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7 Steps for a Successful Migration

from Domino to Exchange 2013
Written by Declan Conroy, founder of Cheddon Limited
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Abstract
Exchange Server 2013 is the latest version of the flagship
messaging and collaboration platform from Microsoft.
This new version ofers improvements in cost of ownership,
flexibility of integration, and ease of both use and management,
as well as exciting enhancements in the areas of high
availability and hybrid integration between on-premises and
cloud implementations.
This white paper will help you understand the process of
migrating from Domino to Exchange 2013, including how the
features of Exchange 2013 will afect your migration. It details
the seven key steps for migration and presents a number of
best practices to help ensure a seamless transition.
Features of Exchange 2013 that afect
Domino migrations
Many of the new features of Exchange 2013 focus on providing
enhanced levels of redundancy, availability and simplicity for
users, and therefore do not significantly afect migration from
Domino to Exchange. However, there are some important
diferences between migration to Exchange 2013 and
migration to earlier versions of Exchange.
The only way for an Outlook client to connect to an Exchange
2013 mailbox is via Outlook Anywhere.
The native Microsoft Messaging Application Programming
Interface (MAPI) protocol (also known as Exchange RPC) is no
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.
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Some aspects
of migration and
coexistence, such
as AD object
provisioning and
free/busy calendar
lookups between
Domino and
Exchange, are
simply not possible
without third-party
products.
The Global Address List is the Exchange
equivalent of the Domino Directory.
In Exchange 2013, the Global Address
List (GAL) is the Exchange equivalent of
the Domino Directory. The Exchange
GAL is a filtered view of Active Directory
objects, showing both standard user
attributes and Exchange attributes.
Domino maintains its own directory,
much like Exchange 5.5 used to do. The
primary Domino directory is also known
as the Names and Address Book (NAB)
or the public address book, and it is
contained in the database names.nsf. In
addition to names.nsf, any number of
secondary address books may also exist.
No native tools are provided for
coexistence or migration.
Exchange 2013, like Exchange 2010,
provides no native tools for establishing
Domino and Exchange coexistence
or performing a migration. Microsoft’s
coexistence tool for Domino was
called the Transporter Suite, and it was
discontinued after Exchange 2007.
The lack of native interoperability and
migration tools impacts Exchange 2013
migrations because some aspects of
migration and coexistence, such as
AD object provisioning and free/busy
calendar lookups between Domino
and Exchange, are simply not possible
without third-party products.
If no other method for provisioning AD
objects is available, or the Transporter
Suite is required for free-busy
interoperability, the only option is to use
an Exchange 2007 bridgehead server
in the Exchange 2013 environment.
Even with the native Exchange 2007
Transporter Suite, many aspects of
coexistence can be problematic, such
as Notes Active Mail and document links,
as well as mail or calendar formatting
inconsistencies.
Migrating data archives
An efective email migration requires
an understanding of the diferent types
of data stores and archiving processes
in both the old and new mail systems.
The following archives are relevant in a
Domino migration:
• Lotus Notes archives
• Outlook .pst files
• Exchange 2013 personal archives
Lotus Notes archives
Lotus Notes archives difer from Outlook
archives and Exchange 2013 personal
archives in both layout and ease of
use. How the archive functionality is
accessed depends on the exact version
of Notes; however, the key diferences
are as follows:
• Within the Notes client, a document or
multiple documents can be selected and
archived; manual Outlook archival is driven
by the archive wizard. Both products
support auto-archive settings.
• The Notes archive contains the same folder
structure as the mail file in its entirety; in
Outlook, you can choose which folders to
include in the archive.
• Domino archives are designed to be fully
supported for local or server storage;
Outlook .pst files that are used for either
manual or auto-archiving are explicitly
designed for local disk storage only.
• Notes archive settings can be managed by
administrator-controlled policy settings
documents. This is similar to Outlook
administrative templates or Group Policies,
but it is used more extensively in Domino.
Outlook .pst files
Organizations frequently limit the size
of Exchange user mailboxes to 5-10
GB to prevent performance problems.
Therefore, users often move mail from
their primary mailbox into a .pst file to
keep their mailbox size down. They also
use .pst files for other purposes, such
as to keep all mail from a certain year in
a single file. Users can move mail into
a .pst file manually, or Outlook Auto-
Archive can automatically move mail at a
regular interval.
However, .pst files have important
drawbacks. They can be costly to store,
difcult to back up, and inconvenient
to use because they are available only
on the local machine where they are
stored. Pst files were never designed or
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Migration of email
from Lotus Domino
to Exchange will
not necessarily
render Domino or
Notes obsolete, and
therefore interim
or long-term
retention of Notes
and Domino, as
well as coexistence
with Exchange, is
far more likely to
be needed than
with migrations
from other email
products.
intended for network storage and can
detrimentally afect server performance.
Moreover, .pst files represent a
significant compliance risk, since there is
no easy way to recover and present .pst
data to auditors or regulators.
Exchange 2013 Personal Archive
To address the problems with .pst files,
Exchange 2013 maintains the Personal
Archive (which was introduced in
Exchange 2010). This operates as a
secondary mailbox that can be stored on
either the same or a diferent database
as the primary mailbox. Mail is moved
automatically from the primary mailbox
into the Personal Archive based on
the policies you set, so users can meet
mailbox size requirements without
creating new .pst files. Archived .pst
files can be imported into the archive,
so they can be managed, backed up
and searched as required by your
organization. Unlike .pst files, the
Personal Archive is fully discoverable
and can even be put on litigation hold
to prevent changes and deletions from
destroying evidence.
The Exchange Personal Archive works
just like a user’s regular mailbox, so no
additional training is required. It works
with Outlook 2007, Outlook 2010,
Outlook 2013 and Outlook Web App,
and is available anytime you have a
connection to the Exchange server.
How these archives afect migration
How do these archives afect migration?
One key to a successful move to
Exchange is to bring all of your email
data under the control of Exchange
so it can be managed, backed up and
searched. Dell ofers tools that can
migrate Notes archives into Exchange
Personal Archives.
Exchange 2013 enables you to host the
primary mailbox on-premises and the
archive mailbox in the cloud. This means
you could allow a third party (Microsoft)
to manage your legacy archive data,
including backups and storage, while
you maintain closer control over
your live business data in mailboxes.
Migration tools like Notes Migrator for
Exchange support adoption of these
hybrid on-premises/cloud environments
by enabling migration to Exchange
Server and Exchange Online.
Migration challenges
There is more to a successful migration
than installation of the correct software
and patches. Migration challenges tend
to fall into three broad categories:
• Technical
• Logistical (processes)
• Cultural (people)
Technical challenges
Migration to an existing target Exchange
2013 system typically involves two
technical challenges:
• Ensuring coexistence
• Migrating data
Ensuring coexistence
Domino is more than just a mail server,
and Notes is more than just a mail
client. Migration of email from Lotus
Domino to Exchange will not necessarily
render Domino or Notes obsolete, and
therefore interim or long-term retention
of Notes and Domino, as well as
coexistence with Exchange, is far more
likely to be needed than with migrations
from other email products.
A migration from Domino to Exchange
is complicated because the Lotus
Notes client is used for both email
and application access in the source
environment, and the integrated nature
of the client makes it possible to link,
display and access documents within
databases, and to display active content.
Separating the mail element from the
integrated application aspects of the
Notes client introduces challenges with
live content where messages expect
a Notes client to display and function
properly. This content can include
document links, embedded buttons,
tabbed tables and even encrypted
content. Migration of these applications
to an alternative such as SharePoint
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using a product such as Dell Notes
Migrator for SharePoint can often be a
separate project in its own right.
Coexistence during a mail migration
requires that the two email systems
behave, look and feel to the end users
as a single system. This requires some
thought in three areas:
• Directory synchronization
• Mail flow
• Calendar and free-busy lookups
Directory synchronization
The first key coexistence step is
provisioning of objects in Active
Directory. If the AD object doesn’t exist,
it won’t get a mailbox or appear in the
Exchange GAL. Getting AD right
is critical.
When Domino and Exchange 2013
exist in parallel, both systems should
have the same view and agree on the
definition of users, groups and resources.
Both systems need to display the same
address book or GAL.
One challenge to watch out for is that
Domino distribution groups can contain
external SMTP addresses. This isn’t
possible in Exchange, where distribution
groups must contain mailboxes, mail
contacts or other distribution groups.
Notes Migrator for Exchange can
automate the creation of contacts for
any external addresses as part of the
provisioning process.
Mail flow
Ensuring accurate and continuous mail
flow requires planning for the following
four cases:
• Mail from a non-migrated Domino user or
application needs to be properly routed to
users already migrated to Exchange 2013.
• Mail from migrated users needs to be
routed correctly to users still on Domino.
• Mail from the outside needs to be
routed correctly to Domino or Exchange,
depending on which mail system the
recipient is using.
• Mail from either Domino or Exchange
needs to be routed properly to the
outside world.
If you treat the combined mail system of
Domino and Exchange as a whole, then
you can reduce these four cases to two
simpler scenarios:
• Mail within the system
• Mail to and from the system
Calendar and free/busy lookups
Legacy Domino calendar content
such as appointments and meetings
can be migrated easily to Exchange,
but collaborative use of calendaring
between Domino and Exchange 2013 is
not delivered by either product natively.
Because the Transporter Suite was
discontinued after Exchange 2007,
free/busy calendar lookup between
Domino and Exchange 2013 can be
accomplished only by using Exchange
2007 as a bridgehead server, or via third-
party products such as Dell Coexistence
Manager for Notes.
Even with free/busy calendar lookup,
only basic meeting requests will work
natively; certain calendar data may not
translate properly. For example, updates
to recurring meetings may process
incorrectly, attachments in calendar
invitations may be lost, and users may
have difculty reserving resources
across systems.
Migrating data
After planning for coexistence, you can
begin moving data. This step is usually
the longest and most visible to the
user community. Begin by asking the
following questions:
• How much data do you intend to move?
• How much space does it consume now?
• How much space will it consume after it’s
moved?
• Where will the migrated data reside after
migration?
The choices for migration include:
• Not migrating data—every Domino user
gets a new, empty mailbox in Exchange
2013, with no data migration.
Domino
distribution groups
can contain external
SMTP addresses.
Notes Migrator
for Exchange can
automate the
creation of contacts
for these external
addresses as part
of the provisioning
process.
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• Using the Exchange 2007 Transporter Suite.
• Using a third-party tool, such as Notes
Migrator for Exchange.
Logistical challenges
The logistics of managing a Domino
migration to Exchange include the
following three areas:
• Migration schedule
• User training and support
• Deploying Outlook to the desktop
The migration schedule
In its simplest form, a migration schedule
needs to include a list of names and
dates. Start with a definitive list of
users, mailboxes and resources, and
then, with some careful coordination
by ofce location and department,
draft a migration schedule. Finding the
right time for each department can be
a challenge: you should consider the
role that the department plays and
any calendar or scheduling deadlines
they may have, such as end-of-month
for sales people, financial year-end
for accounting departments, or shift
schedules for businesses that operate
outside of regular 9–5 ofce hours.
Coordinating and managing migration
logistics is a full-time job. Migrations
go far more smoothly when this role is
assigned and taken seriously than when
a more laid-back and reactive approach
is used.
User training and support
Notes and Outlook behave diferently.
As you migrate users to Outlook and
Exchange, your processes and help desk
staf needs to be able to support them.
The best way to smooth the transition
for staf is to provide basic training at
the right time. You don’t want to train
users too late, but if you train them
too early, the training will be forgotten.
Don’t underestimate the work involved
in coordinating training schedules as
you migrate batches of users. Make
allowances for each department’s
scheduling constraints, including sick
leave and vacations, as well as for
new employees.
The content of the training is also critical.
The vast majority of help desk calls after
a migration fall into the following two
categories:
• Training requests—Users will ask: “How do I
do in Outlook what I already knew how to
do in Notes?”
• Inconsistencies between source and target
address lists—These lead to non-delivery
reports (NDRs) caused by missing users or
missing distribution lists or membership.
To minimize training requests, choose
a training course or trainer who doesn’t
simply cover textbook Outlook, but is
familiar with issues for users moving
from Domino and Notes. The most
confusing topics to Domino users new
to Outlook are “delegate and shared
access,” “send on behalf of” and “send
as.” Also be sure to train users on the
Domino and Outlook features that
sound similar but behave diferently,
such as mail tracking and message recall.
The second type of support calls can
be minimized by careful object and
resource provisioning in Active directory.
Deploying Outlook to the desktop
Don’t overlook Outlook deployment and
configuration. Outlook 2013 is the client
of choice for Exchange 2013. There are
several ways to deploy Outlook: Group
Policy, System Centre Configuration
Manager or manual install. There are also
many configurable options that can be
customized and tailored using the Ofce
Customization Tool, which has replaced
the Custom Installation Wizard.
It’s very likely that in addition to
deploying Outlook, Lotus Notes will
remain on the desktop for continued
access to Notes document links,
Domino databases, Domino applications
and Active Mail.
Active Mail consists of Notes messages
with live content that require a Notes
client to function properly. Active Mail
can include Notes encryption, stored
forms, embedded buttons, hotspots,
collapsible sections and tabbed tables.
Coordinating and
managing migration
logistics is a full-
time job. Migrations
go far more
smoothly when this
role is assigned and
taken seriously than
when a more laid-
back and reactive
approach is used.
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A good way to handle Active Mail is
to encapsulate it into an attached .nsf
file delivered to the Outlook client for
migrated users. Clicking on the .nsf
file allows Active Mail to be correctly
rendered and actionable from within the
Notes client.
Cultural challenges
The migration can cause great stress to
both your IT department staf and your
end users. Not everybody is going to
welcome Microsoft Exchange. Users
may have strong loyalty to Notes and
Domino, and you may have to deal with
fear, uncertainty, doubt, and possibly
passive or even active resistance.
Administrators may resist the change,
especially if the migration to Exchange
2013 is likely to reduce the number of IT
staf required.
Don’t underestimate the work involved
in communicating and managing this
culture change.
The seven steps to a successful
migration
Overview
A successful migration should include
the following steps:
1. Perform a pre-migration assessment.
2. Establish Domino and Exchange 2013
coexistence.
3. Provision your Exchange 2013 mailboxes.
4. Set a migration baseline.
5. Run a pilot migration.
6. Plan data storage.
7. Migrate your data and track migration
progress.
Step 1. Perform a pre-migration
assessment.
Before you begin your migration, try to
gain a clear understanding of what will
be involved and what criteria you will
use to measure success. Agreeing that
you are finished can be difcult if you
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.
Also messages that remain encrypted
cannot be migrated unless you use
Notes Migrator for Exchange’s Self
Service Desktop Migration (SSDM)
utility. Therefore, the reality is that not
every message in Domino will exist
in Exchange after the migration. Pick
an achievable goal, such as that 98
percent of messages should be migrated
for 98 percent of mailboxes. Tracking
the percentages is a key measure of
a successful migration, and tracking
results is possible only if you start with a
pre-migration assessment.
In addition to establishing completion
criteria, a pre-migration assessment
should ask the following questions:
• How many Domino domains, Domino Mail
servers and physical servers exist?
• How many mailboxes do you have?
• How many of these orphaned or inactive?
• How much data is there between the
combined mailboxes and archives?
• How much data is encrypted? Which users
have encrypted data?
• How many private folders exist?
• Which users have document links? How
many?
• How much data do you intend to migrate,
for example: all of it, two years’ worth, or
only the last six months of data?
• Will Notes archives be migrated to
Exchange 2013 Personal Archives or to
Outlook .pst files?
• How much storage do you estimate you
will have after migration?
Prior to migration, it is important to
have a definitive list of mailboxes, an
approximate number of items and an
estimate of data size. Knowing the
mailbox sizes is important; it enables
you to batch mailboxes together
with confidence in a properly scaled
migration infrastructure, to estimate
quota requirements in the target, and to
estimate migration timings per batch.
A good way to
handle Active Mail
is to encapsulate
it into an attached
.nsf file delivered to
the Outlook client
for migrated users.
Clicking on the .nsf
file allows Active
Mail to be correctly
rendered and
actionable
from within the
Notes client.
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Step 2. Establish Domino and Exchange
2013 coexistence.
You need to identify how you intend
to provide directory synchronization
between Domino and Exchange 2013
to ensure that the Domino Address
Book and the Exchange Global Address
List reflect the same users, distribution
groups, and resources.
You should also give consideration to
calendar integration and free-busy
information sharing. The options
available are:
• No free/busy or coexistence functionality
between Domino and Exchange 2013
• Basic free/busy information sharing via the
Exchange 2007 Transporter Suite
• Feature-rich calendar coexistence and
collaboration (including free/busy) provided
by a third-party vendor
Use SMTP routing to route mail between
Domino and Exchange, and between
the combined Domino/Exchange hybrid
system and the outside world. Take
note of message size limits and
message formats.
Mail flow with the outside world works
as follows: In order for two mail systems
to share a common mail domain, one
system needs to be authoritative, and
the other needs to be non-authoritative.
Mail is passed to the non-authoritative
system first, which delivers mail for any
mailboxes it owns, and then passes
(or forwards) mail for unresolved
recipients to the authoritative system.
The authoritative system is the end of
the line: if it has a matching mailbox,
it delivers the mail; if it doesn’t have a
mailbox, it generates a non-delivery
report (NDR).
Mail flow between Domino and
Exchange can be achieved in either of
two ways:
• Modified “Forwarding address” field
• Modified “Mail Server“ field
Both of these mail flow options are
implemented per migration batch at the
time of migration.
Option 1: Modified “Forwarding Address”
field
Probably the simplest way to pass mail
from Domino to Exchange is via the
Domino user’s Forwarding Address.
Forwarding Address works much the
same as targetAddress does in Exchange:
it forwards mail that should have
been delivered locally to the specified
address in the Forwarding Address field
of the user’s Person document. Once
a user has been migrated, his or her
Person document is configured with
a Forwarding Address that uniquely
resolves to his or her new
Exchange mailbox.
Both Forwarding Address and
targetAddress can be set and cleared
from Dell
®
Notes Migrator for Exchange,
and Notes Migrator can be used
to manage mail flow before and
after migration.
Note that Forwarding Address is a
server-side forward and the message
never reaches the user’s mail file. So
be careful: if the Forwarding Address
specified is invalid, the user won’t
receive the mail.
Also be aware that due to the way in
which Domino resolves and displays mail
addresses for internal mail sent to users
with Forwarding Address set, this address
can and will leak out of the organisation
onto the public Internet, so it ideally
needs to be intuitively recognizable and
publically resolvable.
Option 2: Modified “Mail Server” field
More recent versions of Domino (from
v6 onwards) ofer a slightly more
seamless or transparent solution to the
user population for mail forwarding from
Domino to Exchange for migrated users.
It involves some configuration in the
Domino environment and modification
of a field of the Person document that
can’t be set by the Dell tool, but is easily
set via a simple Lotus agent or via
LDAP command.
Dell MessageStats
Reports for
Lotus Notes can
provide invaluable
pre-migration
assessment and
reporting, and it
integrates with
Notes Migrator for
Exchange to provide
real-time reporting
throughout the
entire migration
project.
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In very simplistic terms, a Notes
Named Network (NNN) or Domino
Named Network (DNN) is created to
represent the Exchange environment.
A Connection document is created
to control mail flow to this NNN. The
destination server specified in the
Connection document for this NNN
is actually the Exchange 2013 Client
Access Server. A real server document
for this destination server needs to be
created in the Domino directory. Mail
flow is restricted so that mail flows over
the SMTP protocol only and not using
the native Notes Remote Procedure
Call (NRPC).
Once a user has been migrated, the
“Mail Server” field in the user’s Person
document is updated to reflect the
value of the destination server in the
connection document for the NNN that
represents Exchange. Domino tries to
reach the NNN using the only allowed
protocol (SMTP), and passes the mail
directly to the Exchange organisation.
Care must be taken with this approach
as to when the Person document is
modified, because the modifications
could impact access to and hence data
migration from the Domino mailbox.
Step 3. Provision your Exchange 2013
mailboxes.
There are two options when provisioning
in Exchange 2013:
• Users can initially be pre-provisioned in
Exchange as contacts that route mail
back to Domino. These contacts are then
converted to mailboxes as part of the
migration process.
• Alternatively, users can be pre-provisioned
as full mailboxes that route mail back to
Domino.
The net result is similar, although
each option has strengths and
weaknesses. These options tie in closely
with coexistence; provisioning and
coexistence can in fact be done in either
order, or in parallel.
The simplest way to provision Exchange
2013 mailboxes is to pre-provision users
in Exchange as contacts that route mail
back to Domino. These contacts are
then converted to mailboxes as part of
the migration process.
Pre-provisioned contacts are simpler to
work with and understand. A mailbox
will only ever exist in one place, and this
is as it should be. Contacts in the target
become mailboxes at the same point
that mailboxes in the source become
contacts, and mail flow is simpler
because there is only one place for mail
to be delivered. Contacts appear in the
Exchange GAL diferently than mailboxes,
so it’s very apparent who is live on
Exchange and who isn’t.
Pre-provisioning full mailboxes in
advance also enables you to avoid many
Outlook-related issues with nickname
caching and auto-completion, as well
as timing issues with ofine address
book generation and client download.
These can arise depending on how you
choose to create contacts or to convert
contacts to mailboxes.
When provisioning your Exchange 2013
mailboxes, pay particular attention to the
following:
• In order to mailbox-enable a user or
resource in Exchange 2013, the user
or resource must be provisioned in AD.
When creating AD objects, remember that
Domino distribution groups can contain
SMTP addresses; these will require special
consideration before Exchange distribution
groups can be populated.
• Be aware that Domino mail-in databases
are essentially mailboxes without
corresponding users; they are databases
that are configured to receive mail. The
closest Exchange equivalent to this is
the resource mailbox, which requires an
associated but disabled AD user object.
Step 4. Set a migration baseline.
After you obtain a definitive list of
mailboxes for migration from your
One key to a
successful move
to Exchange is to
bring all of your
email data under the
control of Exchange
so it can be
managed, backed
up and searched.
Dell ofers tools
that can migrate
Notes archives into
Exchange Personal
Archives.
9
pre-assessment, you need to know
how fast the data can be moved. This
information comes from a migration
baseline that is obtained by performing a
controlled migration of a known quantity
of production Domino data on a single
migration server.

Production data and production systems
are critical for several reasons:
• You need to understand how the
production environment is going to
behave; a baseline in a lab environment
does not provide that information.
• You can gain some level of expectation
about encrypted messages, the number of
instances of message types that don’t exist
in Exchange, and target thresholds to aim
for based on your sample data.
The migration baseline comes down to a
number: the throughput in GB/hour. The
throughput dictates how long the total
data volume will take to migrate, and
therefore how long the project will run.
Throughput is a function of several
factors, including the bandwidth
available to Domino in a WAN
environment and server performance
as limited by memory or CPU. There
are several ways to help optimize
throughput. Notes Migrator for
Exchange is multi-threaded, and each
thread moves a certain amount of
data per hour; increase the number of
threads and you increase your migration
performance. Another option is to scale
out instead of scaling up: if the migration
server starts to get stressed, run two or
more in parallel.
However, scaling up or scaling out the
migration infrastructure can overcome
bottlenecks only up to a certain point.
Somewhere along the line you are likely
to hit an optimal throughput. Exchange
2013 Server by default will allow only
32 MAPI sessions for each migration
account, and the legacy Domino server
can cope with only so many client
connections before the CPU exceeds
80 percent.
Other factors that afect throughput
are server and mailbox placement.
Multiple Domino Mail Servers will give
you better performance than having
all of your mailboxes on a single server.
In collocated on-premises Domino to
Exchange migrations, we’ve often seen
throughput of 20 GB/hour on a regular
basis, but the figures vary, and we’ve
seen anything from 2-24 GB/hour. In
general, 6-10 GB/hour is a good target
to aim for.
The migration baseline feeds into several
other migration and planning activities,
including:
• Planning the migration schedule—The
baseline throughput per server multiplied
by the number of migration servers dictates
the volume of mail that can be moved,
and hence the number of mailboxes per
migration batch, as well as the number of
required batches to complete the project.
• Establishing success criteria—The test
migration used to establish the baseline
will also help you estimate the number of
errors to expect from the Domino data.
Notes Migrator for Exchange logs errors
related to failed and skipped messages, so
you can set expectations with users about
what data will migrate, what won’t, and
what issues should be expected.
Step 5. Run a pilot migration.
The goal of a pilot migration is to identify
challenges you might face once full
migration starts, and to determine how
to prevent or resolve them. Therefore,
you should expect and even welcome
problems during the pilot migration. A
pilot migration must be large enough
to capture a representative sample of
the issues that can be expected during
migration. If the number of mailboxes
you are migrating is in the
low thousands, including about five
percent of the total user population
should give a good sample; for
extremely large migrations, the
percentage can be smaller.
Be aware
that Domino
mail-in databases
are essentially
mailboxes without
corresponding
users; they are
databases that
are configured to
receive mail. The
closest Exchange
equivalent to this
is the resource
mailbox, which
requires an
associated but
disabled AD user
object.
10
Step 6. Plan data storage.
Before you begin migrating data, be
aware that the amount of disk space
required on the target can vary greatly
from the source.
Domino database indexes can account
for significant percentages of database
size and it’s not uncommon to see
indexes in the region of 40–60 percent
of total database size. View indices are
created when a view is accessed, and
the more views that exist of the data in
the database, the larger the view indices
are as a percentage.
We’ve seen reductions in data volume
from 380GB in Domino before migration
to 318GB on Exchange after migration
based on index reduction alone.
Obviously the only way to know how
your data is going to behave is to test it.
Step 7. Migrate the data and track
migration progress.
After migration of each collection, Notes
Migrator for Exchange produces, among
other summaries, a user migration status
per collection that lists the total mail
count, migrated mail count, skipped mail
count, and the total number of errors or
warnings per mailbox.
Interpreting this data is not rocket
science, but is worth agreeing up front
what constitutes success for each group
or department.
Notes Migrator for Exchange
summarizes key migration statistics so
you can evaluate migration progress.
The results from a batch of migrated
mailboxes can be dropped into a
spreadsheet and graphed within minutes
of completing the migration. Figure 1.
Tips and best practices for
migration to Exchange 2013
Over many migration projects, we’ve
picked up some general tips and advice
that make a migration project from
Domino to Exchange go more smoothly.
Recognize the diference between
Outlook and Lotus Notes.
The Notes client and Domino server
have many more features and
capabilities than Outlook and Exchange
Server. Try to take this into consideration
from day one. It may be necessary to
retain Lotus Notes on the desktop for
some time in order to provide on-
going access and support for existing
applications and databases and
Active Mail.
Know your numbers and your limits.
Run enough test migrations to
understand the performance limits of
the Domino and Exchange systems
and the migration infrastructure. Spend
time with the logs and the numbers
to understand the percentages of
messages that migrate or fail to migrate,
and how fast data is moving.
Pay attention to message, mailbox and
database size limits, since mismatched
limits can result in large messages failing
to migrate or messages failing because
mailbox limits have been reached.
Scale your Exchange transaction log
volumes during migration.
Exchange database changes are written
to transaction log files. In a migration
scenario, all migrated data is new data
to Exchange and gets written to logs
To measure
migration success,
you can use the sum
of error count plus
skipped mail count
as a percentage
of total mail. If that
percentage is 98
percent or higher,
you can confidently
sign of on the
mailbox as
a success.
Figure 1. Notes Migrator for Exchange summarizes key migration statistics so you can
evaluate migration progress.
11
before it is committed to the database.
Every 100GB of database is also 100GB
of log files. Therefore, without correctly
scaled log volumes, you run the risk of
log volumes filling up during migration.
Other options include circular logging
or more frequent backups to clear
down the log files during busy migration
windows. During the migration, you
should give Exchange 2013 the low-cost
disk that it needs to allow for transaction
logs to grow.
Be flexible with maintenance windows,
but don’t cancel them.
Don’t neglect regular maintenance
of both the source and target
systems during migration. Expect
that maintenance and administration
activities may need to change. In
particular, remember the following:
• Domino maintenance has likely been
scheduled to coincide with low productivity
hours, such as evenings and weekends.
These same low productivity hours will most
likely be the first preference for migration,
so the maintenance window may have to
move, but it should not be simply cancelled.
• Exchange backups may have to be
run more frequently to handle increased
transaction logging with on-premises
Exchange.
Don’t overlook replication.
One of the most powerful features
of Domino is its built-in database
replication. User mail files and the
Domino Directory may have multiple
replicas in multiple places. Notes
Migrator for Exchange can be configured
to work with mail file replicas.
Coordinating the migration of mail
content and the updating of mail flow
via either of the two methods mentioned
in Step 3 above must allow for
replication latency to avoid a window—
no matter how brief—when mail is
efectively 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.
Outlook client configuration
The Outlook client configuration that
works for one organization may not
work for another. However, there are a
handful of configuration options that are
often very important:
• The file size limits of Outlook 2013 (and
2010) are now significantly larger than
Outlook 2007 and 2003 and can grow to
50GB by default, and even larger if required.
Before enabling Outlook to run in cached
mode, be aware that it may consume large
volumes of local disk space.
• The second important Outlook
configuration I recommend is to include
the Outlook Address Book as a service
in the default Outlook MAPI profile. This
service controls the availability of the
“Show this folder as an email Address Book”
check box on the “Outlook Address Book”
tab for contacts migrated from Domino.
Without the MAPI Address Book service
installed, migrated users can’t actually use
any of their migrated address books for
automatic recipient resolution, which is a
source of real frustration.
• Two small configuration options that tend
to be popular are to enable Spell Check by
default and to set the default mail format
to HTML.
• Finally, Coexistence Manager for Notes is
well worth consideration and evaluation
for the increased Notes functionality it
will enable in the Outlook client during
coexistence.
Summary
Exchange 2013 ofers important new
functionality, including the ability to
closely integrate on-premises and online
deployments. For this reason, migrating
from Domino to Exchange can ofer
significant benefits. Understanding the
common challenges of migration and
following the migration procedure
outlined in this document will help
ensure that your project is successful.
Allow for replication
latency to avoid a
window—no matter
how brief—when
mail is efectively
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.
12
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.
For further detail on any of the advice,
tips, and experiences in this article,
please feel free to contact Declan at
dconroy@cheddon.co.uk.
Before enabling
Outlook to run in
cached mode, be
aware that it may
consume large
volumes of local disk
space.
13
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