A Migration Guide - IBM Migration Guide Authors: ... users can work with their mail, respond to calendar invitations, ... and much more. With the help of Lotus iNotes Sync Manager,

iNotes Access for Microsoft Outlook

on Domino for iSeries

A Migration Guide

Authors:Marian O’Shaughnessy

Kurtis Ruby iSeries Custom Technology Center

Rochester, MN

Jelan HeidelbergiSeries Technical Marketing

© Copyright IBM Corp. 2001 Page 1

Table of Contents

41Trademarks and Disclaimers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40Appendix D: Coexistence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39Appendix C: Binary Tree’s Common Migration Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38Making Microsoft Outlook the Default Mail Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38Reversing Migration/Installation on the Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Reversing Migration/Installation on the Domino Server . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Reversing the Migration/Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37Appendix B: Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Previous Domino Outlook Offering vs. New iNotes Access for MicrosoftOutlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

34Other Differences and Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33Lotus Notes client features that are not available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33Microsoft Outlook features that are not available . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32Setup Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32Appendix A: Differences and Limitations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29D. Migrating Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28C. Customizing your new iNotes software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23B. Installing the iNotes Access for Microsoft Outlook software . . . . . . . . . . . . . . . . . . . . .23A. Setting up your Microsoft Outlook client to let you choose a profile . . . . . . . . . . . . . . .23Migrating from Exchange to Domino - User Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Preparing the User Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22Notifying Users to Perform Migration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16Using Domino Upgrade Services for a Single-Step Migration . . . . . . . . . . . . . . . . . . . . . .16Migrating Exchange Users - Administrator Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15D. Customize the DOLS Security Policy Document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12C. Set Up Your Administrative Client System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12B. Configure Domino on iSeries with DOLS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10A. Verify Hardware and Software Prerequisites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10Preparing and Setting Up for Migration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

9The Migration Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Determine Your Migration Strategy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Positioning for the Future . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6Flexibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6Simplified Growth . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Enhanced User Productivity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4Reduced Costs through Server Consolidation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4The Benefits of Migration to Domino and iSeries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3Executive Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Table of Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .


Executive Summary

For a growing number of companies, personal information management (PIM) software isn’t justpersonal any more. As people assets become increasingly important, businesses recognize thattools like PIM software on the desktop are strategic. They can help leverage this valuable peopleasset. Companies are choosing to standardize on specific PIM software, like Microsoft7Outlook7 or Lotus7 DominoJ, for several reasons. Standardization reduces costs – training andend-user support costs and costs associated with maintaining the desktop. Just as important,standardization enables users to work more effectively together – to collaborate.

In addition to standardizing their desktop software as much as possible, many companies are alsoexamining the IT infrastructure that supports their desktops. They’re seeking a more streamlined,enterprise-ready environment that provides improved availability, requires less administrativesupport, and grows more effortlessly.

These two worthy objectives – desktop standardization and a more robust infrastructure -- presentcompanies with a dilemma. The popular, logical choice for the desktop for many companies(Microsoft Outlook) brings with it an infrastructure that does not necessarily meet the needs of theenterprise. No wonder the availability of iNotesJ Access for Microsoft Outlook on Domino foriSeriesJ has been greeted with an almost audible sigh of relief around the world. The namemight be long, but the message is short. You no longer have to choose between the preferencesof your end users and an optimal infrastructure. You can have the best of both worlds.

This paper describes the process of migrating your underlying infrastructure to Lotus Dominorunning on an IBM7 ^ iSeries server without disrupting your users’ familiar MicrosoftOutlook interface. We begin with some background and an examination of the benefits of makingthis transition. Then we provide a high-level view of the migration process, followed bystep-by-step instructions. Our goal is to make you feel comfortable and confident with the processand excited about the end results that you’ll achieve for your organization when the migration iscomplete.

BackgroundBefore we explore the “why” and “how” of migrating to Domino for iSeries, let’s spend a fewminutes defining “what” you’re migrating from and to.

PIM software, such as Microsoft Outlook and Lotus Notes7, has both an individual focus and agroup or company-wide focus. Microsoft Outlook, for example, enhances individual productivityand effectiveness by providing an interface for organizing time and information. It enhances groupproductivity by enabling communications (e.g. e-mail), coordination (e.g. calendaring andscheduling), and information sharing. These “group” functions require server software to enablecommunications among the PIM users. For Microsoft Outlook, the server function is provided byMicrosoft Exchange. For Lotus Notes, the server is Lotus Domino.

The role of iNotes Access for Microsoft Outlook is simple: keep the end-user experience(Microsoft Outlook) in place, but replace the server with Lotus Domino instead of MicrosoftExchange. For each user with a Microsoft Outlook client, iNotes is a simple software


enhancement (light weight and virtually transparent to the user) that maps server requests to aLotus Domino conversation. In non-technical terms, the Microsoft Outlook software still thinks it’stalking to a Microsoft Exchange server. The iNotes software intercepts the conversation betweenclient and server and communicates with the Lotus Domino server instead.

Why would you do that? What’s the benefit of substituting Lotus Domino servers (and iSeries) inplace of Microsoft Exchange servers? Read on…

The Benefits of Migration to Domino and iSeriesMigrating to an infrastructure provided by Lotus Domino for iSeries offers these potential benefitsover your current environment:

§ Reduced costs through server consolidation

§ Enhanced user productivity through additional server capabilities and improved availability

§ Simplified growth through improved scalability

§ Flexibility to support a mixed environment through platform independence and adherenceto industry standards

§ Better positioning for the future

We’ll examine each of these in more detail.

Reduced Costs through Server ConsolidationEconomies of scale is a concept that every business executive understands. It applies just asmuch to IT infrastructures as it does to other business areas. In general, it’s easier and lessexpensive to manage one large server than it is to manage fifty (or two hundred) smaller servers,networked together. When you consolidate servers, you purchase and maintain a single copy ofeach type of server software (not just Domino, but also communications, Web serving, database,etc.). You make changes and upgrades in one place. You troubleshoot one server. Youeliminate large portions of your internal server-to-server network. The list goes on...

Microsoft Exchange server software requires a Microsoft operating system (Windows NT7 orWindows7 2000), which in turn requires Intel7 x86-based server hardware. Surveys show thatthe average number of users per Exchange Server is 100 to 600. It is estimated that 40% ofMicrosoft Exchange customers have more than five Windows NT servers. Many have hundreds.

Lotus Domino, on the other hand, runs on 10 major operating systems, which in turn run on avariety of hardware platforms. This gives you flexibility and choice. It also gives you the option tochoose an “enterprise-class” operating system and hardware platform for your infrastructure. IBM ^ iSeries and its AS/4007 predecessor have achieved notable success as anenterprise-class server for Domino. Many companies running Domino today on an iSeries orAS/400 server have over 5,000 users on a single hardware server. On iSeries and AS/400servers, you can grow your Domino workload more than 90 times with the same operating systemand the same skills. With the combination of advanced scalable technology and architecturaladvantages when running Domino, IBM ^ iSeries achieved a NotesbenchJ audit of75,000 mail and calendaring users in July 2000. By connecting your Microsoft Outlook clients toa Lotus Domino for iSeries server, you have the potential to achieve these same scalabilitybenefits.


With iSeries, bigger and more scalable does not mean more complex. Just the opposite. WithiSeries and its OS/4007 operating system, the capabilities that an administrator needs are built-in,integrated, and consistent. Operations Navigator, provided at no additional charge with theiSeries operating system, provides a familiar Win32 graphical interface for server administration.Self-diagnostics and automatic error recovery avert many problems before an administrator getsinvolved. Sophisticated, easy-to-use diagnostic tools reduce the effort to solve any problems thatrequire intervention. These characteristics and others translate to less money spent payingpeople to manage servers, which frees their time to help users, deploy new applications, anddeliver real value to the business.

iSeries and AS/400 deliver a list of values that add up to a big advantage in the Total Cost ofOwnership (TCO) compared to a PC LAN implementation of Domino. IDC, a well-knownconsulting firm, did a major Total Cost of Ownership in late 1998. The results showed a 32% TCOadvantage for AS/400 over 5 years, based primarily on the significant differences in unscheduleddowntime and in administrative costs. In January 2000, IDC updated the study for the IBMAS/400e Dedicated Server for Domino, smaller user populations, and a shorter time frame. Theresults were even more impressive, with the DSD cost advantage ranging from 43% to 51% over 3years.

Enhanced User ProductivityMigrating to a Domino for iSeries infrastructure can enhance your users’ productivity in two keyways:§ Improved availability§ Access to new functions

Improved availability: AS/400 (and now iSeries) has achieved an almost legendary reputation for reliability andavailability. Reliability is more than hardware that keeps running. It’s an operating system that isdesigned to run continually, to handle problems without requiring you to restart the entire system.To the end user, reliability means applications that are always available. The unique subsystemarchitecture of iSeries provides exceptional availability for Domino applications. Each partitionedDomino server (such as the server that supports 1,000 or 2,000 of your Microsoft Outlook users)gets its own isolated environment (called a subsystem) on the iSeries server. Events or problemsin one subsystem don’t affect the users in another subsystem. If a problem occurs, OS/400automatically stops and restarts a Domino server -- safely and quickly -- without affecting otheractivity on the server.

Viruses are a potential threat to your server availability. The object-oriented design of the iSeriesserver helps protect from this type of attack because it prohibits a program from masquerading asa file. Domino also has enhanced security features that make Domino virus resistant.

Access to new functions:Lotus Domino provides the majority of the messaging, calendar, and access to PIM functions thatMicrosoft Outlook users perform today. Users enjoy support for familiar features such as rich text,folders, free/busy time search, directory lookups, and integration with Microsoft Office. Dominocan enhance users’ work environment with features like full-text search, improved client passwordsecurity, and, most importantly, the capability to work off-line.

Domino Off-Line Services (DOLS) enhances the productivity of mobile users by making it easy forusers to switch between working in connected and disconnected modes. While off-line, Outlookusers can work with their mail, respond to calendar invitations, create new memos, and muchmore. With the help of Lotus iNotes Sync Manager, when the users reconnect to the Domino


server, they can synchronize their changes as easily as clicking a Send/Receive button inOutlook.

A Lotus Domino environment also opens the door for a wealth of collaborative applications built ona Domino base, including Lotus QuickPlaceJ, customer relationship management, sales forceautomation, human resources, and more. And with the scalability and subsystem architecture ofiSeries, you can run these applications on the same physical server that supports your MicrosoftOutlook clients for messaging (depending, of course, on your overall capacity requirements).

Note: You’ll find a full description of the differences between Microsoft Outlook and iNotes Accessfor Microsoft Outlook in Appendix A.

Simplified Growth In your current environment, adding a large group of users or a new application probably meansadding one or more new servers -- physical servers. With Domino for iSeries, you might need toconfigure a new partitioned Domino server to handle the new work, which an administrator canaccomplish in a few minutes. Rarely will you need to add another physical server.

When you need more capacity to handle more work, you can grow your iSeries server by addingmore memory, more disk capacity, more processor capacity. Because resources are shared, allyour users benefit from this growth. In large installations, when your growth reaches certainboundaries, you might need to upgrade to a different iSeries server or add a second one.

From a business perspective, Domino for iSeries, with its scalability and seamless growth, makesit easier to expand your business without worrying about whether your infrastructure can handle it.

FlexibilityMany companies have a heterogeneous environment today -- a mixture of different hardwareplatforms and operating systems -- either by choice or as a result of mergers and acquisitions.Because Lotus Domino runs on a variety of platforms, you can standardize your user interface(e.g. Microsoft Outlook) and your messaging infrastructure (Lotus Domino) without requiringmigration to a single operating system environment.

To achieve this flexibility, Lotus has a tradition of operating-system independence. With LotusDomino as your infrastructure, you generally won’t experience a tight linkage between a particularrelease of an operating system and a particular release of Domino. In practice, this usually meansthat operating system upgrades and Domino upgrades can occur independently. You’re notforced to upgrade one because you’re upgrading the other. Nor are you forced to upgrade yourdesktop operating system to take advantage of new Domino server capabilities.

Platform independence is just one example of Lotus’ commitment to excelling in a heterogeneousworld. Adherence to industry standards, particularly Internet standards, is another. Increasingly,collaboration spans organizations, which requires full-fidelity exchange of information (preservingnot only content but rich formatting). Domino supports this through native support for Internetstandards such as SMTP/MIME and HTML.

Positioning for the Future


We’ve talked about several important reasons why migration to a Domino for iSeries infrastructureis a good decision for today -- notably reducing your overall costs and improving your users’productivity. Probably more important are the potential future benefits that a Domino for iSeriesinfrastructure might deliver to your organization. We’ve touched on them already, but it’s worthsummarizing them here:

§ Simplified growth so that you can respond to business opportunities with the confidencethat your infrastructure can easily grow with you.

§ Flexibility so that you’re not tied exclusively to a particular hardware and operating systemenvironment.

§ Enhanced collaborative and application capabilities far beyond messaging andcalendaring / scheduling.

The business landscape is changing rapidly. Won’t you feel more confident with a robust, flexible,adaptable, easily expandable infrastructure as you move into the future?

Determine Your Migration StrategyIn this paper, we’ll discuss three different strategies to migrate users from one messaginginfrastructure to another. You might choose one of them or a combination: § Fresh Start§ Single Step§ Coexistence

Fresh Start methodThis is the simplest method. The administrator creates a new id and password within Domino.The Microsoft Outlook user begins using a new Microsoft Outlook Profile Name without existingmail and calendar data while continuing to use the old Profile Name for retrieving old mail andcalendar items. Eventually, this old profile becomes more archival data and rarely used.

The advantages of this method are:ü No disruption in the user's current environmentü No loss of dataü Minimal user frustrationü Less work for the administrator because the client's Microsoft Outlook data is not moved.

The disadvantage is that the user has to move between two Microsoft Outlook profiles wheneverthe "old" mail and calendar data is needed. For a more detailed description of this method in moredetail, see the Lotus white paper on the Web:

http://www.lotus.com/home.nsf/welcome/inotes select iNotes Access for Microsoft Outlook find (on the right) Administration Whitepaper

Single Step methodThe method involves a one time migration of all users, without a transitional period of coexistence.All users move at once and the Exchange servers are simply replaced by Domino on iSeries. Thisscenario does not require gateways to interconnect Microsoft Exchange and Lotus Domino.


Consider the single step migration process when an organization meets the following criteria:ü Limited number of e-mail users (<100) on a single serverü Migration tools are available for use in the conversion of user mailboxes to Lotus

Domino.ü The migration process can be performed in a short timeframeü The organization has a simple mail topology consisting of a couple of Exchange

mail servers that need to be consolidated onto a single Domino for iSeries.

In general, if the organization meets these conditions, you can use the single step migrationprocess effectively. This guide covers the Single Step process in detail.

Coexistence methodThis method is more complex method. It involves staging the migration of users and coexistenceof the old Microsoft Exchange servers and the new Lotus Domino server for a period of time. Thecoexistence period can vary from a few weeks to a couple of months. During this coexistenceperiod, gateways or connectors should be used to provide message transfer between the twoenvironments.

Organizations that meet the following criteria will need mid-term coexistence planning:ü A large number of users in the Microsoft Exchange environmentü An organizational unit in multiple locations where it would be difficult to migrate all

locations at the same time to Lotus Dominoü An organization that has a complex Exchange topology with multiple sites, servers and

gateways

This method requires the Exchange Connector for Lotus Notes provided by Microsoft. TheCoexistence appendix in this guide lists considerations for this method. Redbook SG24-6230(available later in 2001) provides a more detailed description.

Of course, any combination of these methods is possible. You might have some departmentswhere the users want to have two Microsoft Outlook profiles and other departments where theyprefer to use the one time migration. If possible, you should avoid having both servers coexistbecause that adds greatly to the administrative complexity.


The Migration Process

The basic steps for migrating from the Microsoft7 Exchange server to Lotus7 Domino7 foriSeries7 are:

1. Preparing and setting up for the migration.

2. Registering users and migrating their data to Domino (adminstrator tasks)

3. Notifying users of the migration and their role

4. Downloading iNotesJ software and connecting Microsoft OutlookJ to Domino (user tasks)

Figure 1 is a diagram of this migration process:

Figure 1

The topics that follow provide step-by-step instructions for each part of the migration process.


For more information:The instructions that follow are by no means exhaustive in their description. For more detailedinstructions and background, we highly recommend that you consult the IBM redbook site(http://www.ibm.com/redbooks) for the new redbook SG24-6230, scheduled to be available laterthis year. At the time this guide was published, portions of this new redbook were available asredpieces on the Web.

Preparing and Setting Up for MigrationAfter you have determined your migration strategy, you start by performing these setup andconfiguration tasks:

A. Verify hardware and software requirements are metB. Configure Domino on iSeries with Domino Off-Line Services (DOLS)C. Set up your Administrative client system with ids to both Exchange and DominoD. Customize the DOLS Security Policy Document

A. Verify Hardware and Software PrerequisitesFollowing are the hardware and software requirements for migration:

Microsoft Outlook client workstation requirementsHardware� PentiumJ 133mhz or faster CPU� 32 Mb RAM� 100Mb of disk space available (we double check this and mention the breakup of iNotes (footprint

and the mail file replica)

Software� Per Mail Administrator: Lotus Domino Administrator client, release 5.0.5 or above* (See Special

Note below)� Per migrated user: one iNotes for Microsoft Outlook CAL license� Per end user:� Workstation operating system: Windows 95, 98, 2000, NT 4.0 with Service Pack 4;� Microsoft Outlook 98 or Microsoft Outlook 2000.

NOTE: Microsoft Outlook Express clients and Outlook 97 clients are NOT supported for iNotesaccess.

� One of the following Web browsers:� Internet Explorer 4.0 SP1 or above� Netscape Browser 4.5 or above

iNotes Administrative workstation requirementsHardware� Pentium @350Mhz or greater� 64 MB RAM or higher recommended� 184 MB or more disk space available

Software� Lotus Domino Administrator client, release 5.0.5 or above.� Workstation operating system: Windows 95, 98, 2000, NT 4.0 with Service Pack 4� Microsoft Outlook 98 or Microsoft Outlook 2000. � One of the following Web browsers:� Internet Explorer 4.0 SP1 or above� Netscape Navigator 4.5 or above


Microsoft Exchange 5.5 configuration requirementsThe Exchange environment should be running on the following software:� Microsoft Windows NT Server 4.0� Microsoft Windows NT Service Pack 6 (or latest SP)� Microsoft Exchange Server 5.5� Microsoft Exchange Server Service Pack 4.0� Microsoft Exchange Connector for Lotus Notes (only if coexistence is needed)

iSeries configuration requirementsSoftware� OS/400 (5769-SS1) Version 4 Release 4 or later. You must ensure that the latest PTFs are

installed. Notes:� A Program Temporary Fix (PTF) is a program package allowing corrections to be applied to

applications and operating system functions installed on the iSeries system. A cumulative PTFpackage (also called "CUME tape") is a collection of important PTFs for OS/400 and other IBMlicensed programs being delivered to customers on request or on a periodic basis.

� The Web page http://www.iseries.ibm.com/notes contains the latest information on necessaryPTFs for OS/400 or other iSeries licensed programs. Click Support in the navigation frame onthe left side of the page to read about QMUs, QMRs and PTFs.

� Domino for iSeries Release 5.0.5 or above. The choice of Domino for iSeries license depends onthe number of users and potential for future needs:� Mail-only Server License if accessing Mail and Calendar on a single partition� Application Server License for accessing additional Web application such as QuickPlace.� Enterprise Server License is needed for large Microsoft Exchange environments which

require use of partitioned Domino servers.� Advanced Enterprise License is needed for large iSeries systems.

HardwareThe IBM Workload Estimator for iSeries, available at http://www.as400service.ibm.com is an interactiveJavaJ-based tool for sizing an iSeries or AS/400 server for a mixed workload, including Domino, NotesMail, Web Mail, and other types of Domino and Web applications. Using the Estimator, you can trydifferent scenarios and print the results for comparison. The Estimator is not a replacement for the adviceof an IBM representative or Business Partner who is experienced with Domino for iSeries. If you are newto Domino or not familiar with Domino sizing methodologies, we strongly encourage you to get expertassistance before selecting a final iSeries or AS/400 configuration.

At the time this guide was published, the IBM Workload Estimator for iSeries had not been updated toinclude recommendations for iNotes Access for Microsoft Outlook clients. The only recommendation whensizing an iSeries or AS/400 for Notes Access for Microsoft Outlook workload is to know that it is more thana typical Lotus Notes Client e-mail client workload. This new Domino client workload is to be added to theWorkload Estimator in the near future. Please check the web site for updates.


B. Configure Domino on iSeries with DOLSThis guide assumes you already have a Domino server configured on your iSeries server. If youneed assistance with this configuration, we recommend reading the Redbook titled Lotus Dominofor AS/400 R5: Implementation (SG24-5592) available at http://www.ibm.com/redbooks.

When you configure the Domino for iSeries server, you must select Domino Off-Line Services(DOLS). To check whether this option has been selected, do the following:

1. Sign on to the iSeries with a user profile that has at least the *ALLOBJ and *SECADMspecial authorities

2. On the OS/400 command line, type WRKDOMSVR. Press Enter. You see the Work withDomino Server display, which shows details about a specific Domino server or all Dominoservers on an iSeries system.

3. On the display, locate the Domino server that you plan to use for your Microsoft Outlookusers. Type 2 (Change) next to the server.

4. On the Change Domino Server (CHGDOMSVR) display, press F10 (AdditionalParameters).

5. Page down to set the Allow Domino Off Line Services parameter to *YES. Press Enter.

6. From the Work with Domino Servers menu. You must stop and restart the Domino serverto have the changes take effect. Do the following:a. Type 6 (stop) next to the server name and press Enter.b. Use option 5 or option 8 to check the status of the shutdown.c. When the shutdown completes, use option 1 to restart the server.d. Use option 5 or option 8 to check the console log. Scroll up to verify that the

following message appears: Domino Off-Line Services HTTP extension (Release 1.03) loaded.

C. Set Up Your Administrative Client System Before you start the migration process you must install the Domino Administration client and theMicrosoft Outlook client on the same workstation. From this workstation, the administrator must:

ü Have Service Account Administrator authority to the Exchange site and server you plan tomigrate

ü Not connect to multiple messaging services ü Have access to the Domino Administrator ID file and passwordü Have access to the Domino Certifier ID file and password


Finding the Exchange Service Account AdministratorTo find the user who has the Service account administrator role for an Exchange Site and for theExchange Server, do the following:

1. Launch the Exchange Administrator program and select the Site. 2. Select File B B E E Properties BB EEPermissions to display the NT account with Service account

administrator role. 3. Select name of the Exchange server you plan to migrate and check the permissions for

that server also.

Installing the Domino Administration clientOn your administrative workstation, install the Lotus Notes Domino Administrator client along withthe Exchange migration tools. You must perform a custom installation to install the migration toolscomponent. We performed the migration using the Release 5.0.5 in our setup. To do this performthe following steps:

1. Launch the Lotus Notes client installation program, select the Domino Administratoroption, and click on the Customize button.

2. On the next window select the Migration Tools option. Leave the other options at theirdefaults. Highlight the Migration Tools option and click the Change button to specify whichmigrations tools to install.

3. Select only the Exchange Migration Tool as shown in Figure 2:

Figure 2

4. Click on Continue and then Next until the installation is completed.

5. Launch the Notes Client and complete the setup using the administrators’ Lotus Notes IDfile


Setting up your Microsoft Outlook clientTo verify that the mail profile within Microsoft Outlook points to the Exchange server and is theadministrator mail profile, do the following:

1. Right click on the Microsoft Outlook shortcut on your Desktop.

2. Select Microsoft Exchange Server and click on Properties button. The Microsoft Exchangeserver field should contain the name of the Exchange server and the Mailbox field shouldhave the name of the Exchange Administrator.

Figure 3


D. Customize the DOLS Security Policy DocumentBefore you install the first iNotes client on the Domino server, you need to create a DOLS SecurityPolicy document. This document determines how the Domino server generates ID files duringMicrosoft Outlook user registration and migration. Do the following:

1. Open a Domino Client session with the Domino Administrator user ID.

2. Click File BB EE Database BB EE Open.

3. Select your server.

4. Select the Off-line Services database (doladmin.nsf).

5. Click on Open.

6. Click on New Security Policy to create a policy document.

7. The default Security Domain name is shown and normally should not be changed.

Figure 4

Three options are shown on the right of this display for handling the Domino user’s ID file. “Use NAB for ID lookup” is most often used by Notes administrators because it does notrequire distributing ID files. This is the option we will use in this white paper. However, themore secure method is to “Prompt for ID during download”.


Migrating Exchange Users - Administrator Tasks

When you receive your Domino server software, it includes a CD with Domino Administrator clientsoftware. The Domino Administrator client includes a tool called Domino Upgrade Services (DUS)to assist the administrator in moving users from other messaging platforms (including MicrosoftExchange) to Domino. For more complex migrations, you might want to consider a migration toolsuch as Common Migration Tool (CMT) from Binary Tree. (See Appendix C for more informationabout this tool.)

The Lotus DUS tool runs on the administrator’s workstation. It provides batch registration of usersand conversion of mail and/or calendar information to Domino. You can use the tool to migrate asingle user, a group of users, or an entire post office. In the example that follows, we describesingle-step migration of all users from Microsoft Exchange to Lotus Domino, without coexistence.

Using Domino Upgrade Services for a Single-Step MigrationTo migrate users from Microsoft Exchange to Lotus Domino, do the following:

1. Log on to NT Domain with an account that has the Service Account Administrator rolefor the Exchange site and server. This gives you full access to all accounts and mailboxesin the Exchange server directory.

2. Start Domino Administrator from the Lotus Applications Program folder and log on usingthe administrator’s user ID.

3. Ensure that you are connecting to the correct Domino server. From the Server Pane of theDomino Administrator, select your target Domino server. Choose File BB EE Open Server.

4. Select the Domino server to which you want to migrate the Microsoft Exchange Serverusers. In our example scenario, we selected MAILDOM1/itso.

5. Click OK to continue


6. In the Task pane (see Figure 5), select the People & Groups tab.

7. Click the Tools drop-down on the right.

8. From the People drop-down, select Register.

Figure 5

9. Select the Certifier ID and enter the password of your Certifier ID.

10. Click OK to continue.

11. If you need to register the user within an Organization unit (OU), then you may select thecertifier ID of that OU here.

12. If you have not set up a Recovery ID process, a message will pop-up warning you that thecertifier does not contain recovery information. Click YES to continue.

13. You need to preload some fields in the Registration menu so that they will apply to allExchange Users to be migrated in a later step. Click Advanced check box to see moreoption icons. (Note: Figure 6 below shows the Registration menu.)


14. Click on the Basics icon.

Figure 6

15. Select the Set Internet password option. This sets the Domino ID and the DominoInternet password (found in a Person document) to the same value.

16. Click the Mail icon.

17. Select the Extended Mail template (mail50ex.ntf) from the list of mail file templates.Leave the remaining settings at their defaults. Do not set any database quotas at this timebecause it might interfere with the data migration.

18. Click on the ID info icon. Ensure that the In Domino directory check box is checked.This corresponds to the “Use NAB for ID lookup” setting the DOLS Security Policydocument specified earlier (Domino ID files will be placed in the Domino Directory).

19. Verify the Certifier ID information, security type, and certificate expiration date are whatyou expect. Be sure the registration server is the one that you selected earlier.

20. Click the Migrate people button; this brings up the People and Groups Migration window.


21. In the Foreign directory source field, select Microsoft Exchange Users. (See Figure7 below)

Note: You may not see the option for Microsoft Exchange users if you have not installedthe migration tools along with Domino administration client.

Figure 7

22. You are now prompted for a profile, which allows you to access the Microsoft Exchangeserver. Select the profile name that has privileged access to the Exchange server.

23. Click the OK button to continue.

24. In the Available people/group field, you see the list of users from the Exchange GlobalAddress List. Select the users and/or groups you want to migrate.

25. Press the ADD button. In our scenario, we selected Exchange user M. F. Hussain. (SeeFigure 8.)

With Domino Upgrade Services (DUS) you can also migrate groups and their members.Furthermore, DUS supports the migration of two types of group members:

§ Local users are users that have entries in the local directory ( the same directorywhere the group entry exists). When you select a group to migrate, the local users inthe group are selected for the migration tool.

§ Nested groups are groups that are members of another group. By default, when youmigrate a group, you also migrate the groups nested within it. Local users can exist inthose groups also.


Figure 8

26. Select migration options. These options to apply to all users imported from theExchange directory during the session.

Ownership problem workaround: In the Migration options list box, turn on the AddAdministrator to mail file access control list option and then turn it off again. In ourtest environment, the off status did not take effect unless we toggled this setting.

You should now have the following selected in this window:

ü Generate random passwords for users with no passwordsü Add full name provided to the Notes person documentü Convert mail

Note: The users’ Exchange passwords cannot be migrated to the Notes environment.New passwords must be either automatically generated or manually assigned. If you wantto manually assign passwords, do not check Generate random passwords for userswith no passwords.

27. After selecting the user(s) and the required migration options click on the Migrate button.This adds the users to the Registration queue and displays a pop-up message indicatinghow many people are queued for registration. Note: We recommend using less than 10 Microsoft Exchange users per migration sessioninitially. Because you will be creating Domino person documents, Notes ID files, and


converting an unknown amount of e-mail data from Microsoft Exchange format to a Dominodocument format, this process might take a significant amount of time for each user.

28. Click the OK button in this window. Then click the Done button to get back to theRegister Person window. You will now see the Exchange users that you just selected inthe Registration queue.

28. At this point, you need to write down the Microsoft Outlook user’s e-mail address, thepassword and e-mail database name for all users that were imported. If you selected tomanually assign passwords, the users in the list have an INCOMPLETE status. You willneed to assign the passwords now.

29. Click on the Register All button to finish the registration process and complete themigration. After the migration is completed the registration process: ü Creates a Notes Person document and Notes ID for each migrated userü Creates a Notes mail database for each userü Migrates messages and calendar entries from the Exchange mailbox

22. To check for messages during registration and migration, close the Registration window byclicking on the Done button. Open the local workstation log database by usingFileBB EEDatabaseBB EEOpen from the Domino administration client. On the local server, openthe file named log.nsf.

23. Scroll the database and locate the most recent entry. Peruse the log information for themigration for any error messages.

This completes the server side migration of the Exchange users to Lotus Domino on iSeries. Youare now ready to notify Microsoft Outlook users that their new mail environment is available on thenew Domino for iSeries server.


Notifying Users to Perform MigrationAfter you have migrated the user’s data from the Microsoft Exchange server to the Domino server,you’re ready to notify the user to begin using the Domino server. Depending on the tool you usedand the security required, the method for completing this task differs somewhat. Basically, theuser needs the following:ü A new user IDü A new passwordü A new Notes ID file that contains the information needed for authentication when

connecting to the Domino server

Note: If you selected “Prompt for ID during download” when you set up your DOLS policy, youneed to provide the Notes ID file to the user. You can provide it via diskette, a shared directory, orattached in an e-mail. If you selected “Use NAB for ID lookup,” the user can access the ID filefrom the Domino Directory (formerly the Name and Address book) during setup.

Preparing the User NotificationFollowing is a description of the information that you need to provide to each individual MicrosoftOutlook user for performing the client installation. This information should be in your instructionsto the user (e.g. e-mail or introductory letter)

� The unique URL that points to the user’s mail file. In our example for the user Hussain, thename of the mail box created at Domino registration time was mhussain.nsf. Therefore,the URL for this user is: http://maildom1/mail/mhussain.nsf/inotes

� The user’s name in the Notes domain (e.g.: Mark Hussain) and the user’s Notes password.

� The user’s short name (e.g. Mhussain) in the Notes domain, which is usually moreconvenient for the user to enter.

Note: You need to let your Outlook users know that their new Domino server provides amore secure environment. Therefore, they will be prompted for their Notes passwordwhenever they use their Microsoft Outlook client.

� An explanation of the new profiles (server vs. local) that get created during this installationprocess and a description of when to use which profile.

� A description of what will be installed on the desktop when the user “clicks” the URL, e.g.the Lotus iNotes Sync Manager.

� A description of what the iNotes Sync Manager does and instructions for using it (e.g.changing the default synchronization schedule). This is your opportunity to emphasizeone of the important benefits they get from this migration.

� Information on how to export and import contacts. Note: You might have them export anycontacts before clicking the URL.

� Information on where to go for assistance.

Note: The pages that follow are instructions for performing the client tasks. They are written withthe end user as the audience so that you can copy them and distribute them directly to your usersif you wish.


Migrating from Exchange to Domino - User Tasks

To begin accessing your Lotus Domino server instead of Microsoft Exchange, you need toperform the following major tasks on your workstation. You’ll find step-by-step instructions foreach task below. You might find it helpful to check off each step as you complete it.

A Set up your Microsoft Outlook client to let you choose a profile.B Install the iNotes Access for Microsoft Outlook software on your workstation.C Customize your new iNotes software.D Migrate your contacts.

A. Setting up your Microsoft Outlook client to let you choose a profile

Today, your Microsoft Outlook program is probably set up with your Microsoft Exchange profile asthe default. Therefore, you won’t ever see a prompt that will let you select your new iNotes profileinstead. Follow the simple steps below to set up your Outlook software to prompt you for a profile:

_____ 1. Start Microsoft Outlook.

_____ 2. Select Tools BB EE Options

_____ 3. Click on the Mail Services tab

_____ 4. Under Start up settings, select the option “Prompt for a profile to be used”

_____ 5. Click OK and exit Microsoft Outlook.

B. Installing the iNotes Access for Microsoft Outlook software

You should have received instructions with information about your new Domino server, your newiNotes user ID, and your new password. You will need that information to perform this task. Whenyou’re ready to start using the Domino server for your mail and calendar functions, perform thesteps below.

Caution: Before you begin -- Language Considerations

The iNotes installation process will analyze the Windows settings on your PC, and will automaticallydecide which language to download. If, for example, you have English language Windows and EnglishMicrosoft Outlook but regional settings set to Spanish, some information will be lost when using iNotesfor Microsoft Outlook (like Contacts) and the data will be displayed in a very confusing mix of the twolanguages. To avoid this problem, set your PC’s Regional settings to match the Windows languageusing:

Start BB EE Settings BB EE Control Panel BB EE Regional Settings

After migration, you can restore the regional settings to their original values.

_____ 1. Start your browser. Although you can use any browser, Internet Explorer isrecommended because it requires fewer steps to complete this process.

_____ 2. Link to the URL for your new mail file. You should have received it with yourinstructions. It will look something like this:http://(domain)/mail/(yourNotesShortName).nsf/iNotes


_____ 3. On the prompt display, type the new iNotes user id and password that you received.When the server has verified your userid and password, you’ll see a Web page likethis:

_____ 4. To start the iNotes installation process, click on the link (Click here to install thisenhancement to your Outlook client). You’ll see the following Web page:


During the download process, you will see several different displays. They varydepending on which browser you use.

Internet Explorer users: If you are running Microsoft Internet Explorer browser, youmight see a Security Warning display from Iris Associates when downloading the DLL.If this Security Warning message appears, continue by selecting "Yes".


Netscape users: If you are using the Netscape browser, you are prompted prior to theinstallation that you must download the plug-in as shown:

Follow the instructions on the page and click on the link provided to download theplug-in. You need to restart your browser and return to this site by repeating thesteps above, before proceeding to step 5

_____ 5. When you see a pop up display asking you to confirm installation of the subscriptionsoftware on your workstation by the Lotus iNotes Installer, click Yes.

_____ 6. When you are prompted for a folder name, take the default or select a new folderand click “Save.” The folder that you specify is the location where the system willplace your initialization file (notes.ini) for your new iNotes software.


_____ 7. While the iNotes Installer is running, you will see the following status display:

When the Installer finishes downloading, uncompressing, and loading your newsoftware, it synchronizes your workstation software with the server. You see theLotus iNotes Sync Manager display:

Important: Wait for synchronization to complete!


C. Customizing your new iNotes software

When synchronization completes, you’re ready to customize your new iNotes software. Youshould see the following completion display with instructions for changing your startup settingsand adding the Exchange address book:

_____ 1. After reading these instructions, click OK.

_____ 2. If you want to change your startup settings to use the new Domino server as yourdefault profile (the first item on the display above), do the following: ToolsBB EEOptionsBB EEMail Services BB EEStartup Settings. Making this change isoptional. (Note: Step 6 below addresses the other item on the display.)

_____ 3. Minimize the Lotus iNotes Sync Manager, and quit the browser session. Youshould see two new iNotes icons on your desktop.

_____ 4. Start your Microsoft Outlook client again. You should notice two new profile names:"Local Mail" and "Mail on (Notes domain)". The Notes domain name should besimilar to the system domain name, which was part of the original URL sent by theAdministrator.

_____ 5. Select the "Mail on (Notes domain)" to see your migrated mail and calendar data onthe Lotus Domino server.

_____ 6. By default, you will only be able to see addresses of Lotus Notes users. To allowusers in the Microsoft Outlook Address book to be visible, select ToolsBB EEServicesBB EE Addressing, add the Microsoft Outlook Address book as shown in the followingdisplay:


D. Migrating ContactsThe tool that your administrator used to migrate your mail and calendar does not migrate yourMicrosoft Outlook personal contacts. You need to perform personal contacts migration yourself,from your workstation. It’s a two-step process. You need to export them from your MicrosoftExchange server, and then import them to your new Domino server.

Exporting your personal contacts:To export your personal contacts from your Exchange server, do the following:

_____ 1. Start your Outlook software. Use your old Microsoft Outlook profile (the profile thatconnects you to your Exchange server).

_____ 2. Select Contacts.

_____ 3. Select File BB EE Import and Export

_____ 4. Under Choose an action to perform, select Export to a file and click Next. Yousee the following display:


_____ 5. Select Personal Folder File (.pst) and click Next.

_____ 6. On the next display, contacts is highlighted. Accept the default (to export all thecontacts) or specify a filter to export only some of your contacts. Then click Next.

_____ 7. On the next display, you have the option to change the location of the exported file.Accept the default (which is also the default of the import utility you will use next), orspecify a location where you want the file. Then click Next.

_____ 8. On the final display (shown below), specify a password to protect the file with yourpersonal contacts. Be sure to write this password down or remember it. Then clickOK.


Importing your personal contacts:To import your personal contacts into your new Domino server, do the following:

_____ 1. Start your Outlook software again.

_____ 2. Sign on with your new iNotes profile (Mail on xxxx).

_____ 3. Select Contacts.

_____ 4. Select File BB EE Import and Export

_____ 5. Under Choose an action to perform, select Import from another program or fileand click Next.

_____ 6. Select Personal Folder File (.pst) and click Next.

_____ 7. Select the file to import. This should match the file name you entered in step 7above. Press Next.

_____ 8. If you are prompted for a password, type the password that you used to protect thefile in step 8 above.

_____ 9. On the final Import Personal Folder display, take the defaults. Then click Finish.You will see the new contacts appear.


Appendix A: Differences and Limitations

In this appendix, we compare the two environments: a Microsoft Outlook client connected to anExchange server and a Microsoft Outlook client connected to a Lotus Domino server using iNotesAccess for Microsoft Outlook. The features and services in the two environments are similar butnot identical. The objective of iNotes Access for Microsoft Outlook is to support the majority ofcommonly used functions in the most common operating system and desktop environments.

Lotus has documented features and configurations that are not supported. We have uncoveredother areas during testing. Although the list in this appendix is lengthy, the majority of items arefairly detailed and apply to a minority of installations. Read them through, be aware of them, andevaluate their applicability to your situation. We think you’ll find that very few are a subject ofconcern.

Setup ConsiderationsFollowing are “system-wide” considerations that you, as an administrator, should be aware of:

§ Notes MAPI (Messaging Application Program Interface) is the architecture that allows mailintegration between Domino and MAPI-compliant messaging applications such as MicrosoftOutlook. Notes MAPI Service Provider works only with the following:ü Microsoft Outlook 98ü Microsoft Outlook 2000ü Office 2000 mail-enabled applicationsü Customer-written MAPI programs on all Win32 platforms (Windows 9x, 2000, and Windows

NT).

§ The Notes MAPI Service Provider supports HTML messages with full fidelity and convertsMicrosoft RTF format to Notes Rich Text format with minor loss of fidelity. To use HTML inMicrosoft Outlook, select HTML as the format of sent messages. In your Person Document,your administrator must set the Message Storage field to "Prefers MIME" or "No Preference."

§ Copying repeating appointments from the Exchange Message Store to the Notes MessageStore fails. Copying single appointments works fine.

§ Addressing a Notes user from the Exchange Message Store (when creating a message) doesnot always resolve the address.

§ Incompatibilities in MAPI components might cause problems. Please be aware that numerousMicrosoft products can install MAPI components. Because some of these components areshared, problems can result if you install different versions of different products on the samemachine. For example, installing Office 97 over Microsoft Outlook 2000 can modify MAPIcomponents required to make Microsoft Outlook 2000 work properly. If problems occur,uninstall ALL products that use MAPI and then reinstall only those you need. For more help,contact Microsoft.


Microsoft Outlook features that are not availableWhen you use iNotes Access for Microsoft Outlook, some Outlook features are not available orwork differently. Following are considerations and limitations:

Mail considerations / limitations:

§ Using Deferred delivery on mail messages is not supported. Nondelivery reports cannot beresent.

Calendar considerations / limitations:

§ Repeating calendar events that repeat indefinitely. If an Microsoft Outlook user requests thata repeating meeting repeat without a specific end date, the Notes MAPI SP will convert thisrequest to a request for meetings that repeat for one year (for daily, weekly, and monthlypatterns) and 10 years for yearly requests.

§ Repeating meeting patterns of monthly on 1st, 2nd, 3rd, 4th, or last weekend day.

§ You can open an existing repeating meeting and modify its recurrence pattern and send thisas an updated meeting notice only if the time of day was changed. If the dates of the meetinghave changed, Microsoft Outlook recipients can correctly process the update but Notesrecipients cannot.

§ If you schedule a meeting that meets more than once a week, each week must have the samenumber of meetings, otherwise meetings in the last week might not be scheduled. Forexample, a meeting that meets twice a week for five weeks would need 10 meetingsscheduled. If you schedule 9 meetings, the last meeting will be omitted.

§ Repeating tasks created by Microsoft Outlook operate properly within the Microsoft Outlookclient but are not seen as repeating tasks from Notes and vice versa.

§ Appointments cannot be forwarded as iCalendar messages.

§ Meetings that span midnight are not supported.

§ Contacts field and the button at the bottom of appointment forms are not supported.

§ Changes to a description (body) of a repeating meeting are not supported.

§ Changes to the reminder status on instances of repeating meetings are not supported.

Lotus Notes client features that are not available

Lotus Notes is the premiere PIM and collaboration client from Lotus. It provides some capabilities,in conjunction with the Domino server, that are not available to users who access the Dominoserver either with a browser or with iNotes Access for Microsoft Outlook. Following are Notesfeatures that are not supported or work differently with iNotes Access for Microsoft Outlook:

Mail considerations / limitations:

§ In the mail database template, no document or view should use Notes categories.

To do list / task restriction:

§ Group Tasks (tasks created by one user and assigned or sent to other users are supported).When a task is sent it can be read by the recipient, but it is not added to the task view for thatrecipient in the case where they are part of a Group.


Calendar considerations / limitations:

§ Sending meeting notifications as FYIs. When Microsoft Outlook users receive a meetingnotification as an FYI recipient, they can accept or decline.

§ Counter proposals for recipients. If an Microsoft Outlook user receives a counter proposalfrom a Notes user, it is displayed as a message not as a calendar form.

§ Confirmations sent by the chair. If a Notes user sends a confirmation, it will be displayed inMicrosoft Outlook as a mail message not a calendar form.

§ Decline a meeting requesting that no more updates be sent. As a result, updates may be sentto the user who declined.

§ Reminder mood stamp sent by a Notes user is seen in Microsoft Outlook as an appointment.It is recommended that the reminder mood stamp not be used.

§ Repeating meeting pattern of monthly on multiple days or dates. Microsoft Outlook can onlyexpress monthly on single dates or dates (for example, every 2nd day of the month).

§ Repeating meetings that occur daily or yearly which moves meetings that fall on weekends toMonday or Friday or the nearest weekday. This service is not supported by Microsoft Outlookand should not be used.

§ Repeating meeting pattern of yearly, every nth year. If this pattern is used from Notes thedates will be correct but the pattern reported by Microsoft Outlook will be every year, not everynth year.

§ Repeating meetings that occur on a day counted backwards from the end of the month. Thisfeature only works for the last day of every month (i.e. the first day backwards from the end).

Other Differences and ConsiderationsFollowing are areas that require workarounds or slightly different procedures by your users:

Mail Addressing:§ Microsoft Outlook 98 removes the spaces from addresses that contain @s. For example, if an

address is John Smith@Acme, the address will become JohnSmith@Acme. This problem hasbeen corrected in Microsoft Outlook 2000. As a workaround, enter the addresses usingunderscores in place of spaces or quoting the addresses.

§ Use of the contacts folder as a source of addressing entries requires that the subject field(column) of the contacts folder be sorted in ascending order. To accomplish this, use DominoDesigner to modify the Extended Mail (MAIL50EX.NTF) template.

Searching:§ Notes MAPI Service Provider supports searching through the Full Text Search feature. If a

mail database is not full text-indexed, a request will be made to index it. Until the server hascompleted the indexing, attempts to search will fail.

§ To support searching, the Domino server must enable the Full Text Indexer.

§ Only text and numeric note items can be searched. As a result, some searches cannot beperformed or return no results. Searches that are not available include:


ü Sizeü Unreadü Number of attachmentsü "I am the only person on the to line"

§ All searches and the Microsoft Outlook Today view use Full text indexing. Because the indexis made current periodically, the data being displayed is not always completely up-to-date.

Views, Folders, and Message Counts § Unread counts for folders can display the wrong values. Values will be correct for the

currently displayed folder and for the folders: Inbox, All Documents, Sent, Drafts, and Trash.Counts will be wrong if messages are read or deleted from the All Documents view that residein folders other than those listed above. Since counts are adjusted whenever a folder isselected, just selecting the folder will always update the counts.

§ Notes supports the model that each message is stored once in the database and can reside inany number of folders. Notes also supports the concept of a View into the notes in adatabase. If a note is deleted from a folder it disappears from that folder and appears in thetrash. If the user deletes a note from a View, it will be permanently removed (after userconfirmation) and not placed in the Trash folder. Also it is not possible to drag a message outof a view. To move a message from a View to a folder, use copy and paste or Copy it.

§ Microsoft Outlook provides a facility to select from a number of predefined views or to modifyviews. To support views, Notes requires the use of the Notes Designer to modify the templateof the database. The provided template supports the default views and many optional viewsbut not all.

§ Service of "Group By" (Group by is a choice when you select View menu/CurrentView/Customize).

Mail Rules:§ When Microsoft Outlook 98 runs the rule that moves messages to other folders, it performs a

copy instead of a move. This problem also exists when moving messages to the Trash folder.This problem is corrected in Microsoft Outlook 2000.

§ The rules mechanisms between Microsoft Outlook and Notes are not compatible. MicrosoftOutlook rules local to the Microsoft Outlook client will work.

Restrictions on Using the Microsoft Outlook Today Page:§ Microsoft Outlook searches the mail database by doing full text search. Because the Full Text

Search index is updated only periodically in Domino, the display may be incorrect becauserecent entries may not yet have been added to the index.

§ Changing the sort order of the Tasks in the Customize Microsoft Outlook Today page does notwork.

§ Calendar entries in the Microsoft Outlook Today page may not appear. Only entries sorted byStart Time appear.

Miscellaneous Items:§ In a few cases, data sent in calendar applications by one product is not normally sent by the

other. For example, an acceptance notice sent by Microsoft Outlook does not include theinvitees, but an acceptance notice sent by Notes does. In general, the information provided iscorrect, but some expected information may not be available.


§ The outline color of tentatively accepted meetings is blue which indicates the time is booked,when the time is actually free. Note that tentatively booked meetings appear as light blue,which is correct within Microsoft Outlook.

§ Although most message properties are properly converted between Microsoft Outlook andNotes, some are not. This can be seen in some of the views and when opening messages.Some custom columns and views are not supported and will not display properly.

§ Room and Resource reservation is very different between Microsoft Outlook and Notes. It ispossible to create virtual users for each room or resource so that these "resources" show up.

§ If multiple meetings are opened and processed at the same time it may not be possible toassociate a meeting notification note with its related meeting note. A dialog box is displayed ifthis occurs.

§ Meeting notes should not be opened and processed from the All Documents view. Instead,process them from the InBox or Calendar

Previous Domino Outlook Offering vs. New iNotes Access forMicrosoft OutlookIn previous releases of the Domino server, Lotus has provided the ability to connect the MicrosoftOutlook client; however, this only supported basic messaging. This limited function continues tobe available for Outlook Express via Domino support for Internet standards such as POP3 andIMAP4. For Microsoft Outlook 98 and 2000, this was accomplished via middleware called MAPI(Messaging Application Programming Interface). MAPI allows Microsoft Outlook functionality to bemapped to the Domino server, thereby not changing the end user client experience. iNotes Accessfor Microsoft Outlook extends this support to include other capabilities such as calendaring.

Also now there is an easier distribution method for end users. In the past, there was the need for afull Notes client to be installed on the end user’s system. This is no longer the case. Distribution isnow handled through the use of Lotus’ Domino Off-Line Services (DOLS) technology, which is akey component of this new offering. DOLs technology allows Domino applications to beprogrammed to run in a disconnected environment.


Appendix B: TroubleshootingReversing the Migration/InstallationTo solve some problems, you might need to reset the Domino Server or Microsoft Outlook clientback to a state prior to migration. The following instructions show how to undo what registrationand migration (DUS) and the Microsoft Outlook client download has done.

Reversing Migration/Installation on the Domino ServerUse the following steps to undo the registration and migration that the DUS tool (DominoAdministration client) created when users have been registered

1. From the Domino Administrative client, open the Domino directory (File BB EEOpen Server,select the People & Groups tab)

2. Locate the person’s name in the list and click the Delete button.

3. To confirm deletion, click Yes. Perform this process for every user whose migration youneed to reverse.Note: You might want to open this document and locate the name of the user’s e-maildatabase because it needs to be deleted in a later step.

4. Click the Files tab.

5. Write down the exact file location of the Domino data directory as illustrated in thefollowing sample. Here the directory is /notes/dccml002.

6. From the workstation being used as the Domino Administrative client, connect to theintegrated file system (IFS) on the iSeries. This requires an OS/400 user profile. See theRedbook titled Lotus Domino for AS/400 R5: Implementation (SG24-5592) available athttp://www.redbooks.ibm.com for more information on this step.

7. Using Windows Explorer, navigate to the directory you wrote down in step 5. By default,all e-mail databases are created in the subdirectory called mail (example is/notes/dccml002/mail).

8. Using Windows Explorer, remove or delete the mail files associated with the migratedusers.

9. Stop and restart the Domino server before you attempt to register and migrate more users.


Reversing Migration/Installation on the Client If the installation on the client fails or the procedure is interrupted, for example after a connectionfailure to the Domino server, do not attempt to reinstall immediately. Follow this sequence:

1. Click on Start BB EE Programs

2. Check if you have a Lotus iNotes directory. Do one of the following:

� If yes; Select Uninstall Lotus iNotes. This process removes Lotus iNotes SyncManager and deletes all its subscriptions. or

� If no; Click on Start BB EE Settings BB EE Control Panel BB EE Add/Remove Programs

3. Check whether Lotus iNotes is present

4. If it is present, click on Add/remove BB EE OK

5. Restart the workstation.

6. Using Windows Explorer, remove the C:\Program Files\Lotus iNotes directory

Making Microsoft Outlook the Default Mail ClientThe workstation used to perform the registration and migration may not be set to use MicrosoftOutlook as the default e-mail application. To set this, run the following Command from a DOSprompt:

"C:\Program Files\Microsoft Office\Office\outlook.exe" /checkclient


Appendix C: Binary Tree’s Common Migration ToolAs an alternative to DUS, especially for more complex migrations, the Common Migration Tool(CMT) from BinaryTree.com provides an easy-to-use option for customers migrating MicrosoftExchange users to Lotus Domino on the IBM ^ iSeries. CMT allows administrators toimport users from multiple Exchange servers and automatically register them in Domino. Thisfeature is extremely useful in server consolidation projects.

CMT migrates data stored on either the server or local workstation including the following:ü mail, foldersü Contactsü Groupsü Calendarsü Tasks

CMT journals all migrations using advanced logging features. For administrative ease, youconfigure and run the CMT application from a single Domino application (.nsf file) residing on theiSeries Domino server. It provides an intuitive user interface for the administrator to schedule usermigrations.

The Common Migration Tool supports migration from many e-mail and calendar systems to LotusDomino: ü Lotus Organizer7 (97, 4.0, 5.0, 6.0) ü Microsoft Outlook (97, 98, 2000) with Exchange Serverü Microsoft Outlook Express 4.xü MS Schedule+ 7.xü MeetingMaker (4.x, 5.x, 6.x)ü Netscape Messenger 4.xü Novell Groupwise (4.x, 5.x)ü Eudora (3.x, 4.x)

The CMT is priced on a per user basis and ranges in cost per user based on volume. For moreinformation on the Common Migration Tool, please contact BinaryTree.com. The email address [email protected] or visit us at http://www.binarytree.com.


Appendix D: CoexistenceWhile planning an iNotes Access for Microsoft Outlook migration, you might find it necessary toprovide transparent e-mail and directory synchronization to Microsoft Outlook users on bothMicrosoft Exchange and Lotus Domino servers. This coexistence environment is not intended forextended use and requires additional planning, set up and continued maintenance during themigration process. This appendix contains a brief summary of three coexistence techniques youmay find useful during a migration process. A detailed step-by-step guide can be found in theforthcoming IBM Redbook (SG24-6230) available at http://www.ibm.com/redbooks. Domino Directory AssistanceThe Lotus Domino server provides a function called Directory Assistance. Directory Assistance isa feature that helps manage name lookups in organizations that use multiple Domino directoriesand/or third-party LDAP directories. A directory assistance database associates each Dominodirectory/LDAP directory with specific hierarchical names so that when looking up a hierarchicalname, Domino first searches the directory that contains names in that hierarchy. DominoDirectory Assistance can be used in a coexistence environment to provide iNotes Access forMicrosoft Outlook users access to Microsoft Exchange Custom Recipients.

Microsoft Connector for Lotus NotesThe Exchange Connector for Lotus Notes is a new feature of the Microsoft Exchange 5.5 server.It provides a component that synchronizes one or more Domino Directories (Name and Addressbooks) with the Exchange directory. Synchronization is bi-directional and can include customrecipients as well as mailboxes. The names and addresses of distribution lists (Notes "groups")can be synchronized with some restrictions on the Microsoft Exchange server configuration.

As delivered, the product synchronizes a useful subset of the many attributes supported by thetwo directories. You can add or remove mapped fields that allow synchronization between Notesand Exchange.

Using the Connector during coexistence allows users to see the same mail on both servers, to seethe most recent address book changes made on either server, and to view the other server’saddress book entries.

Setting SMTP relay hostYou might need to route all e-mail from the Domino server through the Microsoft Exchange serveruntil you’ve migrated all users to the Domino server. This technique preserves the reply-to Internetaddress for iNotes Access for Microsoft Outlook users. Configuring this capability requirescustomization on the Domino server and the associated Microsoft Exchange server.

The Domino server requires the TCP/IP name of the Microsoft Exchange server specified as theRelay host for messages leaving the local Internet domain field. You can find this field in anexisting Configuration document under the Router/SMTP tab. You might need to create a newConfiguration document if one does not already exist for your Domino server.

Microsoft Exchange server must be at the latest service pack level and following parameter mustappear in the Exchconn.ini file in the [LME-NOTES-MEXOUT] section:INCAPSULATESMTP=NO


Trademarks and DisclaimersReferences in this document to IBM products or services do not imply that IBM intends to make them available in everycountry.

The following terms are trademarks or registered trademarks of International Business Machines Corporation in theUnited States, other countries, or both:

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OS/400iSeriesAS/400eOperating System/400IBMAS/400

Lotus, Domino, Lotus Notes, iNotes, Lotus Organizer, and QuickPlace are trademarks of Lotus DevelopmentCorporation in the United States, other countries, or both.Java and all Java-based trademarks and logos are trademarks or registered trademarks of Sun Microsystems, Inc. in theUnited States, other countries, or both. Microsoft, Windows, Windows NT, Outlook, and the Windows logo are trademarks of Microsoft Corporation in the UnitedStates, other countries, or both.Intel and Pentium are trademarks of Intel Corporation in the United States, other countries, or both.Other company, product, and service names may be trademarks or service marks of others.

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