Migrating Your Archives from Lotus Notes to Outlook

Starting today, we will be working on getting your Lotus Notes archives copied over to Outlook’s online archive.

The basic process is:

  1. Archive file(s) are copied to a network shared drive, either by you, or, upon request, a tech will help find and copy them.
  2. Within 48 business hours, the emails in the archive file will be copied to your account in the online archive folder.
  3. You then need to look at your online archive and verify that what you expected to be migrated is there!

Note: we are working with a consultant to help us with this process for the next 30 days. If you request an archive migration after June 13th, it may take us longer than 48 hours to migrate your archives.

FAQs

I want to try to copy the files to the network shared drive myself. What do I do?

Once I copy the files to the network share, will other people be able to see my email?

What if I have multiple archive files, for example, by year – will the organization be maintained?

Oops, I had multiple archive files and I forgot to put one on the network share. What should I do?

How do I access the archived email in Outlook?

How will I know when the archive process is completed?

What if my archived files did not transfer the first time?

How much space will I have available to archive? I have lots of files!

Will the folder structure be maintained?

Will attachments also be archived?

I’m an emeritus or have archives on my home computer. What can I do?

What if I do not want to migrate my archives? Can I keep using Lotus Notes client to access them?

 

I want to try to copy the files to the network shared drive myself. What do I do?

First, find your archive files.

If you haven’t created a different one, the default is a_yourMyFSUid.nsf

It most likely will be located in c:\Program Files (x86)\IBM\Lotus\Notes\Data

Next, copy them over to the archive folder on the network.

Windows 7 Users: Click Start > type \\FSUFS4\archive in the search box at the bottom of the Start Menu > Copy your archive files to the directory.

Mac Users: Click Go in the toolbar > Connect to Server > type smb:\\fsufs4 in the server name field > open the ARCHIVE directory and copy the archive file.

Lastly, rename each file to match the convention listed below:

MyFSUid_FirstNameLastName_Archive#.nsf

EX: DuckD99_DonaldDuck_1.nsf

If you have more than one archive file, increment the number to designate the different files.

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Once I copy the files to the network share, will other people be able to see my email?

No, you are the only one who can see your files.

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What if I have multiple archive files, for example, by year – will the organization be maintained?

We will have an answer to this question shortly.

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Oops, I had multiple archive files and I forgot to put one on the network share. What should I do?

 Answer will be posted shortly.

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How do I access the archived email in Outlook?

If it has not been created already, you will see an additional mailbox under your primary mailbox’s folder structure labeled as “Online Archive – MyFSUid@ferris.edu”

A visual example of where to find the Online Archive folder

In order to access the Online Archive click the white arrow to the left of the words Online Archive. This will open and show sub-containers that if clicked on will show any messages that are in that particular container. It may look like this:

Archive

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How will I know when the archive process is completed?

  1. If you contact TAC or otherwise had a ticket put in for assistance with moving the archives, you will receive a “resolved” email from itservicedesk@ferris.edu letting you know the files have been migrated.
  2. If you copied the files on your own, you will need to check on the online archive for your items a business day after you copied your files over.

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What if my archived files did not transfer the first time?


If your archives did not transfer the first time, do not attempt to transfer them again. Please call TAC at 231-591-4822, press 2, then 2 to get the Ferris techs.

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How much space will I have available to archive? I have lots of files!

The good news is we have unlimited archiving for everyone and it will not count against your account quota of 50 GB.

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Will the folder structure be maintained?

Yes, any folders you have emails in will be created in your online archive. Empty or encrypted folders not will be created.

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Will attachments also be archived?

Yes.

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I’m an emeritus or have archives on my home computer. What can I do?

 Check back again later - we are working on a solution.

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What if I do not want to migrate my archives? Can I keep using Lotus Notes client to access them?

Yes. You may keep the Lotus Notes client installed on your current computer to access your local archives.

Still need help? Please do not contact our outside Office 365 specialists for this one. Instead, when you call TAC at 231-591-4822, press 2, then 2 to get the Ferris techs.

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Last updated: 06-04-2014