Data Migration Instructions

You will be going live on Google on [add Go-Live Date Depending on Phase]. We will be migrating your mail, calendar, and contacts for you prior to [Go-Live Date].  Between now and then, you must take steps to ensure your email, contacts and calendar are properly migrated. It is extremely important that you read the details of this email, print the attached checklist outlining your responsibilities and perform all pertinent actions on the checklist.

Data that Will be Migrated

This is Lotus Notes data that resides on Guardian’s Lotus servers and will be migrated automatically by the project team on your behalf.  This data includes:  


  • Email messages including attachments (that are less than 25MB) in your Inbox, in any folders you created, and in your Sent mail folder.

  • Folders - Google uses a concept called Labels; your existing folder structure from Lotus Notes will be converted to Labels as the migration to Gmail proceeds.


  • Calendar events for a defined period of 6 months back and one year forward. Please note, calendar attachments will not be migrated to Google.


  • All personal contacts in iNotes (web-based Lotus Notes) will be migrated to Google as Contacts in Gmail. It is important that you review the contacts within iNotes to verify completeness and accuracy.

Data that Will NOT Migrate to Google

  • Personal Contacts on your Hard Drive

  • Unsent Draft Messages in your Drafts folder.

  • Messages larger than 25MB - In these cases, the email will migrate minus the attachment. You will be notified of these exceptions after migration and can access the old email in Notes to download it should you choose to.

  • Messages with attachments that have executables, which are not permitted in GMail (i.e. exe files).

  • Calendar entries older than 6 months and beyond 1 year forward will not be migrated. An Adobe pdf detailing your calendar will be sent to you from the address.

  • Attachments associated with Calendar events will not be migrated. In Google Calendar, you will not have the capability to insert an attachment to an event/invitation. Therefore, you will need to send the attachment in a separate email to guests from your Google Mail account.

  • Folder names longer than 225 characters will be truncated and a sequential number will be appended to the truncated value (Google’s Labels have a 225 character limit).  End users can rename any long folder/label names once in Google.

  • Folders that do not contain any email messages.

  • Stationery.

  • To Dos.

  • Follow Ups.

  • Messages containing significant amounts of formatted Rich Text (such as embedded charts and graphics) in the body may not convert with 100% fidelity.

  • Signatures.

  • Delegated Mail Rules.

  • Locally stored mail archives.

  • Contact Groups

What You Should Do To Prepare

Please open, print, and perform all applicable actions on the attached checklist. Your active participation in preparing your email environment is of utmost importance!

Pre-Migration Checklist

Go Live Date: [change as necessary 00/00/0000 8am ET

Guardian will be migrating your mail, calendar, and contacts for you prior to Monday, [insert date].  Between now and then, you must take steps to ensure your email, contacts and calendar are properly migrated. It is recommended that you complete all of the applicable actions on this checklist prior to the start of your data migration. Failure to do so will impact your ability to transition quickly to the new email system. This list includes ways to ensure data that will not be converted is available or recoverable.

o  If your Lotus Notes contacts only reside on your hard drive (e.g. if you go into iNotes and they are not there), they will not be migrated. You must synchronize Lotus Notes personal contacts with iNotes. For assistance performing this operation, please contact the Agency Support Center at 800-499-8820.

o  You are in jeopardy of losing your BlackBerry contacts unless you do one of the following:

o   Synchronize the contacts wirelessly. For assistance, contact the Agency Support Center at 800-499-8820. As this action will merge your BlackBerry and server based contacts (potentially causing duplicates or out of date data), please log into iNotes to review and clean-up your server contacts prior to performing the sync.

o   Back up your Blackberry. The contacts can then be restored to the device after the transition. You should use the Blackberry Desktop software to perform this backup. If you do not yet have it installed, used the first link to download the application. The second link gives directions on how to back up your data once the software has been installed.

§  BlackBerry Desktop Software Download

§  How to backup BlackBerry Smartphone data using BlackBerry Desktop Software

o  Send unsent draft messages in your Drafts folder to yourself. They can then be migrated into Google. If you prefer to do so, file them in a separate folder and you can easily go through them in Gmail by looking for the appropriate folder/label name.

o  Download email attachments larger than 25MB that you wish to keep. You will still be able to access this data in Lotus Notes if you choose not to download it for a period of 90 days.

o  Save EXE attachments you need to access to your hard drive.

o  Calendar entries older than 6 months and beyond 1 year forward will not be migrated. Adobe PDFs detailing your calendar (one of your next two weeks’ appointments and one of your entire history) will be sent to you. Ensure you locate these and print the two-week file for reference (you do not want to miss any meetings!). These emails will be sent from the address.

o  Future and past attachments in your calendar events should be downloaded and stored as needed.  You will still be able to access this data in Lotus Notes if you choose not to download it.

o  Send stationery to yourself. You will need to recreate them in Google as drafts.

- Folders - if you have more than 500 folders in Lotus Notes (including nested folders), please make every effort to reduce the number of folders to fewer than 500. This will ensure an optimal experience once you move to Google and reduce the chance that you may see errors.

o  Contacts – if you have created any Groups, they will need to be recreated in Google if the group members are not in your personal contacts, so you should document and/or print these lists.

o To Dos – Document your To Dos. Once you are live in Google, you will need to recreate them as Tasks or, should you wish an assistant to see them, on your Google calendar as reminders.

o  Follow Ups – Document any Follow-Ups you have created and not completed in Notes. You will need to recreate them in Google either as tasks, calendar entries or via labels/stars/icons.

o  Ensure you can access the file used to create your Notes signature. You will need to recreate it in Google

o  Document (via screen shots or notes) any delegation you have set up within your Notes account (this includes calendar and mail file). You will need to recreate these delegations in Google.

o  Take action on meeting invitations you have not responded to by accepting or rejecting them.

o  If you have a local email archive, this data will not be migrated. If you will need to send/forward any of the archived mail, you will need to send them to yourself prior to migration, as they will not be available through Google and only available for forwarding in Notes for 90 days. Archives will be available for viewing for a period of 2 years. Some time in that two-year period, you will need to take some action to convert the file to a viewable format (e.g. PST). Additional details will follow on how to access that information in the future.  

o  If you wish to delete email to clean up your mail file, these deletions must be completed at least 3 weeks prior to your Go Live date (earlier is better).

o  If you have a BlackBerry that is connected to Guardian’s Lotus Notes, you MUST back up the device using Desktop Manager. During the migration activities over the weekend, data on your device will be wiped and you will lose your contacts if you have not backed them up.

Please visit the Guardian Going Google End User Site at for additional training materials. This site is also accessible through GOL under Training > Learn About > Guardian Going Google and at the bottom of the page under Technical Support.


Contact the Guardian Agency Support Center at 800-499-8820 if you experience any technical issues.