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Lotus Notes to Office 365 Migration Guide

Last Update: 4/5/2017 12:43 PM

​​​ ​​​Lotus Notes to Office 365 Migration Guide

Important: When you sign in to MigrationWiz, you are redirected to the Getting Started page in MSPComplete. To get to a migration project created before April 4, 2017, click the Go to Projects button on the Getting Started Page. To create a new project for the migration scenario documented in this article, click the waffle icon (waffle.png) in the top navigation bar of MSPComplete, and select the appropriate migration product.


  • This is the complete onboarding task flow for migrating mailboxes from Lotus Notes, or Lotus Domino, to Office 365.
  • Complete each step in order. Links to corresponding Knowledge Base articles are provided.
  • The MSPComplete section includes steps to deploy the Device Management Agent (DMA) to end users. This is an Agent which includes modules for HealthCheck for Office 365 and DeploymentPro. Deploying DMA to end users is a prerequisite if you will be using HealthCheck for Office 365 and/or DeploymentPro.
  • We strongly recommend that you use HealthCheck for Office 365 to check ahead of time to see if end user hardware and software is compatible with Office 365. Note: HealthCheck for Office 365 is a free utility. KB005407
  • DeploymentPro can be used to configure the Outlook profiles. Note: DeploymentPro requires licenses to be purchased before it can be used. Refer to Scenario 2 in KB004875 to read why it is recommended (but not mandatory).
  • Lotus Notes is the only messaging system supported by MigrationWiz that requires installation of local software to perform a migration. This is because there are no remote APIs for Lotus Notes. The Lotus Extractor is a small console application (a standalone .exe file) responsible for extracting data from the Domino server and securely streaming this data to MigrationWiz's cloud migration platform. The steps to install this Extractor are included in the Prepare the Source Environment section of this guide. After installing our Lotus Notes Extractor, you can then manage the migration from the MigrationWiz web portal (e.g., to stop/start migrations, view statistics, etc.).

Prepare the Source Environment

  1. Set up an administrator account for migration on the Source Lotus Notes or Lotus Domino Server. KB005632
  2. Test administrative access to the mailboxes. KB004211
  3. Perform mailbox cleanup:
    • Mailboxes should be emptied of unneeded/unsupported data:
      • Old/unwanted email (this will reduce the time for migration)
      • Large attachments (any attachment larger than 150MB will not be migrated)
    • Unwanted mailboxes should be archived/deleted according to company compliance policies.
  4. Synchronize users' personal address books on the Lotus Domino server. KB004310
    • Notes:
      • Lotus Notes contacts are stored locally on the users hard drive, in a local .nsf file. In order to migrate them, each user must have synchronized their personal address book on the Lotus Domino server before the migration begins.
      • We recommend that you send an email to all users with instructions on how to synchronize their personal address books. Provide them the instructions that are in KB004310.
  5. Set up the Lotus Notes Extractor. KB005633

Prepare the Destination Environment

  1. Create an administrator account in Office 365 to be used for migration, or use the global admin account for the tenant. KB004948

  2. Set up accounts on Office 365 and assign licenses. These can be created in several ways:

  3. Prepare the tenant to send and receive large mail items. KB005139
  4. Contact Microsoft to ask to have the tenant EWS throttling limits raised for 60 days. Note: This step is only required if your Source environment will support migration speeds that are faster than the Destination. KB005493

MSPComplete Steps

  1. Create the customer. KB005421
  2. Create the Source and Destination endpoints. KB005427
    • For the Source endpoint:  Note: Create separate Source endpoints for each Extractor that you have set up. These will be used, when setting up your MigrationWiz projects. You will be setting up one MigrationWiz project per Extractor.

      • Click on EndPoints > Add Endpoint > Enter endpoint name > For endpoint type select Lotus Notes 6.5+.
      • In the Server Name field, enter the Lotus Extractor Identifier. Note: This was generated in Step 8 of KB005633, when setting up your Lotus Extractor(s).
    • For the Destination endpoint:
      • Click on EndPoints > Add Endpoint > Enter endpoint name > For endpoint type select Office 365.
      • Click on the Provide Credentials radio button, and enter the admin account credentials. Note: This should be a global admin account. If creating a separate admin account for the purpose of migration, refer to the Office 365 section in KB004725.
  3. Purchase licenses. From your MSPComplete dashboard, click on Purchase > Mailbox Migration > select MigrationWiz-Mailbox and enter the number of licenses you wish to purchase. Note: Check to see if there are any available bundles for discounts (e.g., MigrationWiz-Mailbox and DeploymentPro bundle or the MigrationWiz Mailbox and MigrationWiz Document bundle, if you are also migrating Google Drive accounts).  KB004647
  4. Deploy DMA to users. Once DMA has been deployed to users, check the Users tab in MSPComplete. This will be populated with the user accounts that have DMA installed. DMA can be deployed by these options:
    • Via Group Policy Object (GPO). Note: This is the recommended methodology because no end user interaction is required. ​KB005412  video
    • Via email. KB005411

HealthCheck for Office 365 Steps

  1. Go all All Products > HealthCheck for Office 365 and follow the prompts to launch.
  2. Select a customer from the list by clicking on the customer name. Note: The status column will show enabled when a customer account has had DMA deployed.
  3. Review results. Note: If any computers have a red X on their row, you should review the detailed results by clicking on the pie chart in the far right-hand part of the row.
  4. Include upgrading action items and costs in your Statement of Work.
  5. Perform remediation steps.

DeploymentPro Steps

  1. Launch DeploymentPro.
    • Go to All Products > DeploymentPro and follow the prompts to launch.
    • Select a customer from the list by clicking on the customer name. Note: The status column will show enabled when a customer account has had DMA deployed.
    • Configure the customer DeploymentPro module:
      • Enter the Domain.
      • Select the Destination endpoint.
      • Checkmark the Auto-populate box. 
      • In the Client Interface Configurations section, upload your company logo and add supporting text. Note: We strongly recommend doing this, because this is the logo and text that end users will see in a desktop pop-up when they are prompted to reconfigure their Outlook profiles. If you do not upload your own logo, the default BitTitan logo will be included instead.
      • Save and continue.
  2. Activate DeploymentPro module for users.
    • Either select all users (by checkmarking the box to the left of the Primary Email column heading), or select the individual users (by checkmarking the boxes to the left of the user email addresses). Note: You will need to purchase DeploymentPro licenses for each user that will be using DeploymentPro. KB004647
    • Click on the Run Module button.
  3. Schedule the profile cutover date.
    • Set the date and time for the Outlook profile configuration to occur, and click on the Run Module button.
      • Notes:
        • The DeploymentPro module will install on user devices immediately, and then run silently until this date.
        • The profile cutover date should be set to a date and time that is shortly after MX record cutover.
  4. On the profile cutover date, users will be guided through the reconfiguration of their Outlook profile.

MigrationWiz Steps

Watch this video to see a walk-through of the steps below.

  1. Create the Mailbox Migration project. KB004380 Note: You will create one project per Lotus Extractor.

    • Create the Mailbox Migration project > Select the customer > Select the Source endpoint > Select the Destination endpoint.
  2. Add the accounts (also referred to as "items") that will be migrated to the project.  You will use the LotusExtractor.csv that was generated when setting up the Lotus Extractor. KB004290
  3. Set the Project Advanced Options. KB004834
    • The following options are most valuable for this migration scenario:
      • Set Maximum concurrent migrations. This should be set to 25. Each Lotus Extractor can simultaneously migrate up to 25 mailboxes only.

      • Set the project to use impersonation at Destination. Checkmark the Use impersonation at Destination box. KB004727

  4. Run Verify Credentials. KB004511
  5. Notify users that a migration is occurring. Send email to all users telling them the time and date of the migration.
  6. Pre-Stage pass: Select the users > Click on the Start button from the top, and select Pre-Stage Migration > Under the Migration Scheduling section, from the drop-down list, select 90 days ago > Click on Start Migration. KB004938
  7. MX Record Cutover. Change over MX records on the DNS provider's portal. Also include the AutoDiscover (CName) setting.
    • Note: If you are migrating in batches and coexistence is required, you will not be cutting over the MX records until your final batch of users has been migrated, and you must perform two extra steps:
      • Set up mail forwarding for Lotus Notes. KB004270
      • Set up mail routing on Office 365. KB005137
  8. Send email to end users to let them know what to expect for their Outlook profile reconfiguration. If using DeploymentPro, refer to KB005799 for some sample text and screen shots that can be included in this email.
  9. Full (Delta) pass: Select the users > Click on the Start button from the top, select Full Migration > Click on Start Migration. KB004938
  10. Run Retry Errors. KB004658
  11. Look through the user list and click on any red "failed migration" errors. Review information and act accordingly.
  12. If problems persist, contact Support. KB004529.
    • Notes:
      • If contacting support for a Lotus Notes migration issue, you should provide the log files with your support request. The required log files are: LotusExtractor.log, Coordinator.log, Heartbeat.log. These files are located at C:/Users/UserName/AppData/Local/BitTitan​/logs, as detailed in KB004301.
      • If error message states that email addresses cannot be resolved at the Source, refer to KB004285.
  13. If not using DeploymentPro, users must create new Outlook profiles, and set up their signatures again, and reattach any PST files that were attached to their previous profile.
  14. Click on the pie chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics. KB004626