7 Steps for a Successful Migration from Domino to Exchange 2013

Written by Declan Conroy, founder of Cheddon Limited

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Abstract Features of Exchange 2013 that affect Exchange Server 2013 is the latest version of the flagship Domino migrations messaging and collaboration platform from Microsoft. Many of the new features of Exchange 2013 focus on providing This new version offers improvements in cost of ownership, enhanced levels of redundancy, availability and simplicity for flexibility of integration, and ease of both use and management, users, and therefore do not significantly affect migration from as well as exciting enhancements in the areas of high Domino to Exchange. However, there are some important availability and hybrid integration between on-premises and differences between migration to Exchange 2013 and cloud implementations. migration to earlier versions of Exchange.

This white paper will help you understand the process of The only way for an Outlook client to connect to an Exchange migrating from Domino to Exchange 2013, including how the 2013 mailbox is via Outlook Anywhere. features of Exchange 2013 will affect your migration. It details The native Microsoft Messaging Application Programming the seven key steps for migration and presents a number of Interface (MAPI) protocol (also known as Exchange RPC) is no best practices to help ensure a seamless transition. longer supported. All client communication is now via RPC over HTTPS, so the only way for an Outlook client to connect to an Exchange 2013 mailbox is via Outlook Anywhere. The Global Address List is the Exchange The following archives are relevant in a equivalent of the Domino Directory. Domino migration: In Exchange 2013, the Global Address • Lotus Notes archives List (GAL) is the Exchange equivalent of • Outlook .pst files the Domino Directory. The Exchange • Exchange 2013 personal archives GAL is a filtered view of Active Directory objects, showing both standard user Lotus Notes archives attributes and Exchange attributes. Lotus Notes archives differ from Outlook Domino maintains its own directory, archives and Exchange 2013 personal much like Exchange 5.5 used to do. The archives in both layout and ease of primary Domino directory is also known use. How the archive functionality is as the Names and Address Book (NAB) accessed depends on the exact version or the public address book, and it is of Notes; however, the key differences contained in the database names.nsf. In are as follows: addition to names.nsf, any number of • Within the Notes client, a document or secondary address books may also exist. multiple documents can be selected and archived; manual Outlook archival is driven No native tools are provided for by the archive wizard. Both products Some aspects coexistence or migration. support auto-archive settings. Exchange 2013, like Exchange 2010, • The Notes archive contains the same folder of migration and provides no native tools for establishing structure as the mail file in its entirety; in coexistence, such Domino and Exchange coexistence Outlook, you can choose which folders to or performing a migration. Microsoft’s include in the archive. as AD object coexistence tool for Domino was • Domino archives are designed to be fully called the Transporter Suite, and it was supported for local or server storage; provisioning and discontinued after Exchange 2007. Outlook .pst files that are used for either free/busy calendar manual or auto-archiving are explicitly The lack of native interoperability and designed for local disk storage only. lookups between migration tools impacts Exchange 2013 • Notes archive settings can be managed by migrations because some aspects of administrator-controlled policy settings Domino and migration and coexistence, such as documents. This is similar to Outlook Exchange, are AD object provisioning and free/busy administrative templates or Group Policies, calendar lookups between Domino but it is used more extensively in Domino. simply not possible and Exchange, are simply not possible without third-party products. Outlook .pst files without third-party Organizations frequently limit the size products. If no other method for provisioning AD of Exchange user mailboxes to 5-10 objects is available, or the Transporter GB to prevent performance problems. Suite is required for free-busy Therefore, users often move mail from interoperability, the only option is to use their primary mailbox into a .pst file to an Exchange 2007 bridgehead server keep their mailbox size down. They also in the Exchange 2013 environment. use .pst files for other purposes, such Even with the native Exchange 2007 as to keep all mail from a certain year in Transporter Suite, many aspects of a single file. Users can move mail into coexistence can be problematic, such a .pst file manually, or Outlook Auto- as Notes Active Mail and document links, Archive can automatically move mail at a as well as mail or calendar formatting regular interval. inconsistencies. However, .pst files have important Migrating data archives drawbacks. They can be costly to store, An effective email migration requires difficult to back up, and inconvenient an understanding of the different types to use because they are available only of data stores and archiving processes on the local machine where they are in both the old and new mail systems. stored. Pst files were never designed or

2 intended for network storage and can your live business data in mailboxes. detrimentally affect server performance. Migration tools like Notes Migrator for Moreover, .pst files represent a Exchange support adoption of these significant compliance risk, since there is hybrid on-premises/cloud environments no easy way to recover and present .pst by enabling migration to Exchange data to auditors or regulators. Server and Exchange Online.

Exchange 2013 Personal Archive Migration challenges To address the problems with .pst files, There is more to a successful migration Exchange 2013 maintains the Personal than installation of the correct software Archive (which was introduced in and patches. Migration challenges tend Exchange 2010). This operates as a to fall into three broad categories: secondary mailbox that can be stored on • Technical either the same or a different database • Logistical (processes) as the primary mailbox. Mail is moved • Cultural (people) automatically from the primary mailbox into the Personal Archive based on Technical challenges the policies you set, so users can meet Migration to an existing target Exchange mailbox size requirements without 2013 system typically involves two Migration of email creating new .pst files. Archived .pst technical challenges: files can be imported into the archive, • Ensuring coexistence from Lotus Domino so they can be managed, backed up • Migrating data to Exchange will and searched as required by your organization. Unlike .pst files, the Ensuring coexistence not necessarily Personal Archive is fully discoverable Domino is more than just a mail server, and can even be put on litigation hold and Notes is more than just a mail render Domino or to prevent changes and deletions from client. Migration of email from Lotus Notes obsolete, and destroying evidence. Domino to Exchange will not necessarily render Domino or Notes obsolete, and therefore interim The Exchange Personal Archive works therefore interim or long-term retention just like a user’s regular mailbox, so no of Notes and Domino, as well as or long-term additional training is required. It works coexistence with Exchange, is far more retention of Notes with Outlook 2007, Outlook 2010, likely to be needed than with migrations Outlook 2013 and Outlook Web App, from other email products. and Domino, as and is available anytime you have a connection to the Exchange server. A migration from Domino to Exchange well as coexistence is complicated because the Lotus with Exchange, is How these archives affect migration Notes client is used for both email How do these archives affect migration? and application access in the source far more likely to One key to a successful move to environment, and the integrated nature Exchange is to bring all of your email of the client makes it possible to link, be needed than data under the control of Exchange display and access documents within with migrations so it can be managed, backed up and databases, and to display active content. searched. Dell offers tools that can from other email migrate Notes archives into Exchange Separating the mail element from the Personal Archives. integrated application aspects of the products. Notes client introduces challenges with Exchange 2013 enables you to host the live content where messages expect primary mailbox on-premises and the a Notes client to display and function archive mailbox in the cloud. This means properly. This content can include you could allow a third party (Microsoft) document links, embedded buttons, to manage your legacy archive data, tabbed tables and even encrypted including backups and storage, while content. Migration of these applications you maintain closer control over to an alternative such as SharePoint

3 needs to be routed properly to the using a product such as Dell Notes outside world. Migrator for SharePoint can often be a separate project in its own right. If you treat the combined mail system of Domino and Exchange as a whole, then Coexistence during a mail migration you can reduce these four cases to two requires that the two email systems simpler scenarios: behave, look and feel to the end users • Mail within the system as a single system. This requires some • Mail to and from the system thought in three areas: • Directory synchronization Calendar and free/busy lookups • Mail flow Legacy Domino calendar content • Calendar and free-busy lookups such as appointments and meetings can be migrated easily to Exchange, Directory synchronization but collaborative use of calendaring The first key coexistence step is between Domino and Exchange 2013 is provisioning of objects in Active not delivered by either product natively. Directory. If the AD object doesn’t exist, it won’t get a mailbox or appear in the Because the Transporter Suite was Domino Exchange GAL. Getting AD right discontinued after Exchange 2007, is critical. distribution groups free/busy calendar lookup between Domino and Exchange 2013 can be When Domino and Exchange 2013 can contain external accomplished only by using Exchange exist in parallel, both systems should 2007 as a bridgehead server, or via third- SMTP addresses. have the same view and agree on the party products such as Dell Coexistence definition of users, groups and resources. Manager for Notes. Notes Migrator Both systems need to display the same address book or GAL. for Exchange can Even with free/busy calendar lookup, only basic meeting requests will work automate the One challenge to watch out for is that natively; certain calendar data may not Domino distribution groups can contain translate properly. For example, updates creation of contacts external SMTP addresses. This isn’t to recurring meetings may process possible in Exchange, where distribution for these external incorrectly, attachments in calendar groups must contain mailboxes, mail invitations may be lost, and users may addresses as part contacts or other distribution groups. have difficulty reserving resources across systems. of the provisioning Notes Migrator for Exchange can automate the creation of contacts for process. Migrating data any external addresses as part of the After planning for coexistence, you can provisioning process. begin moving data. This step is usually the longest and most visible to the Mail flow user community. Begin by asking the Ensuring accurate and continuous mail following questions: flow requires planning for the following • How much data do you intend to move? four cases: • How much space does it consume now? • Mail from a non-migrated Domino user or • How much space will it consume after it’s application needs to be properly routed to moved? users already migrated to Exchange 2013. • Where will the migrated data reside after • Mail from migrated users needs to be migration? routed correctly to users still on Domino. • Mail from the outside needs to be The choices for migration include: routed correctly to Domino or Exchange, • Not migrating data—every Domino user depending on which mail system the gets a new, empty mailbox in Exchange recipient is using. 2013, with no data migration. • Mail from either Domino or Exchange

4 • Using the Exchange 2007 Transporter Suite. The content of the training is also critical. • Using a third-party tool, such as Notes The vast majority of help desk calls after Migrator for Exchange. a migration fall into the following two Logistical challenges categories: • Training requests—Users will ask: “How do I The logistics of managing a Domino do in Outlook what I already knew how to migration to Exchange include the do in Notes?” following three areas: • Inconsistencies between source and target • Migration schedule address lists—These lead to non-delivery • User training and support reports (NDRs) caused by missing users or • Deploying Outlook to the desktop missing distribution lists or membership.

The migration schedule To minimize training requests, choose In its simplest form, a migration schedule a training course or trainer who doesn’t Coordinating and needs to include a list of names and simply cover textbook Outlook, but is dates. Start with a definitive list of managing migration familiar with issues for users moving users, mailboxes and resources, and from Domino and Notes. The most logistics is a full- then, with some careful coordination confusing topics to Domino users new by office location and department, to Outlook are “delegate and shared time job. Migrations draft a migration schedule. Finding the access,” “send on behalf of” and “send right time for each department can be go far more as.” Also be sure to train users on the a challenge: you should consider the Domino and Outlook features that smoothly when this role that the department plays and sound similar but behave differently, any calendar or scheduling deadlines such as mail tracking and message recall. role is assigned and they may have, such as end-of-month for sales people, financial year-end taken seriously than The second type of support calls can for accounting departments, or shift be minimized by careful object and when a more laid- schedules for businesses that operate resource provisioning in Active directory. outside of regular 9–5 office hours. back and reactive Deploying Outlook to the desktop Coordinating and managing migration approach is used. Don’t overlook Outlook deployment and logistics is a full-time job. Migrations configuration. Outlook 2013 is the client go far more smoothly when this role is of choice for Exchange 2013. There are assigned and taken seriously than when several ways to deploy Outlook: Group a more laid-back and reactive approach Policy, System Centre Configuration is used. Manager or manual install. There are also many configurable options that can be User training and support customized and tailored using the Office Notes and Outlook behave differently. Customization Tool, which has replaced As you migrate users to Outlook and the Custom Installation Wizard. Exchange, your processes and help desk staff needs to be able to support them. It’s very likely that in addition to The best way to smooth the transition deploying Outlook, Lotus Notes will for staff is to provide basic training at remain on the desktop for continued the right time. You don’t want to train access to Notes document links, users too late, but if you train them Domino databases, Domino applications too early, the training will be forgotten. and Active Mail. Don’t underestimate the work involved in coordinating training schedules as Active Mail consists of Notes messages you migrate batches of users. Make with live content that require a Notes allowances for each department’s client to function properly. Active Mail scheduling constraints, including sick can include Notes encryption, stored leave and vacations, as well as for forms, embedded buttons, hotspots, new employees. collapsible sections and tabbed tables.

5 A good way to handle Active Mail is Also messages that remain encrypted to encapsulate it into an attached .nsf cannot be migrated unless you use file delivered to the Outlook client for Notes Migrator for Exchange’s Self migrated users. Clicking on the .nsf Service Desktop Migration (SSDM) file allows Active Mail to be correctly utility. Therefore, the reality is that not rendered and actionable from within the every message in Domino will exist Notes client. in Exchange after the migration. Pick an achievable goal, such as that 98 Cultural challenges percent of messages should be migrated The migration can cause great stress to for 98 percent of mailboxes. Tracking both your IT department staff and your the percentages is a key measure of end users. Not everybody is going to a successful migration, and tracking welcome Microsoft Exchange. Users results is possible only if you start with a may have strong loyalty to Notes and pre-migration assessment. Domino, and you may have to deal with fear, uncertainty, doubt, and possibly In addition to establishing completion passive or even active resistance. criteria, a pre-migration assessment Administrators may resist the change, should ask the following questions: A good way to especially if the migration to Exchange • How many Domino domains, Domino Mail 2013 is likely to reduce the number of IT servers and physical servers exist? handle Active Mail staff required. • How many mailboxes do you have? is to encapsulate • How many of these orphaned or inactive? Don’t underestimate the work involved • How much data is there between the it into an attached in communicating and managing this combined mailboxes and archives? culture change. • How much data is encrypted? Which users .nsf file delivered to have encrypted data? the Outlook client The seven steps to a successful • How many private folders exist? migration • Which users have document links? How for migrated users. Overview many? A successful migration should include • How much data do you intend to migrate, Clicking on the .nsf the following steps: for example: all of it, two years’ worth, or file allows Active 1. Perform a pre-migration assessment. only the last six months of data? 2. Establish Domino and Exchange 2013 • Will Notes archives be migrated to Mail to be correctly coexistence. Exchange 2013 Personal Archives or to 3. Provision your Exchange 2013 mailboxes. Outlook .pst files? rendered and 4. Set a migration baseline. • How much storage do you estimate you actionable 5. Run a pilot migration. will have after migration? 6. Plan data storage. from within the 7. Migrate your data and track migration Prior to migration, it is important to progress. have a definitive list of mailboxes, an Notes client. approximate number of items and an Step 1. Perform a pre-migration estimate of data size. Knowing the assessment. mailbox sizes is important; it enables Before you begin your migration, try to you to batch mailboxes together gain a clear understanding of what will with confidence in a properly scaled be involved and what criteria you will migration infrastructure, to estimate use to measure success. Agreeing that quota requirements in the target, and to you are finished can be difficult if you estimate migration timings per batch. don’t agree up-front on the definition of “finished”. Be realistic. In particular, understand that it is unreasonable to expect 100 percent of your data to be migrated. Not every Domino message type has an equivalent in Exchange.

6 Step 2. Establish Domino and Exchange Option 1: Modified “Forwarding Address” 2013 coexistence. field You need to identify how you intend Probably the simplest way to pass mail to provide directory synchronization from Domino to Exchange is via the between Domino and Exchange 2013 Domino user’s Forwarding Address. to ensure that the Domino Address Forwarding Address works much the Book and the Exchange Global Address same as targetAddress does in Exchange: List reflect the same users, distribution it forwards mail that should have groups, and resources. been delivered locally to the specified address in the Forwarding Address field You should also give consideration to of the user’s Person document. Once calendar integration and free-busy a user has been migrated, his or her information sharing. The options Person document is configured with available are: a Forwarding Address that uniquely Dell MessageStats • No free/busy or coexistence functionality resolves to his or her new between Domino and Exchange 2013 Exchange mailbox. Reports for • Basic free/busy information sharing via the Lotus Notes can Exchange 2007 Transporter Suite Both Forwarding Address and • Feature-rich calendar coexistence and targetAddress can be set and cleared provide invaluable collaboration (including free/busy) provided from Dell® Notes Migrator for Exchange, by a third-party vendor and Notes Migrator can be used pre-migration to manage mail flow before and assessment and Use SMTP routing to route mail between after migration. Domino and Exchange, and between reporting, and it the combined Domino/Exchange hybrid Note that Forwarding Address is a system and the outside world. Take server-side forward and the message integrates with note of message size limits and never reaches the user’s mail file. So Notes Migrator for message formats. be careful: if the Forwarding Address specified is invalid, the user won’t Exchange to provide Mail flow with the outside world works receive the mail. as follows: In order for two mail systems real-time reporting to share a common mail domain, one Also be aware that due to the way in throughout the system needs to be authoritative, and which Domino resolves and displays mail the other needs to be non-authoritative. addresses for internal mail sent to users entire migration Mail is passed to the non-authoritative with Forwarding Address set, this address system first, which delivers mail for any can and will leak out of the organisation project. mailboxes it owns, and then passes onto the public Internet, so it ideally (or forwards) mail for unresolved needs to be intuitively recognizable and recipients to the authoritative system. publically resolvable. The authoritative system is the end of the line: if it has a matching mailbox, Option 2: Modified “Mail Server” field it delivers the mail; if it doesn’t have a More recent versions of Domino (from mailbox, it generates a non-delivery v6 onwards) offer a slightly more report (NDR). seamless or transparent solution to the user population for mail forwarding from Mail flow between Domino and Domino to Exchange for migrated users. Exchange can be achieved in either of It involves some configuration in the two ways: Domino environment and modification • Modified “Forwarding address” field of a field of the Person document that • Modified “Mail Server“ field can’t be set by the Dell tool, but is easily set via a simple Lotus agent or via Both of these mail flow options are LDAP command. implemented per migration batch at the time of migration.

7 In very simplistic terms, a Notes The simplest way to provision Exchange Named Network (NNN) or Domino 2013 mailboxes is to pre-provision users Named Network (DNN) is created to in Exchange as contacts that route mail represent the Exchange environment. back to Domino. These contacts are A Connection document is created then converted to mailboxes as part of to control mail flow to this NNN. The the migration process. destination server specified in the Connection document for this NNN Pre-provisioned contacts are simpler to is actually the Exchange 2013 Client work with and understand. A mailbox Access Server. A real server document will only ever exist in one place, and this for this destination server needs to be is as it should be. Contacts in the target created in the Domino directory. Mail become mailboxes at the same point flow is restricted so that mail flows over that mailboxes in the source become the SMTP protocol only and not using contacts, and mail flow is simpler the native Notes Remote Procedure because there is only one place for mail Call (NRPC). to be delivered. Contacts appear in the Exchange GAL differently than mailboxes, Once a user has been migrated, the so it’s very apparent who is live on One key to a “Mail Server” field in the user’s Person Exchange and who isn’t. document is updated to reflect the successful move value of the destination server in the Pre-provisioning full mailboxes in to Exchange is to connection document for the NNN that advance also enables you to avoid many represents Exchange. Domino tries to Outlook-related issues with nickname bring all of your reach the NNN using the only allowed caching and auto-completion, as well protocol (SMTP), and passes the mail as timing issues with offline address email data under the directly to the Exchange organisation. book generation and client download. control of Exchange Care must be taken with this approach These can arise depending on how you as to when the Person document is choose to create contacts or to convert so it can be modified, because the modifications contacts to mailboxes. could impact access to and hence data managed, backed migration from the Domino mailbox. When provisioning your Exchange 2013 up and searched. mailboxes, pay particular attention to the Step 3. Provision your Exchange 2013 following: Dell offers tools mailboxes. • In order to mailbox-enable a user or There are two options when provisioning resource in Exchange 2013, the user that can migrate in Exchange 2013: or resource must be provisioned in AD. Notes archives into • Users can initially be pre-provisioned in When creating AD objects, remember that Exchange as contacts that route mail Domino distribution groups can contain Exchange Personal back to Domino. These contacts are then SMTP addresses; these will require special converted to mailboxes as part of the consideration before Exchange distribution Archives. migration process. groups can be populated. • Alternatively, users can be pre-provisioned • Be aware that Domino mail-in databases as full mailboxes that route mail back to are essentially mailboxes without Domino. corresponding users; they are databases that are configured to receive mail. The The net result is similar, although closest Exchange equivalent to this is each option has strengths and the resource mailbox, which requires an weaknesses. These options tie in closely associated but disabled AD user object. with coexistence; provisioning and coexistence can in fact be done in either Step 4. Set a migration baseline. order, or in parallel. After you obtain a definitive list of mailboxes for migration from your

8 pre-assessment, you need to know Other factors that affect throughput how fast the data can be moved. This are server and mailbox placement. information comes from a migration Multiple Domino Mail Servers will give baseline that is obtained by performing a you better performance than having controlled migration of a known quantity all of your mailboxes on a single server. of production Domino data on a single In collocated on-premises Domino to migration server. Exchange migrations, we’ve often seen throughput of 20 GB/hour on a regular Production data and production systems basis, but the figures vary, and we’ve are critical for several reasons: seen anything from 2-24 GB/hour. In • You need to understand how the general, 6-10 GB/hour is a good target production environment is going to to aim for. behave; a baseline in a lab environment does not provide that information. The migration baseline feeds into several Be aware • You can gain some level of expectation other migration and planning activities, that Domino about encrypted messages, the number of including: instances of message types that don’t exist • Planning the migration schedule—The mail-in databases in Exchange, and target thresholds to aim baseline throughput per server multiplied for based on your sample data. by the number of migration servers dictates are essentially the volume of mail that can be moved, mailboxes without The migration baseline comes down to a and hence the number of mailboxes per number: the throughput in GB/hour. The migration batch, as well as the number of corresponding throughput dictates how long the total required batches to complete the project. data volume will take to migrate, and • Establishing success criteria—The test users; they are therefore how long the project will run. migration used to establish the baseline databases that will also help you estimate the number of Throughput is a function of several errors to expect from the Domino data. are configured to factors, including the bandwidth Notes Migrator for Exchange logs errors available to Domino in a WAN related to failed and skipped messages, so receive mail. The environment and server performance you can set expectations with users about closest Exchange as limited by memory or CPU. There what data will migrate, what won’t, and are several ways to help optimize what issues should be expected. equivalent to this throughput. Notes Migrator for Exchange is multi-threaded, and each Step 5. Run a pilot migration. is the resource thread moves a certain amount of The goal of a pilot migration is to identify mailbox, which data per hour; increase the number of challenges you might face once full threads and you increase your migration migration starts, and to determine how requires an performance. Another option is to scale to prevent or resolve them. Therefore, out instead of scaling up: if the migration you should expect and even welcome associated but server starts to get stressed, run two or problems during the pilot migration. A disabled AD user more in parallel. pilot migration must be large enough However, scaling up or scaling out the to capture a representative sample of object. migration infrastructure can overcome the issues that can be expected during bottlenecks only up to a certain point. migration. If the number of mailboxes Somewhere along the line you are likely you are migrating is in the to hit an optimal throughput. Exchange low thousands, including about five 2013 Server by default will allow only percent of the total user population 32 MAPI sessions for each migration should give a good sample; for account, and the legacy Domino server extremely large migrations, the can cope with only so many client percentage can be smaller. connections before the CPU exceeds 80 percent.

9 Step 6. Plan data storage. spreadsheet and graphed within minutes Before you begin migrating data, be of completing the migration. Figure 1. aware that the amount of disk space required on the target can vary greatly Tips and best practices for from the source. migration to Exchange 2013 Over many migration projects, we’ve Domino database indexes can account picked up some general tips and advice for significant percentages of database that make a migration project from size and it’s not uncommon to see Domino to Exchange go more smoothly. indexes in the region of 40–60 percent of total database size. View indices are Recognize the difference between created when a view is accessed, and Outlook and Lotus Notes. the more views that exist of the data in The Notes client and Domino server the database, the larger the view indices have many more features and are as a percentage. capabilities than Outlook and Exchange Server. Try to take this into consideration We’ve seen reductions in data volume from day one. It may be necessary to from 380GB in Domino before migration retain Lotus Notes on the desktop for To measure to 318GB on Exchange after migration some time in order to provide on- based on index reduction alone. going access and support for existing migration success, Obviously the only way to know how applications and databases and you can use the sum your data is going to behave is to test it. Active Mail. Know your numbers and your limits. of error count plus Step 7. Migrate the data and track Run enough test migrations to migration progress. understand the performance limits of skipped mail count After migration of each collection, Notes the Domino and Exchange systems as a percentage Migrator for Exchange produces, among and the migration infrastructure. Spend other summaries, a user migration status time with the logs and the numbers of total mail. If that per collection that lists the total mail to understand the percentages of count, migrated mail count, skipped mail messages that migrate or fail to migrate, percentage is 98 count, and the total number of errors or and how fast data is moving. percent or higher, warnings per mailbox. Pay attention to message, mailbox and you can confidently Interpreting this data is not rocket database size limits, since mismatched science, but is worth agreeing up front limits can result in large messages failing sign off on the what constitutes success for each group to migrate or messages failing because mailbox as or department. mailbox limits have been reached. a success. Notes Migrator for Exchange Scale your Exchange transaction log summarizes key migration statistics so volumes during migration. you can evaluate migration progress. Exchange database changes are written The results from a batch of migrated to transaction log files. In a migration mailboxes can be dropped into a scenario, all migrated data is new data to Exchange and gets written to logs

Figure 1. Notes Migrator for Exchange summarizes key migration statistics so you can evaluate migration progress.

10 before it is committed to the database. Outlook client configuration Every 100GB of database is also 100GB The Outlook client configuration that of log files. Therefore, without correctly works for one organization may not scaled log volumes, you run the risk of work for another. However, there are a log volumes filling up during migration. handful of configuration options that are Other options include circular logging often very important: or more frequent backups to clear • The file size limits of Outlook 2013 (and down the log files during busy migration 2010) are now significantly larger than windows. During the migration, you Outlook 2007 and 2003 and can grow to should give Exchange 2013 the low-cost 50GB by default, and even larger if required. disk that it needs to allow for transaction Before enabling Outlook to run in cached logs to grow. mode, be aware that it may consume large volumes of local disk space. Allow for replication Be flexible with maintenance windows, • The second important Outlook but don’t cancel them. configuration I recommend is to include latency to avoid a Don’t neglect regular maintenance the Outlook Address Book as a service of both the source and target in the default Outlook MAPI profile. This window—no matter systems during migration. Expect service controls the availability of the how brief—when that maintenance and administration “Show this folder as an email Address Book” activities may need to change. In check box on the “Outlook Address Book” mail is effectively particular, remember the following: tab for contacts migrated from Domino. • Domino maintenance has likely been Without the MAPI Address Book service lost by being scheduled to coincide with low productivity installed, migrated users can’t actually use hours, such as evenings and weekends. any of their migrated address books for delivered to a These same low productivity hours will most automatic recipient resolution, which is a source mailbox after likely be the first preference for migration, source of real frustration. so the maintenance window may have to • Two small configuration options that tend the source mailbox move, but it should not be simply cancelled. to be popular are to enable Spell Check by • Exchange backups may have to be default and to set the default mail format content has been run more frequently to handle increased to HTML. migrated but before transaction logging with on-premises • Finally, Coexistence Manager for Notes is Exchange. well worth consideration and evaluation the mail routing for the increased Notes functionality it updates have been Don’t overlook replication. will enable in the Outlook client during One of the most powerful features coexistence. replicated for of Domino is its built-in database replication. User mail files and the Summary the mailbox. Domino Directory may have multiple Exchange 2013 offers important new replicas in multiple places. Notes functionality, including the ability to Migrator for Exchange can be configured closely integrate on-premises and online to work with mail file replicas. deployments. For this reason, migrating from Domino to Exchange can offer Coordinating the migration of mail significant benefits. Understanding the content and the updating of mail flow common challenges of migration and via either of the two methods mentioned following the migration procedure in Step 3 above must allow for outlined in this document will help replication latency to avoid a window— ensure that your project is successful. no matter how brief—when mail is effectively lost by being delivered to a source mailbox after the source mailbox content has been migrated but before the mail routing updates have been replicated for the mailbox.

11 About the author Declan Conroy has worked with Microsoft messaging solutions since MSMail and has been a messaging consultant for over 15 years, working in both Compaq and Hewlett Packard. Declan is the founder of Cheddon Limited, an IT consultancy company that specializes in technology adoption and technology migration with a focus on email and mail migration projects from platforms such as IBM Lotus Notes/ Domino, Novell GroupWise and previous versions of Exchange.

In his spare time, Declan is a keen barefoot distance runner and likes to swim in open water. Before enabling For further detail on any of the advice, Outlook to run in tips, and experiences in this article, cached mode, be please feel free to contact Declan at [email protected]. aware that it may consume large volumes of local disk space.

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