Email Replacement Project
The Missouri Court Automation Committee determined HCL Notes is no longer viable to meet the needs of the judiciary and approved a plan for migrating email, calendaring and chat functionality to Microsoft Exchange. Once migrated, you will use Outlook/Teams for your email, calendaring and chat functionality. Any databases accessible from your Notes Workspace will not be migrated and options for preserving those databases are being investigated.
What is the timeline for migration?
The email
replacement work group currently is working to select a tool to assist
with the migration. Once a migration tool is selected, the goal will be
to migrate the
entire judiciary to Microsoft Exchange within 18 months. Information about the status of the project will be shared quarterly via email and the Court Information Center.
What can you do to prepare?
Please start or continue to regularly clean out your email and calendar. Below are tips for HCL Notes to help make it easier.
Why is cleaning important?
Cleaning is important because a smaller mail file will make the migration process much easier. In the meantime, a smaller mail file is more
efficient both in responsiveness and ability to manage it, and it reduces the overall disk space
required for storage which helps with nightly backups.
A frequently asked questions page is available.
| HCL Notes Tips |
1) From your Inbox click the 'All Documents' view
Review the
documents and delete any that are out-of-date, no longer necessary, etc.
- First, sort by 'Who' to group emails by sender. You can make a quick pass through and elect to keep or discard based on who sent you the message.
- Next, sort by 'Date' to group messages by date. You can make a quick pass reviewing older messages to determine anything that's out-of-date or no longer pertinent.
- Then, sort by 'Size' to quickly identify the largest emails in your mail box, and help you to determine if the attachments within those messages could be printed, saved to a flash drive, or deleted.
2) Clean up old Calendar and To Do entries
Clean up your
calendar and To Do list by deleting entries and items that are no longer
current. From your calendar:
- Click More > Calendar Cleanup.
- Select Entries older than and specify a time range; or select Entries occurring before and specify a date.
- Select Calendar entries, To Do entries, or both.
- Click OK.
3) Decide whether to keep 'sent' email – HCL Notes has an option
that gives you some flexibility on saving a copy of email you send
Consider using the 'Ask me' option for sent messages as follows:
- Click File > Preferences... > Mail > Sending and Receiving
- Under the 'Sending' section, select 'Ask me'
This option will prompt you each time you send a message whether or not to save each message you send.
4) Keep your email Inbox relatively small
The more items you have in
your inbox, the longer it takes to open. Inboxes containing thousands of
messages are not too much of a problem when you are connected at work,
but if you have to access your mail file remotely it could take a very
long time just for the inbox to open.
Need help? Contact the OSCA Help Desk | (888) 541-4894 | (573) 751-4377 | OSCA.Help.Desk@courts.mo.gov