Outlook Conversion & Training
(Email & Calendar)

We will convert email mailboxes/calendars/contacts to Outlook on Friday evenings. When you are scheduled for your conversion, you will begin receiving email notifications. Roughly 15 days prior to your actual conversion you will receive more detailed communications instructing you to take certain actions. They will include the following steps you need to take:

YOU NEED TO:    

• Get training: It’s critical that you receive training ahead of your scheduled conversion to avoid usage issues.  Descriptions of classroom and computer-based training can be found in the Training section of this website. Register for hands-on classroom training via HealthStream.
• Delete old mail/attachments: Cleaning up your inbox reduces your conversion time. Don’t forget to empty your Trash folder otherwise your mailbox won’t shrink. Since attachments over 25MB will not transfer to Outlook, learn how to delete them while keeping the corresponding email in the How to Prepare --> Email Attachments section of this website.
• Clean up recurring meetings/appointments: While most Lotus Notes calendar (JeffCal) entries will transfer to Outlook, complex recurring events will not. Facilitate their transfer to Outlook by following the steps in the How to Prepare --> Recurring Meetings section of this website.
• Save stationery and mail rules: Save personalized stationery or mail rules to your Drafts folder in Lotus Notes. Once your email is converted, open the item in the Draft folder of Outlook and save them as templates (Outlook’s version of stationery) and recreate your rules.

You will receive a “LAST NOTES EMAIL” on the Friday evening of your scheduled conversion notifying you that your conversion has started. Please note that this will be the last email you will receive in Lotus Notes.