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Binary Tree Migrator for Notes 20.11 - User Guide for Office 365

Section 1. Introduction Section 2. Pre-migration Activities Section 3. User Provisioning Section 4. Email Repliability Section 5. Migrating Mail Files Section 6. Rooms and Resources Database Migration Section 7. Mail-in Database Migration Section 8. Setting Migration Status Section 9. Access and Delegation Migration Section 10. All Accounts Section 11. Customer Status Reports Section 12. Logs Appendix A: Staging Replicas Appendix B: Pre-Migration Troubleshooting Appendix C: Work with Files (Import/Export) Appendix D: Item Processing Results Appendix E: Migration Result Statuses Appendix F: Recovery Process Appendix G: Automatic Migration Restart Appendix H: Folder Processing Order Third Party Components

Section 1. Introduction

1.1 Document Conventions

Notes and Domino .nsf files were often referred to in the past as “databases.” Over time, the term changed to “applications.” In this document, Notes and Domino .nsf files are mostly referred to with the more familiar name “databases,” and at other times they are referred to as “applications.”

The Navigation Pane shows a list of “views”. Each view will automatically become populated with data as you progress through the migration steps outlined in this document.  “Folders” are also shown through the Migrator for Notes application but are treated the same as views from a navigation perspective. While some folders use the same icon as a view (), they differ, in that, they contain information and documents that is manually placed there by you, the user.

A pipe (|) denotes the succession of steps when navigating from one menu, icon or button to another; for example, “expand the Preparation | Import Users folder” means to expand the Preparation folder first and then expand the Import Users subfolder. 

1.2 Purpose & Audience

The purpose of this document is to provide information on how to use Migrator for Notes to perform a mail migration from HCL Domino and Notes to Office 365 (also known as Microsoft 365) versions of Microsoft Exchange and Outlook. It is assumed that the Migrator for Notes Installation and Configuration Guide, Requirements, and Known Limitations documents have been read prior to using this user guide.

This document assumes the reader has a minimum of one-year experience using a Notes Client and some basic Domino Administration skills, as well as Exchange and PowerShell for mailbox provisioning. If Domino/Notes Administration topics mentioned in this document are not understood, please reference the HCL System Administration documentation that is included with the HCL Notes Administration tool or through HCL Domino/Notes online help. Similarly, details on Exchange or PowerShell topics are available in Microsoft Exchange’s documentation or on the Microsoft website.

1.3 About Binary Tree Migrator for Notes

Migrator for Notes is the most comprehensive software available for migrating from HCL Domino to Microsoft Exchange.

Migrator for Notes not only supports migrations to on-premises Microsoft Outlook and Exchange, but also to online versions of Microsoft Outlook and Hosted Exchange, including Office 365.

Migrator for Notes, part of Binary Tree’s suite of migration solutions that includes Directory Sync Pro and Notes Integration, offers unmatched data fidelity, migration management, and migration throughput.

Data Fidelity

Migrator for Notes migrates HCL Notes email messages, calendar entries, contacts, to-do lists, journal entries and more to Microsoft Outlook and Exchange while retaining the original text formatting, images, attachments and links. Migrator for Notes also ensures that recurring meetings are properly migrated so that any subsequent changes, reschedules, or cancellations can be entered for all instances of the meeting where these are supported in Exchange. The data fidelity of Migrator for Notes significantly reduces the risk that your users will experience business process disruptions, data loss, or corruption. It is important to note, however, that Migrator for Notes will not migrate corrupt source data. Also, fields in Notes, which do not have a corresponding field in Outlook, will not be migrated. 

Migration Management

Migrator for Notes allows you to manage the entire migration project. Migrator for Notes enables you to schedule users for migration, monitor the status of their migration, and to configure pre- and post-processing actions, such as decrypting encrypted email items, collecting rules and Access Control Lists. Migrator for Notes also enables you to control the data being migrated by enabling you to filter it by data type, date ranges and message size. Acting as a centralized migration management system, Migrator for Notes reduces the risk of forgotten tasks and provides an audit trail of tasks both completed as well as pending.

Migration Throughput

Migrator for Notes can scale to meet the migration requirements of any organization. Under optimal conditions, a single Migrator for Notes migration workstation can migrate up to 8 GB of data per hour. For smaller organizations, one Migrator for Notes workstation may be appropriate. For larger migrations, multiple Migrator for Notes workstations, whether on virtual machines or individual workstations, will coordinate the work effortlessly. Adding additional workstations is a simple and painless process. These additional workstations use a technology called Automated Workload Distribution (AWD) to ensure that each workstation is kept busy continuously.

Multiple laboratory tests have been performed to evaluate Migrator for Notes migration throughput. We have observed migration speeds of up to 8 GB of data per hour. Migration throughput will vary widely depending upon the source system, migration environment and target system.

 


For testing the throughput of the migration system, we recommend that you migrate to .pst for a baseline of migration worker performance.

 


Review any data throughput or throttling restrictions on the target messaging system. These are typically applied by Microsoft and additional information can be requested from Microsoft Support.

Migrator for Notes does allow for multiple Outlook migration accounts to be used and spread over multiple migration workers to prevent throttling on a single Outlook account from impacting all migrations. Configuring one Outlook migration account for every two migration workers if AWD is used is recommended.

  • Lab Throughput Testing Details: Lab migrations are performed over a high-speed LAN (1000 mbps).

  • Lab Domino and Exchange Servers support very few active users.

  • Lab Migration workstation(s) normally have 2 GB of RAM or higher (often 4 GB). Although a minimum acceptable amount of RAM of 4 GB is strongly recommended. Also, processor speeds and number of processors increase migration throughput.

  • Higher migration speeds have been observed on physical workstations versus virtual ones.

  • Migration throughput is higher when migrating smaller number of messages with larger attachments than larger number of messages with smaller attachments. Additionally, disk I/O speeds greatly impact the throughput when migrating messages with attachments.

  • Migration throughput is lower when migrating calendar data, especially repeating calendar events. Large number of reschedules of repeating calendar events dramatically decreases migration throughput as all meeting updates must be processed prior to the data being migrated.

  • Large number of entries in the name translation table used to resolve source recipient lists decreases migration throughput.

  • Large numbers of personal contact distribution lists, and especially distribution lists with many members, dramatically decreases migration throughput. Lab migration performance does not necessarily provide accurate estimates for production migration performance. The only way of determining the throughput you may achieve in your own environment is to set up and run a proof-of-concept project.

 

Key Features and Functions

Migrated Data     

  • Mail Messages

  • Subject, Date, Body, Recipients

  • Mail Archives (server & local)

  • Mail-in Databases

  • Follow-up Flags

  • File Attachments

  • Doc Links, View Links and Database Links

  • Folders and Nested Folders

  • Calendar Entries

  • Personal Contacts

  • Personal Distribution Lists

  • Private Distribution Lists

  • To-do Lists / Personal Journal Data


Calendar notices (acceptances / declines / updates / cancellations) that do not have a main meeting to be applied to (orphaned calendar documents) will not be migrated.


End Users should be advised to process calendar items in Notes prior to migration. Unexpected results may occur in Outlook/OWA if an unprocessed meeting notice is migrated.


Domino Message Headers are not included in the data migration.

Data Fidelity

  • Names Resolution

  • Name Translation

  • All Messages Reply-able in Outlook

  • Migrates Embedded Images

  • Migrates Encrypted Emails (after decrypting them or migrating the encrypted content attached in an .nsf)

  • Migrates Attachments

  • Retains Formatting of Tables

  • Retains Original HTML Formatting

Calendar Fidelity

  • Migrates Single and Recurring Meetings

  • Migrates Custom and Complex Recurring Meetings

  • Migrates all Past and Present Calendar Entries

  • Migrates all Rescheduled Calendar Entries

Data Filtering Options

  • Filter by Document Type (Mail, Contact, Calendar, Task)

  • Filter by Absolute/Relative Dates or Ranges

  • Select to Skip a List of Folders (excluding system folders)

  • Select to Skip Notes Links

  • Filter by Data Quota Limits

Migration Management

  • Advanced User Management

  • Selective User Migration

  • Migration-related Communications

  • Scheduled Migrations

  • Email Archive Migration Options

  • Migration Destination Options

  • Room and Resource Migration Options

  • Mail File Access and Size Verification

  • Migration Pre-processing

  • Migration Post-Processing

  • Automated or Manual User Provisioning

  • Detailed Activity Logging

Migration Throughput

  • Built-in Automated Workload Distribution (AWD) Functionality

  • Up to 8 GB/hour Migration Throughput per Migration Workstation (actual throughput may vary depending on the environment).


Throughput speed may be reduced if your litigation hold and retention policies are enabled during mailbox migration. It is not recommended to enable litigation hold and retention policies until after a mailbox migration has completed.

1.4 Product Overview

Migrator for Notes is a Notes application that migrates HCL Domino/Notes items (e.g. emails and contacts) and other Notes applications (e.g. Rooms & Resources) to Microsoft Exchange. There are two major activities involved in a migration:

  • Pre-migration activities

  • Data conversion and transfer to Exchange or .pst

 


The data migration does not remove Notes source data and this remains available for reference in Notes post migration.

The Migrator for Notes application contains all the required tools to give you complete control of these two activities.

 

Pre-Migration

The Migrator for Notes application provides centralized control and management of all pre-migration activities.

Pre-migration activities include:

  • Auditing source data

  • Sending notification emails

  • Uploading local contacts

  • Validating the accounts to be migrated  in the Exchange system

  • Provisioning mailboxes

  • Switching email routing to Office 365

  • Replicating data to staging servers (if that option is selected)

  • Updating Unread marks in replicas (if that option is selected)

  • Verifying Notes Folders

  • Verifying Notes personal contacts

  • Updating the Notes Integration calendar cache (if Integration is used)

Migration

Once pre-migration activities are complete, migration can be queued for the selected Notes applications from Migrator for Notes. The migration destination can be either an Exchange Server (on-premise or Office 365) or .pst files.

1.1 Document Conventions

Section 1. Introduction

Notes and Domino .nsf files were often referred to in the past as “databases.” Over time, the term changed to “applications.” In this document, Notes and Domino .nsf files are mostly referred to with the more familiar name “databases,” and at other times they are referred to as “applications.”

The Navigation Pane shows a list of “views”. Each view will automatically become populated with data as you progress through the migration steps outlined in this document.  “Folders” are also shown through the Migrator for Notes application but are treated the same as views from a navigation perspective. While some folders use the same icon as a view (), they differ, in that, they contain information and documents that is manually placed there by you, the user.

A pipe (|) denotes the succession of steps when navigating from one menu, icon or button to another; for example, “expand the Preparation | Import Users folder” means to expand the Preparation folder first and then expand the Import Users subfolder. 

1.2 Purpose & Audience

The purpose of this document is to provide information on how to use Migrator for Notes to perform a mail migration from HCL Domino and Notes to Office 365 (also known as Microsoft 365) versions of Microsoft Exchange and Outlook. It is assumed that the Migrator for Notes Installation and Configuration Guide, Requirements, and Known Limitations documents have been read prior to using this user guide.

This document assumes the reader has a minimum of one-year experience using a Notes Client and some basic Domino Administration skills, as well as Exchange and PowerShell for mailbox provisioning. If Domino/Notes Administration topics mentioned in this document are not understood, please reference the HCL System Administration documentation that is included with the HCL Notes Administration tool or through HCL Domino/Notes online help. Similarly, details on Exchange or PowerShell topics are available in Microsoft Exchange’s documentation or on the Microsoft website.

1.3 About Binary Tree Migrator for Notes

Migrator for Notes is the most comprehensive software available for migrating from HCL Domino to Microsoft Exchange.

Migrator for Notes not only supports migrations to on-premises Microsoft Outlook and Exchange, but also to online versions of Microsoft Outlook and Hosted Exchange, including Office 365.

Migrator for Notes, part of Binary Tree’s suite of migration solutions that includes Directory Sync Pro and Notes Integration, offers unmatched data fidelity, migration management, and migration throughput.

Data Fidelity

Migrator for Notes migrates HCL Notes email messages, calendar entries, contacts, to-do lists, journal entries and more to Microsoft Outlook and Exchange while retaining the original text formatting, images, attachments and links. Migrator for Notes also ensures that recurring meetings are properly migrated so that any subsequent changes, reschedules, or cancellations can be entered for all instances of the meeting where these are supported in Exchange. The data fidelity of Migrator for Notes significantly reduces the risk that your users will experience business process disruptions, data loss, or corruption. It is important to note, however, that Migrator for Notes will not migrate corrupt source data. Also, fields in Notes, which do not have a corresponding field in Outlook, will not be migrated. 

Migration Management

Migrator for Notes allows you to manage the entire migration project. Migrator for Notes enables you to schedule users for migration, monitor the status of their migration, and to configure pre- and post-processing actions, such as decrypting encrypted email items, collecting rules and Access Control Lists. Migrator for Notes also enables you to control the data being migrated by enabling you to filter it by data type, date ranges and message size. Acting as a centralized migration management system, Migrator for Notes reduces the risk of forgotten tasks and provides an audit trail of tasks both completed as well as pending.

Migration Throughput

Migrator for Notes can scale to meet the migration requirements of any organization. Under optimal conditions, a single Migrator for Notes migration workstation can migrate up to 8 GB of data per hour. For smaller organizations, one Migrator for Notes workstation may be appropriate. For larger migrations, multiple Migrator for Notes workstations, whether on virtual machines or individual workstations, will coordinate the work effortlessly. Adding additional workstations is a simple and painless process. These additional workstations use a technology called Automated Workload Distribution (AWD) to ensure that each workstation is kept busy continuously.

Multiple laboratory tests have been performed to evaluate Migrator for Notes migration throughput. We have observed migration speeds of up to 8 GB of data per hour. Migration throughput will vary widely depending upon the source system, migration environment and target system.

 


For testing the throughput of the migration system, we recommend that you migrate to .pst for a baseline of migration worker performance.

 


Review any data throughput or throttling restrictions on the target messaging system. These are typically applied by Microsoft and additional information can be requested from Microsoft Support.

Migrator for Notes does allow for multiple Outlook migration accounts to be used and spread over multiple migration workers to prevent throttling on a single Outlook account from impacting all migrations. Configuring one Outlook migration account for every two migration workers if AWD is used is recommended.

  • Lab Throughput Testing Details: Lab migrations are performed over a high-speed LAN (1000 mbps).

  • Lab Domino and Exchange Servers support very few active users.

  • Lab Migration workstation(s) normally have 2 GB of RAM or higher (often 4 GB). Although a minimum acceptable amount of RAM of 4 GB is strongly recommended. Also, processor speeds and number of processors increase migration throughput.

  • Higher migration speeds have been observed on physical workstations versus virtual ones.

  • Migration throughput is higher when migrating smaller number of messages with larger attachments than larger number of messages with smaller attachments. Additionally, disk I/O speeds greatly impact the throughput when migrating messages with attachments.

  • Migration throughput is lower when migrating calendar data, especially repeating calendar events. Large number of reschedules of repeating calendar events dramatically decreases migration throughput as all meeting updates must be processed prior to the data being migrated.

  • Large number of entries in the name translation table used to resolve source recipient lists decreases migration throughput.

  • Large numbers of personal contact distribution lists, and especially distribution lists with many members, dramatically decreases migration throughput. Lab migration performance does not necessarily provide accurate estimates for production migration performance. The only way of determining the throughput you may achieve in your own environment is to set up and run a proof-of-concept project.

 

Key Features and Functions

Migrated Data     

  • Mail Messages

  • Subject, Date, Body, Recipients

  • Mail Archives (server & local)

  • Mail-in Databases

  • Follow-up Flags

  • File Attachments

  • Doc Links, View Links and Database Links

  • Folders and Nested Folders

  • Calendar Entries

  • Personal Contacts

  • Personal Distribution Lists

  • Private Distribution Lists

  • To-do Lists / Personal Journal Data


Calendar notices (acceptances / declines / updates / cancellations) that do not have a main meeting to be applied to (orphaned calendar documents) will not be migrated.


End Users should be advised to process calendar items in Notes prior to migration. Unexpected results may occur in Outlook/OWA if an unprocessed meeting notice is migrated.


Domino Message Headers are not included in the data migration.

Data Fidelity

  • Names Resolution

  • Name Translation

  • All Messages Reply-able in Outlook

  • Migrates Embedded Images

  • Migrates Encrypted Emails (after decrypting them or migrating the encrypted content attached in an .nsf)

  • Migrates Attachments

  • Retains Formatting of Tables

  • Retains Original HTML Formatting

Calendar Fidelity

  • Migrates Single and Recurring Meetings

  • Migrates Custom and Complex Recurring Meetings

  • Migrates all Past and Present Calendar Entries

  • Migrates all Rescheduled Calendar Entries

Data Filtering Options

  • Filter by Document Type (Mail, Contact, Calendar, Task)

  • Filter by Absolute/Relative Dates or Ranges

  • Select to Skip a List of Folders (excluding system folders)

  • Select to Skip Notes Links

  • Filter by Data Quota Limits

Migration Management

  • Advanced User Management

  • Selective User Migration

  • Migration-related Communications

  • Scheduled Migrations

  • Email Archive Migration Options

  • Migration Destination Options

  • Room and Resource Migration Options

  • Mail File Access and Size Verification

  • Migration Pre-processing

  • Migration Post-Processing

  • Automated or Manual User Provisioning

  • Detailed Activity Logging

Migration Throughput

  • Built-in Automated Workload Distribution (AWD) Functionality

  • Up to 8 GB/hour Migration Throughput per Migration Workstation (actual throughput may vary depending on the environment).


Throughput speed may be reduced if your litigation hold and retention policies are enabled during mailbox migration. It is not recommended to enable litigation hold and retention policies until after a mailbox migration has completed.

1.4 Product Overview

Migrator for Notes is a Notes application that migrates HCL Domino/Notes items (e.g. emails and contacts) and other Notes applications (e.g. Rooms & Resources) to Microsoft Exchange. There are two major activities involved in a migration:

  • Pre-migration activities

  • Data conversion and transfer to Exchange or .pst

 


The data migration does not remove Notes source data and this remains available for reference in Notes post migration.

The Migrator for Notes application contains all the required tools to give you complete control of these two activities.

 

Pre-Migration

The Migrator for Notes application provides centralized control and management of all pre-migration activities.

Pre-migration activities include:

  • Auditing source data

  • Sending notification emails

  • Uploading local contacts

  • Validating the accounts to be migrated  in the Exchange system

  • Provisioning mailboxes

  • Switching email routing to Office 365

  • Replicating data to staging servers (if that option is selected)

  • Updating Unread marks in replicas (if that option is selected)

  • Verifying Notes Folders

  • Verifying Notes personal contacts

  • Updating the Notes Integration calendar cache (if Integration is used)

Migration

Once pre-migration activities are complete, migration can be queued for the selected Notes applications from Migrator for Notes. The migration destination can be either an Exchange Server (on-premise or Office 365) or .pst files.

1.2 Purpose & Audience

Section 1. Introduction

1.1 Document Conventions

Notes and Domino .nsf files were often referred to in the past as “databases.” Over time, the term changed to “applications.” In this document, Notes and Domino .nsf files are mostly referred to with the more familiar name “databases,” and at other times they are referred to as “applications.”

The Navigation Pane shows a list of “views”. Each view will automatically become populated with data as you progress through the migration steps outlined in this document.  “Folders” are also shown through the Migrator for Notes application but are treated the same as views from a navigation perspective. While some folders use the same icon as a view (), they differ, in that, they contain information and documents that is manually placed there by you, the user.

A pipe (|) denotes the succession of steps when navigating from one menu, icon or button to another; for example, “expand the Preparation | Import Users folder” means to expand the Preparation folder first and then expand the Import Users subfolder. 

The purpose of this document is to provide information on how to use Migrator for Notes to perform a mail migration from HCL Domino and Notes to Office 365 (also known as Microsoft 365) versions of Microsoft Exchange and Outlook. It is assumed that the Migrator for Notes Installation and Configuration Guide, Requirements, and Known Limitations documents have been read prior to using this user guide.

This document assumes the reader has a minimum of one-year experience using a Notes Client and some basic Domino Administration skills, as well as Exchange and PowerShell for mailbox provisioning. If Domino/Notes Administration topics mentioned in this document are not understood, please reference the HCL System Administration documentation that is included with the HCL Notes Administration tool or through HCL Domino/Notes online help. Similarly, details on Exchange or PowerShell topics are available in Microsoft Exchange’s documentation or on the Microsoft website.

1.3 About Binary Tree Migrator for Notes

Migrator for Notes is the most comprehensive software available for migrating from HCL Domino to Microsoft Exchange.

Migrator for Notes not only supports migrations to on-premises Microsoft Outlook and Exchange, but also to online versions of Microsoft Outlook and Hosted Exchange, including Office 365.

Migrator for Notes, part of Binary Tree’s suite of migration solutions that includes Directory Sync Pro and Notes Integration, offers unmatched data fidelity, migration management, and migration throughput.

Data Fidelity

Migrator for Notes migrates HCL Notes email messages, calendar entries, contacts, to-do lists, journal entries and more to Microsoft Outlook and Exchange while retaining the original text formatting, images, attachments and links. Migrator for Notes also ensures that recurring meetings are properly migrated so that any subsequent changes, reschedules, or cancellations can be entered for all instances of the meeting where these are supported in Exchange. The data fidelity of Migrator for Notes significantly reduces the risk that your users will experience business process disruptions, data loss, or corruption. It is important to note, however, that Migrator for Notes will not migrate corrupt source data. Also, fields in Notes, which do not have a corresponding field in Outlook, will not be migrated. 

Migration Management

Migrator for Notes allows you to manage the entire migration project. Migrator for Notes enables you to schedule users for migration, monitor the status of their migration, and to configure pre- and post-processing actions, such as decrypting encrypted email items, collecting rules and Access Control Lists. Migrator for Notes also enables you to control the data being migrated by enabling you to filter it by data type, date ranges and message size. Acting as a centralized migration management system, Migrator for Notes reduces the risk of forgotten tasks and provides an audit trail of tasks both completed as well as pending.

Migration Throughput

Migrator for Notes can scale to meet the migration requirements of any organization. Under optimal conditions, a single Migrator for Notes migration workstation can migrate up to 8 GB of data per hour. For smaller organizations, one Migrator for Notes workstation may be appropriate. For larger migrations, multiple Migrator for Notes workstations, whether on virtual machines or individual workstations, will coordinate the work effortlessly. Adding additional workstations is a simple and painless process. These additional workstations use a technology called Automated Workload Distribution (AWD) to ensure that each workstation is kept busy continuously.

Multiple laboratory tests have been performed to evaluate Migrator for Notes migration throughput. We have observed migration speeds of up to 8 GB of data per hour. Migration throughput will vary widely depending upon the source system, migration environment and target system.

 


For testing the throughput of the migration system, we recommend that you migrate to .pst for a baseline of migration worker performance.

 


Review any data throughput or throttling restrictions on the target messaging system. These are typically applied by Microsoft and additional information can be requested from Microsoft Support.

Migrator for Notes does allow for multiple Outlook migration accounts to be used and spread over multiple migration workers to prevent throttling on a single Outlook account from impacting all migrations. Configuring one Outlook migration account for every two migration workers if AWD is used is recommended.

  • Lab Throughput Testing Details: Lab migrations are performed over a high-speed LAN (1000 mbps).

  • Lab Domino and Exchange Servers support very few active users.

  • Lab Migration workstation(s) normally have 2 GB of RAM or higher (often 4 GB). Although a minimum acceptable amount of RAM of 4 GB is strongly recommended. Also, processor speeds and number of processors increase migration throughput.

  • Higher migration speeds have been observed on physical workstations versus virtual ones.

  • Migration throughput is higher when migrating smaller number of messages with larger attachments than larger number of messages with smaller attachments. Additionally, disk I/O speeds greatly impact the throughput when migrating messages with attachments.

  • Migration throughput is lower when migrating calendar data, especially repeating calendar events. Large number of reschedules of repeating calendar events dramatically decreases migration throughput as all meeting updates must be processed prior to the data being migrated.

  • Large number of entries in the name translation table used to resolve source recipient lists decreases migration throughput.

  • Large numbers of personal contact distribution lists, and especially distribution lists with many members, dramatically decreases migration throughput. Lab migration performance does not necessarily provide accurate estimates for production migration performance. The only way of determining the throughput you may achieve in your own environment is to set up and run a proof-of-concept project.

 

Key Features and Functions

Migrated Data     

  • Mail Messages

  • Subject, Date, Body, Recipients

  • Mail Archives (server & local)

  • Mail-in Databases

  • Follow-up Flags

  • File Attachments

  • Doc Links, View Links and Database Links

  • Folders and Nested Folders

  • Calendar Entries

  • Personal Contacts

  • Personal Distribution Lists

  • Private Distribution Lists

  • To-do Lists / Personal Journal Data


Calendar notices (acceptances / declines / updates / cancellations) that do not have a main meeting to be applied to (orphaned calendar documents) will not be migrated.


End Users should be advised to process calendar items in Notes prior to migration. Unexpected results may occur in Outlook/OWA if an unprocessed meeting notice is migrated.


Domino Message Headers are not included in the data migration.

Data Fidelity

  • Names Resolution

  • Name Translation

  • All Messages Reply-able in Outlook

  • Migrates Embedded Images

  • Migrates Encrypted Emails (after decrypting them or migrating the encrypted content attached in an .nsf)

  • Migrates Attachments

  • Retains Formatting of Tables

  • Retains Original HTML Formatting

Calendar Fidelity

  • Migrates Single and Recurring Meetings

  • Migrates Custom and Complex Recurring Meetings

  • Migrates all Past and Present Calendar Entries

  • Migrates all Rescheduled Calendar Entries

Data Filtering Options

  • Filter by Document Type (Mail, Contact, Calendar, Task)

  • Filter by Absolute/Relative Dates or Ranges

  • Select to Skip a List of Folders (excluding system folders)

  • Select to Skip Notes Links

  • Filter by Data Quota Limits

Migration Management

  • Advanced User Management

  • Selective User Migration

  • Migration-related Communications

  • Scheduled Migrations

  • Email Archive Migration Options

  • Migration Destination Options

  • Room and Resource Migration Options

  • Mail File Access and Size Verification

  • Migration Pre-processing

  • Migration Post-Processing

  • Automated or Manual User Provisioning

  • Detailed Activity Logging

Migration Throughput

  • Built-in Automated Workload Distribution (AWD) Functionality

  • Up to 8 GB/hour Migration Throughput per Migration Workstation (actual throughput may vary depending on the environment).


Throughput speed may be reduced if your litigation hold and retention policies are enabled during mailbox migration. It is not recommended to enable litigation hold and retention policies until after a mailbox migration has completed.

1.4 Product Overview

Migrator for Notes is a Notes application that migrates HCL Domino/Notes items (e.g. emails and contacts) and other Notes applications (e.g. Rooms & Resources) to Microsoft Exchange. There are two major activities involved in a migration:

  • Pre-migration activities

  • Data conversion and transfer to Exchange or .pst

 


The data migration does not remove Notes source data and this remains available for reference in Notes post migration.

The Migrator for Notes application contains all the required tools to give you complete control of these two activities.

 

Pre-Migration

The Migrator for Notes application provides centralized control and management of all pre-migration activities.

Pre-migration activities include:

  • Auditing source data

  • Sending notification emails

  • Uploading local contacts

  • Validating the accounts to be migrated  in the Exchange system

  • Provisioning mailboxes

  • Switching email routing to Office 365

  • Replicating data to staging servers (if that option is selected)

  • Updating Unread marks in replicas (if that option is selected)

  • Verifying Notes Folders

  • Verifying Notes personal contacts

  • Updating the Notes Integration calendar cache (if Integration is used)

Migration

Once pre-migration activities are complete, migration can be queued for the selected Notes applications from Migrator for Notes. The migration destination can be either an Exchange Server (on-premise or Office 365) or .pst files.

1.3 About Binary Tree Migrator for Notes

Section 1. Introduction

1.1 Document Conventions

Notes and Domino .nsf files were often referred to in the past as “databases.” Over time, the term changed to “applications.” In this document, Notes and Domino .nsf files are mostly referred to with the more familiar name “databases,” and at other times they are referred to as “applications.”

The Navigation Pane shows a list of “views”. Each view will automatically become populated with data as you progress through the migration steps outlined in this document.  “Folders” are also shown through the Migrator for Notes application but are treated the same as views from a navigation perspective. While some folders use the same icon as a view (), they differ, in that, they contain information and documents that is manually placed there by you, the user.

A pipe (|) denotes the succession of steps when navigating from one menu, icon or button to another; for example, “expand the Preparation | Import Users folder” means to expand the Preparation folder first and then expand the Import Users subfolder. 

1.2 Purpose & Audience

The purpose of this document is to provide information on how to use Migrator for Notes to perform a mail migration from HCL Domino and Notes to Office 365 (also known as Microsoft 365) versions of Microsoft Exchange and Outlook. It is assumed that the Migrator for Notes Installation and Configuration Guide, Requirements, and Known Limitations documents have been read prior to using this user guide.

This document assumes the reader has a minimum of one-year experience using a Notes Client and some basic Domino Administration skills, as well as Exchange and PowerShell for mailbox provisioning. If Domino/Notes Administration topics mentioned in this document are not understood, please reference the HCL System Administration documentation that is included with the HCL Notes Administration tool or through HCL Domino/Notes online help. Similarly, details on Exchange or PowerShell topics are available in Microsoft Exchange’s documentation or on the Microsoft website.

Migrator for Notes is the most comprehensive software available for migrating from HCL Domino to Microsoft Exchange.

Migrator for Notes not only supports migrations to on-premises Microsoft Outlook and Exchange, but also to online versions of Microsoft Outlook and Hosted Exchange, including Office 365.

Migrator for Notes, part of Binary Tree’s suite of migration solutions that includes Directory Sync Pro and Notes Integration, offers unmatched data fidelity, migration management, and migration throughput.

Data Fidelity

Migrator for Notes migrates HCL Notes email messages, calendar entries, contacts, to-do lists, journal entries and more to Microsoft Outlook and Exchange while retaining the original text formatting, images, attachments and links. Migrator for Notes also ensures that recurring meetings are properly migrated so that any subsequent changes, reschedules, or cancellations can be entered for all instances of the meeting where these are supported in Exchange. The data fidelity of Migrator for Notes significantly reduces the risk that your users will experience business process disruptions, data loss, or corruption. It is important to note, however, that Migrator for Notes will not migrate corrupt source data. Also, fields in Notes, which do not have a corresponding field in Outlook, will not be migrated. 

Migration Management

Migrator for Notes allows you to manage the entire migration project. Migrator for Notes enables you to schedule users for migration, monitor the status of their migration, and to configure pre- and post-processing actions, such as decrypting encrypted email items, collecting rules and Access Control Lists. Migrator for Notes also enables you to control the data being migrated by enabling you to filter it by data type, date ranges and message size. Acting as a centralized migration management system, Migrator for Notes reduces the risk of forgotten tasks and provides an audit trail of tasks both completed as well as pending.

Migration Throughput

Migrator for Notes can scale to meet the migration requirements of any organization. Under optimal conditions, a single Migrator for Notes migration workstation can migrate up to 8 GB of data per hour. For smaller organizations, one Migrator for Notes workstation may be appropriate. For larger migrations, multiple Migrator for Notes workstations, whether on virtual machines or individual workstations, will coordinate the work effortlessly. Adding additional workstations is a simple and painless process. These additional workstations use a technology called Automated Workload Distribution (AWD) to ensure that each workstation is kept busy continuously.

Multiple laboratory tests have been performed to evaluate Migrator for Notes migration throughput. We have observed migration speeds of up to 8 GB of data per hour. Migration throughput will vary widely depending upon the source system, migration environment and target system.

 


For testing the throughput of the migration system, we recommend that you migrate to .pst for a baseline of migration worker performance.

 


Review any data throughput or throttling restrictions on the target messaging system. These are typically applied by Microsoft and additional information can be requested from Microsoft Support.

Migrator for Notes does allow for multiple Outlook migration accounts to be used and spread over multiple migration workers to prevent throttling on a single Outlook account from impacting all migrations. Configuring one Outlook migration account for every two migration workers if AWD is used is recommended.

  • Lab Throughput Testing Details: Lab migrations are performed over a high-speed LAN (1000 mbps).

  • Lab Domino and Exchange Servers support very few active users.

  • Lab Migration workstation(s) normally have 2 GB of RAM or higher (often 4 GB). Although a minimum acceptable amount of RAM of 4 GB is strongly recommended. Also, processor speeds and number of processors increase migration throughput.

  • Higher migration speeds have been observed on physical workstations versus virtual ones.

  • Migration throughput is higher when migrating smaller number of messages with larger attachments than larger number of messages with smaller attachments. Additionally, disk I/O speeds greatly impact the throughput when migrating messages with attachments.

  • Migration throughput is lower when migrating calendar data, especially repeating calendar events. Large number of reschedules of repeating calendar events dramatically decreases migration throughput as all meeting updates must be processed prior to the data being migrated.

  • Large number of entries in the name translation table used to resolve source recipient lists decreases migration throughput.

  • Large numbers of personal contact distribution lists, and especially distribution lists with many members, dramatically decreases migration throughput. Lab migration performance does not necessarily provide accurate estimates for production migration performance. The only way of determining the throughput you may achieve in your own environment is to set up and run a proof-of-concept project.

 

Key Features and Functions

Migrated Data     

  • Mail Messages

  • Subject, Date, Body, Recipients

  • Mail Archives (server & local)

  • Mail-in Databases

  • Follow-up Flags

  • File Attachments

  • Doc Links, View Links and Database Links

  • Folders and Nested Folders

  • Calendar Entries

  • Personal Contacts

  • Personal Distribution Lists

  • Private Distribution Lists

  • To-do Lists / Personal Journal Data


Calendar notices (acceptances / declines / updates / cancellations) that do not have a main meeting to be applied to (orphaned calendar documents) will not be migrated.


End Users should be advised to process calendar items in Notes prior to migration. Unexpected results may occur in Outlook/OWA if an unprocessed meeting notice is migrated.


Domino Message Headers are not included in the data migration.

Data Fidelity

  • Names Resolution

  • Name Translation

  • All Messages Reply-able in Outlook

  • Migrates Embedded Images

  • Migrates Encrypted Emails (after decrypting them or migrating the encrypted content attached in an .nsf)

  • Migrates Attachments

  • Retains Formatting of Tables

  • Retains Original HTML Formatting

Calendar Fidelity

  • Migrates Single and Recurring Meetings

  • Migrates Custom and Complex Recurring Meetings

  • Migrates all Past and Present Calendar Entries

  • Migrates all Rescheduled Calendar Entries

Data Filtering Options

  • Filter by Document Type (Mail, Contact, Calendar, Task)

  • Filter by Absolute/Relative Dates or Ranges

  • Select to Skip a List of Folders (excluding system folders)

  • Select to Skip Notes Links

  • Filter by Data Quota Limits

Migration Management

  • Advanced User Management

  • Selective User Migration

  • Migration-related Communications

  • Scheduled Migrations

  • Email Archive Migration Options

  • Migration Destination Options

  • Room and Resource Migration Options

  • Mail File Access and Size Verification

  • Migration Pre-processing

  • Migration Post-Processing

  • Automated or Manual User Provisioning

  • Detailed Activity Logging

Migration Throughput

  • Built-in Automated Workload Distribution (AWD) Functionality

  • Up to 8 GB/hour Migration Throughput per Migration Workstation (actual throughput may vary depending on the environment).


Throughput speed may be reduced if your litigation hold and retention policies are enabled during mailbox migration. It is not recommended to enable litigation hold and retention policies until after a mailbox migration has completed.

1.4 Product Overview

Migrator for Notes is a Notes application that migrates HCL Domino/Notes items (e.g. emails and contacts) and other Notes applications (e.g. Rooms & Resources) to Microsoft Exchange. There are two major activities involved in a migration:

  • Pre-migration activities

  • Data conversion and transfer to Exchange or .pst

 


The data migration does not remove Notes source data and this remains available for reference in Notes post migration.

The Migrator for Notes application contains all the required tools to give you complete control of these two activities.

 

Pre-Migration

The Migrator for Notes application provides centralized control and management of all pre-migration activities.

Pre-migration activities include:

  • Auditing source data

  • Sending notification emails

  • Uploading local contacts

  • Validating the accounts to be migrated  in the Exchange system

  • Provisioning mailboxes

  • Switching email routing to Office 365

  • Replicating data to staging servers (if that option is selected)

  • Updating Unread marks in replicas (if that option is selected)

  • Verifying Notes Folders

  • Verifying Notes personal contacts

  • Updating the Notes Integration calendar cache (if Integration is used)

Migration

Once pre-migration activities are complete, migration can be queued for the selected Notes applications from Migrator for Notes. The migration destination can be either an Exchange Server (on-premise or Office 365) or .pst files.

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