migrator for Exchange NME Requirement Specifications Lotus Domino Server(s) Versions Supported x 6.x 5.x Required: An account must be defined with admin rights to the Domino server. You can use the admin account created by Notes/Domino upon installation, or create a new account and add it to the LocalDomainAdmins group. Microsoft Exchange Server(s) Versions Supported Exchange 2010: SP0, SP1 or SP2 Exchange 2007: SP0, SP1, SP2 or SP3 Microsoft s Office 365, Live@Edu or BPOS-S Required: An account with access rights to Exchange, as described below for Active Directory. If migrating to Exchange 2010: Remote management must be enabled on the Exchange server. (See in the NME Administration Guide, Appendix A: How Do I Enable Remote Management on an Exchange 2010 Server?) Active Directory Server Required accounts: A domain user account in Active Directory, with Read/Write delegate access on all OUs where users and groups will be provisioned. On the Exchange server, this account will need Exchange Administration delegate access to the Administrative Group where the users mailboxes will be created. This account must then be used to login to the migration workstation. See Necessary Permissions and Security Considerations above for information about account configuration options. Note: LDAP policy can be configured to accommodate more than 1000 OUs in Active Directory, by adjusting the max items returned by ADSI interface. See these Microsoft links for LDAP Policies and How to view and set LDAP policy... A user object in Active Directory, added to the Domain Users group. On every Exchange Mailbox Store, this account must be added to the security access control list with at least Receive As rights, and must be mailbox-enabled. If migrating to Exchange 2010: The AD admin account must be configured with remote PowerShell enabled, by this Exchange Shell command: Set-User <alias> -remotepowershellenabled $true... where <alias> is the AD account to which you're granting access. If your AD is configured for a resource forest and a user forest: In the resource forest, you will need the standard set of permissions cited above. In the user forest, you will need an account that simply has read permissions to the AD, such as a domain user. The software doesn't make any changes to the user forest; it only performs searches. 14

15 Introduction SQL Server Access Required Access to a Microsoft SQL Server is required, installed either on the admin's migration workstation or on a separate server, with a minimum of 20GB free disk space. Note: You may use an existing (installed) Microsoft SQL Server version 2000, 2005 or 2005 Express, or 2008 or 2008 Express, or you can download and install a free copy from Microsoft, from the link provided in the NME AutoRun installer. Note that NME running with SQL Server 2008 requires the SQL 2005 Native Client on the admin's workstation to communicate with SQL. The SQL 2008 Native Client is not supported at this time. The SQL bulk insert directory (specified in the SQL Server Configuration screen of Notes Migration Manager) must be accessible to all migration workstations, and to the user that the SQL Server will run as. For best performance of NME s Directory Export Wizard, particularly for sites with a large number of groups or domains, Quest recommends a full-featured (non-express) edition of SQL Server. Note: The account that the SQL server is running as and the account used to run NME (logged onto the NME workstation) both must have read and write access to the bulk insert shared directory (\\example\bulk), and the NME account must be able to perform a bulk insert operation. While a SQL Authentication account can be configured to run bulk insert, it makes more sense to use only a Windows domain account, which will require bulk insert rights anyway. On End-User Desktops (if running the SSDM) Operating Systems Supported Required Outlook Client Required Lotus Notes Client 32- or 64-bit edition of: Windows 7 Windows Vista (Business, Enterprise or Ultimate Edition) Windows 2003 Windows bit edition (only) of: Windows XP SP2 or SP3 Professional Edition Must be running 32-bit edition (only) of any of: Outlook 2010 Outlook 2002 Outlook 2007 Outlook 2000 SP3 Outlook 2003 For migration to Exchange 2010, Outlook 2010 or 2007 is required. Unicode support requires one of these versions: (inclusive) (inclusive) (inclusive) Other end-user desktop requirements: End-user desktop may be a virtual matchine, but a dedicated "actual" machine will likely yield better migration performance. The MAPI DLLs required to perform a migration must be those that are part of Outlook, not the downloadable Exchange "server" MAPI. Prior to running the SSDM: Any antivirus software must be configured to not scan the Quest program files directory or %temp% directory, or may simply be turned off, but may be restored after the program runs. If an antivirus scan misinterprets an NME temporary file as a threat, it will try to "clean" the file, which will generate an error when the SSDM program call fails. 15

16 Quest Notes Migrator for Exchange Admin Workstation(s) Requirements (workstations running NME admin components) Supported OS for migration to: Win XP x86 SP3 Windows Server 2003 x86 or x64 Windows Vista x86 or x64 Win Server 2008 x86 or x64 Win 7 x86 or x64 RTM SP1 SP2 R2 RTM SP1 SP R2 Exchange 2010 O365 or other hosted Exchg Exchange 2007 Important: NME requires the English-language edition OS/PowerShell on the admin workstation. Locale Note: Upon migration, standard mail folders assume the names of their corresponding Outlook folders in the language associated with the Windows Locale setting of the admin s migration workstation. Parallel Workstations: To accelerate large-scale migrations, NME may be run on multiple migration workstations running in parallel. Order of Installation: A migration requires an unusual combination of tools, developed by different vendors, all installed on this single admin workstation, and the combination can cause compatibility problems on some machines. To minimize these conflicts, Quest recommends that you install the applications (per the specifications noted below) in this order: 1. Notes client 2. Outlook client 3. Windows Management Framework or Microsoft PowerShell 4. Exchange Admin tools (if migrating to Exchange 2007) Workstation Hardware: Must be a separate machine from the Exchange server, but a member of the same domain as AD and Exchange. May be a virtual machine, but a dedicated "actual" machine will likely yield better migration performance. Minimum hardware requirements: 1+ GHz processor, 1GB memory, 20GB free disk space. Recommended for improved performance, esp. for high-volume migrations: 3+ GHz processor, 2GB memory. 1 Gbps NIC, and 1 Gbps or faster network connections among all migration workstations and the Exchange and Domino servers. Requirements for ALL destination Exchange versions: Must have a directory with write/execute permissions for the Administrator components of the Quest software, and must have a directory with read/execute permissions for the user components of the software. Lotus Notes must be installed in single-user mode and configured. The Notes client version must be in the range or or (all ranges inclusive), and must be able to open all the NSF files you want to migrate. The client version should therefore match or be higher than the Domino server version. Continued... 16

17 Introduction Admin Workstation(s) Requirements / Requirements for ALL destination Exchange versions (continued): The MAPI DLLs required to perform a migration must be those that are part of Outlook, not the downloadable Exchange "server" MAPI. Prior to running any Quest admin application: Any antivirus software must be configured to not scan the Quest program files directory or %temp% directory, or may be simply turned off, but may be restored after the program runs. If an antivirus scan misinterprets an NME temporary file as a threat, it will try to "clean" the file, which will generate an error when the NME program call fails. Required for migration to Exchange 2010, Office 365 or Live@edu: Outlook 2010 or 2007, which must be set as the default mail client. Windows PowerShell 2.0, which is installed by default with Windows 7 or Windows Server 2008 R2. For other Windows versions, PowerShell 2.0 is downloadable as part of Windows Management Framework at this Microsoft link. Also: Depending on your environment, you may need to run this command to enable the PowerShell layer using remote PowerShell: get-executionpolicy set-executionpolicy $unrestricted Required for migration to Exchange 2007 (only): Outlook 2010, 2007, 2003 or 2002 ( recommended), which must be set as the default mail client. Outlook is required to migrate multi-byte items or items from multiple character sets, or to migrate to pst files > 2 GB. Exchange 2007 or E2007 SP1 Management Tools (32-bit version), which in turn requires:.net Framework 2.0, Microsoft Management Console (MMC), and Windows PowerShell. The 32-bit version of Exchange 2007 Management Tools is available (at this writing) at this Microsoft link, and see also Microsoft's installation instructions. On the server hosting the SSDM Scheduling Utility Web Service ASP.net version 2.0 must be installed. Other Required Directories Common application directory: The Quest applications and Wizards need a directory that is accessible (read and write) to the admin accounts that will run the admin components and access source and target data and accounts, and that is shared (read only) to all users who will run the SSDM. Shared log directory: The admin components need a shared log directory that is accessible (read and write) to the admin applications and Wizards. Shared desktop log directory: Optionally, a shared log directory for the log files generated by the Self-Service Desktop Migrator is required with write access for all users who will run the SSDM. All machines: Must have network access. 17

18 Quest Notes Migrator for Exchange About Quest License Keys Notes Migrator for Exchange is a metered-use product that will run only with the application of a valid license key. Quest Software sells license keys for particular numbers of users to be migrated, and a license key will become invalid after the software has been used for the user limit. You can obtain your first or a subsequent license key by contacting Quest Sales by at [email protected]. The product will install without a license key, but will prompt you to apply a license key the first time you try to run the software. You will be prompted to find and specify the license key file that Quest provided. Use the Browse feature to locate the file, which will have an.asc extension. You can view your current license-key status at any time by selecting Help About (within Notes Migration Manager), and may also apply a new license key there to extend your valid use of the product. 18

19 2 Critical Considerations Understanding Access Rights Develop a Written Migration Plan Designate Migration Source and Destination Diagram Before-and-After Site Configurations Migration Scale Multi-Workstation Considerations Phased Migration Strategy Coexistence During the Transition Quest Coexistence Manager for Notes (CMN) SMTP Routing About Notes 8.5 Compatibility Mode Directory Updates Coexistence with Multiple AD Domains Test and Pilot Migrations

20 Quest Notes Migrator for Exchange Understanding Access Rights A single Notes admin user can be configured to enable program access to all Notes data files and system functions necessary for migration. The migration admin must have administrative rights to Notes/Domino data directories, and the same user should be granted per-file access in the Owner/Manager ACLs. The number and configuration of AD/Exchange accounts necessary to perform a migration is determined by the network security standards of the migrating organization. It is possible to configure a single migration admin account in Active Directory with all the necessary rights in both AD and Exchange to run a full migration. But a single account with all necessary rights would have to be added to the DomainAdmins group, and membership in that group confers other rights, and many organizations prefer not to concentrate that much administrative authority in a single account. The alternative is to configure two separate accounts, each with more restrictive access rights, to perform different portions of the overall migration process. The System Requirements section of Chapter 1 provides an example using two separate AD accounts. Develop a Written Migration Plan The migration of any enterprise is typically a complex process that requires careful planning and project management. Even a high-level summary checklist of necessary tasks can be quite long, and will expose a good number of details that must be addressed for a successful migration. The "choreography" in the sequence, timing, and coordination of tasks is also important. The complexity of most migration projects makes planning, foresight and communications critical to a smooth migration. Halfway through the migration process is no time to discover that a neglected detail or invalid assumption will cost dozens or hundreds of hours of user productivity, or cause unnecessary aggravation for end users. Quest therefore recommends you develop a comprehensive written Migration Plan before you begin any migration process. Developing a Migration Plan is a valuable exercise that will lead you to consider and accommodate all of the factors likely to affect an organization's migration. The first two sections of your Migration Plan should be: 1. Migration Source and Destination 2. Before-and-After Site Configurations... as described separately below. After those two sections, your Migration Plan should contain (at least) elements that describe suitable choices or strategies for all of the remaining topics in this chapter 2, and in the following chapter 3: Other Strategic Planning Issues. 20

21 Critical Considerations Designate Migration Source and Destination The first section of your Migration Plan should characterize your migration scenario, including the nature of your Exchange destination and how (generally) you will get there. NME supports a wide range of migration scenarios, including: Migration to a local (on-premises) Exchange server. Migration from Notes to Microsoft s Office 365 ("the Cloud") with provisioning and directory coexistence directly between the Domino directory and Office with provisioning and directory coexistence between Office 365 and an existing local Active Directory (already synchronized to the local Domino directory). Migration from Notes to other hosted-exchange services. Offline migration where a copy of the Notes source data is migrated first to an intermediate storage medium, and then from the intermediate medium into Exchange. Migration to any of these destinations by any method is still, basically, a Notes-to-Exchange migration, so much of the process is identical from one scenario to another. But each scenario has its own particular needs, as you will see in the process instructions later in this document. The first section of your Migration Plan must also note the version numbers of your Notes/Domino source and Exchange destination. The supported source and destination versions are cited in the System Requirements in chapter 1 of this Guide, and also in the NME Release Notes and Quick-Start Guide. Diagram Before-and-After Site Configurations Characterize the configuration of the organization s servers, both as they are now and how they will be after the migration. Draw a network map of the pre-migration Notes/Domino environment, showing: The locations, domain names and operating systems of all servers. The number of users and total data volume on each server. The bandwidths among the various nodes. The network map should be a graphical illustration, to help migration planners visualize the relationships between the data volumes of the various servers and the inter-node bandwidths that connect them. For each server, note also (but not necessarily on the same network map): How users were assigned to each server by geographic location, or administrative entity, or some other scheme. 21

22 Quest Notes Migrator for Exchange The volume and locations of the various types of source data at each server that is, the volume (mega/gigabytes) of user mail, user archives and address books, and whether each type is located in a centrally accessible (server) location, or will be copied or moved to a centrally accessible location, or is located on user desktops. Note: NME s Notes Migration Manager includes a View Summaries feature that can report much of this info to help you assess the size and geography of your source environment. Which servers (if any) you expect to retain, for ongoing post-migration coexistence for example, to support Notes legacy applications. Next, draw another network map to show your post-migration Exchange environment: the locations and domain names of all servers, and the data capacity of each server. Then view the pre-migration and post-migration configuration maps side-by-side, and determine which users from which Notes servers will migrate to which Exchange servers. Make a table to document these before-and-after server assignments for each group of users to be migrated. Migration Scale The scale of a migration project is a critical planning factor because it determines whether an organization will require , directory and calendar coexistence during the transition period. (Coexistence is explained in detail in a later section of this chapter.) The scale of a migration is determined primarily by the processing time required to move all of the data from Notes to Exchange. If the scale of your migration lets you move all of your users and their data from one environment to the other in a single weekend, then you can probably get along without any accommodations for coexistence. So how do you assess your migration scale, to determine whether you will need coexistence? The two most important factors that affect migration processing time are data volume, and the number of migration workstations that will be used to migrate the data. Remember the Data Migration Wizard can be run on multiple migration servers running in parallel, applied to different user groups simultaneously. In this way, you might employ a half dozen migration workstations to migrate a particular data volume in a single weekend, whereas you would need a half dozen weekends to migrate the same volume via a single workstation. Data "geography" and bandwidth are the most significant factors affecting the rate of data migration, and migration workstation hardware (memory, number and speed of CPUs, and disk speed) is also important. Actual throughput rates for the Data Migration Wizard vary widely with the interplay of all relevant factors, but administrators typically report migration rates of 1 to 5 gigabytes per hour. If the data to be migrated is distributed among servers in dispersed geographic locations, and if the bandwidth among these servers is problematic, 22

23 Critical Considerations then the throughput rate will likely be at the lower end of that range. On the other hand, a migration rate of 5 GB per hour or faster is likely if the source data is centralized and the bandwidth is very good. Much higher rates have been reported under optimal conditions with high-performance workstation hardware. The chart below can help you estimate the throughput rate for your migration project, but remember that actual rates vary widely and you should not rely on these values as definitive. The chart does not account for hardware factors, and your assessment of your own bandwidth is subjective and arbitrary. You cannot reliably predict your own throughput rate without experimenting in your own environment with your own data. To estimate the total processing hours of a migration project, first determine the estimated throughput rate. The estimated throughput rates cited here assume that you are operating at an optimum number of migration threads (simultaneous processes), typically 8 12: Estimated Throughput Rates (GB/hr) Data Distribution (percent of total data volume that is centralized) Bandwidth is % 25-50% 50-75% % Very Good Good Fair Poor and then plug that value into this formula: Est Total Processing Hours = Total Data Estimated Volume (GB) / Throughput Rate Number of Migration Workstations Running in Parallel This formula will help you estimate the number of processing hours required for Quest s Data Migration Wizard to migrate a particular volume of data under particular conditions, but remember there is much more to a migration project than just processing time. An administrator must also export directory data from Notes sources, provision users and distribution groups into Active Directory, define collections of users and groups, and so forth. You should also allow time to review the Quest Wizards log files, to verify that the Wizards run parameters are appropriate and efficient, and to catch and correct any minor problems before they become major problems. Per-desktop tasks such as installation of the Outlook client, and sometimes the migration of archives (separately, per-user) also must be figured into the plan, and you should also expect an increased demand on the organization s Help desk. You may find that a couple dozen instances of the Data Migration Wizard 23

24 Quest Notes Migrator for Exchange running on parallel workstations can migrate thousands of users over a weekend, but you ll face a support nightmare on Monday morning if you haven t ramped up your Help desk staff to accommodate all of the likely calls from freshly migrated users. For a longer-term migration that will span more than just a couple of weeks, you can expect that these other associated admin tasks will get easier and take less time as the project progresses. But these collateral admin tasks make it unwise to attempt a single-weekend migration if the estimated migration processing time exceeds 20 to 30 hours. Multi-Workstation Considerations As noted above, the Wizards of Notes Migrator for Exchange can be run on multiple migration workstations running in parallel. This approach opens several strategic options that you should consider and document in your Migration Plan. One simple option for the Data Migration Wizard is simply to assign different user collections to different migration workstations, and define each task to include all necessary admin and migration functions for a collection. The tasks defined by different Wizards require access privileges for different servers Domino and Active Directory and Exchange depending on the scope of their functions. Likewise, different admin operations in the Data Migration Wizard require different access privileges for example, admin access to Exchange and AD would not be necessary to set mail-forwarding rules in Notes, but of course admin access rights in Notes would be required for that function. You might therefore consider setting up multiple workstations with different access privileges to different environments, and then define tasks and assign them to various workstations accordingly. The Set Task Schedule screen in some Wizards lets you schedule a task to run on a particular workstation, or to run on any workstation. This workstation affinity option is offered for tasks created by: Directory Export Wizard Notes Data Locator Wizard AD Groups Provisioning Wizard Data Migration Wizard Self-Service Desktop Migration Statistics Collection Wizard Consider how you might define and distribute various tasks to an array of differently configured migration workstations to maximize the efficiency of your overall process, and then document your strategy in your Migration Plan. Phased Migration Strategy Some administrators opt for a "phased" migration strategy, where users remain on the Domino server(s) throughout most of the transition period, while their oldest data (perhaps 90-95% or even more of the total) is migrated to the new Exchange environment. After the older data has been migrated, the proportion- 24

25 Critical Considerations ately smaller volumes of data remaining can be migrated relatively quickly, so that larger numbers of users can be migrated together within a shorter window. A phased-migration approach may save enough time in the final cutover phase to eliminate the need for coexistence (see next section below), where the migration scale would otherwise put a single-weekend migration just out of reach. A phased migration is a variation of the more typical scenario, requiring some extra considerations and a few extra steps, as explained in the Phased Migration topic in chapter 5. Coexistence During the Transition Coexistence is the state of two or more independent servers when both are serving the same organization at the same time for example, when some users have already been migrated to a new server while others remain on the old server, awaiting migration. Coexistence introduces more complexity to a migration, and additional steps to the process. But for many organizations, some level of coexistence is essential for the continuity of critical business operations through the transition period of a migration. An organization should therefore determine at the outset whether the scale of its migration project will permit a single-weekend or "phased" approach (as described above), or will require coexistence. Where coexistence is required, your written Migration Plan should specify the coexistence methods that best suit your needs. A Notes Exchange coexistence may include accommodations for these primary issues: Directory Updates: Most migrating organizations experience staff additions, departures, transfers, and so forth during a transition period of at least several days, often weeks or even months. Any staff changes that occur while the migration is in process will introduce data inconsistencies between the source and destination servers, which you may need to reconcile during the transition. A directory update synchronizes the contents of one directory to match the contents of another. With NME, a directory update is also used to help provision Active Directory with the objects in the Domino directory. Routing and Remediation: coexistence requires mail routing throughout the transition period, when users will be distributed across multiple mail systems. Inbound Internet mail must be directed to the correct server mailbox, and all users must be able to send mail to one another across all active servers without having to know the migration status of other users. Forwarding rules must therefore be updated upon the migration of each user collection. 25

26 Quest Notes Migrator for Exchange Note: Quest NME does not physically route between Notes and Exchange. NME can update mail-forwarding rules in Notes/Domino and AD/Exchange as users migrate from one environment to the other, to ensure proper routing throughout the migration. But the actual flow of mail is facilitated by some other mechanism, not by NME. In addition to routing, most organizations want some level of remediation to compensate for cross-platform losses in the fidelity of message contents: attributes, attachments, calendar data, and so forth. Notes and Exchange environments offer similar and calendar capabilities, but implement many features differently. Outlook therefore does not handle certain message types that originate in Notes, and vice versa. Meeting invitations, acceptances, declines, cancellations, and so forth are particularly vulnerable to losses in functionality, since calendar data is transmitted within messages, but the data formats are different in Notes vs. Exchange. Often a recipient client can display pertinent calendar information correctly, but cannot perform the calendar updates that would have been automatic if the recipient and sender were using the same system. Or sometimes the receiving client can perform automatic calendar updates, but introduces errors incorrect dates or times, or missing or extraneous instances in recurring series, etc. Calendar Free/Busy Lookups: Full use of calendar features requires free/busy lookups that will find current data regardless of the servers where the meeting attendees reside. This is accomplished by free/busy synchronizations and queries between the Notes and Exchange free/busy databases. While it is possible to route mail via SMTP addressing alone, this method offers no remediation for calendar data, or Notes "active mail," or for other attributes, attachments and so forth. Most organizations will therefore want some tool to facilitate good coexistence between the Notes and Exchange environments. Notes Migrator for Exchange is designed to complement the coexistence features of other tools, especially Quest s own Coexistence Manager for Notes (CMN). Several coexistence topics appear over the next few pages, including an overview of Quest s CMN. Your written Migration Plan should include a thorough description of your organization s coexistence strategy: mail-routing method and configuration, planned accommodations for directory updates and remediation and calendar free/busy lookups, and the software tool(s) you will use to implement your coexistence strategy. 26

27 Critical Considerations Quest Coexistence Manager for Notes (CMN) Coexistence Manager for Notes (CMN) is a separate Quest product designed to provide rich directory, and calendar coexistence features between Lotus Notes and Microsoft Exchange 2007 or 2010, or a hosted Exchange environment. To accommodate the three primary issues of a Notes Exchange coexistence, CMN provides these three primary components: Directory Connector: Updates directory data between the Domino Directory and Active Directory, configurable for any number of servers. Mail Connector: Monitors SMTP traffic between Domino and Exchange to intercept and fix the incompatibilities inherent to certain message types and message contents and attachments. This remediation service detects and converts in-transit messages as necessary, on the fly, to facilitate cross-platform functionality of most calendar functions, message attachments, and Notes rich-content mail features whereby messages can carry "live" or "active" functional content. Free/Busy Connector: Facilitates the exchange of calendar free/busy data between users in the two different environments. This sharing of free/busy data between Notes and Exchange makes possible automatic 27

28 Quest Notes Migrator for Exchange calendar updates for accepted meeting invitations, or when a user proposes a different day/time, or cancels, etc. CMN is not a part of Notes Migrator for Exchange, but may be purchased separately from Quest Software. For more information contact your Quest Sales representative, or write to [email protected]. SMTP Routing SMTP mail routing can be configured for either single-domain or multi-domain environments, as described separately below. In either case, Notes person documents and Active Directory object records are configured prior to migration to permit internal mail-routing during coexistence. Single-Namespace SMTP Mail Routing (Within a Single Domain, by Smart Hosts) Mail routing by SMTP addressing within a single domain is accomplished using smart hosts in both directions. Exchange can be configured to route mail to a smart host if Exchange determines the recipient is not in the local internet domain. Exchange routes such mail to the smart host, via the targetaddress attribute in the Active Directory object record. Meanwhile, Domino is configured to do the same thing in reverse for a recipient whose local internet domain address is not listed in any Domino person documents. To configure smart-host SMTP routing with Quest's CMN, both smart hosts are configured to point to the CMN server. Within CMN, one set of SMTP IN and SMTP OUT queues is configured to accept mail from Domino and deliver it to the receiving Exchange server, while another set is configured to accept mail from Exchange and deliver it to Domino. Multiple CMN servers can be deployed for 28

29 Critical Considerations load balancing and redundancy. The CMN User Guide explains this scenario in more detail (see in chapter 3, Coexistence Mail Routing Basics). And see also your Domino and Exchange documentation and online resources for more information about configuring smart hosts for those servers. Multi-Domain SMTP Mail Routing Mail routing by multi-domain (subdomain) SMTP addressing is somewhat more complicated, but still straightforward to implement. By this method, Domino and Exchange are assigned different subdomains to differentiate the two internally (within your network) during the transition, so can be routed between the two servers by SMTP addressing and your organization's DNS configuration. For example, if your original domain is domain.com, then assign a new notes.domain.com subdomain to the Domino server, and assign a new exch.domain.com subdomain to the Exchange server. Then, when internal mail from other Notes users arrives in the Notes accounts of already-migrated users, the mail can be forwarded to the appropriate Exchange mailboxes using the exch.domain.com subdomain. A subdomain routing method may introduce a risk that the assigned subdomain names will escape your organization s internal communications, which in turn can cause bounce-backs on replies to those addresses. To prevent this, set the Notes forwarding address attribute to user@subdomain@notesdomain, which causes Domino to set the reply address for external to the user's primary SMTP address (internet address field value). About Notes 8.5 Compatibility Mode Beginning with Lotus Notes version 8.5, IBM offers a configuration called Compatibility Mode to streamline icalendar interoperability with other mail systems. This is accomplished by limiting the functionality within the Notes calendar to those functions that will be seamlessly supported by other mail systems. Some have wondered if Notes' Compatibility Mode might be a reasonable alternative to Quest s CMN for calendar coexistence. Quest acknowledges this configuration option may suffice for organizations that use only basic, simple calendar functions, but it will limit calendar functionality for all users. IBM concedes in its own documentation that, with Compatibility Mode, "you will not be able to update more than one repeating meeting instance at a time, use custom repeating meetings, or specify weekend rules for repeating meetings." A quick comparison shows Quest Coexistence Manager for Notes delivers a much richer, higher-fidelity calendar coexistence without placing limitations on end users. In addition to preserving a high level of calendar functionality, Quest CMN also processes Active Mail from Notes, converts DocLinks for use in Exchange, 29

30 Quest Notes Migrator for Exchange remediates other incompatibilities, facilitates directory updates, and enables free/busy functionality between the two systems. If you would like to see a more detailed comparison, please contact your Quest Sales representative or write to [email protected]. Directory Updates If updates of coexisting directories is not a high priority, you may simply add and delete users and update user data in the Exchange environment (only), using Exchange administration software. Otherwise, if it is important to keep the two directories coordinated throughout the transition period, you can do that and also update the SQL Server database, as described in Appendix A of the NME Administration Guide (see How Do I Update Directory Data and Update the SQL Server Database?). Coexistence with Multiple AD Domains Server access rights, routing, and calendar coexistence will need some special attention in a coexistence when the destination environment contains multiple AD domains. In this case, your Migration Plan should note: Server rights must be set to allow the Notes Migration Manager and its Wizards to access all of the various domain controllers. The AD Groups Provisioning Wizard and AD Object Merging Wizard should be run against the primary AD domain controller, which is less likely to encounter latency errors (delays in directory updates among the various domain controllers and the Global Catalog). Be sure to check the run logs for the AD Groups Provisioning Wizard and AD Object Merging Wizard. Errors in the log such as: Unable to create group... Unable to add group member usually indicate latency problems, which can be resolved by simply waiting a few minutes and running the Wizard again. Test and Pilot Migrations Any full-scale production migration should be preceded by test and pilot migrations, to confirm that your Migration Plan and procedures will accommodate the organization's requirements. A test migration uses real users and real data in a segregated test environment, or dummy users and dummy data in your live production environment. A pilot migration uses a small portion of real users and real data in the live production environment. 30

31 Critical Considerations In either case a test or pilot migration the data to be migrated should be a representative sample of the production data, and the test or pilot migration should be run with the Quest applications set for the same configuration and process options that you intend to use for the production migration. Select test or pilot users whose usage and data types make them representative of the total user population. Then run the migration for those users, just as you have defined the process in your Migration Plan. When the migration is complete, review the program's log file for any errors or warnings. (Quest's Log File Viewer application will help you view and interpret the program log file. See chapter 12 of the NME Administration Guide for more information.) Quest recommends that you use both test and pilot migrations: 1. Perform one or more test migrations in a separate test environment, migrating test copies of real users and their real data. The separate test environment ensures that no test process will "touch" the data or configurations of your production environment. If a test exposes any problems with your Migration Plan, you can amend the plan and then repeat the test by simply "dumping" the test environment and recreating it from scratch. 2. When you are confident that your test migrations have sufficiently refined your Migration Plan, perform a pilot migration for 20 to 30 users in your production environment to verify that your plan is satisfactory for your "real world." Implications of Test and Pilot Migrations on License Counts Any test or pilot migration can be repeated as often as necessary at no "cost" to your production license key, since remigrations do not count in the metered use of a production license. That is, Quest applications recognize already-migrated users and do not count them toward your license limit, so you can repeat a test or pilot multiple times to refine your Migration Plan, and every user in the test will be counted only once. Implications of Test and Pilot Migrations on Statistics Quest applications do collect migration statistics through any test or pilot migration, and will save the stats in the SQL Server database. These "test" statistics will be included with the real production stats if you let them remain in the database when the production migration runs begin. In many cases the volume of these test statistics compared to the production stats will be so small as to be negligible. If, however, you want to reset your statistics to zero, the easiest way is to simply erase the entire migration workstation, including the SQL Server database (which contains the statistics), and reinstall the Quest software from scratch. But note that this approach will 31

32 Quest Notes Migrator for Exchange also erase all of your Quest application configuration settings, which you will then have to recreate after reinstallation. Important: Since your tests have presumably determined your optimal configuration settings, be sure to print a copy of your configuration settings before you erase the migration workstation. To print a copy of your configuration settings: 1. In Notes Migration Manager: Select File menu option Edit Global Default Settings. 2. Print the Global Default Settings text from the Notepad application. 3. Close Notepad. You can then reenter the Global Default Settings when you reinstall the Quest software. 32

33 3 Other Strategic Planning Issues Desktop Considerations Batch vs. Per-Desktop Migration Provisioning in Active Directory Location of Notes User Data Strategies for Migrating Resources Strategies for Migrating Groups (Distribution Lists) Migrating Folder ACLs, Delegation Rights Migrating DocLinks Migrating Encrypted Data Migrating Notes Attachments Migrating Mail-In Databases Migrating from Older Versions of Notes/Domino Migrating from Notes with Symantec E-Vault Migrating to an Exchange Environment Configured with a CAS (Client Access Server) Array Migrating to Exchange 2010 Personal Archive Mailboxes Accommodating Known Limitations and Other Special Circumstances End-User Education and Communications

34 Quest Notes Migrator for Exchange Desktop Considerations If user workstations will need Outlook installed or upgraded, you must determine before the first users are migrated how you will accomplish the installations or upgrades. Users in most organizations will be using the native Notes client, and will therefore need Outlook installed, although some organizations may be using a MAPI service that permits the use of Outlook to access Domino. Remember that installing Outlook requires administrator privileges on end users' machines. A configuration management program can be used to distribute and install Outlook at sites where that is necessary. New profiles can be defined during or after the Outlook installation. Batch vs. Per-Desktop Migration Quest Software's Data Migration Wizard and the Self-Service Desktop Migrator both can migrate the same types of data, so the overall migration will usually be more efficient if an administrator can use the Data Migration Wizard to migrate all or most users in batches, called user collections. A user collection typically numbers a hundred or so users, all migrated together in a single program run. Your Migration Plan should specify whether you will migrate users in batches, or one at a time, or by some combination of the two. Consider that the Data Migration Wizard can migrate user archives only if they reside in a single centralized location, or if their locations can be specified per user in the SQL Server database. Batch migration may therefore require that users copy their archives to a central location if they are not currently stored on a network drive, or an admin may have to manually add the per-user archive locations to the NME database prior to running the Migration Wizard. Alternatively, the Self-Service Desktop Migrator can be used to migrate archives, one user at a time, after the Data Migration Wizard has migrated the server-based data for a user collection. If user archives are not centrally accessible, or if some other local circumstance or preference makes batch migration impractical or inadvisable, the Self-Service Desktop Migrator is simple and intuitive enough that most end users will be able to run it uneventfully. Some administrators prefer to visit select desktops personally, running the Self-Service Desktop Migrator on behalf of end users, to ensure a smooth transition for executives, or for users who may be uncomfortable attempting the tasks themselves. If you intend to migrate any user data by user collections, your Migration Plan should note your requirements and preferences for these aspects of user grouping: 34

35 Other Strategic Planning Issues Grouping Method: Determine how you will group your users for migration. It is often helpful to migrate users in logical groups, related by business function or administrative entity, or by physical proximity, so users can support one another through the transition. Optimum Number of Users Per Collection: The optimum number of users for a migration collection depends primarily on the capacity of your organization's Help desk, since you can assume that the transition will stimulate increased demand for Help resources. Note also the per-user data volume on the server, the data geography (physical distribution) and bandwidth, and the capacities and configuration of the destination servers. Consider that the Wizards log files will likely bloat to unwieldy sizes for collections much greater than 100 users if you ever need to set the logging to verbose mode. Note: The first few collections should be smaller than your expected optimum size, since these first groups will likely expose any unforseen problems before a larger group would generate correspondingly larger consequences. Migration Scheduling: Determine how you will schedule collections for migration. This is often just a matter of avoiding each collection's critical dates on the calendar. For example, finance and accounting staff should not be disrupted at the beginning of the month when they are trying to close the books. Likewise, sales staff would prefer no interruptions near the end of a quarter when they are attempting to meet their quotas. Many organizations migrate their IS or Help Desk staff first, since they are typically the most savvy users and will likely help to support other users as the migration proceeds. Provisioning in Active Directory Decide how user accounts and distribution groups will be provisioned in Active Directory. Provisioning may be accomplished by a variety of methods, but the typical and most direct approach begins with a directory update by Quest s CMN Directory Connector. The CMN Directory Connector can extract data from the Domino source and create mail-enabled contacts in AD for all Notes users. In many organizations the migrating users are already using AD security objects for network authentication prior to the migration project. In that case, or in any case where Notes users already exist as user objects in Active Directory, CMN s Directory Connector (and other directory-update tools) will produce duplicate entities in AD. But NME includes an AD Object Merging Wizard that can merge the contact information into the original AD object record, and then delete the contact, leaving a single mail-enabled object in Active Directory. Other Quest NME Wizards can then provision groups in AD, and mailbox-enable the AD accounts. 35

36 Quest Notes Migrator for Exchange Location of Notes User Data The Notes Data Locator Wizard can locate data files in the Notes source for a particular user collection, and can be told to locate data by type (mail vs. PABs vs. archives) in any combination. The Wizard can find data in a variety of locations in the Notes/Domino source environment, and asks you to specify which of these locations to include in its search: Access by replicas on server: Tells the Wizard to look for user data in replicas that have been uploaded to a particular location on a server. For this option the admin account specified on the Notes Login Information screen must be listed as a manager on all NSF files to be migrated. When Quest s PAB Replicator is used, the admin account is automatically added as a manager when users copy their PABs to the server. Access by file system, in specified directories: Tells the Wizard to look for user data within a particular directory subtree. This option requires that all migrating users be logged off and their NSF files be closed at the time they are migrated as noted in the Batch Migration Process (Per Collection) described in chapter 4 of this Guide. Location specified by a column in the SQL Server database: Tells the program to determine the location of user data by looking in a column of the SQL Server database. The database table must be prepared with these values before the program is run as described in the last step of the Necessary Pre-Migration Preparations in chapter 4 of the NME Administration Guide. The Data Migration Wizard also offers this fourth option for PABs (only): PABs contained within server mail files: Tells the Wizard to look for users PABs within users mail files, on the Domino server a useful option when users with inotes web access have their address books stored in their mail database files. The PAB can be migrated either via the Domino server or by file system access. If using the Domino server method, the admin account specified on the Notes Login Information screen must be listed as a manager on all NSF files to be migrated. If file system access is used, all users must be logged off and their NSF files must be closed at the time they are migrated as noted in the Batch Migration Process (Per Collection) described in chapter 4 of this Guide. The Data Migration Wizard can read source mail files from multiple paths in a single program run. NME s exported user data from Notes Person Documents include fields that identify the server and path where each mail file resides. Since the various location options carry different prerequisites and implications for your overall migration strategy, you should consider the implications and make your choices before running the Notes Data Locator Wizard. 36

37 Other Strategic Planning Issues Domino Server Running on AS400, AIX, Unix, or Solaris If a source Domino server is running on an AS400, AIX, Unix, or Solaris server, the Wizards will be able to directly access NSF files only if: The source files are copied or replicated to a Windows-based file system. OR The admin provides some mechanism or program that permits browsing of the non-windows data system. If any Domino source in your network is running on a non-windows server, and you want the Wizards to addess NSF files directly, your Migration Plan should specify your method of access to the source data. Strategies for Migrating Resources About Resource Migration Exchange 2007 and 2010 permit the differentiation of resources into two types: Rooms and Equipment. NME s Directory Export Wizard designates all Notes resources as Rooms upon export, and the Data Migration Wizard migrates them as Rooms into Exchange. If you have resources that you would rather designate as Equipment, you must manually create a corresponding Equipment object in AD before mailbox-enabling (explained in Appendix A of the NME Administration Guide see How Do I Migrate Resources?). You cannot change a resource type after it has been mailbox-enabled. Appendix A of the NME Administration Guide suggests procedures for migrating resources to Exchange (see the topic How Do I Migrate Resources?). Resource "Double Booking" When a resource (conference room, AV equipment, and so forth) is migrated to Exchange, the resource also remains on the Domino server that is, the Notes/Domino original is copied, not destroyed or altered. After migration the two resources exist independently of each other, so users who have not yet migrated to Exchange will interact only with the Notes/Domino resource, while migrated users will interact only with the Exchange/AD resource. This coexistence introduces the potential for "double booking" resources, since users in Exchange have no way of knowing whether the corresponding resources in Domino may have been reserved by not-yet-migrated users, and vice-versa. There is no easy or complete solution to this "double booking" problem, but you may want to consider some options to mitigate its effects, and your Migration Plan should identify this strategy. If your organization can live without the 37

38 Quest Notes Migrator for Exchange automatic resource reservation and coordination features for the duration of the migration period, you may simply accept the temporary loss of these features. Other options: Defer the migration of all resources to the very end of the migration project, with (or after) the last users, and tell all migrated users that they may not request resources via Outlook until they are notified that the resources have been migrated to the Exchange environment. In the meantime, designate a not-yet-migrated user to serve as a Resource Coordinator in Notes to manually relay resource requests from Exchange users to Notes resources, and manually relay resources replies back to the Exchange users. If your resources are ordinarily allocated to certain groups of users (for example, a particular slide projector or a particular conference room is used only by users in a particular department, or on a particular floor), organize your user collections so that you migrate resources in the same collections with the users who use them. Or, if your resources are pooled to be available to larger groups of users, you could impose temporary limits on resource allocation as described above divvying up your resources among different user groups, for the duration of the transition period to make possible a coordinated migration of users and their resources together. Migrate all resources to Exchange at the outset, with the first user collection, and tell all not-yet-migrated users that they may no longer request resources via Notes. In the meantime, designate an already-migrated user to serve as a Resource Coordinator in Exchange to manually relay resource requests from Notes users to Exchange resources, and manually relay resources replies back to the Notes users. Strategies for Migrating Groups (Distribution Lists) Groups, which include distribution lists, are exported from the Domino directory by Quest s Directory Export Wizard, so they can be provisioned correctly in Active Directory. Since the only data associated with a group is its member list, the "migration" of a group consists only of its being provisioned into AD. Notes Migrator for Exchange includes an AD Groups Provisioning Wizard that can provision groups in Active Directory from a designated group collection. When a group is provisioned into AD, it also remains on the Domino server (that is, the Notes/Domino original is copied, not destroyed or altered), and after its migration the two groups exist independently of each other. This coexistence introduces the potential for discrepancies between the two group membership 38

39 Other Strategic Planning Issues lists, as group members may be added and deleted during the transition period. You can re-run the Directory Export Wizard and then the AD Groups Provisioning Wizard to update the AD groups membership lists with any changes entered into the Notes/Domino originals, but there is no practical mechanism for updating in the opposite direction, from AD back to Notes. Since the only practical update path for groups is one-way, Notes to AD, most organizations choose to defer provisioning their groups into AD until the very end of the transition after all users have been migrated. This approach eliminates the need for periodic updates, and already-migrated users can address s to groups defined in Notes/Domino the same (transparent) way they send s to not-yet-migrated users. Your Migration Plan should specify whether you intend to use this "groups last" strategy or some other approach. Migrating Folder ACLs, Delegation Rights By default, the Data Migration Wizard and Self-Service Desktop Migrator both preserve ACL information, including calendar and task folder ACLs, as they migrate Notes source data to Exchange. To disable this feature, you can set ACLs=0 in the [General] section of Task Parameters or Global Defaults (for the Data Migration Wizard), or in the notesdtapp.ini file (for the Desktop Migrator). The Data Migration Wizard can also migrate Notes' "send on behalf of" delegation rights. Delegation rights are useful when one user wants to let another user have access to his or her Outlook Calendar, to generate meeting invitations and accept/decline invitations from others, as is common in a boss-secretary relationship. Notes delegation rights correspond to the publicdelegates property in Active Directory. Migration of delegation rights is enabled by default, but can be disabled by setting PublicDelegates=0 in the [General] section of the Global Defaults or Task Parameters. Important: For delegates and ACLs to be migrated properly, the ACL/Delegates' mailboxes in Exchange must be mailbox-enabled. A few other notes to keep in mind about migrating ACLs and Delegation Rights: NME maps Notes Delegate permissions to Exchange so that, if no permission level in Exchange corresponds exactly to the Notes Delegate permission level, Exchange will assign the next lower level. This prevents any case where a non-exact match yields a higher level of permissions in Exchange than was allowed in the Notes source. For example, if a Notes Delegate with access level Editor is authorized to Delete owned document but not to Delete any document, Exchange will assign the Delegate to the Author level in Exchange. 39

40 Quest Notes Migrator for Exchange NME does migrate the Delegates and ACLs for the Notes Contacts folder. Exchange does not assign the non-specific Custom access level, but instead assigns the defined, more specific access level that is closest to the original Notes level without exceeding any of the Notes permissions. Remigration will reset previously migrated Delegates. Migrating DocLinks Notes DocLinks can be migrated in any of four forms: NOTES links (default): This option requires the Notes client to be installed and running on end users desktops to facilitate the rendering of the Notes document. Notes.NDL attachment: This option requires the Notes client to be installed and running on end users desktops to facilitate the rendering of the Notes document. HTML links to your Domino webserver: A DocLink migrated as an HTML link will not require the Notes client on the user s desktop, and will instead open into a web browser if inotes is enabled. Note: This Domino webserver option is incompatible with an Offline migration (as described in chapter 5), since NME cannot connect to an offline Domino server to perform the DocLink translation. HTML links to your SharePoint Server: A SharePoint server link will point to a document on a separate SharePoint server. This requires that you have Notes Migrator for SharePoint (formerly "Proposion Portal format"). If you select this SharePoint option, you must also specify: Site Address: URL to the location of these documents on the SharePoint server. Your Migration Plan should specify the destination format for your migrated Notes DocLinks. The choice of destination format is controlled by a selection on the Specify How To Migrate Notes DocLinks screen, within the Data Migration Wizard. By default, DocLinks will migrate to Exchange as NOTES links. Note: In Outlook XP and Outlook 2003, migrated DocLinks can be opened only from an open message window not from the preview pane. (In Outlook 2010 and 2007, however, DocLinks can be opened from the preview pane.) 40

41 Migrating Encrypted Data Other Strategic Planning Issues Encrypted mail can be migrated only by the Self-Service Desktop Migrator, since the messages must be de-crypted prior to migration, and that requires per-user access credentials that are unavailable to the Data Migration Wizard (batch migrator). Decrypted messages are not re-encrypted in Exchange. Note: Encrypted mail in Notes is not decrypted before it is migrated to Exchange. Encrypted mail in Notes is kept in an encrypted state and then decrypted as it is migrated. At no time is encrypted mail left in a decrypted state in Notes. Even after the mail is migrated the encrypted left in Notes remains in an encrypted state. The Quest Message Stats Lotus Notes Migration Report Pack report "Migration Status by User"can help you determine who has encrypted data. Use the filters in this report to narrow your search to users that have been migrated by the bulk migrator and who have Encrypted Data either skipped or migrated. Those users should run the Self-Service Desktop Migrator to migrate their own encrypted data. Since the Data Migration Wizard does not migrate encrypted messages, it will substitute placeholder messages for encrypted messages in your users Exchange mailboxes. The Self-Service Desktop Migrator will then replace the placeholder messages with the real messages as it de-crypts and migrates them. The content of the placeholder message is configurable. If you set up a share for your users with a Self-Service Desktop Migrator configured to just migrate the Mail file for your users, you can add the location to this package along with instructions for migrating these encrypted messages. For more information see, in Appendix A of the NME Administration Guide, the topic: How Do I Customize the Placeholder Message... for Encrypted Messages? Migrating Notes Attachments The Domino/Notes environment can be configured to handle message attachments by saving only one copy of the attachment on the Domino server, and then making the single attachment available to the sender and all recipients. This Domino Attachment and Object Service (DAOS) is transparent to end users, but can save some storage space compared to the alternate method: replicating the attachment for each recipient. NME will find and migrate Notes attachments saved by either method. For multiple Outlook recipients, an attachment will be replicated for each recipient. 41

42 Quest Notes Migrator for Exchange Migrating Mail-In Databases Mail-in databases in Notes work like shared folders in Outlook as a repository for items that can be accessed by multiple users. Notes Migrator for Exchange migrates Notes mail-in databases like Resources. The Directory Export Wizard recognizes mail-in databases as distinct from other (user) mailboxes, and identifies them as "Mail-in Database"s in Notes Migration Manager, in the Object Type column of the Objects found table. When migrating a mail-in database, verify that the source address in the TSV file matches the name associated with the mail-in database folder to be migrated. The name can be verified in the Notes administrator account under the Mail-In Database section. The mail-in database will be matched up using either of: SourceAddress: The Notes address for the resource. TargetAddress: The SMTP address of the target account in Exchange. Note that the application does not perform a lookup in the names.nsf file, but instead looks for the matching address in the mail-in-database NSF file. Note: The Data Migration Wizard will set forwarding on a mail-in database if it is told to do so, by setting the ForwardingAddress attribute in Notes Document Properties for the mail-in database. Also Note: The Data Migration Wizard and SSDM do not set mailbox permissions during a migration, but rather set mailbox Delegates for each mailbox's Calendar and Tasks. NME does not give direct access to other folders (e.g., Inbox) in mail-in database mailboxes. Migrating from Older Versions of Notes/Domino The Data Migration Wizard (for batch migrations) supports Notes version or higher, and Domino server version 4.6 or higher. If your users are running an earlier version Notes client, the Wizard can still migrate user batches to Exchange as long as Notes client version or higher is installed on the migration workstation. The Self-Service Desktop Migrator requires Notes version R5 or higher, but you may contact Quest Technical Support ([email protected]) for an alternate application that supports version 4.6 clients. 42

43 Migrating from Notes with Symantec E-Vault Other Strategic Planning Issues When migrating from a Notes environment with Symantec E-Vault, Exchange propagation issues may interfere with NME setting custom attributes when the destination mailbox has never been accessed either by Outlook or by the migration application. One simple work-around would be to first run a "dummy" migration (e.g., use a date filter where date > 1/1/2100) to open all the target mailboxes before running the real migration. Migrating to an Exchange Environment Configured with a CAS (Client Access Server) Array Migration to an Exchange environment configured with a CAS array requires a few extra steps. See, in Appendix A of the NME Administration Guide, the topic How Do I Migrate to an Exchange Environment with a CAS Array? Migrating to Exchange 2010 Personal Archive Mailboxes NME lets you choose a migration destination (within Exchange) for each of the three primary data types to be migrated: archives, address books, and server-based data. Each type can be migrated to: users' server-mail mailboxes, or users' pst files, or (in Exchange 2010 only) users' personal-archive (server-based) mailboxes. (The personal archives feature is not available in Exchange 2007.) Personal archives is a feature in Exchange 2010 that lets a user keep archived items in a separate mailbox where they are more secure and accessible than in.pst files. The personal archives feature is not available in Exchange The personal archives mailbox is one of three destination options in NME's Data Migration Wizard, on the Select Destinations for Migrated Data screen, in the Destination drop-down lists. The Destination of each data type Archives, Address books, and Server-based data is set independently. The Data Migration Wizard can also automate creation of the personal archive mailboxes, if they do not already exist in Exchange. On the Specify Exchange Mailbox Information screen, the Enable Exchange 2010 Personal Archive checkbox lets you tell NME to create the personal archive mailboxes. 43

44 Quest Notes Migrator for Exchange In the SSDM, the migration destination is not selectable in the GUI, but is controlled by three pairs of parameters in the [General] section of the notesdtapp.ini file. See How Do I Set Migration Destinations for Different Data Types in the SSDM? in Appendix A of the NME Administration Guide for details. Accommodating Known Limitations and Other Special Circumstances Review the Known Limitations of the Migration Process (in Appendix A of this Guide), and determine how you will accommodate those that apply to your organization. Most or all may be insignificant to you, while some may require more elaborate strategies or work-arounds to mitigate their effects. Identify any other aspects of the configuration that will require variations or extensions to the Typical Migration Process described in chapter 4 of this Guide, and that are not already discussed among these strategic planning issues. Quest applications offer many operational options that permit considerable flexibility in devising and implementing a suitable migration strategy wherever circumstances require a non-standard approach. For information and help with any non-standard scenarios, please contact your Quest sales representative. End-User Education and Communications End-user communications is a critical but often neglected element of a smooth migration. A user-communications plan should be a central component of your migration planning, to facilitate early and continuous communications with end users. The end users will need to know: When and how they will be migrated. How the migration will affect them. What tasks will be required of them to complete the migration. What their login credentials will be on the new Exchange server. How to use Outlook and Exchange (end-user training). If your end users will be using the Self-Service Desktop Migrator application, they ll also need to know where the program file is, how to prepare their desktops for the program runs, and how to run the program. Your Migration Plan should therefore explain how and when you will deliver this information to your users. Many administrators compose a notification to include this information, and send it to users prior to the migration. Some administrators also like to send another to the new accounts as soon as 44

45 Other Strategic Planning Issues they are migrated to the Exchange environment. The Data Migration Wizard contains features that can generate personalized ("mail-merge") s to your end users for this purpose. You can tell the Wizard to generate and send these messages at any time you like before, during or after migration. Typically an admin sends at least two messages to each collection s users immediately upon completion of that collection s migration: one to their Notes mailboxes to let them know they ve been migrated, and to provide their new Exchange/Outlook login credentials; and one to their Outlook mailboxes, welcoming them to Exchange and providing links to instructions and tips for using their new Exchange/Outlook tools. Note in particular: End users should be advised to check and resolve (accept or decline) any pending meeting invitations, changes to existing meetings, and other calendar items i.e., items that have been received but not yet accepted or declined. If these sorts of items are migrated before they are resolved, they may appear duplicated or with other errors in the Outlook calendar. Alarm settings for repeating appointments do not migrate if the first appointment in the series pre-dates the migration. The appointments themselves do migrate, but users should be reminded to reset their alarms. Outlook applies its own junkmail filters to migrated mail, which may cause some non-junk items to be routed to Outlook's Junk folder. Users should make a point of reviewing their post-migration Junk folders, and "un-junk" any items that Outlook may have mistakenly sent there. If migrating to Exchange 2010 with Outlook 2010 clients: The migration of users within contact lists may trigger false Invalid Address warnings to end users, due to a change in the way Outlook 2010 stores its nickname cache (compared to earlier versions). The messages are delivered, but Outlook then warns recipients that it cannot verify the users' addresses. Users can resolve the problem by clearing and regenerating their caches, as explained in this Microsoft article. This issue may generate many end-user calls to the Help desk, although an admin could preempt user concerns by sending this information with the article link to all end users, either as a separate , or as part of the Welcome to Exchange that NME's Data Migration Wizard can send. (See the Configure Mail-Merge Messages screen field notes, in the Data Migration Wizard chapter of the NME Administration Guide.) For more information, see How Do I Send Pre- or Post-Migration Notification s to End Users? in Appendix A of the NME Administration Guide, and the notes for the Configure Mail-Merge Messages to Migrating Users screen in chapter 10 of the Administration Guide. 45

46 Quest Notes Migrator for Exchange 46

47 4 Typical Migration Process Typical and Alternate Migration Scenarios Typical Migration Scenario Process Necessary Pre-Migration Preparations Batch Migration Process (Per Collection) Migration Per Desktop Post-Migration Clean-Up

48 Quest Notes Migrator for Exchange Typical and Alternate Migration Scenarios Chapters 2 and 3 of this Guide explain several factors that will influence the tasks required for your migration, but most migrations follow the same general process, with just a few variations. We can therefore generalize to present a single linear task sequence for a typical migration process, although some of the steps are conditional, depending on your coexistence strategy and other circumstances. Most variations to the typical process are determined by your choice of coexistence strategies or a choice to migrate without coexistence. Within the process instructions in this chapter, conditional steps are clearly marked, so you can quickly determine whether a particular step applies to you or may be skipped. The process instructions for a typical migration scenario, as described in this chapter, are suitable to the circumstances and goals of most migration projects. But some organizations circumstances and goals require enough extra steps and/or detours to the typical process that we document the alternate processes separately, in chapter 5. The three most common alternate scenarios are: Phased Migration: For a quick final cutover to avoid the complication of coexistence. Users remain on the Domino server(s) throughout most of the transition period, while their oldest data (typically 90-95% of the total) is migrated to Exchange. The proportionately smaller volumes of data remaining can then be migrated relatively quickly, so that larger numbers of users can be migrated together within a shorter window. Offline Migration: A copy of the Notes source data is migrated first to an intermediate storage medium, and then from the intermediate medium into Exchange. This approach is useful when the source and target servers are physically far apart, and limited bandwidth and a large volume of mail make live data transmissions impractical. Migration to Microsoft's BPOS-S: Migration from Notes/Domino to Microsoft s Business Productivity Online Suite Standard (BPOS-S) the array of and related collaboration software services provided by Microsoft-hosted Exchange, Active Directory, SharePoint, and other servers. If none of these variations apply to you, you can proceed to the Typical Migration Scenario Process that begins on the next page, and just ignore chapter 5. But if you do intend to migrate offline, or to Microsoft s BPOS-S, or if you intend to use a phased migration strategy, be sure to read the pertinent topics in chapter 5 for important notes and instructions before you begin the typical scenario process documented here in chapter 4. 48

49 Typical Migration Process Typical Migration Scenario Process The process instructions in this chapter represent a comprehensive checklist of tasks to be performed in a migration, and also explain the context in which Notes Migrator for Exchange (NME) features and Wizards are used. (Within the broader context of an overall migration project, some steps do not use the Quest tools.) For example, one of the pre-migration steps is to modify the MX record to direct external (Internet) mail to the Exchange server a task that is accomplished apart from any Quest software features or Wizards. But we include that step within these full-context process instructions because the sequence the interplay between the Quest and non-quest steps is important. Notes Migrator for Exchange is designed with many operational options to accommodate virtually any combination of local circumstances and preferences. Both Notes and Exchange support many varieties of network configurations and feature options, and the preferences and policies of different organizations also vary widely. The process instructions in this chapter therefore contain several conditional steps to cover most conceivable combinations and variations. The basic migration process is affected much more by coexistence than by anything else. (If necessary, see chapter 2 for more information about Coexistence During the Transition.) Coexistence simply requires more planning and extra procedural steps, but those conditional steps are clearly identified here, so you can simply skip them if they don t apply to you. For information and help with any circumstances that do not seem to fit this baseline scenario, or that are not explained elsewhere in this Guide, please contact your Quest sales representative. Necessary Pre-Migration Preparations The process begins with existing user accounts and mailboxes on a Lotus Domino server. These Necessary Pre-Migration Preparations are performed only once, before the Data Migration Wizard or Self-Service Desktop Migrator is run the first time to migrate any users. Step 1: Verify that All System Requirements and Prerequisites Are Satisfied Make sure that your network environments, your source and destination servers, your users desktop environments, and your own administrator s workstation all conform to the System Requirements specified in chapter 1 of this Guide. 49

50 Quest Notes Migrator for Exchange System Requirements include the admin accounts that will be used to run the Quest applications and access data and features in the Notes/Domino and Exchange/AD environments. If these accounts do not already exist, be sure to create and configure them now, as described in the System Requirements. Remember also that any antivirus software on the admin workstation must be configured to not scan the Quest program files directory or %temp% directory, or may simply be turned off, prior to running any Quest admin application. (Although it may be restored after the program runs.) If an antivirus scan misinterprets an NME temporary file as a threat, it will try to "clean" the file, which will generate an error when the NME program call fails. Step 2: Verify SQL Server and Default Settings Most of the features and Wizards of Notes Migrator for Exchange require access to information stored in a central database on the SQL Server. Most also require access to the Notes server, Exchange server, Active Directory, and the Shared Directories that contain the Self-Service Desktop Migrator and its log and status files, and admin application log files. The features and Wizards therefore need to know the pertinent server names, configuration information, access credentials and so forth for the various servers. These Default Settings can be entered now, into Notes Migration Manager, before other program features or the Wizards are used, so that it will be available to them and need not be entered again. If the information is not entered now or upon installation, the product features and Wizards will prompt for the values as needed, and most of them will have to be entered more than once for each feature and Wizard that needs it. Quest therefore recommends you use the five Edit Default Settings screens of Notes Migration Manager to enter this information now. The Notes Migration Manager is documented in chapter 1 of the NME Administration Guide. Step 3: Create Mail-Enabled AD Accounts for All Users Provisioning may be accomplished by a variety of methods, but the typical and most direct approach begins with a directory update by Quest s CMN Directory Connector. The CMN Directory Connector extracts data from the Notes/Domino source and creates mail-enabled contacts in AD for all Notes users. Many organizations will have already defined their migrating Notes users in AD as security objects for network authentication, and in this case the directory update will create new contacts in AD that correspond to the existing security objects. (CMN s Directory Connector detects and merges potential duplicate entities by their addresses, but security objects typically have not been assigned addresses.) But NME s AD Object Merging Wizard can (in a later step below) merge the contact information into the original AD object record, and 50

51 Typical Migration Process then delete the contact, leaving a single mail-enabled object in AD. Future directory updates will then see the merged AD object s address attribute, and so will not re-copy the corresponding Notes object. This process provisions and mail-enables the AD accounts. Another NME Wizard can then mailbox-enable the AD accounts. NME s AD Object Merging Wizard cannot merge objects until after the Notes directory contents have been exported, because the merge process requires data that will be exported from the Notes directory. The AD Object Merging Wizard is therefore run only after the Directory Export Wizard has been run, in a later step below. Step 4: Configure SMTP Mail Routing If you will use smart hosts (within a single domain): The creation of mail-enabled AD accounts (preceding step) will have entered the necessary targetaddress values into the AD object records. Establish and configure the Domino and Exchange smart host servers. The details of configuring smart-host SMTP mail routing are beyond the scope of this Guide, but see your Domino and Exchange documentation and online resources for more information about configuring smart hosts for those servers. To configure smart-host SMTP routing with Quest's CMN, both smart hosts are configured to point to the CMN server. Within CMN, one set of SMTP IN and SMTP OUT queues is configured to accept mail from Domino and deliver it to the receiving Exchange server, while another set is configured to accept mail from Exchange and deliver it to Domino. Multiple CMN servers can be deployed for load balancing and redundancy. The CMN User Guide explains this scenario in more detail (see chapter 3). If you will use subdomains (two or more domains): Create a temporary subdomain for the migration (e.g., exch.domain.com) and assign it to the Exchange server in DNS. The subdomain will differentiate the Exchange server from the Domino server internally (within your organization s network) during the transition. Internal mail from other Notes users that arrives in the Notes accounts of migrated users will be forwarded to the appropriate Exchange mailboxes using the exch.domain.com subdomain. Also: Create a recipient policy to generate a secondary SMTP address, so that all Exchange users will be able to receive mail at exch.domain.com. 51

52 Quest Notes Migrator for Exchange Step 5: Redirect External Inbound Mail to Exchange At some point after routing has been configured between the two systems, you should redirect your external inbound (Internet) to the Exchange server. If migrating without coexistence: External inbound should be rerouted to Exchange before you begin the data migration. This will prevent new mail from arriving in Notes after the migration has begun, and will route all mail, whether migrated from Notes or newly received from outside, to the users new Exchange mailboxes. If migrating with coexistence: Redirect your external inbound for your primary SMTP domain (for example, domain.com) to the Exchange server. This is commonly done through the DNS configuration on your AD Domain Controller by changing the MX (Mail exchange) record for your primary domain to point to the new Exchange server. Some companies may use other types of external inbound mail routing configurations for example, mail sentries or spam filters. For users who have not yet migrated, the SMTP routing configuration (set when the user accounts were provisioned) will route this inbound mail back to the corresponding Notes mailboxes. These routing rules can then be automatically removed by the Data Migration Wizard as each user is migrated, so the user's mail will thereafter be routed to the corresponding Exchange mailbox. We list this task here, among the Necessary Pre-Migration Preparations, but the external inbound mail can actually be changed at any time after the routing has been configured. Many administrators choose to defer changing the external inbound routing until half of their users have migrated to Exchange, to minimize internal mail traffic during the transition period. Step 6 (If Necessary): Define Free/Busy and Mail Domains to IBM Domino Administrator ONLY IF: You are using Quest CMN s Free/Busy Connector for free/busy coexistence. In the IBM Domino Administrator: Add a Foreign Domain for the free/busy server: Mail Information tab: Set Gateway server name to the name of the Domino mail server. Calendar Information tab: Set Calendar server name to the name of the Domino server where qcalcon.exe is installed. Add a Foreign SMTP Domain for the mail server: Routing tab: Set Internet Domain to the name of the Exchange subdomain. Routing tab: Set Internet Host to the IP of the Internet host. 52

53 Typical Migration Process Step 7: Discover Notes Information Notes Migrator for Exchange needs to know the location of the Notes Address Books (NABs) that will serve as data sources for the Directory Export Wizard in the next step below. The program also needs to know the Internet domains that will be used to generate users SMTP aliases. The program therefore contains a NABs Discovery Wizard that can locate available NABs and let you specify the ones to be exported, and an Internet Domains Discovery Wizard that can identify associated Internet domains. Run these two Wizards now, to prepare for the Directory Export Wizard in the next step below. The NABS Discovery Wizard and Internet Domains Discovery Wizard are documented in the NME Administration Guide, chapters 2 and 3, respectively. Step 8: Export Notes Directory Data Notes Migrator for Exchange contains a Directory Export Wizard that extracts user data from the Notes environment and saves it in the SQL Server database, where it will be available to provisioning, object-merging, migration, and mail-forwarding features. Run the Directory Export Wizard now. See chapter 4 of the NME Administration Guide for the operating instructions and application notes for the Directory Export Wizard. Step 9: Review and Modify (If Necessary) the Exported Data Since the data extracted by the Directory Export Wizard (in the preceding step) will be critical inputs for other program features and Wizards, it is important to verify that the information is properly formatted. Any format or translation errors should be readily apparent; examples include missing users, and inappropriate data forms in any fields. These would indicate that the extraction process was somehow corrupted or otherwise unsuccessful. This step also provides an opportunity for you to manually edit any addresses before using them for the migration. For example, your organization may be consolidating on a new SMTP domain as part of the migration process. Or a particular user name and address-composition format may produce an embarrassing or unflattering address, but you can manually edit the address in the database now before the data is used to define a user address in Exchange. The directory data can be exported from the SQL Server database to a.tsv-format file, then viewed and edited in Microsoft Excel, and then imported back into the program database from the modified.tsv file. Appendix A of the NME Administration Guide explains the procedure, under How Do I Edit Exported Directory and Collections Data Tables? 53

54 Quest Notes Migrator for Exchange Step 10: Define User and Group Collections Many of the Quest Wizards are applied to particular collections of users or groups, typically numbering a hundred or so objects all processed in a single program run. Chapter 3 of this Guide (see the Batch vs. Per-Desktop Migration topic) explains why it is important to devise a grouping strategy for defining collections, to take into account grouping method, optimum number of users per collection, and migration scheduling. Use the Collection Wizard now to define your migration collections. Chapter 5 of the NME Administration Guide provides instructions and application notes for the Collection Wizard. Step 11: Merge AD Objects (If Necessary) If your Active Directory was already up and running with user accounts, a directory update by Quest s CMN Directory Connector (in step 3 above) has produced new Exchange contacts that correspond to the existing AD user accounts for the same users. Notes Migrator for Exchange contains an AD Object Merging Wizard designed to sort out and consolidate such duplicate entities before any data is migrated. A contact record often contains much more user information than the existing AD user object additional addresses, phone numbers, office locations, and so forth so the Wizard automatically merges the contact information into the corresponding users AD accounts, and then deletes the contacts. Chapter 8 of the NME Administration Guide provides more information and operating instructions for the AD Object Merging Wizard. It is rare but possible that an AD Object Merge will leave some AD contacts with no corresponding user objects. In that case the Data Migration Wizard can be told to convert a contact into a mailbox when mailbox enabling. This feature is off by default, and can be enabled only by a task parameter (or Global Default parameter), since in a typical scenario no contacts should remain after the AD Object Merging Wizard has run. In the event any contacts do remain, most admins would prefer the Wizard generate an error rather than simply convert the contact to a mailbox, which would likely yield two objects for a single user. But for the atypical case where the mailbox option is preferred: [ActiveDirectory] MBoxFromContact=1... tells the Data Migration Wizard to convert a contact into a mailbox when mailbox enabling, if no existing user object corresponds to the contact. 54

55 Typical Migration Process Step 12: Assess Per-User Migration Volume in Notes Source When planning user collections and destination resources for a migration you should have a general sense of the volume of data each user will migrate. Notes Migrator for Exchange offers a Notes Data Locator Wizard that finds source data stores, and determines the per-user data volumes within the stores it finds. This ability to review found data stores and use that information in your migration planning was new in version 4.0. In previous versions, the locating of data was performed just prior to the data migration, with no opportunity to review the found data before migration. But data location is a pre-migration step now, so the administrator can review data locations and verify ownership of archives and PABs prior to migration. Run the Notes Data Locator Wizard now to find the source data, and then View Summaries User and Resource Detail to review the per-user data volumes. Then adjust your Migration Plan (if necessary) to accommodate any unexpected or atypical data volumes. The Notes Data Locator Wizard is documented in in the NME Administration Guide, chapter 7, and the View Summaries features are part of Notes Migration Manager, documented in chapter 1 of the Admin Guide. Step 13 (If Necessary): Move Users Archives and PABs to a Centralized, Accessible Location The Data Migration Wizard can migrate users personal address books (PABs) from Notes to Exchange, but it must be told where it can find the source PABs: in the file system using a shared folder or local copy, or in a directory accessible through the Domino server. (The program can also migrate PABs from diverse, per-user locations, but only if you specify the location for each user as explained in the last step of these Pre-Migration Preparations.) Meanwhile, the Wizard can migrate users archives only if they reside in some centralized location where NME can find them. If your Notes/Domino network is not already configured for your users archives and PABs to reside in centralized, accessible locations, and if you do not want to have to specify their diverse locations per user, you (or your users) should move them now, before you run the Data Migration Wizard. Notes Migrator for Exchange contains a PAB Replicator form that can help end users copy their PABs to a centralized location. An administrator can use a Send PAB Replicator Wizard to distribute the form to end users, with instructions for its use. See chapter 9 of the NME Administration Guide for operating instructions and field notes for the Send PAB Replicator Wizard. 55

56 Quest Notes Migrator for Exchange Step 14: Locate Notes Data Stores After users PABs have been copied to a centralized location, an administrator must run the Notes Data Locator Wizard again, so the Wizard can pick up the new locations of the PABs. See chapter 7 in the NME Administration Guide for more operating instructions and field notes for the Notes Data Locator Wizard. We recommend that you schedule the Notes Data Locator Wizard to find users' PABs. (This scheduling procedure is also described in the same Admin Guide chapter.) You can then review the console to determine which users have yet to post their PABs to the Notes server. Quest MessageStats Lotus Notes Migration Report Pack can generate a report to show all the PABs that have been located. You can define the report format to your specifications, and then schedule MessageStats to regenerate the report daily and it to you so you can track the progress of your users. Step 15: Provision Groups in Exchange Run the Collection Wizard and AD Groups Provisioning Wizard to provision Notes groups (distribution lists) into Exchange as distribution groups. The operating instructions and application notes for these Wizards appear in the NME Administration Guide chapter 5 for the Collection Wizard and chapter 6 for the AD Groups Provisioning Wizard. Step 16 (If AD Is Configured for a Resource Forest and User Forest): Prepare the SQL Server Database for Mailbox-Enabling ONLY IF: Your target environment is configured for a resource forest and a user forest, with corresponding user accounts. For the Data Migration Wizard to properly enable mailboxes, and to properly associate the resource accounts with the user accounts, you must configure the Global Default Settings in Notes Migration Manager, and prepare (or verify) the per-user values in a column of the exported directory data. See Appendix A of the NME Administration Guide for more information and instructions, under How Do I Prepare the SQL Server Database for Mailbox- Enabling (If AD Is Configured for a Resource Forest and a User Forest)? 56

57 Typical Migration Process Step 17 (If Necessary): Specify Per-User Data in the SQL Server Database The Data Migration Wizard can migrate user data from a variety of locations in the Notes/Domino source environment, and the locations must be specified to the program. (This is explained in chapter 3 of this Guide see the Location of Notes User Data topic.) The Directory Export Wizard and Notes Data Locator Wizard will find available source data via the server and file system, but the Data Migration Wizard will ask which source location to use for each data type: mail, PABs, and archives. If any of the users Notes data files do not reside in a centrally accessible location, you can specify a unique location per user in the SQL Server database. You can specify per-user data locations for any combination of PABs, archives, and mail files, and this information must be added to the SQL database before the users are migrated. If any of your users Notes data files reside in diverse, per-user locations, specify the per-user data now, before the batch-migration procedure. Appendix A of the NME Administration Guide explains the process, under How Do I Specify Per-User Locations for Notes Source Data? The Data Migration Wizard also lets you specify diverse per-user destinations for the PST files the Wizard will create during the migration. Ordinarily an admin specifies a central location for the program to create all PSTs, under which the program creates directory subtrees reflecting the hierarchical Notes user names. But if you would rather put each PST in a separate directory (for example, in each user's home directory), then the destinations can be specified in the SQL Server database prior to migration. More information and complete instructions appear in Appendix A of the NME Administration Guide, under How Do I Specify Per-User Destination Locations for Users PST Files? Step 18 (If Necessary): Prepare customattrs.tsv file to migrate Notes custom attributes ONLY IF: You want to migrate Notes custom attributes. Use a text editor to create a unicode (not ANSI) file named customattrs.tsv, in the default installation folder for the Data Migration Wizard (typically C:\Program Files\Quest Software\Quest Notes Migrator for Exchange), and/or in the folder containing notesdtapp.exe if you want to migrate Notes custom attributes via the SSDM. Either or both migrator applications can refer to this file to map the source attributes to free (unused) properties in the MAPI target mailboxes. See How Do I Migrate Notes Custom Attributes? in Appendix A of the NME Administration Guide for more information and instructions to create a customattrs.tsv file. 57

58 Quest Notes Migrator for Exchange Step 19 (If Necessary): Configure SSDM Scheduling ONLY IF: Your end users will use the SSDM, and you want to use the Scheduling feature to evenly distribute the SSDM demand on system resources. Many organizations choose to use the Self-Service Desktop Migrator (SSDM) for some portion of their migration, for various reasons as explained in chapter 3 of this Guide (see the Batch vs. Per-Desktop Migration topic). Notes Migrator for Exchange includes an SSDM Scheduling utility that lets you control users execution of the SSDM, to more evenly distribute the demand on network and server resources. Each user collection is assigned a migration "window": a specific date and time period when its members are permitted to migrate. When a user runs the SSDM, the program identifies the user by his or her login credentials, and checks the schedule to see whether the user is early, late, or "in the window" for his or her migration. The Scheduling Utility also lets you set a limit to the number of concurrent migration runs, to prevent processing bottlenecks that might otherwise occur if too many users happened to run the SSDM at the same time. In addition to verifying each user s scheduled window when running the SSDM, the program also compares the number of runs currently underway to the admin-set limit, to determine whether another SSDM run can begin under the limit. If the limit would be exceeded, the user is offered the option of "parking" in a waiting list, so that his or her migration program would run in the next available slot. If you want to regulate your end users use of the SSDM in this way, run the SSDM Scheduling utility now, before you begin the migration. The NME Administration Guide provides instructions for this utility in its chapter 13. Batch Migration Process (Per Collection) This section provides procedural instructions and application notes for a typical migration scenario, in which an administrator performs the migrations for a series of collections. This procedure is repeated for each collection to be migrated. Do not begin this procedure until you have completed the Necessary Pre-Migration Preparations listed in the preceding section of this chapter. Remember that batch migrations and per-desktop migrations are performed with different Quest tools. For the per-desktop migration procedure, see the next section of this chapter: Migration Per Desktop. 58

59 Typical Migration Process Step 1: Accommodate Any Recent Staff Changes ONLY IF: You want to preserve directory coexistence through the transition period of your migration. Any staff changes (hirings, departures, promotions, departmental transfers, and so forth) that occur while the migration project is in-process may introduce data inconsistencies between the old and new servers, and these inconsistencies should be reconciled during the migration process. If updates between the two directories during your transition period is not a high priority for your organization, you may simply add and delete users in the Exchange environment (only), using Exchange administration software the same as you will for new hires and departures that occur after the migration is completed. Otherwise, if it is important to keep your two directories synchronized through the transition period, and if your organization has experienced any staff additions or changes since the last run of Quest s Directory Exporter, you can synchronize the directories and update the Quest data tables. Appendix A of the NME Administration Guide explains the recommended procedure to synchronize the directories and update the Quest data tables; see the topic How Do I Synchronize Directory Data and Update the SQL Server Database? If migating to Office 365: An object that is synched to Office 365 with proxyaddresses will lose the proxyaddresses upon the next sync if the UPN is changed to match the Office 365 login which disables mail routing from Domino to Exchange. Step 2 (If Necessary): Verify that All Migrating Users Are Logged Off ONLY IF: You are migrating data using file system access (as explained in chapter 3 of this Guide, under Location of Notes User Data). If the data is accessible through the Domino server, the recommended approach is to locate the data by using server access, and migrate the data using server access. If you are unable to use this approach, and you need to use file system access to locate and migrate the data, you must make sure that all users to be migrated are logged off the system. You must also make sure that the server no longer has the NSF file open in its cache. The dbcache flush command closes all files being held open by the server for users that are no longer logged onto the server. Running the dbcache flush command prevents the server from blocking the NME program s access to the NSF files during the migration run. 59

60 Quest Notes Migrator for Exchange Step 3: Run the Data Migration Wizard Run the Data Migration Wizard to mailbox-enable users Exchange accounts, set Notes-to-Exchange mail-forwarding rules (if you are migrating with mail system coexistence), and migrate user data from the Domino server to the Exchange environment, for the users within a particular collection. See the Data Migration Wizard chapter of the NME Administration Guide for complete instructions. Step 4: Distribute.pst Files (If Any) If the Data Migration Wizard migrates any data to Outlook Personal Folder (.pst) files, then when the migration is complete you must either: Notify users of the locations of their new.pst files (so each user can specify the location within his or her own desktop copy of Outlook). OR Distribute the newly created.pst files to users desktops. The Data Migration Wizard names any new.pst files by their associated User IDs, with incrementing numbers appended to the filename if more than one file is generated per User ID for example, Smith.pst, Smith-1.pst, Smith-2.pst, and so forth. The location of the PST files is reported in: The User migration status per collection report, available from the View Summaries screen of Notes Migration Manager. The Report Pack Report, available from the View Report Pack screen of Notes Migration Manager. If this is not your last migration collection, repeat all four steps of this Batch Migration Process (Per Collection) for the next collection. If this is your last migration collection, and no users remain to be migrated by the Self-Service Desktop Migrator (per-desktop) program, be sure to see the Post-Migration Clean-Up steps below. Migration Per Desktop Remember that batch migrations and per-desktop migrations are performed with different Quest tools. For batch migration of multiple users at a time, performed by an administrator, see the preceding section of this chapter: Batch Migration Process (Per Collection). Quest s Self-Service Desktop Migrator (SSDM) is used by an end user, or by an administrator on behalf of an end user, to extract a single user s Notes data and migrate it to Exchange. Depending on your circumstances and preferences, you may choose to migrate some or all of your users one at a time, from each user s desktop, using the SSDM. Some administrators prefer per-desktop migrations to 60

61 Typical Migration Process ensure a smooth transition for top executives, or for less experienced users who may be intimidated at the thought of running the program for themselves. Before Running the Self-Service Desktop Migrator Be sure to complete all of the Necessary Pre-Migration Preparations before the first desktop migration is performed. (These preparatory tasks are performed only once for all users not repeated for each user.) Important: Verify that all users have read-only access to the share containing notesdtapp.exe (the SSDM program file) and the AddressTranslation.bin file. The path is specified in the Common application directory field, on the Shared Directories Configuration screen in NME s Notes Migration Manager. SSDM requires access to the address translation file, generated by the Directory Export Wizard, to convert addresses in messages, address books, and calendar content. Also: Remember that any antivirus software on an end user s SSDM workstation must be configured to not scan the Quest program files directory or %temp% directory. Or you may simply turn off any antivirus app prior to running the SSDM application, and then restore it after SSDM runs. If an antivirus scan misinterprets an NME temporary file as a threat, it will try to "clean" the file, which will generate an error when the program call fails. If you are migrating with coexistence: An update of the exported directory data in the SQL Server database may be necessary if any users have joined or left the organization since the last run of the Directory Exporter. For the recommended procedure to update the directories and update the Quest data tables, see the topic How Do I Synchronize Directory Data and Update the SQL Server Database? in Appendix A of the NME Administration Guide. If you want to run the SSDM with App-V: The SSDM must be sequenced in with the Outlook virtual application package. The SSDM cannot be sequenced separately, nor can it access a local Outlook install directly. The Notes client must be installed locally or also sequenced in with the Outlook package. Also, you must edit the OSD file for NotesDtApp.exe. Find: <VM VALUE="Win32"> <SUBSYSTEM VALUE="windows"/> </VM>... and change the parameter value from windows to console. Distribution of Self-Service Desktop Migrator Your end users will need access to the Self-Service Desktop Migrator, and you can provide access in a variety of ways. The most common method is to simply share out the end-user directory that was created during the installation process, and send users an with a link to the application. 61

62 Quest Notes Migrator for Exchange Notifications to End Users If your users (rather than you) will run the Self-Service Desktop Migrator, you will need to tell them where the program file is, how to prepare their desktops for the program runs, and how to run the program. In particular, end users should be reminded that any antivirus software or desktop-search applications must be turned off prior to running the SSDM, but may be restored after the program run. You may also want to provide instructions for how to turn off (and back on) your users antivirus and desktop-search applications. Typically an administrator will send an to migrating users with a link to the Self-Service Desktop Migrator program at some network location accessible to all users so each user can simply click the link in the to launch the program. The can also provide other pertinent information (see preceding paragraph), to minimize help-desk calls during the migration. You should also include a copy of Quest s Self-Service Desktop Migrator User Guide (in PDF format), which explains how to operate the per-desktop program from the end user s point of view. The SSDM User Guide accompanies your Notes Migrator for Exchange software. You may either copy the PDF file to a public-access folder and link to it from the same that announces the Self-Service Desktop Migrator to your users, or simply add it to the as an attachment. Customizing the Self-Service Desktop Migrator Quest s Self-Service Desktop Migrator is simple and intuitive enough that most end users will be able to run it uneventfully. Some administrators simplify the process even more by customizing the Desktop Migrator to enforce or eliminate certain choices in accordance with a particular migration strategy. For example, if an administrator intends to migrate users server mail and address books in batches, and then use the Desktop Migrator to migrate only user archives, the Desktop Migrator can be customized to migrate only archives, and to not offer the option to migrate server mail or address books. These program customizations are optional, accomplished by manipulating certain parameters in the notesdtapp.ini file, as explained in Appendix A of the NME Administration Guide (see How Do I Customize the Self-Service Desktop Migrator?). If you leave those parameters at their default values, the SSDM simply runs in its default mode, displaying all screens and all options. Specifying Migration Destinations by Data Type In the SSDM, the destination (within Exchange) of migrated data is not selectable in the GUI, but is controlled by three pairs of parameters in the [General] section of the notesdtapp.ini file. For instructions to set the data destinations of different data types (archives, address books, and server-based 62

63 Typical Migration Process data), see How Do I Set Migration Destinations for Different Data Types in the SSDM? in Appendix A of the NME Administration Guide. Command-Line Switches for Running the Desktop Migrator in Silent Mode The Self-Service Desktop Migrator can be customized to skip certain screens, or even to hide all screens to run in a true "silent mode," requiring no entries or other intervention from the end user. Whenever the program is configured to skip a screen display, the program must have some alternate method of obtaining the information it would otherwise collect from fields on the screen. The program can read and/or infer some entry values from the operating environment from the Windows Registry and Outlook s initialization files, etc. and some values can be specified by parameters in the notesdtapp.ini file. But some values can also be provided by command-line switches appended to the program command when the Desktop Migrator is executed. For example: notesdtapp /silent /notesid "c:\documents and Settings\JDoe\Local Settings\ Application Data\Lotus\Notes\Data\jdoe.id" /notespass password... In this list of all available switches for the notesdtapp command, note that the /silent switch is the only one that does not carry an argument: /silent: Enforces a true "silent" run of the program for no screen displays at all. The program will note errors in its log and may abort if it requires input data that is not made available via other switches (see below) or INI-file parameters, and that cannot be inferred from the operating environment. /notesid <UserID>: The full path and file name of the user's Notes UserID. /notespass <NotesPassword>: The password associated with the UserID cited above. /tgtprofile <ProfileName>: The Outlook profile that you want to migrate the one into which your Notes server data, archive and/or personal address books should be placed. /tgtpass <OutlookPassword>: The password associated with the target Outlook profile cited above. /tgtdomain <DomainName>: The domain name of the target Exchange mail server. /tgtuser <ADUserName>: The AD user name associated with the Outlook profile cited above. For more information about using the notesdtapp.ini file to control screen displays and provide necessary run-time information to the program, be sure to 63

64 Quest Notes Migrator for Exchange see How Do I Customize the Self-Service Desktop Migrator? in Appendix A of the NME Administration Guide. Post-Migration Clean-Up After the last user has been migrated: 1. Remind users to reset alarms for their repeating appointments. Alarm settings for repeating appointments do not migrate if the first appointment in the series pre-dates the migration. The appointments themselves do migrate, but users will have to reset their alarms. 2. Remind users to check their Junk folders. Outlook applies its own junkmail filters to migrated mail, which may cause some non-junk items to be routed to Outlook's Junk folder. Users should therefore make a point of reviewing their post-migration Junk folders, and "un-junk" any items that Outlook may have mistakenly sent there. 3. If you migrated with directory coexistence, and you chose to defer resource migration to the last collection: Notify users that they may now request resources via Outlook. For more information about this, see the Strategies for Migrating Resources topic in chapter 3 of this Guide. 4. If you no longer need mail-forwarding between Exchange and Notes: Verify the Domino server is inactive. Make sure that the Domino server is no longer receiving or processing mail traffic. If you used multi-domain SMTP routing for coexistence: Delete the temporary "migrate.domain.com" domain. This is the temporary subdomain you created in the Necessary Pre-Migration Preparations to permit mail-forwarding between the source and destination servers during the migration. Now that all users have been migrated to the Exchange server and new mail is directed to the new Exchange mailboxes, the mail-forwarding rules and temporary subdomain are obsolete. 5. If you migrated with directory coexistence, and all coexistence will end with the end of the migration project: Decommission the Domino server. After you have verified that the Domino server is no longer receiving or processing mail traffic, you may decommission the environment. 64

65 5 Variations to Typical Scenario Process Phased Migration Offline Migration Offline Pre-Migration Preparations Offline Batch Migration Process Offline Post-Migration Clean-Up Migration to Microsoft's Office 365 If You Will Have a Local Active Directory O365 Pre-Migration Preparations O365 Batch Migration Process O365 Post-Migration Clean-Up Migration to Microsoft's BPOS-S BPOS-S Pre-Migration Preparations BPOS-S Batch Migration Process BPOS-S Post-Migration Clean-Up

66 Quest Notes Migrator for Exchange The process instructions for a typical migration scenario, as described in chapter 4, are suitable to the circumstances and goals of most migration projects. But some organizations circumstances and goals require enough extra steps and/or detours to the typical process that we document them separately, here in chapter 5. The rest of this chapter explains these special considerations and procedure variations for the three most common alternate scenarios: Phased Migration: For a quick final cutover to avoid the complication of coexistence. Users remain on the Domino server(s) throughout most of the transition period, while their oldest data (typically 90-95% of the total) is migrated to Exchange. The proportionately smaller volumes of data remaining can then be migrated relatively quickly, so that larger numbers of users can be migrated together within a shorter window. Offline Migration: A copy of the Notes source data is migrated first to an intermediate storage medium, and then from the intermediate medium into Exchange. Useful when the source and target servers are physically far apart, and limited bandwidth and a large volume of mail make live data transmissions impractical. Migration to Microsoft's Office 365: Migration from Notes/Domino to Microsoft s Office 365 service. Migration to Microsoft's BPOS-S: Migration from Notes/Domino to Microsoft s Business Productivity Online Suite Standard (BPOS-S). Phased Migration If your Migration Scale makes a single-weekend migration impractical, a phased-migration approach may let you bypass the need for server coexistence and directory updates. By this strategy, users remain on the Domino server(s) throughout most of the transition period, receiving and sending mail and managing their calendars in Notes just as they always have, while their oldest data (perhaps 90-95% or even more of the total) is migrated to the new Exchange environment. After the older data has been migrated, the proportionately smaller volume of data remaining can be migrated relatively quickly, so that larger numbers of users can be migrated together within a shorter window, typically in one final cutover weekend. Since NME migrates copies of Notes data (does not delete the originals), the older data is still available to users in Notes throughout the transition period. A phased migration thus requires that you separate older mail from newer mail, and this can be accomplished by either of these two methods: Archives method: End users archive almost all of their mail, to within the current week, and then the admin uses NME s Data Migration Wizard to migrate the Notes archives to Exchange over a period of two or more weeks. (The Data Migration Wizard lets you migrate server mail, 66

67 Variations to Typical Scenario Process archives and PABs independently, in any combination you like.) Then, after all archives have been migrated, the Wizard can migrate all users to Exchange, with their remaining data, in one final cutover weekend. Date filter method: The Data Migration Wizard lets you specify date limits and ranges for messages to be migrated to migrate only messages timestamped on or after (or before) a certain date, or within a particular range of dates. You can therefore use date filters to perform a phased migration of server mail (no need for users to archive old mail) by date, again migrating the oldest 90-95% of all users mail while the users remain on Notes. Another option to separate old from new data would be to use Quest Software s Archive Manager product (available separately) to configure automatic archiving. For more information about this Archive Manager option, contact your Quest Software sales representative or write to [email protected]. By either method, a phased-migration strategy spares you a few tasks that would otherwise be necessary to configure coexistence for the transition period. In our typical migration process (chapter 4 of this Guide), we have flagged all of the steps you can skip for a no-coexistence migration. If you adopt a phased-migration strategy, by either method, the Exchange accounts and mailboxes must be created to accept the migrated old data before end users actually start using their Exchange mailboxes or calendars. You therefore must run the Data Migration Wizard twice for each user group: First Pass: to mailbox-enable user accounts on Exchange, set mail-forwarding rules on Exchange (to forward mail back to Notes until the users migrate), and migrate users' older data (archives, or date-filtered) to the new server; and then... Second Pass: to migrate the remaining (newer) data to Exchange, and migrate the users themselves to the new server by reversing the mail-forwarding rules (to forward mail from Notes to the new Exchange mailboxes). If you define date filters for a phased migration, note that date filters are applied only to mail and calendar items, and not to users contacts. If contacts are selected for migration in the second pass of a phased migration, after they were already selected for migration in the first pass, the second pass will create an entire duplicate set of contacts in the Exchange environment. 67

68 Quest Notes Migrator for Exchange Offline Migration Notes Migrator for Exchange lets you perform migrations either directly from the Notes server to the Exchange server, or "offline": so that a copy of Notes data can be migrated from an intermediate storage medium into Exchange using the Data Migration Wizard. The offline migration option is useful if, for example, your source and target servers are physically far apart, and limited bandwidth and a large volume of mail make live data transmissions impractical. In this case you could copy the Notes/Domino postoffice to a portable large-capacity storage medium, then physically transport it to another location where you have or can create a more favorable bandwidth connection to the Exchange server. The procedure for an offline migration is a variation of the Typical Migration Scenario Process documented in chapter 4 of this Guide. Offline Pre-Migration Preparations In all cases the admin must prepare the source and destination environments and perform other necessary pre-migration tasks before migrating the first user collection. Some extra steps are then added to the standard process that appears (in more detail) in chapter 4: 1. Verify that all System Requirements are satisfied. 2. Verify SQL Server and default settings. 3. Create mail-enabled AD accounts for all users. 4. If you will use SMTP for mail forwarding: Configure SMTP mail routing. You can configure smart hosts for mail routing within a single domain, or use subdomains for two or more domains. See step 4 of the typical Necessary Pre-Migration Preparations for more information. 5. Redirect external inbound mail to Exchange. 6. In Notes Migration Manager, on the Find NABs tab (under Discover Notes Info): Use the Add NAB feature to specify the Notes Address Book(s) that will be the data source(s) for the Domains Discovery and Directory Export runs below. For this offline migration, you will specify the NAB(s) by file system rather than via a Notes server. You therefore will not run the NABs Discovery Wizard, which is used only to find NABs by a Notes server. 7. You must run the Internet Domains Discovery Wizard to extract, from the NAB(s) specified in the preceding step, all associated Internet domains that will be used to generate users' SMTP aliases. You must enter a valid ID and password from a local ID file. 8. Run Quest's Directory Export Wizard. The Wizard requires that you specify a server, but since it will be reading data via the file system you can enter a valid Notes server name. You can find a valid Notes server 68

69 Variations to Typical Scenario Process name via SQL Management Studio Express: see the Server Name column in the T_NMEServers table. 9. Export the users to a TSV file. If necessary, see How Do I Edit Exported Directory and Collections Data Tables? in Appendix A of the NME Administration Guide. 10. In the TSV file: Set the mailfilepath for each user. 11. Import the updated TSV (see How Do I Edit Exported Directory and Collections Data Tables? in Appendix A of the Administration Guide). 12. Define user and group collections. 13. If necessary: Merge AD objects. 14. Assess per-user migration volume in the Notes source. 15. Provision groups in Exchange. 16. If AD is configured for a Resource forest and User forest: Prepare the SQL Server database for mailbox-enabling. 17. If necessary: Specify any per-user data in the SQL Server database. Offline Batch Migration Process The offline migration then proceeds much like the typical process documented in chapter 4 of this Guide see Batch Migration Process (Per Collection). Important: When migrating off-line, the HTMLdoclinks= program parameter must be set to its default 0 (zero) in the [General] section of the Data Migration Wizard task parameters. The HTMLdoclinks=0 setting tells the Wizard to migrate Notes doclinks as Notes-style doclinks, which can be opened in Exchange only if a Notes client is installed on the client workstation. Any other setting will cause errors in an off-line migration. Repeat these steps for each user collection: 1. Replicate user data (mail, PABs and archives) for the user collection to a location that is accessible by the file system. For PABs, you may use Quest's PAB Replicator feature to help users copy their PABs to a centralized location. In a typical case, the admin replicates user data to a portable storage medium that is then transported to a location closer to the Exchange server, for a higher-bandwidth connection between the data and Exchange. (If you do want to move the intermediate medium prior to migration, do it now.) 2. Run Quest's Data Locator Wizard to specify the location(s) of the replicated source NSF files: On the three Specify How To Find... screens (one each for mail, PABs and archives): Tell the Wizard to Scan file system directories that I specify. The Wizard will later prompt for the subtree(s) that contain the files. 69

70 Quest Notes Migrator for Exchange 3. Accommodate any recent staff changes: Update the directories and update the Quest data tables. (The Notes server can still be on-line for this step, even if the source data to be migrated has been off-loaded to a separate, intermediate location.) 4. Run the Data Migration Wizard to mailbox-enable users' Exchange accounts, set Notes-to-Exchange mail-forwarding rules (if you are migrating with mail system coexistence), and migrate user data from the NSF files (by the file system) to Exchange. Setting mail forwarding in this step is optional in this scenario. An admin may want to combine this offline approach with a "phased" migration strategy, migrating 90+% of user data offline, in a first pass that leaves users receiving and sending mail on Notes/Domino. A second pass, in online mode, then moves users and their minimal remaining data to Exchange, and reverses the mail-forwarding rules to collect any late-arriving data in Notes and forward it to Exchange. 5. Distribute any pst files created by the Data Migration Wizard (if you have chosen to migrate any data to pst files). Offline Post-Migration Clean-Up An offline migration does not introduce any additional post-migration issues or clean-up steps beyond the more typical process of migrating to a local Exchange environment. See Post-Migration Clean-Up in chapter 4 for more information. Migration to Microsoft's Office 365 Notes Migrator for Exchange supports migration to Microsoft s Office 365 services (also known as "O365," and "the Cloud"). Several NME components contain special features to accommodate a Notes-to-O365 migration, and the following pages explain how to use NME for that purpose. While a Notes-to-O365 migration is still a Notes-to-Exchange migration, the nature of the process requires special planning and preparation to handle account privilege/access issues with the remote O365 servers. Account privileges are not so easy to manipulate in a remote server where system security is necessarily strong. The O365 migration process is therefore somewhat different from the typical migration process documented in chapter 4 for migrating to a local Exchange/AD environment. When migrating to Office 365, use the alternative process documented here instead of the Typical Migration Scenario Process documented in chapter 4. 70

71 Variations to Typical Scenario Process If You Will Have a Local Active Directory Many organizations migrating from Notes to Office 365 will provision their Office 365 directories directly from their Domino directories. In this typical scenario, NME s Directory Export Wizard reads the Domino directory to produce data files that NME s Data Migration Wizard can then use to automatically create new user accounts with mailboxes in Office 365. Other organizations migrating from Notes to Office 365 will either create or keep a local (on-premises) Active Directory for network security and other purposes. If you will have a local AD server, you can: 1. Configure the Directory Connector in Quest s CMN product (not a part of NME) to synchronize the Domino Directory with the local AD. 2. After your local AD is fully provisioned and synchronized with your Domino directory: Use Microsoft s Online Services Directory Synchronization tool to synchronize your local AD with Office Refer to the O365 Pre-Migration Preparations, O365 Batch Migration Process and O365 Post-Migration Clean-Up to migrate users and their data from Notes to Office 365. O365 Pre-Migration Preparations 1. Verify System Requirements Make sure that all hardware and software components are installed and conform to the NME System Requirements cited in the corresponding NME Release Notes. 2. Establish Your O365 Service Work with Microsoft to establish your Office 365 service. Note your Admin SMTP address, your login ID, and your password (the password you chose when you changed the first, arbitrary password assigned by Microsoft). Make sure to register your domain as an accepted domain in your O365 account. 3. Verify Permissions in O365 Admin Account NME applications will require an O365 admin account configured with the Organization Management and Application Impersonation roles. If necessary, work with Microsoft to configure your admin account for these roles. 71

72 Quest Notes Migrator for Exchange 4. Define the O365 Server and Admin Profile in NME In NME's Notes Migration Manager, in the Exchange Server Configuration screen: Select Office 365 as the Target Exchange server version, and enter the Exchange server information for the O365 environment (Microsoft should provide this). The Exchange credentials you enter here are for the admin account you created for O365, in the preceding two steps above. Remember: 72 The Administrator SMTP address must be a fully qualified SMTP address. Enter the Administrator password you chose when you changed it from the first, arbitrary password assigned by Microsoft. If an NME application is unable to login to Office 365: If NME returns a Status error asking you to "check the administrator user name and password," and you know that you've entered the correct credentials, use the Office 365 website login to manually reenter the credentials. NME should then be able to login to the Office 365 account. 5. Set Application Timeout Feature Set the Application Timeout feature (on the Edit menu of Notes Migration Manager) to 30. This value specifies the number of minutes of inactivity the Wizards will wait within a program run before concluding that a process has encountered a fatal error, and aborting the process. The default value of 15 is well suited to most migrations to local servers, where shorter and higher-quality transmission paths make timeouts less common. But an O365 migration typically generates more process timeouts than migration to a local server, and this becomes particularly problematic if you are migrating large numbers of large messages (usually due to large attachments). The Wizard may even abort its run altogether if it encounters too many timeouts. You should therefore set the timeout threshhold to 30 minutes to make the feature more patient and forgiving for an O365 migration. If you still encounter too many timeouts at 30 minutes, you could disable the timeout feature by setting Minutes to 0, which tells the Wizard to wait indefinitely (forever) for activity, rather than reporting that a fatal error has occurred after some period of time. 6. Run NME Directory Exporter, Define Collections Run NME's Directory Export Wizard to populate the NME SQL database with users that will be synced into the O365 environment. Then use NME's Collection Wizard to define your migration collections (sets of objects to be migrated). This can help moderate the migration of objects and data. See the Directory Export Wizard and Collection Wizard chapters of the NME Administration Guide for complete information about these Wizards.

73 Variations to Typical Scenario Process 7. Provision Groups in O365 Use NME's Groups Provisioning Wizard to provision groups in Office 365. See the Groups Provisioning Wizard chapter of the NME Administration Guide for complete information. O365 Batch Migration Process See the Data Migration Wizard chapter of the NME Administration Guide for complete information about the Wizard and its various screens. Repeat these steps for each collection: If you do not have a local AD will provision O365 directly from the Domino directory 1. Run the NME Data Migration Wizard to Create O365 accounts and mailboxes for the users in the designated collection. Then skip ahead to step V 3. V If you do have a local AD will provision O365 from the local AD, using Microsoft s DirSync tool Run the NME Data Migration Wizard to Prepare local AD accounts for MS DirSync. Run the MS DirSync tool to synchronize your local AD with the O365 directory. Run the Data Migration Wizard again to Set Office 365 resource capacity. 4. Run the NME Data Migration Wizard again to Manage mail routing, perform (optionally) Notes administrative functions, and/or Migrate users directly from the Notes source mailboxes to their corresponding O365 mailboxes. Source and target accounts are matched up by their primary SMTP addresses. If these do not match, for any reason, the migration will fail for that user. Important: If you have not already sent your users their O365 login credentials (in the Data Migration Wizard s automated mail-merge feature), be sure to send that information out now. O365 Post-Migration Clean-Up A Notes-to-O365 migration using NME does not introduce any additional post-migration issues or clean-up steps beyond the more typical process of migrating to a local Exchange environment. See the Post-Migration Clean-Up section of chapter 4 for more information. 73

74 Quest Notes Migrator for Exchange Migration to Microsoft's BPOS-S Notes Migrator for Exchange supports migration to Microsoft s Business Productivity Online Suite (BPOS-S) the array of and related collaboration software services provided by Microsoft-hosted Exchange, Active Directory, SharePoint, and other servers. Several NME components contain special features to accommodate a Notes-to-BPOS-S migration, and the following pages explain how to use NME for that purpose. While a Notes-to-BPOS-S migration is still a Notes-to-Exchange migration, the nature of the process requires special planning and preparation to handle account privilege/access issues with the remote BPOS-S servers. Account privileges are not so easy to manipulate in a remote server where system security is necessarily very strong. The BPOS-S migration process is therefore somewhat different from the typical migration process documented in chapter 4 for migrating to a local Exchange/AD environment. When migrating to BPOS-S, use the alternative process documented here instead of the Typical Migration Scenario Process documented in chapter 4. Known Limitations of migration to BPOS-S are documented in Appendix A. BPOS-S Pre-Migration Preparations 1. Verify System Requirements Make sure that all hardware and software components are installed and conform to the NME System Requirements cited in the corresponding NME Release Notes. Local AD Server: In the end your organization will be served by the remote BPOS-S Exchange and Active Directory servers, but during the migration transition you will temporarily need a local "staging" AD server with Exchange schema to facilitate directory updates. The local AD server must conform to the System Requirements for the AD server (as specified in the current NME Release Notes), and must be configured with the Exchange schema. No live local Exchange server is required. 2. Prepare BPOS-S Components and Install Software When you first order BPOS-S services, Microsoft gives you a specified domain called a MODRD (Microsoft Online Direct Routing Domain) that will later be used as your forwarding address. Microsoft s Directory Sync tool may reside on the admin's NME migration workstation if it is a Server 2003 box running SP2. If the migration machine is run on an XP platform then it must reside on a separate workstation. 74

75 Variations to Typical Scenario Process Install the necessary BPOS-S tools, such as the Single Sign-On application, and the Microsoft Dir Sync tool, on the appropriate machines. 3. Create Admin Accounts Create these necessary admin accounts: An administrative account in BPOS-S that is enabled with a mailbox (i.e., [email protected]). An administrative account in the staging AD server with rights that permit manipulation of objects. 4. Request Receive-As Rights for BPOS-S Organizational Unit (OU) Enter a support ticket at the Microsoft Online Services Administration Center website to request Receive-As rights for the organizational unit (OU) in BPOS-S. These rights are not normally active, but are required for migration. Under the Support tab click Open a new service request. This opens a form to request Receive-As Rights for the duration of the migration. The ticket should be resolved in about one day, and will be posted in an back to you, as well as listed in the Support area of the Administration Center. 5. Verify Current Domain To retain your organization's current domain, verify it in the Microsoft Online Services Administration Center, under Domains. Type the domain name and set it as an external relay, and then follow the steps through the wizard. The verification wizard will ask you to add two CNAME records to your domain host. The domain will not be verified and usable until it is recognized by this process. 6. Define the BPOS-S Migration Admin Profile in NME In NME's Notes Migration Manager, in the Exchange Server Configuration screen, enter the Exchange server information for the BPOS environment (Microsoft should provide this). The Exchange credentials you enter here are for the admin account you created in BPOS. Note: If the Administrator user name is a fully qualified SMTP address, you need not enter the Administrator user domain. Under Exchange over the Internet: Mark the checkbox for Connect using Outlook Anywhere to open an Exchange Proxy Settings dialog box, where you must configure use of the RPC protocol: 75

76 Quest Notes Migrator for Exchange Under Connection Settings fill in the proxy server settings provided for the BPOS-S server for the migration account granted Receive-As rights in step 4 above. You may follow this link to find the Exchange proxy server for your region in Microsoft Online Services Help: Microsoft Online Services Help: URLs for Microsoft Online Services To find the Exchange Server entry for the Exchange credentials box (either of two methods): Check the Outlook profile created by the BPOS Single Sign-On Client (the SSO Client) for the migration account for the Exchange Server name. Copy the Exchange Server name to the Exchange Server setting in the Exchange credentials box. OR Login to Outlook Web Access (OWA), then click Options and then About. From the About Outlook Web Access page, copy server name from the Client Access server name entry to the Exchange Server setting in the Exchange credentials box. Mark Connect using SSL only. Mark Only connect to proxy servers that have this principal name in their certificate, and fill the associated text box with the information provided by Microsoft. Mark both the On fast networks and On slow networks boxes. Verify the Proxy authentication settings is set to NTLM Authentication. 76

77 Variations to Typical Scenario Process 7. Set Application Timeout Feature Set the Application Timeout feature (on the Edit menu of Notes Migration Manager) to 30. This value specifies the number of minutes of inactivity the Wizards will wait within a program run before concluding that a process has encountered a fatal error, and aborting the process. The default value of 15 is well suited to most migrations to local servers, where shorter and higher-quality transmission paths make timeouts less common. But a BPOS-S migration typically generates more process timeouts than migration to a local server, and this becomes particularly problematic if you are migrating large numbers of large messages (usually due to large attachments). The Wizard may even abort its run altogether if it encounters too many timeouts. You should therefore set the timeout threshhold to 30 minutes to make the feature more patient and forgiving for a BPOS-S migration. If you still encounter too many timeouts at 30 minutes, you could disable the timeout feature by setting Minutes to 0, which tells the Wizard to wait indefinitely (forever) for activity, rather than reporting that a fatal error has occurred after some period of time. 8. Run NME Directory Exporter, Define Collections Run NME's Directory Export Wizard to populate the NME SQL database with users that will be synced into the BPOS-S environment. Then use NME's Collection Wizard to define your migration collections (sets of objects to be migrated). This can help moderate the migration of objects and data. See the Directory Export Wizard and Collection Wizard chapters of the NME Administration Guide for complete information about these Wizards. 9. Provision the AD Staging Server Merge Objects and Create Missing Objects If the staging AD server is new, and without any user objects in it: Run NME's AD Object Merging Wizard for each collection. This Wizard will create a new user object in the AD staging server for any object in the collection that does not already exist in AD. If the Wizard finds an existing object in AD that corresponds to an object in the collection, it stamps the AD object with the appropriate mail address. (A new object created by the Wizard is not activated, and does not need to be mailbox enabled.) See the AD Object Merging Wizard chapter of the NME Administration Guide for complete information. 77

78 Quest Notes Migrator for Exchange Provision Notes Groups in AD Use NME's AD Groups Provisioning Wizard to provision groups in the AD staging server. See the AD Groups Provisioning Wizard chapter of the NME Administration Guide for complete information. 10. Synchronize the Staging AD and BPOS-S AD If your AD staging server includes any objects that you do not want copied to the BPOS-S hosted Active Directory server, remove them now. Then run Microsoft's DirSync tool to copy user objects from the AD staging server to the BPOS-S hosted AD server. 11. Enable Accounts in the BPOS-S Active Directory Notes Migrator for Exchange cannot automatically batch-enable accounts in the BPOS-S Active Directory due to permissions issues that, at least in this release, are inherent in dealing with the remotely hosted BPOS-S services. Admins therefore must manually enable all users in the BPOS-S Active Directory, assign temporary passwords, and then notify users of their passwords. To do this: 1. Log into the Microsoft Online Services Administration Center with your admin account. Then click on the Users tab, and then the User List link. On the left side of the tab you should see links for: All Enabled Users Administrators Disabled Accounts Never signed in 2. Check the boxes of the users you want to enable, and then Activate User Accounts by clicking on the named link to the right. The program will then lead you through several steps (for each user) to create the user mailbox and set a temporary password. Users should then have active mailboxes to which mail can be migrated. Important: Remember to send all users their temporary passwords! 78

79 Variations to Typical Scenario Process BPOS-S Batch Migration Process In NME, run the Data Migration Wizard to migrate user mail directly from the Domino source mailboxes to their corresponding BPOS-S account mailboxes. See the Data Migration Wizard chapter of the NME Administration Guide for complete information. Source and target accounts are matched up by their primary SMTP address. If these do not match, for any reason, the migration will fail for that user. Important: When migrating to BPOS-S, do not try to Manage mail routing and Migrate users both within a single run of the Data Migration Wizard. Instead, run the Wizard twice: first to Manage mail routing, and then again to Migrate users. The atypical nature of a migration to BPOS-S would cause the migration function to fail if you attempt it in the same run with the Wizard's mail-forwarding features. Finish the migration steps, and mail should be migrating directly from Domino to the BPOS-S hosted Exchange environment. Users can check their mail by using the Single Sign-On application and opening their local Outlook, or by using Outlook s Webmail. BPOS-S Post-Migration Clean-Up A Notes-to-BPOS-S migration using NME does not introduce any additional post-migration issues or clean-up steps beyond the more typical process of migrating to a local Exchange environment. See the Post-Migration Clean-Up section of chapter 4 for more information. 79

80 Quest Notes Migrator for Exchange 80

81 Appendix A Known Limitations of the Migration Process Most of the known limitations of any migration process are due to feature inconsistencies between the source and target environments. That is, features that are available in the Notes/Domino environment simply cannot be migrated to a target environment that does not offer the same or comparable features. Other limitations are due to feature incompatibilities, where similar features are available in both the source and target environments, but their implementations are so different that the migration may be impractical. Known limitations of the migration process facilitated by Quest Notes Migrator for Exchange are listed below. Directory Export Issues Directory catalogs are not exported. The Directory Export Wizard does not export Notes directory catalogs. Dynamic members of auto-populated groups do not migrate. The Directory Export Wizard exports only the manager member of a Notes auto-populated (dynamic) group, and does not export the dynamic members. Issues Migrating from Pre-Notes 7 Environments Bullets in bulleted lists (within an ) do not migrate from pre-notes 7 environments. The list text will migrate, in list form, but the bullet characters that precede each item in a bulleted list will not migrate. Embedded Excel tables sometimes do not migrate in pre-notes 7 environments. Excel tables embedded within a Notes message (prior to Notes 7 only) sometimes do not migrate. This problem is intermittent, and occurs only with embedded tables (copied and pasted into the body of a message) not to tables that are attached to messages. Some RTF formats in pre-notes 7 environments do not migrate. The following Notes RTF formats (versions prior to Notes 7) do not migrate to Exchange, because Microsoft Outlook does not offer any equivalent format: 81

82 Notes Migrator for Exchange Shadow Superscript Extrude Emboss Subscript Highlighted text Fonts lost from rich text in migrated calendar data from pre-notes 7 environments. The font in the RTF body of a calendar item will maintain most of its formatting, but the font type is lost during conversion from Notes (prior to version 7) to Outlook. Table colors and borders are not migrated from Notes clients prior to version 7. The data is migrated, but the formatting is limited without colors or borders. Other Non- or Partial Migration Issues The Highlighted text RTF format does not migrate from Notes 7 or higher. Other RTF formats, however, do migrate from Notes 7 or higher. Archives on CD-ROM cannot be migrated. An attempt to migrate a user archive from a CD-ROM will generate this error: ERROR: [ ] Issue in determining design class of 'D:\nameswes.nsf' NSFDbOpen: Cannot write or create file (file or disk is read-only) User archive NSF files can be migrated from a hard drive via the file system, but cannot be migrated from a CD-ROM. If you want to migrate an archive on a CD-ROM, copy the NSF file to the migration workstation hard drive, and then migrate via the file system. Page breaks, sections, horizontal rules, and computed text within a message do not migrate. Image resources do not migrate: Image resources (inserted in a Notes message by Create Image Resource) do not migrate. OLE attachments do not migrate. But an OLE object can be migrated when embedded within the body of a message. Notes hotspots do not migrate. Notes' hotspot links do not function as hotspots after migration. Notes rules do not migrate. Notes mail rules, which let individual users tell Notes how to process their incoming messages, do not migrate to Exchange except for out-of-the-office rules. Notes DocLinks do not work in Outlook Outlook 2000 does not understand hyperlinks within an RTF body, so admins with Outlook 2000 users cannot use the HTMLdoclinks=1 configuration option (to migrate DocLinks as HTML-style links). For users running Outlook 2000, leave the parameter set to its default: HTMLdoclinks=0 (migrate Doc- Links as NDL files). Note that DocLinks migrated as NDL files will work only if the Notes client is installed and running on the user s desktop. 82

83 Known Limitations of the Migration Process Notes DocLinks can be migrated as NDL files or as HTML links, or in the Notes Migrator for SharePoint format. The format choice is controlled by the HTMLdoclinks= program parameter in the [General] section of the Global Defaults, Task Parameters, and notesdtapp.ini file. The default is HTMLdoclinks=0, to migrate DocLinks as NDL files. For more information see the [General] HTMLdoclinks= parameter notes, in the NME Program Parameters Reference. Outlook reminder pop-ups appear for migrated but unprocessed meetings that occurred in the past. Outlook displays its pop-up meeting reminder dialog box for a migrated meeting that is scheduled for a date/time in the past if the meeting was unprocessed when it was migrated. In this scenario, Outlook also adds the unprocessed meeting to the user's calendar, and marks it as tentative. This is native Outlook/ Exchange behavior. Broadcast meetings are migrated as regular meetings. The Notes feature Do Not Receive Responses From Invitees, which makes a meeting invitation "broadcast-only," does not migrate to Exchange. Cancelled meeting instances do not migrate. NME does not migrate cancelled meeting instances, even though Notes may retain them. ACLs are not always processed correctly when migrating users to Outlook version 2003 or older. The owner of a task is not preserved upon migration. Notes tasks that are not started and overdue in Notes migrate to Exchange as not started, but are not designated as overdue. This is due to a known limitation of Outlook. A stationery folder migrates, but stationery is migrated as mail. Stationery dates do not migrate. When Notes stationery is migrated to Exchange, the date associated with the stationery becomes the day-and-time of migration. Signature templates do not migrate: The Data Migration Wizard and SSDM migrate signatures that occur in messages, as parts of the messages, but do not migrate Notes signature templates. End users who want to use automatic signatures in Outlook will have to create them in Outlook after they have been migrated. Message recall-ability does not migrate: A message originating in Notes and then migrated to Exchange/Outlook cannot then be recalled from the Exchange/Outlook environment. The prevent-copying attribute of a message in Notes is not preserved upon migration. The message itself is migrated, however. Request update messages are not migrated. A Notes user who has been invited to a meeting or assigned a task can request information a 83

84 Notes Migrator for Exchange feature that sends a special Notes message back to the originator. These "request update" messages do not migrate. Attachments to contacts do not migrate. Custom alert text assigned to a Notes reminder is not migrated. A Notes user can create a calendar entry (a meeting, reminder, or so forth), and in the Remind Me feature may create or edit a customized message to be displayed with the reminder. When we migrate this data, the text is lost because there is no comparable feature in Outlook. A contact's briefcase items do not migrate. The briefcase folder of a personal contact may contain attachments and comments, but the contents of the briefcase folder do not migrate. Customized field labels in Notes PAB entries do not migrate. Any contents of such a field will migrate, to whatever field in Exchange corresponds to the original field label in Notes, but the customized label does not migrate. Date of an empty draft does not migrate. An empty draft (no content in To, From, Subject, body) will migrate from Notes to Exchange, but the date associated with the empty draft becomes the day-and-time of migration. Other Data Migration Wizard Issues Message subjects truncated: Messages with subjects longer than 4096 characters cause NME to stop processing a mailbox at that message. NME therefore truncates longer subjects to 4096 characters. Meanwhile, Outlook truncates any message subject longer than 255 characters to 255 characters. A message subject longer than 4096 characters will be truncated twice during migration: once by NME, to 4096 characters, and then again by Outlook, to 255 characters. Duplicate messages from multiple Notes locations: NME does not filter duplicate messages that it finds in different locations in the Notes environment. For example, a message that has been deleted in Notes might appear in Exchange if it had not yet been processed by the server, so that it also occurred in some other Notes location(s). Exchange "owner" property cannot be changed: Exchange does not let other applications (including Notes Migrator for Exchange) set the "owner" property of items migrated to resource mailboxes. Hidden-contact AD forwarding option doesn t work in Exchange 2010: The AD forwarding option to create a hidden contact, and attach it as the alternate recipient of the mailbox (set by [General] Forwarding- Method=0), does not work in Exchange This appears to be a limitation of Exchange. 84

85 Known Limitations of the Migration Process A Created object within a Notes message appears twice (duplicated) after migration to Outlook. Notes user-created folders are migrated to Outlook system folders. A user-created folder in Notes that has the same name as an Outlook system folder will migrate to the corresponding Outlook system folder. Meanwhile, a Notes system folder migrates to its equivalent Outlook system folder. For example, the Notes system "Sent" folder and any user-created folder in Notes named "Sent Items" would both be migrated to the Outlook "Sent Items" folder. When migrating only inotes contacts, the Notes Mail Files screen does not appear, so you cannot choose to migrate via the server or the file system. The program will run via file system if that's what you chose for your last migration, unless you go into the Task Parameters or INI file and change it. Possible problem with Symantic E-Vault migration: When migrating from a Notes environment with Symantic E-Vault, Exchange propagation issues may interfere with NME setting custom attributes when the destination mailbox has never been accessed either by Outlook or by the migration application. One simple workaround would be to first run a "dummy" migration (e.g., use a date filter where date > 1/1/2100) to open all the target mailboxes before running the real migration. Post-Migration Issues Outlook archiving of migrated messages is delayed. Outlook archiving is not applied to migrated messages within the age range set for auto-archiving, because Outlook determines message age by Last Modified time, which it updates to the migration date/time upon migration. Since all migrated messages become zero days old as soon as they are migrated, and Outlook won't let the Data Migration Wizard reset that property to its true pre-migration date/time, the Outlook archiving feature skips the messages until they have "re-aged" to the archive age (typically 30 days) following migration, at which time all of the migrated messages will be archived. Changes to some migrated appointments may produce duplicates. Some instances of meetings scheduled in Outlook with a Notes attendee and updated prior to the Notes attendee's migration to Exchange, may appear twice in the attendee's Outlook calendar if further updates occur after the attendee is migrated to Exchange. Outlook cannot add a logon-disabled account to an ACL list. This is a limitation of Microsoft Exchange, not of Notes Migrator for Exchange. 85

86 Notes Migrator for Exchange Miscellaneous Issues Encrypted mail migrated by SSDM is not re-encrypted. Encrypted mail is migrated via the Self-Service Desktop Migrator, but cannot be re-encrypted in Exchange/Outlook. The Internet Domains Discovery Wizard does not find domains on a Domino R4.6 server. Notes Migrator for Exchange explicitly supports only Domino versions 5.x and 6.x. Domains on a R4.6 server or a 7.x server can be added manually. Groups cannot be added to security groups in mixed mode. When provisioning distribution groups to a server running mixed mode and creating security groups instead of distribution lists, an attempt to add a group to the security group will fail and generate an error to the program log. PAB Replicator template option "SyncAndCopyToMailFile" merges multiple Notes address books into a single Contacts folder in Outlook. The address books will be merged even if the admin leaves the Merge into folder... checkbox unmarked in the Data Migration Wizard (in the Specify Data for Migration screen). To migrate multiple address books to separate folders in Outlook, use the "CopyToServer" template option in the PAB Replicator Wizard, and leave the Merge into folder... checkbox unmarked in the Data Migration Wizard. If migrating to Office 365 with directory coexistence: An object that is synched to Office 365 with proxyaddresses will lose the proxyaddresses upon the next sync if the UPN is changed to match the Office 365 login which disables mail routing from Domino to Exchange. BPOS-S Issues Mailbox enabling and setting forwarding in the hosted environment are not possible due to permissions required by Microsoft for the hosted Active Directory environment. When migrating to BPOS-S (only), the Data Migration Wizard cannot Manage mail routing and Migrate users both within a single program run. To accomplish both functions, simply run the Wizard twice: first to Manage mail routing, and then again to Migrate users. A note to this effect has been added to the BPOS-S Batch Migration Process instructions for BPOS-S migrations (in chapter 5), and also to the operating instructions for the Data Migration Wizard chapter of the NME Administration Guide. 86

87 Glossary Access Control List (ACL) A list that identifies the owner(s) of a particular file, and that defines which users have which privileges (viewing, editing, deleting) for the file. ACL Archives See Access Control List. Files that contain users personal mail and calendar data, stored in per-user files. A user can conserve server space and remain within his/her quota for server storage by transferring data from the server to personal archives, typically stored on each user s own local workstation. (Compare to Server-based data.) Batch migration A process of migrating data from one server/client environment to another, for multiple users (a "batch") in a single program run. (Compare to Per-desktop migration.) Notes Migrator for Exchange contains a Data Migration Wizard that lets an administrator perform batch migrations. CN See Common name. Coexistence The state of two independent mail or directory servers when both are serving the same organization at the same time. This is a common temporary condition during the transition period of a migration, when some users have already been migrated to a new server while other users remain on the old server, awaiting migration. Collection A defined group of users or groups a subset of All Users or All Groups. The provisioning, migration, and other features of Notes Migrator for Exchange are applied to collections of users and groups, whose members are defined by the Collection Wizard. Common name (CN) The identifying name assigned to a directory object, typically a container. A common name must be unique within a context. (Compare to Distinguished name.) 87

88 Quest Notes Migrator for Exchange Contact An Active Directory object that represents a user outside the Exchange organization. For example, a contact may represent a not-yet-migrated user who still receives and sends via the source server, or someone in another company with whom an Exchange user corresponds a customer or a vendor, for example. A contact is associated only with an address, and has no Active Directory account. Destination The server or environment to which data is migrated. In Notes Migrator for Exchange, Microsoft Exchange and Active Directory are the destinations of the migration process. (Synonymous with Target in this context.) Distinguished name (DN) A name that uniquely identifies a directory object, typically a user, by a series of attribute=value pairs, separated by commas and in a particular order, to define the entire path between the object and the directory root. (Compare to Common name.) The DN contains one attribute=value pair (called a Relative distinguished name, or RDN) for each level of the directory hierarchy, as in these examples: cn=susannah McCorkle,ou=marketing,o=My Company,c=US cn=tony Bennett,ou=marketing,o=My Company,c=US cn=sarah Vaughan,ou=engineering,o=My Company,c=US Distribution group, Distribution list A set of directory objects users and/or resources collectively defined as a group of message recipients. A single message can be "broadcast" to all members of a distribution group by specifying the single group as the recipient. DN DNS See Distinguished Name. See Domain Name System. Domain Name System (DNS) A hierarchical, distributed database that maps domain names to various types of data, including IP addresses. Every node on the Internet is identified by a unique, numerical IP address of the form , although any particular IP address may be associated with 0, 1 or more domain names. The DNS defines the associations of domain names to their corresponding IP addresses. 88

89 FQDN See Fully qualified domain name. Fully qualified domain name The complete domain name for a particular computer (host) on the Internet, specified by a notation whose dot-delimited elements identify all levels of the hierarchy from the top-level domain to the root domain. For example: ParticularHost.XYZCorp.com. Label A device for classifying and sorting collections, by alphanumeric strings that can be assigned to collections in the Collection Wizard that creates them. Typically labels are defined to characterize and group subsets of collections for example, to sort collections by an organization s administrative divisions, you could define labels for Engineering, IS, Marketing, R&D, Sales, and so forth. Or define labels for Atlanta, Chicago, Denver, Houston, Minneapolis, and so forth, to sort collections by the locations of an organization's satellite offices. Then throughout Notes Migration Manager you can sort lists and tables of collections by label, or can specify a particular label to filter a list or table of collections, to show only the collections that have been assigned that label. Mail-enabled Trait of an Active Directory object whereby the object s mail-address attributes (for an address outside the Exchange domain) reside in AD, so AD can forward the object s mail to its other address. Note that no Exchange mailbox is associated with a merely mail-enabled object. (Compare to Mailbox-enabled.) Mailbox-enabled Trait of an Active Directory object whereby an Exchange mailbox exists for the object, and the object s incoming mail is routed to its Exchange mailbox. (Compare to Mail-enabled.) Migration machine The computer that will run the Quest migration software applications. MX record Short for Mail exchange record, an entry in a domain name database that identifies the mail server responsible for handling s for that domain name. More than one MX record can be entered for a single domain name using more than one mail server, so the MX records can be 89

90 Quest Notes Migrator for Exchange prioritized with numbers to indicate the order in which the mail servers should be used. (Lower numbers are higher priority.) This makes possible the designation of primary and backup mail servers. Notes Migration Manager The main "hub" program of Quest Notes Migrator for Exchange, from which almost all of the product's features are configured, scheduled and run. The primary program features directory data export, source data discovery and locating, object provisioning in AD, data migration, and so forth are accomplished by separate subcomponent applications called Wizards, launched from various screens within the Notes Migration Manager. The Notes Migration Manager also provides other features to help in the planning, monitoring, and administration of a migration project. Owner For any particular file, a user who has the most complete authority to view, modify and delete the file. Per-desktop migration A process of migrating data, from one server/client environment to another, for a single user per program run. (Compare to Batch migration.) Notes Migrator for Exchange contains a Self-Service Desktop Migrator component that performs per-desktop migrations. Phased migration A migration strategy in which date filters are used to migrate all but the most recent data first, while users continue to receive and send from the source server, so that all users can then be migrated together, quickly, with the comparatively small volume of data that remains to be migrated. Pilot migration A partial migration with a portion of real data, in the real, live production environment, to assess the suitability of a Migration Plan before the first full production migration run. Provisioning Populating a directory with objects (users, resources, and so forth), and the information that characterizes objects. 90

91 pst files RDN The files in Microsoft Outlook, with a.pst extension, that contain users personal storage data typically the form to which Notes archives are migrated. See Relative distinguished name. Relative distinguished name (RDN) One element or component of a Distinguished name (DN), in the form of an attribute=value pair (e.g., ou=marketing, or cn=melvin Montgomery) that uniquely identifies the component among the children of its parent. (See Distinguished name.) Server-based data and calendar data that is stored on a central server. (Compare to Archives.) Simple Mail Transfer Protocol (SMTP) The standard TCP/IP protocol that governs message transmission over the Internet, by addresses in the form [email protected]. SMTP is the default transport protocol for Microsoft Exchange. SMTP Source See Simple Mail Transfer Protocol. The server or environment from which data is migrated. In Notes Migrator for Exchange, Lotus Notes and the Domino Directory are the sources of the migration process. Synchronization Process of updating the contents of one directory to match the contents of another, comparable directory. If, for example, the source and target server directories of a migration will coexist for more than a day or two, most organizations will want to regularly synchronize the two. Target Task The server or environment to which data is migrated. In Notes Migrator for Exchange, Microsoft Exchange and the Active Directory are the targets of the migration process. (Synonymous with Destination in this context.) A defined element of work to be performed (with respect to the migration process), or a specific combination of related work elements or functions, together with any pertinent parameters that dictate how certain functions 91

92 Quest Notes Migrator for Exchange should be performed or applied. For example, the Notes Migration Manager includes a Data Migration Wizard that can migrate data for the users in a particular user collection, and can also perform related administrative functions in Notes and Exchange. The Wizard can be told to mailbox-enable existing AD accounts, set and remove mail forwarding, and so forth. The complete set of "marching orders" for this Wizard, as they will be applied to a particular collection, is one task. Test migration A partial migration either with a copy of real data in a separate test environment, or with dummy data in the real, live production environment to assess the suitability of a Migration Plan before the first full production migration run. tsv files UNC Path Wizard Unicode text data files, stored in a structured tab-separated-values (tsv) format that uses tab characters as field delimeters for data tables. A notation (UNC=Universal Naming Convention) to specify the absolute location of a resource (such as a directory or file), in this syntax: \\server\volume\dir\dir\...\file. A specialized component application of Notes Migration Manager specialized to perform a particular task such as exporting directory data or provisioning groups in AD, or to define and characterize a specialized task that can be run at another time. The Notes Migration Manager contains ten Wizards designed to perform or facilitate various steps or aspects of an overall migration process. All Notes Migration Manager Wizards define tasks, and all Wizards can also be told to perform their tasks right away, as soon as they are defined. Some Wizards can be told to schedule their tasks to run at a later time or date, or to run at a recurring series of dates and times. 92

93 About Quest Software Now more than ever, organizations need to work smart and improve efficiency. Quest Software creates and supports smart systems management products helping our customers solve everyday IT challenges faster and easier. Visit for more information. Contacting Quest Software Mail Web site Quest Software, Inc. 5 Polaris Way Aliso Viejo, CA USA Please refer to our Web site for regional and international office information. Quest Support Quest Support is available to customers who have a trial version of a Quest product or who have purchased a Quest product and have a valid maintenance contract. Quest Support provides unlimited 24x7 access to SupportLink, our self-service portal. Visit SupportLink at From SupportLink, you can do the following: Retrieve thousands of solutions from our online Knowledgebase Download the latest releases and service packs Create, update and review Support cases View the Global Support Guide for a detailed explanation of support programs, online services, contact information, policies and procedures. The guide is available at: 93

94 Quest Notes Migrator for Exchange Visit Our ZeroIMPACT Migration Online Community The Quest ZeroIMPACT Migration Community is an interactive community dedicated to issues relating to: Migration of , identity and applications to the Windows Exchange platform, either on-premises or hosted Exchange platforms like Office 365 including migrations from Exchange, GroupWise, and Notes. Active Directory migrations. Migrations from Notes application and Exchange public folders to Sharepoint. Coexistence strategies and tools. The community is designed to foster collaboration between Quest Migration experts and users. This community is a place where you can: Learn about product releases and betas before anyone else. Get access to Quest product leaders and subject matter experts on migration and coexistence. Participate in discussion forums, share insights and ideas, and get common questions answered. You can browse around the forums and the library, but to take full advantage of the community, post new threads, respond to messages from others, rate our documents and downloads, you must become a registered member. If you already have a Quest account or are a member of another Quest community, simply log in. The Login and Register features are both available from links in the top-left corner of the page at Quest ZeroIMPACT Migration Community. Other Quest Communities Quest.com has a large and growing number of communities dedicated to specific products and technologies. Visit these communities to get access to the expertise at Quest Software and take part in product development through discussion forums, polls, and product betas. Also find the latest product news and announcements, and browse a KnowledgeBase of general documentation, tips and tricks, product videos and tutorials. 94

95 INDEX A Access Control List 12, 39, 87 access rights to source and target environments 12, 20, 24, 30, 34, 50 ACL list, cannot add a logon-disabled account to 85 Active Directory configured for resource forest and user forest 56 Active Directory provisioning 35 Active Directory server, configuration of 50 AD (see also Active Directory) 35 AD Groups Provisioning Wizard 10, 38, 56 AD Object Merging Wizard 10, 35, 50, 54 address books, location of in Notes/ Domino environment 11, 36, 55, 56, 57 address books, within server mail files 36 AddressTranslation.bin 61 AIX, Domino server running on 37 alarm settings for repeating appointments 45, 64 antivirus software on end user s SSDM workstation 61 antivirus software on the admin workstation 50 App-V, running SSDM with 61 Archive Manager product, used with phased migration 67 archives method of phased migration 66 archives on CD-ROM, cannot migrate 82 archives, location of in Notes/Domino environment 8, 34, 36, 57 archives, migration of 9, 23 archives, migration of in phased migration 66 AS400, Domino server running on 37 attachments to contacts 84 auto-populated groups, members of 81 B bandwidth, implications of 21 batch migration process 58 batch vs. per-desktop migration 34, 87, 90 BPOS-S, migrating to 48, 66, 74 briefcase items 84 broadcast meetings 83 bulleted lists 81 Business Productivity Online Suite (BPOS), migrating to 8, 21 C calendar coexistence 22, 26, 30 calendar free/busy coexistence 22, 26 calendar free/busy lookups 26 calendar items, migration of if not yet accepted or declined 45 CAS array, migrating to 43 CD-ROM archives, cannot migrate 82 Client Access Server (CAS) array, migrating to 43 Cloud, migrating to 70 CMN 27, 28, 51, 52 CMN Directory Connector 35, 50 CMN workstation requirements 16 coexistence 25 coexistence for calendar features 22, 26, 30 coexistence for 22, 25 Coexistence Manager for Notes 27, 28, 51, 52 Coexistence Manager for Notes workstation requirements 16 coexistence of directories during transition 22, 49, 87 collection labels 89 Collection Wizard 10, 54, 56 collections, creating 54 collections, defined 10, 87 collections, grouping method 35, 54 collections, scheduling for migration 35, 54 collections, size of 35, 54 Common application directory field 61 common name (CN), defined 87 Compatibility Mode, in Notes components of NME 9 computed text within a Notes message 82 Contact (in AD), defined 88 contact attachments 84 Created object within Notes, duplicated in Outlook 85 custom alert text with Notes reminder 84 custom attributes, migrating 57 custom Notes attributes, migrating 57 customattrs.tsv file 57 customized field labels in Notes PAB entries 84 customizing the Self-Service Desktop Migrator 62, 63 D DAOS 41 data geography 22 Data Locator Wizard 10, 36, 55, 56, 57 data migration rate 22 Data Migration Wizard 11, 34, 57, 60 data volume 21, 22, 23, 55 date filter 67 date filter method of phased migration 67 date limits for messages to be migrated 67 dbcache flush command 59 delegation rights 39 desktop migration 60 Desktop Migrator 9, 11, 34, 41, 60 95

96 Quest Notes Migrator for Exchange destination (within Exchange) of migrated data 62 directory catalogs 81 directory coexistence 22, 49, 87 Directory Connector, of CMN 35, 50 Directory Export Wizard 10, 38, 51, 53, 57 directory update 22, 25, 59, 61, 91 distinguished name (DN), defined 88 distribution group (or list), defined 88 distribution lists, provisioning 38, 56, 86 DNS configuration on AD Domain Controller 52 DocLinks, migration of 40, 69, 82 domain name system (DNS), defined 88 Domino Attachment and Object Service 41 Domino directory data, export of 10, 38, 51, 53, 57 Domino R4.6 server 86 Domino server, configuration of 50 Domino server, decommissioning 64 Domino server, running on AS400, AIX, Unix, or Solaris 37 double-booking resources 37 duplicate calendar items in Outlook after migration 45 duplicate group membership lists during coexistence 38 duplicate messages from multiple Notes locations 84 duplicate migrated appointments 85 duplicate objects in AD 10, 50, 54 E Edit Default Settings (in Notes Migration Manager) 50 coexistence 22, 25 routing method 30 Emboss RTF format 82 empty draft, date of 84 encrypted data, migration of 9, 41, 86 end user training and communications 44, 62 E-Vault (Symantic), migration involving 43, 85 Exchange mail enabled accounts, creating 56, 89 Exchange mailboxes, creating 60, 89 Exchange owner property 84 Exchange Proxy Settings dialog box 75 Exchange server, configuration of 50 exported directory data, editing 53 exporting data to TSV 53 external (inbound) mail routing 52 Extrude RTF format 82 F file system access to source data 36, 59 free/busy calendar coexistence 22, 26 free/busy lookups 26 free/busy server 52 fully qualified domain name (FQDN), defined 89 G geographic distribution of data 22 Global Default Settings 32, 56 group collections 38, 54 group membership lists, duplicates during coexistence 38 groups (distribution lists), provisioning 38, 56, 86 H Help desk, anticipating demand for 23 hiding screens from end users 63 Highlighted text RTF format 82 horizontal rules within a Notes message 82 hotspots 82 HTML format DocLinks 40 I Image Resource in Notes message 82 inotes contacts 85 Internet Domains Discovery Wizard 10, 53, 86 J junkmail filters applied to migrated mail 45, 64 K known limitations of the migration process 12, 44, 81 L labels (of collections) 89 limitations of the migration process 12, 44, 81 location of Notes user source data 8, 11, 34, 36, 55, 56, 57 Log File Viewer 10 logon-disabled account, cannot add to ACL list 85 M mail coexistence 22, 25 mail enabling 56, 89 mail forwarding rules, setting and removing 52, 60, 64 mail in databases, migrating 42 mail location in Notes/Domino environment 36, 57 mail merge notification s 45 mail routing during migration 52, 64 mail routing method 30 mail rules 82 mailbox enabling 60, 89 MBoxFromContact= parameter 54 members of auto-populated groups 81 96

97 Pre-Migration Planning Guide merging contacts and security objects in AD 10, 35, 50, 51, 54 Message Stats Lotus Notes Migration Report Pack 41 message subject truncated after migration 84 methods of accomplishing phased migration 66 Microsoft BPOS-S, migrating to 48, 66, 74 Microsoft Business Productivity Online Suite (BPOS), migrating to 8, 21 Microsoft Office 365, migrating to 70 migration destination 21 migration of unresolved calendar items 45 Migration Plan, developing 20 migration rate 22 migration scale 66 migration scenarios 48 migration scenarios, variations to 48, 66 MIME data 11 mixed mode 86 MODRD (Microsoft Online Direct Routing Domain) 74 multi-domain SMTP addressing 29 multiple AD domains 30 MX (Mail exchange) record 52, 89 N NABs Discovery Wizard 10, 53 NABs, location of in Notes/Domino environment 10 NDL files 40 NDL format DocLinks 69 NME components 9 Notes 8.5 Compatibility Mode 29 Notes custom attributes, migrating 57 Notes Data Locator Wizard 10, 36, 55, 56, 57 Notes DocLinks, migration of 40, 82 Notes mail rules 82 Notes Migration Manager 9, 90 Notes rules 82 Notes user source data, location of 8, 11, 34, 36, 55, 56, 57 Notes user-created folders 85 notesdtapp.ini file 63 notification s 44, 45 O Office 365, migrating to 8, 21, 70 offline migration 8, 21 offline migration scenario 48, 66, 68 OLE attachments, non-migration of 82 Outlook installation on user desktops 23, 34 Outlook junkmail filters applied to migrated mail 45, 64 Outlook Personal Folders (pst) files (see also pst files) 91 owner property in Exchange 84 P PAB Replicator 11, 55 PABs, location of in Notes/Domino environment 11, 36, 55, 56, 57 PABs, within server mail files 36 page breaks within a Notes message 82 parallel migration workstations 9, 22, 24 per-desktop migration 60 per-desktop vs. batch migration 34, 87, 90 personal address book (see also PAB) 11 personal archives, as Destination option with Exchange phased migration 24, 90 phased migration strategy 66 pilot migration 30, 90 placeholder messages for unmigrated material 41 pre-migration preparations 49 prevent-copying attribute 83 product components 9 program parameters 32, 56 Proposion Portal format DocLinks 40 provisioning distribution groups 38, 56, 86 provisioning on Active Directory 35 pst files, defined 91 pst files, distribution of (postmigration) 60 pst files, location of 57, 60 pst files, migrating to 57, 60 pst files, naming of 60 PSTdir column in SQL Server database 57 public distribution lists, migrating 38, 56, 86 Q qcalcon.exe 52 Quest Archive Manager product, used with phased migration 67 Quest CMN 27, 52 Quest Coexistence Manager for Notes 27, 52 Quest Message Stats Lotus Notes Migration Report Pack 41 R rate of data migration 22 Receive As rights 13 relative distinguished name (RDN), defined 91 Remote Procedure Calls (RPC) within HTTP packets 75 repeating appointments, alarm settings for 45, 64 replicas, copying to server 36 97

98 Quest Notes Migrator for Exchange request update messages 83 resource forest 56 resource types, migration of 37 resources, migration of 37, 64 rich text fonts in calendar data 82 routing of external (inbound) mail 52 RTF formats 81, 82 S scheduling tasks 24 sections within a Notes message 82 Self-Service Desktop Migration Statistics Collection Wizard 11 Self-Service Desktop Migrator 9, 11, 34, 41, 60 Self-Service Desktop Migrator, commandline switches for 63 Self-Service Desktop Migrator, customizing 62, 63 Self-Service Desktop Migrator, distribution of 61 Self-Service Desktop Migrator, running with App-V 61 Self-Service Desktop Migrator, scheduling 58 Send PAB Replicator Wizard 11, 55 Shadow RTF format 82 Shared Directories Configuration (in Notes Migration Manager) 50 Sharepoint server links (migrated DocLinks) 40 signature templates 83 silent mode operation of Self-Service Desktop Migrator 63 single-domain SMTP addressing 28 smart hosts SMTP mail routing 28 SMTP mail routing via smart hosts 28 Solaris, Domino server running on 37 source data, access by file system 36, 59 source data, access by location specified in SQL Server database 36, 57 source data, access by server 36 source data, location of 8, 11, 34, 36, 55, 56, 57 SQL Server configuration 50 SQL Server database 53 SQL Server database, editing contents of 53, 57 SQL Server database, updating 30, 59, 61 SSDM (see also Self-Service Desktop Migrator) 9 SSDM Scheduling utility 58 SSDM Throttling utility 9, 58 SSDM Throttling utility, configuring 58 stationery and stationery folder 83 subdomain for migration 29, 51, 64 subject truncated after migration 84 Subscript RTF format 82 Superscript RTF format 82 Symantic E-Vault, migration involving 43, 85 synchronization of directories 22, 61 system requirements 14, 49 T table borders, migration of 82 table colors, migration of 82 task owner 83 task status, migration of 83 tasks, defined 91 tasks, scheduling 24 temporary subdomain for migration 29, 51, 64 test migration 30, 92 Throttling utility for SSDM 9, 58 training and communications for end users 44, 62 tsv files, editing 53 tsv files, exporting to 53 U UNC path, defined 92 Unicode data 11, 92 Unix, Domino server running on 37 unresolved calendar items, migration of 45 updating SQL Server database 30, 59, 61 user collections 34, 54 user forest 56 user training and communications 44, 62 user-created Notes folders 85 V variations to primary migration scenarios 48, 66 versions of Notes and Domino, older 42 View Summaries (in Notes Migration Manager) 22, 55 volume of data 21, 22, 23, 55 W Wizards 9, 92 workstation affinity 24 98