How to Manage Shared a Mailbox in HCL Lotus Notes? – [EXPLAINED]
Summary: For businesses that need numerous employees to access and manage a single mailbox, shared mailboxes in Lotus Notes are a practical choice. It is difficult to manage and supervise them, though. Continue reading to learn how to manage a shared mailbox in HCL Lotus Notes.
Comparison of Linked, Shared, and Regular Mailboxes
It’s crucial to understand the distinctions between a regular, shared, and connected mailbox before beginning the operations. As the name implies, a regular mailbox is one that is assigned to a single user. This could become a linked or shared mailbox. When a regular mailbox is linked to a shared mailbox, the user has immediate access to all of the shared mailbox’s data.
You can view the information in a shared mailbox thanks to this linked mailbox. The connected mailbox displays any modifications made to the shared mailbox.
Finally, as opposed to the other two mailboxes that are only assigned to one person, shared mailboxes are utilised by several employees.
Let’s move on to the setup and administration of shared mailboxes in Lotus Notes with this distinction in mind.
How to Set Up a Shared Mailbox in Notes?
The procedures listed below can be used to create a shared mailbox in Notes.
- Select Mailboxes > Configuration from the Deployment menu.
- Click Go after navigating to the Create section.
- Choose the parent mailbox you wish to link the shared mailbox to on the following screen. Simply link it to the root, which is indicated by a slash, if you don’t wish to connect to an existing user mailbox.
- Give your shared mailbox a descriptive name in the Name area.
- Similar to this, include a thorough description of the mailbox’s intended function in the Description section. When you have shared mailboxes that are similar, this will prevent confusion.
- Find the Mailbox Type. Choose the Shared option there, then click Next.
- Go to the Assign Groups page by navigating. To the Selected Groups list, add all the groups you desire. Keep in mind that the mailbox will be accessible to all of these newly added groups.
- Select the users that have access to this shared mailbox as well.
- Check the information one more, then click Confirm.
You should now have a shared mailbox with the permissions you require.
A Shared Mailbox’s Management
In Lotus Notes, managing a shared mailbox is a difficult operation. This is primarily due to the fact that the NSF file grows in size as new data is added. NSF is the name of the file, which is specific to each mailbox and contains all of your data. The NSF file has the potential of becoming corrupted if its size exceeds a certain point. You’ll encounter issues as a result and won’t be able to access your data. Potentially worse, due to corruption, this may potentially result in irreversible data loss.
Due to these challenges, a lot of users choose to convert their data to Outlook because it is more efficient and user-friendly. Outlook is a practical choice for customer-facing teams and supports the use of shared mailboxes as well.
It is difficult to transfer data from Lotus Notes to Outlook, nevertheless. This is due to the fact that whereas Outlook stores all data in the Outlook PST format, Notes only stores data in the NSF format. You cannot just transfer your data between applications because these two formats are incompatible. Here are several strategies for data migration.
Manual Approach
In order to use the manual technique, you must first export the data from your NSF mailbox to a CSV file, after which you must use the Outlook Import/Export wizard to import the data into Outlook. These several processes frequently raise the risk of data loss and handling errors. Additionally, this is a time-consuming process that calls for significant technical understanding and proficiency.
The Microsoft Online Notes Inspector (MONTI) Application
You can move your unique data in relation to their Lotus Notes Domino mailbox storage data using the Microsoft Online Notes Inspector (MONTI) application. Run this utility after downloading it. To upload the NSF file, just follow the instructions. The data will be transferred automatically from NSF to Office 365 and Microsoft 365. However, if the NSF file is damaged or unavailable, this utility could not function.
Use Automated/Professional Solution – CubexSoft NSF File Conversion Tool
Using third-party software, like CubexSoft Lotus Notes Converter, which converts data from NSF to Outlook’s PST file automatically, is a simpler approach. In this manner, accessing the contents of a shared mailbox is as simple as opening the PST file in Outlook. These applications also successfully convert orphaned and inaccessible NSF files to PST and other file types, including MSG, EML, RTF, PDF, and many more. The sophisticated procedures required to convert the data in your mailbox from one format to another are concealed by the tools’ user-friendly, straightforward interface.
Conclusion
To sum up, shared mailboxes make it simple for numerous members of a customer service team to reply to emails from customers. However, shared mailboxes in Lotus Notes might run into a lot of issues. Data corruption may occur, in particular, if the mailbox size exceeds a certain threshold. Migrating to Outlook is a better alternative, but it’s not simple either because Notes and Outlook use different file formats. The manual migration process is laborious and prone to mistakes. To move your data from Notes to Outlook, you can instead make use of advanced CubexSoft NSF to PST Converter Tool.
