In some particular cases, you might want to transfer mail data from 1 mailbox to another one. (like if you are converting an Outlook mailbox to a Lotus Notes mailbox)

You can do this through copy-and-paste, but it takes a lot of time, and if you have many folders in your mailbox structure, it quickly becomes hell.

1 way to go is through mail archiving.

The principle is simple: we are going to archive all mail data in the original mailbox, with the new mailbox set up as the destination for the archive process.

From now on, let’s call the original mailbox mailbox1, and the destination mailbox, the one where you want to transfer the mail data, mailbox2.

Mailbox1 and mailbox2 should be local databases. If they are not, create local replica of those databases.

Archive mailbox1 into mailbox2

Open Mailbox1.

In the Lotus Notes mail client, click “Action” –> archive –> settings.In the window that appears, you should see 3 tabs: basic, settings and advanced.

Click on the basic tab. Here, you will set up the way to archive, ie locally.
Click the “Change” button. In the window that appears, select “on my notes client to”. Make sure that the term “local” appears in both combo box next.
Click OK.

Click on the Settings tab. Here you will set up which kind of mail you want to be archived.
In the window that appears, you can see “Default for last modified” and “Default for last accessed”. Those are 2 default mail criteria according to which the e-mails to archive are going to be selected. You can create your own mail criteria, or you can just edit 1 of them.

Today, we will just edit the “Default for last modified” criteria to adapt it to our needs.

Select “Default for last modified”, and click “Edit”.

In the “How do you want to archive documents in this database” part, click the “Archive database” button. In the dialog box that appears, enter the path to mailbox2, or click the little folder icon to browse for mailbox2.

In the “Which document do you want to select from the database ?” part, click the “Select documents” button. then, set the documents to archive as all documents not modified after 1 day, which means all mails, except those sent or received today.

Go back to the Archive setting window by clicking OK twice. Select the mail criteria you just edited, and check the “Enable archiving” mailbox.Click on the “Advanced” tab. Uncheck “Do not delete documents that have responses”, and check “Log all archiving activities into a log database”.

Launch archiving manually

Once you have set up archiving, you still need to launch it manually. Go to”Actions” –> archive –> Archive now. answer “Yes” to the question “Do you wish to archive now”.

All the mails, except today’s, will be transfered to mailbox2.

Finish the transfer

Today’s mails are yet to be transfered. You can transfer them by copy and paste. Or you can wait 24 more hours and launch archiving again.

Set Mailbox2 as a normal mailbox again

Open mailbox2. You can see that it has an “archive” mailbox design. We will set the design back to normal.

In lotus Notes, go to the menu “Create” –> Agent.

Close the small information window that appears. In the right pane, right combo box, select “LotusScript”. In the left pane, select “Initialize”.

Then, in the right pane again, copy the following code between “Sub initialize” and “End sub”:

Dim s As New NotesSession
Dim db As NotesDatabase
Dim doc As NotesDocument
Set db = s.currentdatabase
Set doc=db.GetProfileDocument(“archive database profile”)
doc.ArchiveDatabase = “0”
Call Doc.Save(True,True)

It should look like this:


Close the agent and answer “Yes” when asked if you want to save it.

Go to “Actions” –> click “Untitled” . Done, the mailbox is back to a normal mailbox design.

Go to “View” –> click “Agent”. In the tab that appears, look for a line starting with “Untitled”. Right-click on it, click “Delete” and confirm. Close the tab.


Mailbox1 and Mailbox2 are local replica of mailboxes on the server.

You still need to replicate them.