OFFICE 365

GUIDE FOR ROLL-OUT

Contents
1

WHAT ARE THE STEPS YOU NEED TO TAKE WHEN STARTING TO USE
OFFICE 365

USER NAME AND PASSWORD

STEP 1: LOGGING INTO OFFICE 365 PORTAL TO TEST YOUR PASSWORD 4

STEP 2: REPLICATE LOTUS NOTES

STEP 3: CREATE YOUR OUTLOOK PROFILE

5.1

Create the Outlook files folder on your workstation for the data to be transferred 10

STEP 4: TRANSFER YOUR DATA FROM LOTUS NOTES TO OUTLOOK

11

6.1
6.2
6.3

Start the SysTools Export Notes

Start transferring data from your Lotus Notes mailbox to Outlook
Select the way you want to transfer your emails and calendar entries

12
12
15

6.3.1
6.3.2

Path 1: Transfer your emails and calendar entries in one file

Path 2: Transfer your emails and calendar entries in separate files

6.4
6.5
6.6

Export your contacts

Exporting archives
Open the converted .pst email file in Outlook

6.6.1
6.6.2

Path 1: Open your email and calendar file

Path 2: Open your email file and import your calendar entries

6.7
6.8

Import your contacts to Outlook

Please note these things after the data transfer

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37

STEP 5: LOGGING IN TO LYNC FOR THE FIRST TIME

37

MOBILE DEVICES

38

FOR MORE INFORMATION AND HELP

38

9.1
9.2

Training
Technical support

38
38

10

EXTRA ADVISE

39

10.1
10.2
10.3

Set your Windows password for Office 365 (in case your password did not work) 39
If the AppData folder is hidden
41
How to find the Lotus Notes archive location
41

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18

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27
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WHAT ARE THE STEPS YOU NEED TO TAKE WHEN STARTING TO USE OFFICE
365

STEP 1:
Open the Office 365 Portal on your browser to test your password - here
you will find your webmail, SkydrivePro and Yammer.
STEP 2:
Make sure that your Lotus Notes mailbox has been copied to your local
workstation so that the data can be transferred to Outlook
STEP 3:
Open Outlook 2010 and follow the startup wizard - you will get your
empty mailbox and calendar. You may start sending and receiving emails
immediately.
STEP 4:
Transfer your personal data such as emails, calendar entries and contacts.
(NOTE: Choose either Path 1 or Path 2 depending on the amount of the calendar
entries you want to transfer.)

STEP 5:
Open Lync 2013 and follow the startup wizard - you may start using Lync.

USER NAME AND PASSWORD

User name: internet email address - firstname.lastname@poyry.com
Password: Windows password
Your Office 365 username is your internet email address, usually is it in the format
firstname.lastname@poyry.com.
Your Office 365 password is the same as your Windows password. It is the same password that
you use when logging in to your workstation.
This means that when you change your Windows password, your Office 365 password will
change automatically.
Please note, that the requirements for the Windows (and Office 365) password are the following:

min 8 characters
should include 3 of the following four:
o small letters, capital letters, numbers, special characters
it cant be a persons name or a recognizable word

STEP 1: LOGGING INTO OFFICE 365 PORTAL TO TEST YOUR PASSWORD

You can access your e-mail, calendar and contacts, your personal SkyDrive Pro site and your
Office 365 user settings on any computer connected to the web.
To go into the Office 365 portal just open a browser and go to
https://portal.microsoftonline.com.

If your password is not correct and you cant log in, please move to chapter 10.1: Set your
Windows password.

In the portal, go to Outlook and if the system asks you for the language and time zone settings,
set your language to English and your time zone to your local time zone.

Now you may move to Step 2.

STEP 2: REPLICATE LOTUS NOTES

In this step you make sure that when you copy the selected contents of your Lotus Notes mailbox
to your new Outlook mailbox (later in Step 4), all of the data will be available. In other words,
you make sure that the local copy is up-to-date.
In case your workstation memory is full, please free some space or contact IT Service Desk for
assistance.
Open your Lotus Notes mailbox and do the following steps:
1. Check that you have proper settings for location, see the info in right bottom corner of your
Notes client, you should have Office (Network) selected (or Online).

2. Then depending on your screen, select either Open and then Replicate and Sync

or Replicate and Sync from the left side of your screen

3. Then see that the email replication is checked and click Start Now

4. Wait until you get the message in left bottom corner for the replication to be finished

Now your workstation has a local copy of the data in your Lotus Notes mailbox. Later (in the
Step 4) you may use the SysExport Tool to export the data into a format that your Outlook may
understand.

STEP 3: CREATE YOUR OUTLOOK PROFILE

In this step you open Outlook in your workstation for the first time and create your Outlook
profile. You may choose the option for your computer to remember your credentials, so that
when you open your computer you do not have to re-enter your passwords anymore when using
Outlook.
Microsoft Outlook 2010 can be found in All programs under Microsoft Office section.

Note: If you have used Outlook before on your computer for old or private email, then you will
not get the first time startup screen.

Open Outlook and go to File menu and select Info and Add Account.

When you start Microsoft Outlook for the first time, you will be asked if you want to make
Outlook your default e-mail program. Click Yes.
Please note that this screen may also appear later during the Microsoft Outlook Startup wizard,
i.e. the screens below may appear in different order in your computer than in this guide.

Then you will be taken to the Microsoft Outlook 2010 Startup wizard as shown in the following
screen.

Click Next to start creating your Outlook profile.

The wizard will display the Account configuration screen asking you whether you would like to
configure an E-mail account.

Select Yes and then click Next.

The wizard will display the Add New Account screen. Your name (last name, fist name) and email address are pre-filled in. Leave the other options empty. Click Next.

Logging into your account will take some minutes. You may need to enter your password during
the process. Remember to tick the Remember my credentials option if you do not want to reenter your password every time you log in to Outlook.

When you are logged in successfully, you will see the final screen.

When you click Finish, Outlook will open and show your empty e-mail box.
***********************************************************************
TIP: Find Help when using Outlook in the top right corner of your screen or by clicking F1.

***********************************************************************
5.1

Create the Outlook files folder on your workstation for the data to be transferred
Now that you have opened your Outlook, you will create the folder where the files that you
transfer from Lotus Notes can be stored.

Open File Open Open Outlook Data File.

When the screen below is open, click Cancel. You dont have any documents in the folder but
now you have created the Outlook Files folder to your computer, where you can store your
.pst files that you will create in step 4.

STEP 4: TRANSFER YOUR DATA FROM LOTUS NOTES TO OUTLOOK

In this step you are able to choose the data that you will transfer from Lotus Notes to the
Outlook mailbox. The data file will be converted from a .nsf file to a .pst file. .pst file is the format
Outlook understands.
Please keep in mind that all of your data will still be accessible through Lotus Notes as well. The
more data you transfer the longer it will take.
Use the SysTools Export Notes tool on your own workstation to move your personal data, such
as your e-mails and contacts, from Lotus Notes to Outlook. This program has been installed to
your computer with your new Outlook and Lync programs. In case you cant find the program
from your Start menu, please contact the IT Service Desk.
You may choose the way how you wish to transfer your data. There are two optional paths
marked with red and blue colours that you may follow.

Simple and quick way to transfer your data (Path 1 in section 6.3.1 and 6.6.1) this way you
will get your Lotus Notes calendar entries to a dedicated calendar in your Outlook, and you will
be able to view it side by side with your Outlook calendar. You might want to choose this way in
case you dont want to transfer a large amount of calendar entries.
OR
A slightly more time consuming way of transferring the data (Path 2 in section 6.3.2 and 6.6.2).
This way you will get to import all of your calendar entries (also from the past) to your Outlook
calendar. You might want to choose this way if you want to transfer a large amount of calendar
entries. Please keep in mind that some of the data in the calendar entries will be lost during the
transfer. For this reason, if you need to change a calendar entry, it is best to cancel that entry
and create a new one in Outlook.
The data will be transferred in two or three different files depending on the path that you
choose. In the first path, the emails and calendar entries are transferred in one file and the
contacts in another. In the second path, the emails, calendar entries and contacts will be
transferred separately to ensure that the data will be accessible with the Outlook tools. In
addition to this, you may transfer you email archives separately.
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6.1

Start the SysTools Export Notes

Regardless of which path you chose, you will need to follow these instructions first.
1. Close both Lotus Notes and Outlook email.
2. Start the SysTools Export Notes tool.
You can find the tool in the Start menu.

Once you start the tool, it will ask you to enter your Lotus Notes password.

Type in the password that you normally use when logging in into Lotus Notes and click OK.

If the status of all the components checked is green, you can continue by clicking OK.
If the status of all the components checked is NOT GREEN,

6.2

first check that both Outlook and Lotus Notes are closed if it does not help
contact the IT Service desk.

Start transferring data from your Lotus Notes mailbox to Outlook

Click the Export button.

Open the local copy of your Lotus Notes mailbox in your workstation by following the
instructions below.
The copy of your mailbox can be found either in
c:\users\<your_username>\AppData\Local\Lotus\Notes\Data\mail\fi\fihel\staff
or location where your local mailbox is stored in path
c:\users\<your_username>\AppData\Local\Lotus\Notes\Data\mail\...
Follow the steps below to open the file.
The tool will display a window that will allow you to select the Lotus Notes .nsf file that you want
to transfer to Outlook. Click on the Browse button to display the Open window.

Open Computer Local Disk (C:) Users <your_username> The user name may either be your
old user name (vph16) or your new (abc123).
Please note that the screens may appear in different order depending on the settings in your
workstation.

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Then open AppData. The AppData folder may be hidden. In case it is hidden, go to chapter 10.2.
Then open Local Lotus Notes Data Mail and follow the path forward (the exact
path depends on your organisation) to find your .nsf file.
Select the file named <your_Lotus_Notes_account_name>.nsf.
In case there are several files in the location, the one with your user name is your mail file and
the other ones are the archives. All of your archives may be transferred separately or you may
leave them to Lotus Notes.

Now click Open.

The tool will show you the selected file name:

Make sure that the option MS Outlook 2003/2007 (UNICODE Format) is selected (see the
screenshot above), and click Next.
The tool will display the Select Criteria screen. In this screen you are able to select the data that
you will transfer to Outlook and which of the paths mentioned earlier you will follow.
6.3

Select the way you want to transfer your emails and calendar entries
Now you will need to choose one of the two alternative paths to transfer your personal data as
explained in the beginning of chapter 6.
In case you want to transfer only a small amount of calendar entries, please choose Path 1 and
go to chapter 6.3.1.
In case you want to transfer a lot of calendar entries, please choose Path 2 and go to chapter
6.3.2.

6.3.1

Path 1: Transfer your emails and calendar entries in one file

In this path you create one file with your emails and calendar entries. Select this path if you dont
have much calendar entries to transfer.
Start with exporting emails and calendar data.

In Select categories select Mails and Calendar

You may select the interval of the emails that will be transferred by modifying the settings in
the Email filters area (e.g. if you dont wish to transfer all of your past emails). The time
needed for the data transfer depends on the amount of data you will choose.
You may select the interval of the calendar entries to be transferred by modifying the
settings in the Calendar filters area. The amount of data you choose to transfer affects to
the time that will be required. The time needed for the data transfer depends on the amount
of data you will choose.
Click Export this will take a while

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Open the My Documents\Outlook Files (it may also be found under Your name -> Documents ->
Outlook Files) folder and click OK.
Click Export to save your data to the folder that you created earlier.

The tool will start converting the data from the .nsf file into the .pst file, and will show a status
window that shows the progress of the conversion.

Note: The conversion may take even 15-30 minutes or more, depending on the amount of data.
The conversion is finished once the tool shows Complete at the bottom of the window. You can
now click OK.

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The tool will ask you if you would like to export more files. Click Yes.

Now you can move to exporting your contacts. Move to chapter 6.4.
6.3.2

Path 2: Transfer your emails and calendar entries in separate files

In this path you create separate files for your email and your calendar entries. Choose this path if
you have a lot of calendar entries to transfer.
Start with exporting emails (please see the picture on next page).

in Select categories, select Mails

you may select the interval when the emails were received, e.g. if you dont wish to transfer
all of your past emails the amount of data you choose to transfer affects to the time that
will be required
click Export this will take a while

Open the My Documents\Outlook Files (it may also be found under Your name -> Documents ->
Outlook Files) folder and click OK. Click Export to save your data to the folder that you created
earlier.

The tool will start converting the data from the .nsf file into the .pst file, and will show a status
window that shows the progress of the conversion.

Note: The conversion may take even 15-30 minutes or more, depending on the amount of data.
The conversion is finished once the tool shows Complete at the bottom of the window. You can
now click OK.

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The tool will ask you if you would like to export more files. Click Yes.

Now you can move to exporting your calendar entries.

Then export your Calendar entries:

in Select categories select Calendars

you may select the interval, e.g. if you dont wish to transfer all of your past calendar entries

Open the My Documents\Outlook Files folder and click OK. Click Export to save your data in the
folder that you created earlier.

The tool will start converting the data from the .nsf file into the .pst file, and will show a status
window that shows the progress of the conversion.

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Note: The conversion may take even 15-30 minutes or more, depending on the amount of data.
The conversion is finished once the tool shows Complete at the bottom of the window. You can
now click OK.

The tool will ask you if you would like to export more files. Click Yes.

Now you can move to exporting your contacts. Move to chapter 6.4.
6.4

Export your contacts

The tool will display a window that will allow you to select the names.nsf file that you want to
transfer to Outlook. Click on the Browse button to display the Open window.

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By default the user profile can be found under Computer Local Disk (C:) Users
<your_username> The user name may either be your old user name (vph16) or your new
(abc123).
Then open Local -> Lotus -> Notes -> Data and open you names.nsf file. This is the file that
contains your contacts.

Now click Open.

Click Next.
Select Contacts and click Export.

Open the My Documents\Outlook Files folder and click OK. Click Export to save your data in the
folder that you created earlier.

The tool will start converting the data from the .nsf file into the .pst file, and will show a status
window that shows the progress of the conversion.

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Note: The conversion may take even 15-30 minutes or more, depending on the amount of data.
The conversion is finished once the tool shows Complete at the bottom of the window. You can
now click OK.

The tool will ask you if you would like to export more files. Click No (unless you want to export
your archives in that case go to chapter 6.5.).

Now you can move to opening your files in Outlook. Go to chapter 6.6.
6.5

Exporting archives
You can now either close the SysTools Export Notes tool or convert another file (e.g. an archive).
To do that, please follow the instructions from chapter 6.2 onwards. The archive files are located
in the same folder as the .nsf email files you already transferred, they are just named differently.
If you have trouble locating the Lotus Notes archie location, please follow the instructions in
chapter 10.3.
After you have converted all the files you want, you can move to the next step and open the
converted .pst files in Outlook.

6.6

Open the converted .pst email file in Outlook

To enable you to view the data in your Outlook, you need to open the files in your Outlook.
There are two alternative ways to do this. Please choose the same way, i.e. follow the same Path
as you did in chapter 6.3.
Simple and quick way (Path 1 in Chapter 6.6.1). Please choose this path, if you transferred your
calendar and email data in one file, i.e. you followed Path 1 in Chapter 6.3.1.
OR
A slightly more time consuming way (Path 2 in Chapter 6.6.2). Please choose this path, if you
transferred your calendar and email data in separate files, i.e. you followed Path 2 in Chapter
6.3.2.
Start by opening Outlook.

6.6.1

Path 1: Open your email and calendar file

In Outlook select the File tab at the top of the page, then select Open and Open Outlook Data
File as shown in the following screenshot:

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Outlook will display the Open Outlook Data File as shown in the following screenshot:

Select the .pst file you created and click OK. Please note that if you have exported more than one
file, the first file is named <your-user_name.pst>, the second one >your_user_name.pst(1)> and
so on.
Outlook will display the contents of the converted .pst file in your folder pane (email and
calendar):

The exported data from Notes can be used parallel with your Outlook Email, Calendar and
Contacts or you can import it to Outlook.

You can now drag and drop the items and folders you want to your Outlook mailbox and
calendar to be able to access them when using these applications.
You can open further .pst files (e.g. archives) by redoing the steps in this chapter.
Begin by selecting the Calendar that has been imported from Notes:

Change the viewing type to List:

You can now select the desired items (you can use the keyboard shortcut Ctrl A to select all)
and drag them to your Outlook Calendar:

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You can move your emails and contacts by using the same method.
You can also open other archived files by using the instructions in this chapter.

6.6.2

Path 2: Open your email file and import your calendar entries
Follow the steps in the chapter 6.6.1 to open your email file (named <your_user_name.pst>).
Follow the instructions below to import your calendar file (named <your_user_name(1).pst>).
In Outlook go to Calendar

Select the File tab at the top of the page, then select Open and Import

Select Import from another program or file.

Select Outlook Data File.

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Select the exported calendar .pst file. If you did the export in the same order as defined in these
instructions, the name of the file is <your_user_name(1).nsf>.

Select Do not import duplicates.

Select Calendar as the folder to import from. Also select Import items into the current folder
(make sure you are in Calendar when starting the import). Then click Finish.
Now you may move to importing your contacts.

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6.7

Import your contacts to Outlook

In Outlook go to Contacts. Select File Open Import

Select Import from another program or file.

Select Outlook Data File.

Select the exported names.pst file.

Select Do not import duplicates.

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Select Contact as the folder to import from. Also select Import items into the current folder
(make sure you are in Contacts when starting the import). Then click Finish.

6.8

Please note these things after the data transfer

The calendar entries

originally created in
Lotus Notes cannot be
changed in Outlook
anymore

If you need to change the schedule, participant list

or content of a transferred calendar entry, please
delete the entry and create a new one in Outlook.

All data included in the

recurring meeting
invitations will not be
transferred from Lotus
Notes to Outlook

Re-create the recurring calendar entires in Outlook

and delete the old ones.
During the Office 365 transition period (until April
2014) do not create recurring meeting invitations.
Instead, please create each entry separately.

STEP 5: LOGGING IN TO LYNC FOR THE FIRST TIME

Lync 2013 can be found in All programs under Office 2013 section. When you start the Lync 2013
Basic client for the first time, it will display the Lync Sign in screen. Type in your username
(usually firstname.lastname@poyry.com) in the Sign-in address: textbox and click Sign In. You
may need to type in your password and verify, whether you want to save the username and
password on your computer.

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MOBILE DEVICES
Office 365 services can be used with mobile devices.
You may install an Outlook email client on your mobile phone. Please note that once you install
the client, the system requires setting a PIN code or password for your mobile device. In case
your mobile device is stolen, Pyry will be able to wipe out the data on your mobile device
remotely for security reasons.
You can find the instructions on how to install Outlook to your phone in the P3 Office 365
Training site on the Business support tab.
When installing Outlook to your mobile phone you are required to enter your email address and
password. Please note that the server name is: outlook.office365.com.

9
9.1

FOR MORE INFORMATION AND HELP

Training
This Quick Guide contains the most critical features of the Office 365 tools. To learn more, please
visit the Office 365 project site and the Office 365 training page in P3.
P3 Business Support Currently Ongoing in IT Office 365 project
There you can find a variety of training material, such as quick guides, user manuals, e-learning
possibilities and virtual training sessions.

9.2

Technical support
For technical questions, please contact the Service Desk:
itsd@poyry.com (in English)/ 0800 523 129 (in Finnish during office hours, English 24/7)
There are two Office 365 dedicated English-speaking support persons in the Service Desk.

10

EXTRA ADVISE

10.1 Set your Windows password for Office 365 (in case your password did not work)
Once you are successfully logged in, press Ctrl-Alt-Del on your keyboard. You will see the
following screen. Click Change a password

Then you will see a screen as shown below. Make sure that the top field shows
ONE\ before your username, and then fill out the Old Password, New Password, and Confirm
New Password fields. You may use the old password as long as it is considered strong (see
instructions below). Then click on the blue arrow pointing right.

You should then receive a message stating that you have successfully changed your password, as
seen in the following picture.

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Wait for 5 minutes before trying to log in to Office 365.

In case the system doesnt allow you to enter your old password, you need to change your
password to a new one.
Please keep in mind that the requirements for the Windows (and Office 365) password are the
following:

min 8 characters
should include three of the following four:
small letters, capital letters, numbers, special characters
it cant be a persons name or a recognizable word

In case you change your Windows password, you are required to re-do the SSO registration to be
able to enter e.g. People@Pyry and CRM. Instructions on how to do the SSO registration can be
found in P3.

10.2 If the AppData folder is hidden

In case the AppData is hidden, it will not be shown in the list of folders. If it is not shown, you can
display its contents by clicking on the folder textbox at the top of the window, and then typing in
\appdata as shown in the following screenshot. Then click Open.

10.3 How to find the Lotus Notes archive location

After launching lotus notes client, open your mail file. In top of the window click on Action it
will show you a dropdown, select Settings from dropdown.

It will prompt you to the Following Window.

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Now select the required criteria and Click On Edit

1. Highlighted path is the directory where by default your archive exists inside the Data
folder. Directory for Data folder is:

C:\Users\<userprofile>\AppData\Lotus\Notes\Data

2. In this highlighted directory, it is showing the archive path if its not present in default
location which is inside the Data folder.

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