Lotus Notes to Office 365 Migration Guide


This is the complete onboarding task flow for migrating mailboxes from On-Premises Lotus Notes, or On-Premises Lotus Domino, to Office 365. 

This migration guide contains the necessary steps to perform the actual migration, but there are many steps to preparing for migration. If this is your first time performing a migration, we have created a Migration Planning & Strategy Guide to walk you through planning, set-up, and general migration best practices.

To discover what items are moved with MigrationWiz in this scenario, and which items will not be moved, see Moved Items. Note that these items will vary by source and destination, so check the proper environment listings carefully.

MigrationWiz is a migration tool, not a syncing tool. If changes are made at the source after migration, they will not sync to the destination, nor will changes made at the destination sync to the source. We do not have “live” monitoring of changes (as with a sync agent) and we cannot handle scenarios such as conflict resolution without user interaction.

Lotus Notes requires local software installation to use MigrationWiz, as there are no remote APIs for the messaging system. The Lotus Extractor is a small console application (a standalone .exe file) responsible for extracting data from the Domino server and securely streaming this data to the MigrationWiz platform. The requirements for running the Lotus Extractor can be found here: What are the requirements for running Lotus Extractor? The steps to install this extractor are included in the Prepare the Source Environment section of this guide. After installing the Lotus Notes Extractor, you can then manage the migration from the MigrationWiz web portal (e.g., to stop/start migrations, view statistics, etc.).

MigrationWiz supports the capability to share migration projects across a Workgroup. Migration projects are no longer tied to individual accounts, they are tied to Workgroups. When Workgroup Administrators turn on the Project Sharing feature, all Agents besides those who are Inactive are able to view all migrations projects. For more information, visit Project Sharing in MigrationWiz.

Prepare the Source Environment

  1. Set up an administrator account for migration on the Domino server. For more information, see How do I set up an admin account on Lotus Notes or Lotus Domino server?
  2. Perform mailbox cleanup:
    • Mailboxes should be emptied of unneeded/unsupported data:
      • Old/unwanted email (this will reduce the time for migration)
      • Large attachments (any attachment larger than 150MB will not be migrated)
      • Unwanted mailboxes should be archived/deleted according to company compliance policies.
  3. Synchronize users' personal address books on the Lotus Domino server. For more information, see How can I synchronize my Lotus Notes contacts on the Lotus Domino server?
    • Lotus Notes contacts are stored locally on the users’ hard drives, in a local .nsf file. In order to migrate them, each user must synchronize their personal address book on the Lotus Domino server before the migration begins.
    • We recommend that you send an email to all users with instructions on how to synchronize their personal address books. Provide them the instructions in How can I synchronize my Lotus Notes contacts on the Lotus Domino server?.
  4. Set up the Lotus Notes Extractor. For more information, see How do I set up the Lotus Notes Extractor?
    • Deploy each Lotus Extractor within the Local Area Network where its target Domino server is located.
    • The Lotus Extractor will require ports 80 and 443 to be open.
    • Do not deploy Lotus Extractor on a machine on which the Domino Server is deployed.
    • Do not deploy more than one instance of Lotus Extractor on the same machine.
    • Running the Extractor now will result in a message that the Extractor is unable to find a mailbox connector. This is an expected message and is not a problem for this step.


Prepare the Destination Environment

  1. Create an administrator account in Office 365 to be used for migration, or use the global administrator account for the tenant. For more information, see How do I create an administrator account in Office 365, and then use this during migration?
  2. Set up accounts on Office 365 and assign licenses. These can be created in several ways:
  3. Prepare the tenant to send and receive large mail items. How do I migrate large mail items to Office 365?


MigrationWiz Steps

  1. Create a Mailbox Migration project. For more information, see How do I create a new migration project?
    • You will create one project per Lotus Extractor.
    • The server for each Source Server Name will be the Lotus Notes Identifier from the Lotus Extractor. See the screenshot in this article: How do I set up the Lotus Notes Extractor?
  2. During the migration set up, create the Source and Destination endpoints. For more information, see View, Add, and Edit Customer Endpoints.
    • For the Source endpoint:
      • Click New > Enter endpoint name > Endpoint type: Lotus Notes 6.5+.
      • In the Server Name field, enter the Lotus Extractor Identifier.
        • Create separate Source endpoints for each Extractor that you set up. These will be used when setting up your MigrationWiz projects. You will be setting up one MigrationWiz project per Extractor.
        • The Lotus Extractor Identifier was generated in Step 8 of How do I set up the Lotus Notes Extractor? when setting up your Lotus Extractor(s) and is at the top of the Lotus Extractor window.
    • For the Destination endpoint:
      • Click New > Endpoint type: Microsoft Office 365.
      • Click the Provide Credentials radio button and enter the administrator account credentials for the account that was set up under the "Prepare the Destination Environment" section of this guide.
  3. Add the accounts (also referred to as "items") to be migrated to the project. You can use the LotusExtractor.csv that was generated when setting up the Lotus Extractor to bulk add the users. You can edit the .csv before using it to bulk import. For more information, see How do I perform a bulk import of my Lotus Notes mailboxes?
  4. Purchase licenses. We recommend that you purchase the User Migration Bundle license for this migration scenario. User Migration Bundle licenses allow you to perform multiple migration types with a single license. Refer to these articles for more information:
  5. Set the Project Advanced Options. For more information, see What project Advanced Options are available?
    • The following options are most valuable for this migration scenario:
      • Set Maximum concurrent migrations. This should be set to 15. Each Lotus Extractor can simultaneously migrate up to 15 mailboxes only.
      • Set the project to use impersonation at Destination by checking the Use impersonation to authenticate box. For more information, see How do I migrate to Exchange or Office 365 using impersonation?
      • Add the following Support Options:
        Note: This is used if Lotus Notes is configured to use rich text formatting (RTF) by default. This ensures proper MIME conversion of the formatted text.
  6. Run Verify Credentials. For more information, see How do I verify credentials?
  7. Notify users that a migration is occurring. Send an email to all users telling them the time and date of the migration.
  8. Run a Pre-Stage migration. For more information, see How do I start a migration?
    Note: If you are migrating in a single pass, a Big Bang-style migration, you can skip the Pre-Stage migration step. For more information on migration strategies, see What are the common migration strategies?
  9. MX Record Cutover. Change over MX records on the DNS provider's portal. Also, include the AutoDiscover (CName) setting.
  10. Run a Full migration. For more information, see How do I start a migration?
  11. Run Retry Errors. For more information, see How do I retry failed items?
  12. Look through the user list and click any red "failed migration" errors. Review the information and act accordingly.
  13. If problems persist, contact Support. For more information, see How do I get support for your products?
  14. Click the bar chart icon in the MigrationWiz dashboard to receive an email containing all the project migration statistics. For more information, see How do I request statistics for my migration project?
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