Review and manage your Mail

1. Review your Lotus Notes Mail

Look over your existing Notes mail and make note of any messages that fall into any of the categories below.

Mail that will NOT be migrated, and appropriate steps to address:
  • Any messages over 25 MB – save the attachment on your hard drive or a network share.
  • Messages with attachments containing program files (e.g. *.exe files) – save the attachment on your hard drive or a network share.
  • Attachments associated with Calendar invites – save the attachment on your hard drive or a network share.
  • Messages containing sensitive data (e.g. SSN)
  • Shared Mailboxes (these will continue to exist in Notes until the full Google Apps deployment)
  • Messages in your Drafts folder*
  • Stationary*
  • Messages with large amounts of rich text (charts, graphics) – these may not come over with 100% fidelity.
*It is recommended that you send copies of these to yourself prior to migration. If you file them in a folder called Drafts or Stationary, they will be labels as such in Google.
For more information on what will and will not be migrated click here.


2. Check your Folders

Your folders in Lotus Notes will be converted into Labels in Google Apps. Verify if you have any folder names longer than 225 characters (including subfolders) – these will come into Google with truncated names. Empty folders will not be migrated.

3. Save Your Email Signature

The contents of your signature will not be migrated. Ensure you have this information saved somewhere so it will be easy to recreate in Google on Monday.

4. Record Your Mail Rules 

There are two types of  mail rules in Notes:
  • those you set up to route mail to folders or other people, accessed through the Tools | Rules menu

  • those set up under your Access & Delegation preferences that give access to your mail file and/or calendar to other people.

Neither of these items will migrate to Google. You should take screen shots or notes of the rules you have set up. You will recreate the mail rules in Google as filters, and the delegation access will be set under Settings (steps on how to do the latter are provided in the Executive. If you have any To Dos in Lotus Notes, they will not be migrated. Make a list of them so you can recreate them in Google.


5. Export / Print To Do's


If you have any To Dos in Lotus Notes, they will not be migrated. Make a list of them so you can recreate them in Google.



6.  Attend Training!

The most important part of being ready for this migration will be making sure you understand how to use Google. Please go to guardian.webex.com and search on “Google” and register for Training. A number of sessions will be offered for your convenience.
If you are unable to attend training for any reason (illness, vacation, schedule conflicts, etc.), please review the training available on the End User Support Site at ggg.glic.com.