Migration to
Microsoft M365

Before the transition, all content that cannot be migrated automatically or reliably should be prepared.

• Decrypt encrypted emails Encrypted emails must be decrypted before the migration. In Notes, use the menu command Actions – Preparation Migration M365 – Decrypt Documents. This must also be carried out in archives.
• Convert private folders Private folders must be converted into normal folders. To do this, use Actions – Preparation Migration M365 – Convert Private Folders. This must also be carried out in archives as well.
• Save templates Notes templates must be saved as drafts before the transition. Double-clicking a template creates a new email from the template; please save this email as a draft. After the migration, these drafts will be available in Outlook and can be saved as an .oft file in Outlook Classic.
• Process pending invitations All pending meeting invitations should be accepted or declined before the migration. Meeting invitations that have not been accepted will not be transferred.
• Document rules Mail rules are not migrated automatically. Please document important rules in advance. After the transition, they can be recreated in Outlook.
• Check contacts Local contacts will only be migrated if they have been synchronized with the mail database on the server. Check whether the contacts are visible in webmail or in Traveler. If not, open the local address book “Contacts of …” and enable contact synchronization under More – Preferences.
• Export older calendar entries Appointments older than one year are not migrated automatically. They can be exported as an ICS file via Actions – Preparation Migration M365 – Export Calendar to ICS File.
• Prepare local databases Local mail databases, archives, mail databases of former employees made available to others, or repositories on shared drives are not transferred automatically. Databases must not be locally encrypted.
• Install or update M365 apps On devices managed by ICT, installation or updating is carried out automatically. On other devices, this is carried out by the respective IT support staff.

From the transition onward, you will work with Outlook. Access to mail in the Notes client will remain active in read-only mode for the time being.

• Check whether emails, calendar, tasks, and contacts are available.
• Create your mail signature again.
• Recreate mail rules in Outlook.
• Set up sharing and access permissions again.
• Add shared mailboxes.
• If required, save templates from drafts as an .oft file.
• Use the Outlook app on mobile devices.
• Outlook cannot encrypt natively like HCL Notes.

  For confidential information, access data, or files, please use:
  https://passshare.unileoben.ac.at

Old emails and calendar entries created up to the transition date are expected to remain available in read-only mode in the Notes client or webmail until the end of 2026.