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Migrator for Notes to Exchange 4.15.2 - Pre-Migration Planning Guide

About the Migrator for Notes to Exchange documentation Introduction Critical considerations Other strategic planning issues Appendix A: Known limitations of the migration process

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:

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When and how they will be migrated.
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How the migration will affect them.
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What tasks will be required of them to complete the migration.
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What their login credentials will be on the new Exchange server.
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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 admins compose a notification email to send to users prior to the migration. Some administrators also like to send another email to the new accounts as soon as they are migrated to the Exchange environment. The Data Migration Wizard contains features that can generate personalized (mail-merge) emails to your end users for this purpose. You can tell the wizard to generate and send these messages at any time 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:

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one to their Notes mailboxes to let them know they’ve been migrated, and to provide their new Exchange/Outlook login credentials; and
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one to their Outlook mailboxes, welcoming them to Exchange and providing links to instructions and tips for using their new Exchange/Outlook tools.
 
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NOTE:  
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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.
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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.
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Outlook applies its own junkmail filters to migrated mail, which may cause some non-junk items to be routed to Outlook's Junk E-mail folder. Users should make a point of reviewing their post-migration Junk E-mail folders, and "un-junk" any items that Outlook may have mistakenly sent there.
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If migrating to Exchange 2010 later 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. This Microsoft article explains how users can resolve the problem by clearing and regenerating their caches.
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 email, or as part of the Welcome to Exchange email that Migrator for Notes to Exchange's Data Migration Wizard can send.

For more information, see How Do I Send Pre- or Post-Migration Notification Emails to End Users? in Appendix A of the Migrator for Notes to Exchange Administration Guide, and the notes for the Configure Mail-Merge Messages to Migrating Users screen in chapter 10 of the Administration Guide.

Appendix A: Known limitations of the migration process

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Directory export issues
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Issues migrating from pre-Notes 7 environments
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Other non- or partial migration issues
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Other Data Migration Wizard issues
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SSDM issues
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Admin Account Pooling issues
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Post-migration issues
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Miscellaneous issues
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Office 365 issues

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 Migrator for Notes to Exchange are listed below.

Directory export issues

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Directory catalogs are not exported. The Directory Export Wizard does not export Notes directory catalogs.
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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 not the dynamic members.

Issues migrating from pre-Notes 7 environments

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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: Shadow, Emboss, Superscript, Subscript, Extrude, Highlighted text.
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Bullets in bulleted lists (within an email) 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.
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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.
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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.
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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.
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