Convert Canonical Names of Lotus Notes

Convert Canonical Names For Notes Emails into SMTP Name

In Lotus Notes, the Names Items that comprise of information like the user, the server, or the group names gets saved into a specialized text format called Canonical Names format. The authentication system of Notes and Domino follows this distinguished structure of naming which includes following components, separated by slashes:

  • CN: Common Name
  • OU: Organizational Unit
  • O: Organization
  • C: Country

For Example: CN=Alexa B Wright/OU=Market/OU=North/O=SysTools/C=US

Canonical naming is helpful when mails from a group of people within a particular workgroup has to be tracked and distinguished on the basis of varied factors.

Canonical Example

Migrating Internet Header with Export Notes:

When emails are migrated from NSF database into PST, the names will be saved with the canonical naming convention in Outlook (if that naming criteria is used in Notes®). Since Outlook uses SMTP naming system (, it is a better option to convert the canonical names into SMTP names which can be done using the software.

Using the "Email Address Translation" feature in the tool, canonical names can be converted into SMTP names. To avail this option, enable the "Apply Advance Options (For Advance Users)" and hit the "Settings" button


Select "Email Address Translation" and click on the tab "Set SMTP Manually". Enable the check box for "Set SMTP".

SMTP format

Use the drop-down menu corresponding to the "SMTP Format" and chose the relevant email address format. The SMTP conventions can be a combination of following components:

  • First Name
  • Domain Name
  • Last Name
  • First Initial (F.I.)
  • Last Initial (F.I.)

SMTP naming Convention

In the text box for "Domain Name", provide the domain name that should be added to the SMTP name.

Enter Domain Name

In case the NSF file mail have variety of CN values for which varied domain names have to be defined, the option "Add .CSV File" can be used. How the details should be added into the CSV file is defined in the sample CSV file (which can be opened into text editor like Notepad, or MS Excel).

Browse CSV

Note: To use this option, make sure that the "Set SMTP" field is disabled under "Set SMTP Manually". If this is not done, the latter option, i.e. Add .CSV File will not be activated.

Once done, click on the "Apply" button at the page-bottom in order to get it added for export procedure.

apply changes

Open PST In MS Outlook after Canonical Conversion

Once the conversion is complete, the PST file can be opened in Outlook by following the below mentioned steps:

  • In the File menu, Select Open and Export and choose Open Outlook Data File.
  • Select the PST file and click Open.

We selected SMTP naming convention "Firstname@domainname" which is converted into PCVITA Here, the first name is taken from the Notes canonical name "PCVITA/pcvitadomaino" and the domain name is defined under the "Set SMTP" section.

canonical name after conversion

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