Thursday, February 26, 2015

How to recover-missing mailbox content while migrating from Lotus Notes to Office 365

There are lots of circumstances where organizations need to migrate from IBM Lotus Notes Server to Microsoft Office 365 dedicated. In doing so, a user may discover that some of the email messages, contacts, calendar items, tasks, or folders are found missing.

Causes: There can be numerous reasons of such an issue. Some of them are discussed below:

     1. The user might not have fully copied the contents of the mailbox before migrating. Also, the default migration setting might not have included the missing data.
      2.  As Lotus Notes make use of canonical formatted addresses for users e-mail messages, calendar invites, and task entries, so during the migration process these addresses are converted from canonical format to the user’s SMTP address.
      3.   In some situations due to design, migration transfer only a part of the data from the source environment.  There may be a date or size constrain. E.g. Migration of only last month calendar invites is done or 350 MB of total content is migrated.
     4. The missing data might not have been stored or transferred to the IBM Lotus Domino server before  migration.

Resolution Method:  To resolve the issue completely, identify the missing data according to the following procedure. It explains where the data is stored before migration, how it is migrated, and the appropriate methods to execute if data is missing after migration.

It should also be noted that content conversion differences between the two server systems, some of the mailbox items will not be migrated to Office 365.  Moreover, if a user is missing less than five Contacts items, Calendar items etc. these should be reproduced by the user.

Now in order to restore different types of missing data in Contacts, journal, email messages or calendar, you need to execute the different set of procedures. The detailed procedure for each type of item type is mentioned below:

       a)    Contacts: As Lotus Notes personal contacts are saved in the user’s Personal Name and Address Book file. These files are typically named as ‘Names.nsf’ which is stored locally for Lotus Notes users. That is why this file is not available to the migration tools.

Method to execute if items are found missing after migration:

·         Open the user’s mailbox on the Lotus Notes Domino server.
·         Press and hold Crtl + Shift, click View on the menu bar, and then click Go To.
·         Now go to Contacts, and then click Ok.
·         Confirm that the missing contacts data are displayed in this view.
·    If the contacts do exist, open the document properties and see the created date.  If the Created date is newer than the scheduled migration then it is the user’s responsibility to resolve the issue and if the Created date is older then take help from MS Online Services Support.

       b)  Journal: These types of data item entries are stored in the user’s Personal Journal file and are typically named as ‘Journal.nsf’. It is stored locally on the Notes client.  This is the reason why this file is not available to the migration tools.

Method to execute if items are found missing after migration:

·         Open the user’s mailbox on the Lotus Notes Domino server.
·         Press and hold Crtl + Shift, click View on the menu bar, and then click Go To.
·         Now go to Journal, and then click Ok.
·         Confirm that the missing contacts data are displayed in this view.
·    If the contacts do exist, open the document properties and see the created date.  If the Created date is newer than the scheduled migration then it is the user’s responsibility to resolve the issue and if the Created date is older then take help from MS Online Services Support.

       c)   Item types like e-mail messages, Calendars or Missing folders: The content which is stored in the Domino Server will be migrated easily whereas the content which is stored in personal archives will not be migrated. In some of the cases, only a part of the data is migrated due to pre-arranged limitations.

Method to execute if items are found missing after migration:

·        Open the user’s Lotus Notes mailbox on the Domino Server.
·        After confirming that the missing folders exist on the mailbox and not in the personal archives.
·      The following Lotus Notes items will not be migrated like an email messages that contain a stored form, phone or email notifications, email messages about meeting acceptances or declines.


Now if you still notice that some of your data files are missing or facing any sort of difficulty in migration, then you can use third party software like Stellar NSF to PST Converter - Technician version to perform selective item migration from IBM Lotus Notes mailbox to Exchange Online (Office 365).