Chapter 6
Migrating From Lotus cc:Mail
Microsoft Exchange Server contains a source extractor that copies information from Lotus cc:Mail. You can use this tool to extract the following data:
	Mailboxes
	Messages
	Attachments
	Public bulletin boards

You import the migration files into Microsoft Exchange Server using the Migration Wizard.

Note
You cannot use the Lotus cc:Mail extractor to copy public and private mail lists, postoffice address books, postoffice remote address lists, or propagation lists.

Migration Options
Before you migrate data, you should determine whether to use one-step or two-step migration.
One-step
All the data is first extracted for all selected mailboxes and then immediately imported. The hard disk of the temporary directory needs to have enough available space to store the migrated data.
Two-step
Extracts the selected information to the migration files, and stops. You can then edit the migration files as needed and import them. This is the only way to change the default directory name.
One-Step Migration
Before you begin, map a drive letter or connect to the server where the postoffice resides. You need read/write permissions for the share or volume and the name and password of the administrator.
	To migrate data in one step
	1.	In Program Manager, choose Microsoft Exchange, and then choose Microsoft Exchange Migration Wizard.
		
	2.	Select Migrate from Lotus cc:Mail, and then choose Next.
	3.	Read the informational screen, and then choose Next.
		
	4.	Under Path to cc:Mail Postoffice, type the path to the postoffice, or choose Browse to specify the path. Select the directory entry on the left of the dialog box.
	5.	In the Post Office Name box, type the name of the postoffice.
	6.	In the Password box, type the password for this postoffice, and then
choose Next.
	7.	Select One Step Migration.
	8.	Under Pathname for Migration Files, specify a valid location for temporary storage of the migration files, and then choose Next.
		
	9.	Select the options you need.
Option	Description	
		
Information to create mailboxes	Creates mailboxes.	
Personal E-mail Messages	Copies all messages and folders from the mailboxes. You can select all or set a range.	
Bulletin Board Information	Copies all public bulletin boards on the postoffice to the public information store.	

	10.	Choose Next.
		
	11.	Under Select which accounts you would like to migrate, select the mailboxes you want to migrate, or choose Select All to select all mailboxes.
	12.	Choose Next.
		
	13.	Under Enter a server name, type the name of the destination Microsoft Exchange Server computer, and then choose Next.
		
	14.	Select one option based on your needs, and then choose Next.
Option	Description	
		
No access	Creates public folders that only the administrator can access.	
Author access	Creates public folders in which everyone can read existing messages and create new ones. The administrator is assigned Administrator permissions.	
Publishing Editor access	Creates public folders and adds subfolder creation permissions in addition to author access.	

Note
Additional permissions can be assigned by any administrator after the Migration Wizard has imported the folders.

	15.	Select the directory container for the new mailboxes. 
You cannot move a mailbox from one directory container to another after the mailbox has been created.
		
	16.	If you are using a mailbox template to reduce the work of setting up new mailboxes, choose Browse and select the template mailbox from the address list. For more information on mailbox templates, see Chapter 2.
	17.	Choose Next.
		
	18.	Under For users that don’t have Windows NT Accounts, select one of the options.
Option	Description	
		
Create accounts and generate 
random passwords	Accounts are created with names that match the directory names and random passwords. Passwords are written to the ACCOUNTS.PASSWORD file in the working directory of the Migration Wizard. Users will need these passwords to log on to Windows NT.	
Create accounts and use 
alias as password	Accounts are created with names and passwords that match the directory names.	
Don’t create Windows NT Accounts	No accounts are created. The mailboxes are assigned Windows NT accounts in the selected domain that match their directory names. If none match, they can’t be used by anyone until an account is assigned.	

	19.	Under Choose a Windows NT Domain for new accounts, select the domain where the users’ Windows NT accounts are located or are to be created. 
Even if you are not creating Windows NT accounts, the Migration Wizard needs the domain name for the existing accounts.
	20.	Choose Next to begin the migration process.

Two-Step Migration
Before you begin, map a drive letter or connect to a server where the postoffice resides. You need read/write permissions for the share or volume and the name and password of the administrator.
	To migrate data in two steps
	1.	In Program Manager, choose Microsoft Exchange, and then choose Microsoft Exchange Migration Wizard.
		
	2.	Select Migrate from Lotus cc:Mail, and then choose Next.
	3.	Read the informational screen, and then choose Next.
		
	4.	Under Path to cc:Mail Post Office, type the path to the postoffice, or choose Browse to specify the path.
	5.	In the Post Office Name box, type the name of the postoffice.
	6.	In the Password box, type the password for this postoffice, and then choose Next.
	7.	Select Extract Migration Files Only.
	8.	Under Pathname for Migration Files, specify a valid location for temporary storage of the migration files, and then choose Next.
		
	9.	Select the options based on your needs.
Option	Description	
		
Information to create mailboxes	Creates mailboxes.	
Personal E-mail Messages	Copies all messages and folders from the mailboxes. You can select all or set a range.	
Bulletin Board Information	Copies all public bulletin boards on the postoffice to the public information store.	

	10.	Choose Next.
		
	11.	Under Select which accounts you would like to migrate, select the mailboxes you want to migrate, or choose Select All to select all mailboxes.
	12.	Choose Next to begin the migration process.

You can then edit the migration files. For more information on migration file format and editing the primary files, see Chapter 2 and Appendix B. The edited migration files can be imported following the procedures in Chapter 2.
_________________________________________________________________
Note 
Microsoft Exchange Server does not store the forwarding information in the same way that Lotus cc:Mail does. The forwarding information stored with each message in Lotus cc:Mail is copied to the end of every migrated personal message. Messages migrated from bulletin boards have the forwarding information added to the beginning of each message.

Migrating Archived Messages
The Migration Wizard cannot migrate archived messages. They must be moved out of archives to the postoffice to be migrated. If you have many users with large archives, postoffice performance can suffer. There are several options for migrating archived messages.
	Inform users they need to move archived messages to the postoffice if they want to migrate them. This option requires the least amount of work for the administrator and retains all the data. However, users could move all messages from their archives and overburden the postoffice, which increases migration time and impacts performance. The administrator should ensure there is sufficient space on the share hosting the cc:Mail postoffice to incorporate all the data.
	Inform users that you will be migrating only recent messages. They can move these messages to the postoffice for migration. This saves the postoffice from being flooded with outdated archived mail. Users can forward valuable old mail to themselves to get a recent time stamp and have the messages migrated. 
	Allow users to migrate archived mail after their mailbox is migrated. Users can retain all the information that is valuable to them without impacting the performance of the postoffice or the migration. This option requires extra work on the part of the administrator and the users.

	To migrate archived messages after mailboxes are migrated
	1.	The administrator sets up Lotus cc:Mobile for Windows on a computer on the network.
	2.	The user creates a new mobile postoffice on that computer.
	3.	The user maps a drive to a server where the archive files are located.
	4.	The user moves archived messages into the mailbox of the mobile client.
	5.	The user or the administrator runs the Migration Wizard and creates migration files for the administrator to import and moves them to a safe place. The user should extract only the e-mail and not select the option to create a mailbox.
	6.	The user deletes the local postoffice to prepare the computer for the next user.

Changing Naming Conventions
Migration is the best time to establish or change a naming convention. This can be done during migration by editing the primary migration files to change the directory name or after mailbox creation using the Directory Import command.

Important
Lotus cc:Mail user names containing a quote character () cannot be migrated. You must change the user name in Lotus cc:Mail before extracting the mailbox.

The Lotus cc:Mail extractor that is part of the Migration Wizard creates one primary file for each user. If you need to change the directory name, which cannot be changed after the Microsoft Exchange Server mailbox is created, it is recommended that you use the following procedure.
	To change the directory name
	1.	Use the two-step procedure in the Migration Wizard and extract only mailbox creation information. Specify a directory for the location of the migration files.
	2.	Edit all the primary files. There is one packing list file named for the postoffice and one primary and secondary file for each user.
	3.	Import the edited migration files with the Migration Wizard.
	4.	Use the one-step procedure in the Migration Wizard, and select Personal E-mail Messages. Don’t select Information to create mailboxes.

All other naming changes can be made after the mailboxes are created using the Directory Export and Directory Import commands. This can be done with the preceding procedure, but editing one primary file for each user would be tedious without an automated tool.
Migrating Long Mailbox Names
Lotus cc:Mail allows for mailbox names of up to 126 characters. There are several limitations when migrating mailboxes over 20 characters, most of which have easy workarounds.
Mailbox Names Longer Than 64 Characters
The Lotus cc:Mail mailbox name is used to generate the alias and common-name properties for the Microsoft Exchange Server mailbox. These properties are limited to 64 characters. If any name exceeds this limit, the Migration Wizard reports an error and moves the data to the recovery file.
If your system has mailboxes with long names, the solution is to use the two-step migration method and edit the primary file before importing them. If any name exceeds this limit, you must reduce the common-name and mail-nickname fields to 64 characters. If you don’t specify the mail-nickname, it defaults to the common-name.
Mailbox Names Longer Than 57 Characters
The Migration Wizard uses the Lotus cc:Mail EXPORT.EXE utility to retrieve information from the postoffice. The MS-DOS version of this utility has a command-line limit that restricts the mailbox name to 57 characters. If you select a mailbox in the Migration Wizard or account file that exceeds this limit, the Migration Wizard quits without migrating any data.
Therefore, you must replace EXPORT.EXE with the OS/2 version of the EXPORT2.EXE utility. You will need to rename EXPORT2.EXE to EXPORT.EXE. The Migration Wizard runs on Windows NT Workstation and Windows NT Server for Intel processors that support OS/2 applications. The administrator should ensure that the OS/2 subsystem is running on this computer.
Creating Windows NT Accounts
Windows NT accounts have a 20-character limit. If you plan to create Windows NT accounts as part of mailbox creation, you must use the two-step migration method and modify the primary files before importing them. The Assoc-NT-Account field must be edited to be unique and contain no more than 20 characters.
If you do not do this, the Migration Wizard generates an error message for each attempt to create the Windows NT account, including one per mail message it tries to import. The data that is not imported is written to the recovery file, which can be edited and imported. For more information on recovery files, see Appendix B.
Matching Windows NT Accounts
If you select Don’t Create Windows NT Accounts in the Migration Wizard, the Migration Wizard tries to match the common-name of the mailbox with a Windows NT account name. If the common name is longer than 20 characters, it attempts to match the first 20 characters. If this happens, permissions for the mailbox can be granted to the wrong Windows NT account.
If any of your common-names are longer than 20 characters, you should use the two-step migration method and modify the primary files before importing them. The Assoc-NT-Account field should be edited to match the appropriate Windows NT account.
Migrating Lotus Organizer Information
The Migration Wizard does not migrate Lotus Organizer information. Microsoft Schedule+ comes with an importer for Lotus Organizer calendars. Users can import their calendars after installing Schedule+ by choosing Import from the File menu and then choosing Other Systems. Lotus Organizer versions 1.0 and 1.1 are supported.
Migrating Rules
Rules are not migrated by the source extractor. Before migration, you should advise users to print their rules. After migration, they can reestablish the rules in the Microsoft Exchange Client using the Inbox Assistant command.
Migrating Bulletin Board Messages
The export program migrates only the bulletin board, not all the recipients of bulletin board information. This is a limitation of the cc:Mail Export program.
Migrating Public Mailing Lists to Distribution Lists
If you plan directory synchronization correctly, you can take advantage of the Migration Wizard feature that replaces custom recipients with mailboxes. One of the advantages of this is that Microsoft Exchange Server distribution lists in that site are automatically updated. If you want to minimize the maintenance work on keeping distribution lists accurate in a multiphased migration, you should migrate public mailing lists to distribution lists as soon the two systems are connected and have exchanged directories.
	To migrate public mailing lists
	1.	Export the public mailing lists with the EXPORT.EXE utility.
	2.	Export a list of recipients in Microsoft Exchange Server.
	3.	Replace the names in the public mailing lists with the appropriate directory names of the recipients.
	4.	Convert the format of the public mailing list file to the directory import format. 
For more information, see Chapter 3.
	5.	Import the modified file.

Migrating Mobile Users
Lotus cc:Mail Mobile users can migrate all their existing messages and attachments to Microsoft Exchange Server. Migration for remote users takes careful planning. You need to work with these users in the following areas:
Limited hard disk space
The minimum installation of the Microsoft Exchange client may require more space than users have available without removing Lotus cc:Mail Mobile first. Also, one of the possible ways of migrating the messages and attachments requires that they be duplicated.
Slow network access
All the messages and attachments that the user wants to migrate need to be copied to the network and then later copied back to the remote computer. If you cannot connect the remote computer to the network with a fast connection, this could take a while.
There are several options for migrating remote data to Microsoft Exchange Server.
	Remote users can export their mailbox file to a file using EXPORT.EXE, which the administrator imports back into the postoffice.
	Remote users can use the DockingAssistant feature to copy or move messages back to the postoffice. This option requires no extra work for the administrator. For users, it is a client feature and easy to do.
However, performance can suffer because of large amounts of data dropped into the postoffice. Moreover, there must be enough disk space to duplicate all the messages and attachments, or the user must depend on the network, which can be slow. 
	Remote users can copy their mobile postoffice to a network location for the administrator to migrate. This does not impact the performance of the postoffice. However, it requires more work for the administrator and the user.
	Remote users can extract their data to migration files and copy these files to the network. The administrator needs only to import the files using the Migration Wizard.
However, there must be enough disk space to duplicate all the messages and attachments, or the user must depend on the network, which can be slow. In addition, there are more complex steps for users, and they must run the Migration Wizard, which requires Windows NT.

Lotus cc:Mail Mobile for Windows
The Migration Wizard can extract the mailbox data directly from the local postoffice that is installed in Lotus cc:Mail Mobile for Windows.

Note
Because each user is going to copy the same files to the network, create a directory for each remote user.

	To migrate data from Lotus cc:Mail Mobile for Windows
	1.	The remote user sends a message containing the user’s password to the administrator in charge of migration. The user delivers all pending messages, including the one with the password, to the postoffice and retrieves any remaining messages waiting on the postoffice.
	2.	The user deletes messages that do not need to be migrated.
	3.	The user runs MBRBCL.BAT to clear any discrepancies in the MLANDATA and CLANDATA files and to reclaim free space in the mobile postoffice.
	4.	The user copies the local postoffice (MLANDATA, CLANDATA, and all USR* files) across the remote dial-up or direct network connection to a prespecified location.
	5.	The administrator receives the mail and notes the password.
	6.	The administrator connects to the server where the user copied the local postoffice.
	7.	The administrator runs the Migration Wizard, specifying the user’s mobile postoffice (which is named LOCALPO) and password.
	8.	The administrator migrates all the data from the mobile user’s postoffice.

Lotus cc:Mail Mobile for MS-DOS
The local data for Lotus cc:Mail Mobile for MS-DOS is not in a format that the Migration Wizard can read. The DBXLATE.EXE utility, which comes with Lotus cc:Mail Mobile for Windows, can convert this data into a local postoffice that the Migration Wizard can read.
The procedure is the same as for the Windows version of the client, except that the data it must be converted before it can be imported. This can be done by either the user or the administrator.
Lotus cc:Mail Mobile for Apple Macintosh
The local data for Lotus cc:Mail Mobile for Apple Macintosh must be converted to a format that the Migration Wizard can read. The technote MAC2WIN.ZIP, which is available from Lotus, explains how to move the data to a Lotus cc:Mail Mobile for Windows local postoffice. Once the data is moved, the procedure is the same as for the Windows version of the client.
Maintaining Coexistence
During a phased migration, you need Microsoft Exchange Server to coexist with Lotus cc:Mail. Therefore, you need a gateway to connect the two systems and a method of synchronizing the directories. Solutions for both are available from third-party companies. For more information, contact your local Microsoft Solution Provider or Microsoft Consulting Service.