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Lotus Notes to Outlook Email Migration FAQ's

We've compiled a list of the most frequently asked questions that we have received about the Lotus Notes to Outlook email migration project. Please reach out to someone in the Technology Services department if you have a question that is not answered on this webpage.

Frequently Asked Questions

Why are we migrating to Outlook?

The migration to Outlook is taking place so faculty and staff can utilize Microsoft's cloud-based collaboration suite (Office 365). Office 365 provides the Microsoft Office suite for use on your personal computers, tablets, and phones, FREE for all FHSU faculty, staff, and students. Also, the email storage capacity is much larger with Outlook.

Is there anything I need to do?

Yes, the migration of contact information requires that Lotus Notes users have replicated their contacts to iNotes. In many cases, this has already been setup on your computer, but it is possible that this has not been setup yet. We are asking that all users prepare for the migration by verifying their contacts are replicated in iNotes, and taking the appropriate action if they are not.

Follow these instructions to verify your contacts are ready to be migrated:
Preparing to move contacts from Lotus Notes to Outlook (Lotus Notes version 9)(PDF)
Preparing to move contacts from Lotus Notes to Outlook (Lotus Notes versions 8 and 8.5)(PDF)

Also, if users would reduce their current email by deleting unnecessary emails, including calendar entries, this would help speed up the migration process.

What will the Lotus Notes to Outlook migration include, and how will the migration take place?

First, please be assured that your email will still be accessible in Lotus Notes during this time! The migration will be taking place with a phased approach. The first phase will include copying all contacts and calendars. After that is completed, your email will be set up to be sent to Outlook instead of Lotus Notes. The second phase will be copying your emails from Lotus Notes to Outlook. Copying emails will take time, so be aware that there may be a window of time when you will be receiving emails in Outlook, but your old emails will still be located in Lotus Notes.

When will this happen?

Technology Services began migrating faculty and staff to Outlook in January 2016. See here for the tentative migration schedule.

Will I still be able to access my Lotus Notes email?

Absolutely! You will not lose access to your Lotus Notes application, workflows, or emails (including archived emails). All emails that were in Lotus Notes will remain there, and will be completely accessible. The only difference will be when we reach the "cut-over" date all new emails will be delivered only to your Outlook inbox.

Will Workflow and other Lotus Notes applications / forms be available in Outlook?

No. It will take some time to redevelop / move Workflow and other applications to a new platform. They will still need to be accessed using the Lotus Notes Client for now. However, you will receive Lotus Notes workflow notifications and action items in your Outlook email. You can click these notification links from within Outlook and it will automatically launch the item in Lotus Notes so you can take the required action.

Will the departmental "generic" email accounts be migrated?

Yes, but not until all the person accounts have been migrated. These will still be functional in Lotus Notes.

What is my email address?

Your email address will not change. It will be in this format: TigerNetID@fhsu.edu. Some faculty and staff whose accounts were created several years ago had Lotus Notes email addresses that used older naming formats. Unless they are notified otherwise by an email administrator, they can continue to use those addresses. All faculty and staff will be able to receive email sent to them using the address format shown above. Email addresses are available in the online directory or the FHSU address book in Outlook.

How different is Outlook from Lotus Notes?

Check out this handy Lotus Notes to Outlook comparison guide (PDF).

Will my Lotus Notes Stationery messages be migrated into Outlook, and does Outlook have a Stationery feature?

In Lotus Notes, 'Stationery' was used to create templates of messages that were sent frequently. In Outlook, this feature is called a Template. Your Lotus Notes Stationery entries will be migrated into Outlook (you will find them in a 'Stationery' folder). However, these migrated messages will function like draft messages. In order to convert them into an Outlook Template, you should open each Stationery message and then save it as an Outlook template, following the instructions provided in the first link shown below.

  • Create an email message template
    • TIP: If you want to save an edited version of your template, you must use 'Save As', change the file type to Outlook Template, and replace the original copy. If you simply click 'Save', it will be saved in the Drafts folder as a draft email message.
    • TIP: In most cases, you do not need to include your signature when creating a template. If your signature is configured to be automatically added to new email messages, it will be automatically included when you send an email using a template.
  • Send an email message based on a template
  • TIP: For quick access to templates you have created, you can place a shortcut on your desktop that opens the Windows folder where your templates are stored. From this folder, you can simply double-click on a template file to launch it in Outlook. To create a shortcut, start by creating a new email (you can leave it blank), and select File > Save As. Change the Save as type to Outlook Template (*.oft). Next, click on Microsoft in the address bar to go back one folder. In the Microsoft folder, right-click on the Templates folder and select Send to > Desktop (create shortcut).
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