Moving From Lotus Notes to Microsoft Outlook

1. Moving From Lotus Notes to Microsoft Outlook Module 1: A Summary of What’s to Come

2. About this module… All staff in Auxiliary Services, Duke Gardens, and Marine Lab will be switching from Lotus Notes to Microsoft Exchange Server for email and calendars  This is the first of several training modules to describe the process for moving to Exchange, introduce you to the features available in Exchange and provide information about using Outlook

3. Topics Covered This module describes the process for moving from Notes to Exchange Topics covered include:  Migration Schedule What information will be migrated from Notes to Exchange Preparations needed before the migration What will happen during the migration What to expect after the migration This module will take approximately 10 minutes to complete

4. About this module… By the end of this course, you should: Be aware of what’s to come in the near future regarding the migration from Lotus Notes to Microsoft Exchange Know what actions you should take to prepare for the migration, including cleaning your Notes mail/calendar file and copying your personal address book to the Notes server

5. Migration Overview Microsoft Exchange Server will be used throughout Duke for email, calendars, To Do lists, and room scheduling, replacing Lotus Notes and other email and calendar systems You will use Microsoft Outlook 2007 and/or Outlook Web Access to access your email, calendar, contacts and To Do’s, replacing the Lotus Notes client software Lotus Notes databases, like the Computer Store Configurator, will continue to be available for about one year

6. The Migration Schedule The move to Exchange is being completed in several “waves” starting June 7, 2010 and ending the week of July 19, 2010 

7. The Migration Schedule You will receive additional information about the migration as you get closer to your scheduled date to move to Exchange

8. What is Being Migrated? What will be Migrated to Exchange: Your Notes mail, calendar, contacts, and To Do’s will be migrated to Exchange as long as your Notes mail/calendar file is less than 1,000 MB These will not be Migrated to Exchange: If your Notes mail/calendar file is 1,000 MB or higher NO mail, calendar entries, contacts or To Do’s will be migrated Notes archives will not be migrated to Exchange or converted to Outlook format at this time. Archives will migrate separately as the process is manual and will require AIS assistance. Post-Migration: You will still have access to your old Notes mail, calendar, contacts, and To Do’s that were created prior to the migration, for an interim period

9. Exchange Mail/Calendar Size Quota There is a 2,048 MB quota in Exchange for all your mail, calendar, contacts, and tasks Once the quota is reached, no additional mail can be delivered or saved, and no new appointments, contacts or tasks can be added You should receive warnings as your Exchange account gets close to the 2,048 MB quota

10. Exchange Mail/Calendar Size Quota For the migration to occur, your Notes mail/calendar file size cannot be more than 1,000 MB. We recommend it be 500 MB or less, with no email larger than 5 MB. This includes everything in Lotus Notes: your Mail, Calendar, Address Book, and To Do’s If your mail file size is greater than 1,000 MB on the day of migration: None of your emails, calendar entries, address book entries, or To Do’s will be transferred to Exchange

11. Exchange Mail/Calendar Size Quota We encourage all staff to review their Lotus Notes mail and calendar … for documents that can be deleted for large attachments that can be saved or deleted to get the mail file size below 500 MB

12. Reducing Lotus Notes Mail File Size To reduce the size of your Notes mail/calendar file… Start by looking at the largest email documents Click “Views” in the left column Click “All Documents” Click “Size” in the fourth labeled column to sort your mail

13. Reducing Lotus Notes Mail File Size To reduce the size of your Notes mail/calendar file… Remove attachments you don't need

14. Reducing Lotus Notes Mail File Size To reduce the size of your Notes mail/calendar file… Save non-executable attachments to your network drive and delete them from the email You can leave a note in the email with the location of the file Or always save files to the same folder

15. Reducing Lotus Notes Mail File Size To reduce the size of your Notes mail/calendar file…   Start by looking at the largest email documents by clicking “Views” in the left column, selecting “All Documents” and sorting by “Size” Remove attachments you don't need and delete duplicates Save non-executable attachments to your network drive and delete them from the email Remove copies of email from the sent folder Remove older emails that are also included in replies Remove any email you no longer need Empty your Trash folder Do not delete folders without first deleting the mail within the folder Be careful not to delete all mail from “All Documents” !!!

16. Address Book Migration Migrating your Notes Address Book to Exchange   Your Notes address book is located on your PC’s local drive, while your mail, calendar, and To Do’s are stored on a Notes server To migrate your personal address book (PAB) to Exchange, it must first be copied to your Notes mail/calendar file located on the server  

17. Address Book Migration One week before your migration date… You will receive an email from OIT ExchangeMigration 

18. Address Book Migration One week before your migration date… The email will include a ‘Copy PABs to mail file’ button 

19. Address Book Migration Open the email and notice, do not yet click, the button to copy your address book to your Notes mail file

20. Address Book Migration Click the ‘Copy PABs to mail file’ button on, or before, the day you are scheduled to be migrated

21. Getting Ready to Use Outlook Getting closer to migration day!   Your Exchange mailbox will be created about one week before the migration date We will provide instructions and help you configure Outlook before the migration date You will then have an opportunity to get familiar with Outlook Outlook should not be configured or used to access any other mail accounts or your personal mail

22. The Migration Process The migration from Notes to Exchange will begin after 5 PM on the Friday you are scheduled to move …

23. The Migration Process The address that youremail alias uses will be changed so that mail will be sent to Exchange and not Notes.  Your email alias will not change.  You will receive emails from OIT aliasreq@duke.edu as the email alias address change is started and completed. No action is required on your part.

24. The Migration Process Your Notes account will be changed to forward your mail to Exchange

25. The Migration Process

26. After the Migration You will receive an email in Notes and Exchange to inform you that the migration has been completed. The email is informational and no further action is needed.

27. After the Migration Once the migration has completed… All your new email will be sent to Exchange You will use Outlook Web Access or the Outlook client to access your email, calendar, tasks and contacts You will no longer receive email in Notes You may continue to view your old messages and old calendar entries in Lotus Notes for a few months

28. After the Migration Once the migration has completed… Although you can still send mail from Notes, it is strongly discouraged Any email you send from Lotus Notes will not be saved in Exchange or Outlook Replies to your email will be delivered to your Exchange email account

29. After the Migration Do not use your Lotus Notes Calendar anymore… You will receive an invitation in Outlook if another Notes user invites you to a meeting Any entries or changes made directly in your Notes Calendar will not appear in Outlook Remove all calendar delegation so others cannot add entries directly to your calendar Prevent others from seeing your free time in Notes by using the option ‘No one can see your schedule information’ Change your availability: clear all days and times

30. Common Questions Appendix: Common Questions

31. Common Questions Is there a quota for my Exchange account? What happens if I exceed the quota?  

32. Common Questions Is there a limit on the Size of Attachments?  

33. Common Questions What happens when I use Outlook to schedule a meeting that includes someone using Lotus Notes?

34. Common Questions I use Lotus Notes for more than just email and meetings. What about the other databases I currently use?

35. Common Questions I currently have access to read/manage others’ calendars. Will I continue to be able to do so?

36. Thank You! You have now completedModule 1: A Summary of What’s to Come You may close out of this window.