How to Use SysInfoTools NSF Merge: Step-by-Step TutorialMerging multiple Lotus Notes NSF files into a single, consolidated database can simplify mailbox management, reduce duplication, and help with archiving or migration projects. SysInfoTools NSF Merge is a tool designed specifically for this purpose: it lets you combine multiple NSF files while preserving folder hierarchy, item properties, and attachments. This tutorial walks you through preparing your environment, installing the software, performing different types of merges, handling common issues, and verifying results.
Overview: What SysInfoTools NSF Merge Does
SysInfoTools NSF Merge provides:
- Merging multiple NSF databases into one consolidated NSF file while preserving folder structure and item metadata.
- Options to remove duplicates during merge.
- Selective merging using filters (date, sender, folder).
- Preview of items before final merge.
- Support for large NSF files and batch processing.
Preparation
Before starting, do the following to avoid data loss and ensure smooth operation:
- Backup all original NSF files. Even though merging is non-destructive by design, backups protect against accidental problems.
- Verify target Lotus Notes client compatibility and ensure you have necessary access permissions to all databases you intend to merge.
- Check available disk space: merging large mailboxes can require significant temporary space.
- Close Lotus Notes or any other application that might lock NSF files to ensure they are accessible by the tool.
Installation
- Download the SysInfoTools NSF Merge installer from the official SysInfoTools website or authorized distributor.
- Run the installer and follow on-screen instructions. Typical steps:
- Accept license agreement.
- Choose installation folder.
- Complete installation.
- Launch the application from Start Menu (Windows) after installation completes.
- If required, enter license key or choose trial mode per vendor instructions.
Step-by-Step Merge Process
Below is a typical workflow using SysInfoTools NSF Merge. Interface layout and exact labels may vary slightly between versions, but core steps remain the same.
1. Launch and Add NSF Files
- Open SysInfoTools NSF Merge.
- Click the “Add Files” or “Add NSF” button.
- In the file dialog, select one or more NSF files you want to merge. You can usually select multiple files at once.
- Added files will appear in the left or top panel with basic metadata (filename, size, modified date).
2. Preview and Explore Content
- Select a loaded NSF file to preview its contents.
- Expand folders to inspect messages, contacts, calendar entries, and attachments.
- Use the search or filter within preview to quickly find specific items.
3. Choose Merge Mode
SysInfoTools typically offers several merge modes. Common options:
- Merge All: Combine every item from selected NSFs into one output NSF.
- Merge Selected Folders: Choose specific folders to merge (Inbox, Sent, Contacts).
- Merge by Date Range or Sender: Use filters to include only items meeting criteria.
- Incremental Merge: Append only items not already present in the target NSF.
Select the mode that fits your need.
4. Configure Duplicate Handling
- Locate the “Remove Duplicates” or “Duplicate Settings” option.
- Choose one of the available strategies:
- Remove exact duplicates (same subject, sender, date, and body).
- Keep latest or keep oldest copies.
- Mark duplicates rather than deleting.
- For large datasets, run a test on a small subset to confirm behavior.
5. Set Output Options
- Specify the target/output NSF file name and destination folder.
- If merging into an existing NSF, confirm whether to append to or overwrite that file.
- Configure file size split (if provided) to avoid oversized NSF files.
6. Apply Filters (Optional)
- Add filters such as date ranges (e.g., 2018–2024), specific senders, or folders to limit merge scope.
- Filters reduce processing time and output size when you only need certain data.
7. Run a Preview or Trial Merge
- Use the preview feature if available to validate which items will be merged.
- Some versions provide a trial run that lists actions without changing files.
- Confirm preview results before executing final merge.
8. Start the Merge
- Click “Merge” or “Start”.
- Monitor progress via the status bar. Larger merges can take time; the tool often shows processed items and estimated time remaining.
- If the tool supports pause/resume, use these if you need to temporarily stop processing.
9. Post-Merge Actions
- When merge completes, open the resulting NSF in Lotus Notes to verify folder structure, message integrity, attachments, and metadata.
- If duplicates were removed or marked, inspect to ensure no important items were dropped.
- If you configured incremental or append behavior, spot-check both source and target for consistency.
Common Use Cases and Examples
- Consolidating multiple user mailboxes into a single archive NSF for compliance or record-keeping.
- Combining several departmental mailboxes into one shared departmental database.
- Preparing unified data before migrating from Lotus Notes to another platform (as a staging step).
- Removing duplicates generated by repeated imports or synchronization errors.
Example: Merge three mailboxes (A.nsf, B.nsf, C.nsf) into Archive.nsf, removing messages older than 2015 and removing exact duplicates:
- Add A.nsf, B.nsf, C.nsf.
- Select Merge All with filter Date >= Jan 1, 2015.
- Enable Remove Exact Duplicates.
- Set output Archive.nsf and run Merge.
Troubleshooting
- If an NSF file fails to load: check for file corruption, file locks (close Lotus Notes), or permission issues.
- Merge hangs or is slow: ensure sufficient free disk space and CPU resources; try merging smaller groups of files.
- Missing items after merge: verify filters and duplicate settings; check the preview log; restore from backups if necessary.
- Corrupt result NSF: don’t use the corrupted output—restore from backup and re-run merge with different settings or split the job.
Verification Checklist
After merge completes:
- Open the merged NSF in Lotus Notes and confirm:
- Folder hierarchy matches expectations.
- Emails, attachments, contacts, and calendar entries are present.
- Metadata (dates, senders) preserved.
- Verify duplicate removal behaved correctly.
- Compare item counts between source files and merged output (accounting for removed duplicates/filters).
- Keep the original files for a retention period until you’re confident the merge succeeded.
Safety Tips and Best Practices
- Always keep backups of all source NSF files before merging.
- Test on small sample files first to confirm settings.
- Use filters and duplicate detection conservatively on the first run.
- Merge in batches if you have very large or many NSF files.
- Keep a merge log (if the tool provides one) for audit and troubleshooting.
Alternatives & When to Use Them
If you need enterprise-level migration or deeper integration (e.g., migrating to Exchange, Office 365, or Gmail), consider using dedicated migration suites that support NSF to PST/EML conversion as part of a broader migration workflow. Use SysInfoTools NSF Merge when your primary goal is consolidation/cleanup within the Lotus Notes ecosystem.
Conclusion
SysInfoTools NSF Merge streamlines combining multiple NSF files into a single organized database while providing filters, duplicate removal, and preview features to reduce error risk. Follow the preparation steps, test settings on small samples, and verify results in Lotus Notes to ensure a successful merge.
Leave a Reply