Mail store server4 manual-en

MailStore Server 4.5 Documentation © 2009 deepinvent Software GmbH Updated: 01.12.2009 This document can be downloaded as a PDF file from: http://www.mailstore.com/en/documents.aspx Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective ow ners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Table of Contents IWelcome to MailStore61What Does MailStore Offer?62MailStore Components63Supported Email Systems74System Requirements85Licensing8IIGetting Started111Installing MailStore112Starting MailStore123Adding New Users134Archiving Emails135Viewing Archived Emails166Searching Emails167Access from Other Computers17IIIArchiving Methods201Introduction202Working with Archiving Profiles213Archiving Email Clients and Server22Archiving Emails from Outlook, Thunderbird and Other Applications22Archiving Outlook PST Files Directly25Archiving Server Mailboxes27Batch Archiving of IMAP Mailboxes30Archiving Multidrop IMAP/POP3 Mailboxes32Archiving Incoming and Outgoing Emails Directly33Archiving Emails from External Systems (File Import)34Archiving Specific Folders36Deleting Emails after Archiving38Automating the Archiving Process404Archiving Microsoft Exchange43Overview43Archiving an Exchange Mailbox44Centrally Archiving Multiple Exchange Mailboxes47Archiving Public Folders51Archiving Emails Directly Upon Sending and Receiving54Introduction54Setting Up Journaling in Exchange 200355Setting Up Journaling in Exchange 200756MailStore Configuration585Using MailStore Proxy61Using MailStore Proxy61IVAccessing the Archive661Overview662MailStore Client66 Searching by Folder Structure66Quick Search68Extended Search69Email Preview71Reopening Emails in an Email Application72Exporting Emails72Automating the Export Process743Microsoft Outlook Add-in76Using Microsoft Outlook Integration764MailStore Web Access77Using MailStore Web Access775MailStore iPhone Client80Introduction80Setup80Using MailStore iPhone Client81VBackup841Creating a backup842Restoring a Backup85VIAdministration871Base Configuration87MailStore Server Base Configuration87MailStore Web Access Configuration88SMTP Settings912Users, Folders and Privileges92The MailStore Folder Structure92User Management93Specifying Privileges95MailStore and Active Directory97Synchronizing User Accounts with Active Directory97Login with Windows Credentials100MailStore Client Single Sign-On1003Storage Locations103Structure of the MailStore Database103Managing Storage Locations104Administration of the Full-Text Search106Using Network Attached Storage108Scalability113Maintenance and Repair1134Deployment114Deploying MailStore Client114Unattended Installation of MailStore Client1155Other120Statistics120The MailStore Management Shell121 VII Customer Service125 1Online Information125 2Updates125 3Support from our Service Team125 IChapter Welcome to MailStore 1 Welcome to MailStore 1.1 What Does MailStore Offer? MailStore Server is an email archiving solution for small and medium-sized businesses, combining powerful and sophisticated technology with easy operation and low cost. MailStore Server can be installed on any Windows operating system and makes all archiving and administrative functions available through a single user interface. All necessary components, such as a database server, are already integrated into the software. No further licensing fees arise. Product Features Software-based email archiving solution Flexible access to the archiveusing client software, Microsoft Outlook integration or web access 66 820Complete, audit compliant and comprehensible archiving of email servers and email clients Few system requirements Easy installation and setup Advantages for Businesses Compliance with legal duties to preserve records and eDiscovery guidelines Permanent load reduction for email servers Reduction of storage costs and administrative overhead Independence from PST files Fast and easy backups Effective protection against data loss Fast and intuitive access for all users More information about how MailStore Server benefits your business is available on our website under: http://www.mailstore.com/en/mailstore-server.aspx Additional information about compliance and certification of MailStore Server is available under: http://www.mailstore.com/en/mailstore-server-compliance.aspx Capacity and Performance MailStore Server is the ideal solution for all small and medium-sized businesses. The software was developed in Germany and is already employed in over 1,500 companies with 10 to more than 1,000 mailboxes and users. No limit regarding size of the archive Setup of any number of partial archives Automatic creation of search indexes ensuring a continually high performance for the full-text search 1.2 MailStore Components MailStore Server MailStore Server must be installed on the computer that is to make the central email archive available. This can be any Windows PC; no server operating system and no database system is required. An overview of supported operating systems can be found in the chapter System Requirements . 8 local emails (e.g. from the local installation of Microsoft Outlook) are to be archived to MailStore Server, MailStore Client must be installed on the corresponding user PC. The administration of MailStore Server is done using the MailStore Client application as well. Therefore, an installation of MailStore Client is automatically included when installing MailStore Server. MailStore Client is also a prerequisite for using the MailStore Add-In for Microsoft Outlook. The add-in 76 provides access to the archive directly from Microsoft Outlook and can be automatically included in the installation of MailStore Client. MailStore Web Access With MailStore Web Access, users can access the archive using their internet browsers. This has the 77 advantage that no additional software needs to be installed on the user machines. 1.3 Supported Email Systems MailStore Server can centrally archive emails from a variety of different sources. Emails can be archived from the mailboxes of email servers such as Microsoft Exchange, or from the locally installed email clients of the users. All archiving tasks can be performed manually or automatically according to a schedule. Supported Email Clients Microsoft Outlook 2000, XP, 2003, 2007 Microsoft Outlook Express 6.0 Microsoft Windows Mail (integrated in Windows Vista) Microsoft Windows Live Mail Mozilla Thunderbird 1.0, 1.5, 2.0 Mozilla SeaMonkey 1.0 Supported Email Server Microsoft Exchange Server 2003 and 2007 mailboxes Microsoft Exchange Server 2003 and 2007 public folders incl. Windows Server Small Business Edition and Essential Business Edition AVM KEN! 4.0 mailboxes IMAP4 compatible server POP3 compatible server Supported File Formats RFC822/MIME compatible email files (.eml) PST files MSG files MBOX files Archiving All Incoming and Outgoing Emails Automatically MailStore can archive the entire incoming and outgoing email traffic automatically. If an Exchange server is available, this can be done through its Envelope Journaling function. In all other system environments the MailStore Proxy server can be used. The MailStore Proxy server is available to all MailStore Server customers free of charge. Option 2: MailStore Proxy Server6154Option 1: Microsoft Exchange Server Envelope Journaling 1.4 System Requirements General Information Installation on an existing server PC is possible (but not a prerequisite) Installation parallel to Microsoft Exchange Server is possible (but not a prerequisite) Microsoft SQL Server is not required Microsoft Internet Information Server (IIS) is not required All components required for operation are already integrated in the setup Installation in VMware, Virtual Server and Terminal Server environments is possible Supported Operating Systems (MailStore Server) Windows 2000 Service Pack 3 or higher Windows XP Service Pack 2 or higher Windows Server 2003 Windows Server 2008 Windows Vista Windows Vista 64-bit Edition Windows Small Business Server 2003 Windows Small Business Server 2003 R2 Windows Small Business Server 2008 Windows Essential Business Server 2008 Required Software Internet Explorer 5.01 or higher Microsoft .NET Framework Version 2.0 (Installation is done automatically if needed) System Requirements for Accessing the Archive (MailStore Clients) Windows 2000 Service Pack 3 or higher Internet Explorer 5.01 or higher Microsoft .NET Framework Version 2.0 (Installation is done automatically if needed) Microsoft Outlook-Integration for: Microsoft Outlook 2000 Microsoft Outlook XP Microsoft Outlook 2003 Microsoft Outlook 2007 1.5Licensing MailStore Server Test Licenses MailStore Server can be tested for 30 days without functional limitations using a free test license. The maximum number of users is unlimited for the duration of the test as well. If desired, a MailStore Server test installation can be converted to a full version without reinstallation or interruption of service by acquiring a Purchase-License (see above). Free test licenses and the MailStore Server program files can be downloaded under http://www.mailstore. com/en/mailstore-server-sendlicense.aspx. Applying a License Log on to MailStore Client as MailStore administrator, click on Administrative Tools and select License Manager. By clicking on Install License File, any previously stored license file can be selected. The license file has to be installed only once by the administrator, after which it is valid for all logged-on clients and users automatically. Contact and Consultation For questions about licensing MailStore Server please contact our sales department: Phone: +49-(0)2162 50299-11 Email: sales@mailstore.com IIChapter Getting Started 2 Getting Started 2.1Installing MailStore The chapter quot;
Getting Startedquot;
guides you through the installation process of MailStore Server and demonstrates its basic functionality using several examples. Please note: Information about the installation of updates is available in chapter Updates. 125 Choosing a Computer for the Installation of MailStore Server The MailStore server can be installed on any Windows PC. Neither server operating system nor database system is required. An overview of supported operating systems can be found in chapter System Requirements. 8 Installation on an existing server MailStore Server can be installed on an already existing server PC without any restrictions. Although not required, a concurrent installation on a Microsoft Exchange server is possible without any restrictions as well. No changes are made to the Exchange server. Should the capacity of the current computer used for archiving reach its limits, the entire archive can be moved to another machine within minutes. Tips for the test mode To test MailStore Server, it can be installed on any workstation PC. Operation in a virtual machine (e.g. VMware) is possible without any restrictions as well. Starting the Installation To start the installation process, double-click on the downloaded setup file. This is a regular Windows installation; simply follow the instructions on the screen. Choosing a Directory During the installation you will be prompted for choosing a storage location for the master database. This will be the directory in which the actual email archive will be stored. The following destination folder is suggested: C:ailArchive You can accept the default folder or change the directory; you will still be able to change the directory after installation through MailStore's Administrative Tools. Should you plan to store on a Network Attached Storage (NAS), the chapter Using NAS Deviceswill provide with more information on this. 108 2.2 Starting MailStore After successful installation, a new MailStore Client icon will appear on the desktop; simply double click this icon to start MailStore. Background Information: With MailStore Client, a Windows application, users can search the archive and view archived emails. The administration of MailStore Server is also done through MailStore Client. Therefore, when installing MailStore Server, an installation of MailClient is automatically included as well. Logging On as Administrator When logging on as administrator, you will be prompted for the access data. Server name localhost and user name admin are preset; simply click on OK. If asked whether to trust MailStore Server, click on OK as well. Installing a License If MailStore Server was installed for the first time, the license manager will open after logging on as administrator. Here you can install a free 30-day test license or an already purchased license. Information about obtaining license files is available in chapter Licensing. 8 Changing the Password (Recommended) To ensure security, the administrator password should be changed after the first start of MailStore: simply click on Administrative Tools and select Change Password. Important notice: For security reasons you will not be allowed to log on to MailStore as user admin from any other computer, as long as the password is set to admin. 2.3 Adding New Users When emails are archived, they are always assigned to individual users. For each user, whose emails are to be archived with MailStore, a corresponding user account has to be created in MailStore. As a suggestion, begin by adding a user account for yourself. Important notice: This chapter describes how you can add a MailStore user manually. However, users can also be added through Active Directory Integration. In addition, MailStore users can be created97automatically during Archiving a Microsoft Exchange Server .43 Opening User Management Click on Administrative Tools and select Users; user management is displayed. Adding a New User Click on Create New and enter a user name for the new user, such as the first name or a short combination of first and last name. Click on OK. On the next screen, the full name can be entered; the button password provides the option to create a MailStore password for the new user. Click on OK to save the settings and close user management. Logging On to MailStore Server as User To log on to MailStore Server using the new user account, simply close and restart MailStore Client. On the login screen enter the new access data (user name and password) and click on OK. 2.4 Archiving Emails After creating a MailStore user, you can start archiving emails for that user. In the following example, emails are archived from the local Outlook application. No changes are made to Outlook or the emails contained therein. Important notice: This section describes how to archive emails from the local Microsoft Outlook application as an example. Detailed information about other archiving options is available in chapters Archiving Emailsand MailStoreand Microsoft Exchange .2043 Click on Archive Email. From the list on the upper right, select Microsoft Outlook as source. Keep the default settings and click on Next. If desired, you can choose further archiving settings in the following window. For now, keep the default settings and click on Next. Finally, you can specify a name (e.g. quot;
Microsoft Outlook Testquot;
) under which MailStore will save your archiving task. Click on Finish to start the archiving process. After the archiving process is finished, a protocol appears. If it does not contain any error messages, the process was successful. The new archiving profile is now listed under Saved Settings (Profiles) and from here can be run as often as desired. MailStore only archives those emails not yet stored in the archive. 2.5 Viewing Archived Emails MailStore displays the archived emails in a tree structure on the left side of the application window. An administrator (admin) can view the archived emails of all users, a regular user, by default, only his or her own user archive. Click on a folder to view the emails it contains. Click on an email name in the lower left pane to view an individual email. Additional information about the email preview is available in chapter Working with Archived Emails. 71 2.6 Searching Emails To locate emails quickly, MailStore offers a fast and convenient full-text search. Simply enter one or more keywords into the text field on the upper left of the application window and click quot;
Searchquot;
or press the Enter key. Search results are displayed below the tree. Click on an email name to view a particular email. Additional information about using quick search is available in chapter Working With Archived Emails. 68 2.7 Access from Other Computers MailStore Server provides several ways to access the archive from other computers: Windows Client - The Windows software MailStore Client is installed on other machines making the entire range of functions of MailStore Server accessible. Outlook Add-In - This is included in the installation of MailStore Client. In Microsoft Outlook it provides an additional MailStore toolbar through which the archive can be accessed. Learn more about this convenient feature in chapter Microsoft Outlook Integration. 76 Web Client - Using any internet browser (e.g. Internet Explorer, Firefox or Safari), an internal internet (LAN) address is used to access the archive in read-only mode. This convenient feature is called MailStore Web Access and is described in detail in the corresponding chapter. 77 iPhone Client - This software can be set up on any iPhone or iPod touch, which can then be used to access the archive. Learn more about this feature in chapter MailStore iPhone Client. 80 In the following, MailStore Client is described as an example: Using MailStore Client With MailStore Client, users can access MailStore Server - the central archive - from any computer on the network and are able to browse and view the emails that were archived for them. Access to the archived emails of other users is only permitted after the appropriate privileges have been assigned. Installing MailStore Client Download the MailStore Client software here: http://www.mailstore.com/download.ashx?product=Client This is a regular Windows installation program which can be executed on the corresponding user's computer by double-clicking. Simply follow the instructions on the screen. Please note: In addition to a manual installation, MailStore Client can also be distributed among all user computers using Active Directory. For more information, please refer to chapter Unattended Installation of MailStore Client . 115 Under Server Name, enter the name or the IP address of the computer on which MailStore Server is installed. Please keep in mind that the preset entry localhost is valid only if MailStore Client is started on the same PC on which MailStore Server is installed. Enter the user name and password of the administrator (admin) or any MailStore user into the appropriate fields and click on OK. If asked whether to trust MailStore Server, click on OK. Important notice: As long as the administrator password is set to admin, you will not be able to log on to MailStore as user admin from any other computer. IIIChapter Archiving Methods 3 Archiving Methods 3.1Introduction Emails can be archived from the mailboxes of email servers such as Microsoft Exchange as well as from the locally installed email clients of the users. All archiving tasks can be performed manually or automatically according to a schedule. Various Archiving Features Archiving emails from Microsoft Outlook and other email clients As opposed to all other archiving features, it is imperative that the MailStore Client software is installed on the user computers when archiving emails from these users' email applications. Once the archiving task is set up, it can be started manually by the user or executed automatically according to a schedule any number of times. Additional information about this topic is available in the chapter Archiving Emails from Outlook, Thunderbird and Other Applications . 22 Archiving Outlook PST and other files (file import) As administrator, you can archive Microsoft Outlook PST and other files, such as emails in .eml format, for other MailStore users. Additional information about these topics is available in chapters Archiving Outlook PST Files Directlyand ArchivingEmails from External Systems (File Import) 2534 . Archiving Exchange mailboxes and public folders With MailStore, already existing Exchange mailboxes as well as public folders can be archived. You have the option to archive individual, multiple or all mailboxes in one step. Additional information about this topic is available in chapter MailStore and Microsoft Exchange. 43 Archiving server mailboxes In addition to Microsoft Exchange server mailboxes, the mailboxes of other email servers can be archived using IMAP or POP3 protocols. These include web-based mailboxes such as Google Mail or Web.de. Additional information about this topic is available in the chapter Archiving Server Mailboxes .27Archiving multidrop mailboxes If you have a single multidrop mailbox for your domain on the ISP's mailserver or your current mailserver is able to deliver copies of all sent and received emails to another mailbox, MailStore is able to fetch all emails from such multidrop mailboxes and put them into the corresponding user's archive. Additional information about this topic is available in the chapter Archiving Multidrop IMAP Mailboxes. 32 Archiving emails directly upon sending and receiving MailStore can archive the entire incoming and outgoing email traffic automatically. If an Exchange server is available, this can be done through its Envelope Journaling function. In all other system environments, the MailStore proxy server can be used. The MailStore proxy server is available to all MailStore Server customers free of charge. Additional information about this topic is available in the chapter Archiving Incoming and Outgoing Emails Directly. 33 Performance Features of the Archiving Process Emails are archived in facsimile and MIME compatible. During the archiving process, file attachments are compressed automatically using a sophisticated algorithm. MailStore stores identical file attachments only once in the archive (single-instance storage). During the archiving process, emails and file attachments are automatically indexed for a full-text search. The file attachments to be indexed can be free defined. 3.2 Working with Archiving Profiles In MailStore, every archiving task is stored as an archiving profile. The archiving process is started by executing such a profile. Such an archiving profile could contain the following information: WHAT: Mailbox p.berten@company.com FROM: Exchange server EXCHANGE01 TO (Target archive in MailStore): peter.berten SCOPE: All folders except drafts DELETION RULE: Delete all archived emails older than 3 month from the Microsoft Exchange mailbox. Creating an Archiving Profile Start MailStore Client and click on Archive Email to create and execute an archiving profile. In the upper area of the application window, select the source from which the emails are to be archived (e.g. Microsoft Outlook). A wizard opens. At the first steps of the wizard, several different settings can be specified for the archiving profile. These include the selection of folders (e.g. quot;
Inboxquot;
) and deletion rules (by default, no emails are deleted). Please note: If you are logged on to MailStore Server as administrator, you will be prompted for the target archive (user archive), in which the emails are to be stored. If logged on as regular user, the corresponding user archive will be used automatically. At the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process From the list under Saved Settings (Profiles), select the archiving profile to be executed and click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred. In addition to being executed manually, archiving profiles can also be run automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 Executing Archiving Profiles Multiple Times Any archiving profile can be run any number of times without concern. MailStore only archives emails that are not yet stored in the target archive (the specified user archive). MailStore also detects if any emails were moved to a different folder within the source application (e.g. Microsoft Outlook) and repeats such moves in MailStore accordingly. Editing Archiving Profiles To edit an existing archiving profile, right-click on the profile and select Properties. Make any desired changes and click on OK to save the new settings. Deleting Archiving Profiles If no longer needed, archiving profiles can be deleted. This has no effect on the emails that have already been archived. They remain in the archive. Right-click on the profile to be deleted and select Delete. A confirmation prompt appears; click on OK. Managing and Executing the Archiving Profiles of Other Users As MailStore administrator (admin), the archiving profiles created by other users for themselves can be managed as well. Simply select the checkbox Show Profiles of All Users in the lower left corner of the screen. Now the profiles can be edited, executed or deleted as if they were your own. Exception: Executing the archiving profiles for Microsoft Outlook and other email clients for other usersGenerally, it is sensible to execute these profiles exclusively on the computer on which the corresponding application is installed. More precisely: If Mr. Brown has an archiving profile for Microsoft Outlook, it can be viewed and edited by the administrator through MailStore Client. However, executing this profile only makes sense if it is run using the MailStore Client that is installed on Mr. Brown's computer. This exception is only valid for Outlook, Outlook Express/ Windows Live Mail, Thunderbird and Seamonkey. 3.3 Archiving Email Clients and Server 3.3.1 Archiving Emails from Outlook, Thunderbird and Other Applications Important notice: As opposed to all other archiving features, it is imperative that the MailStore Client software is installed on the user computer when archiving emails from Outlook, Thunderbird and other email applications. Once the archiving task is set up, it can be started manually by the user or executed automatically according to a schedule any number of times. During this process, the emails are transferred by the MailStore Client of the user to the central MailStore Server for archiving. Please note: If the user emails are accessible (e.g. on a network drive) to the MailStore administrator in form of individual PST files, they can be archived directly by the administrator. As opposed to archiving from Outlook, this can be done completely independently from the user and the user computer. Additional information about this topic is available in chapter Archiving Outlook PST Files Directly.25 Supported Email Applications MailStore supports archiving emails from various email applications, including: Microsoft Outlook 2000, XP, 2003, 2007 Microsoft Outlook Express 6.0 Microsoft Windows Mail (integrated in Windows Vista) Microsoft Windows Live Mail Mozilla Thunderbird 1.0, 1.5, 2.0 Mozilla SeaMonkey 1.0 Even email applications not listed here can often be archived using the file system (EML) and MBOX import. Additional information is available in chapter Archiving Emails from External Systems (File Import). 34 Procedure Setting up archiving processes for Outlook, Thunderbird and other email applications is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles. 21 Create a MailStore user account (if one does not already exist) for each user whose emails are to be archived and grant them the privileges to archive emails and to create, edit and delete archiving profiles. Additional information is available in chapter User Management. 95 Install the MailStore Client software on the corresponding user computers. Ask each user to log on to MailStore Server using their MailStore Client. Under Archive Email, a new archiving profile can be created for each user. In the upper area of the application window, select the source from which the emails are to be archived (e.g. Microsoft Outlook). A wizard opens. At the first steps of the wizard, several settings can be specified for the archiving profile. These include the selection of the folders (e.g. quot;
Inboxquot;
) and deletion rules (by default, no emails are deleted). An explanation of these settings can be found later on in this chapter under quot;
Settings for Archiving Profilesquot;
. If logged on to MailStore Server as administrator, the target archive can be specified at the next step of the wizard. Select the archive of the user whose computer is currently being used. At the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive Email and from the list under Saved Settings (Profiles), select the appropriate archiving profile. Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred. This process can be repeated by the user any number of times. MailStore only archives those emails that are not yet stored in the corresponding user archive. In addition, MailStore detects if emails within the source application (e.g. Microsoft Outlook) were moved to a different folder and repeats such moves in MailStore accordingly. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 Please note: As long as no deletion rules were specified upon creating the archiving profile, MailStore will never delete or otherwise modify emails in the source application (e.g. Microsoft Outlook). Settings for Archiving Profiles Upon creating or editing an archiving profile, different settings can be specified for the archiving task. Settings vary depending on the type of the email client selected (e.g. Microsoft Outlook or Mozilla Thunderbird). Folders - Specify here, which folders (e.g. quot;
Inboxquot;
) are to be archived. Additional information is available in chapter Archiving Specific Folders. 36 Filter - Also archive unread messages: By default, MailStore archives both read and unread emails. Clear the checkbox next to this text to exclude unread emails from the archiving process. Delete - If desired, MailStore can automatically delete emails from the source application (e.g. Microsoft Outlook), after they have been archived successfully. Additional information is available in chapter Deleting Emails after Archiving. 38 Settings Available For Outlook Only Archive Email Stored in your Local Outlook If multiple Outlook profiles exist, to which the user can log on to, the Outlook profile to be archived can be selected here. Archive Email Stored in a PST File Select this option if MailStore is to access the PST file directly. This option is described in chapter Archiving Outlook PST Files Directly. 25 Settings Available For Mozilla Thunderbird Only Profile: If multiple Thunderbird profiles exist, to which the user can log on to, the profile to be archived can be selected here. Alternatively, by using the Browse button, any directory containing Thunderbird data (e.g. from the portable version) not listed under Profile can be specified. Select the directory containing the file prefs.js. Settings Available For Mozilla SeaMonkey Only Profile: If multiple SeaMonkey profiles exist, to which the user can log on to, the profile to be archived can be selected here. Alternatively, by using the Browse button, any directory containing SeaMonkey data not listed under Profile can be specified. Select the directory containing the file prefs.js. 3.3.2 Archiving Outlook PST Files Directly With MailStore, PST files can be archived directly. Compared with Archiving Emails from Outlook, this has 22 the advantage that archiving tasks can be created and executed independently from users and user computers. Therefore, as administrator, you should be able to access the individual PST files of the users from your computer (by keeping them on a network drive, for example). Please note: The computer used for archiving PST files through MailStore Client must have a version of Outlook installed that is compatible with the PST files selected. For example, to archive an Outlook 2007 PST file, the corresponding version of Outlook needs to be installed. Setting up archiving processes for PST files is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles. 21 For each PST file, please proceed as follows: Users can only archive their own PST files to their personal user archive. To archive the emails of other users, you have to be logged on to MailStore Client as MailStore administrator. In MailStore, click on Archive Email. From the list in the upper area of the window, select Microsoft Outlook to create a new archiving profile. The dialog window Archive Microsoft Outlook appears. 5. As source, select Archive Email Stored in a PST File and specify the PST file to be archived. Click on Next. Please note: If you work with an Outlook/Exchange environment, you get better results by first opening the existing PST file in Outlook and then using the Archive Email Stored in your Local Outlook option. This way you can ensure that all existing sender and recipient addresses are correctly archived. 6. If needed, adjust the list of folders to be archived, the deletionrulesand the filter.3638 7. If logged on to MailStore Server as administrator, the target archive can be specified. Select the archive of the user for whom the PST file is to be archived. 8. At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive Email and from the list under Saved Settings (Profiles), select the appropriate archiving profile. Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived, as well as any errors that may have occurred. The archiving profile can be executed as often as desired. MailStore only archives those emails that are not yet stored in the archive. In addition, MailStore detects if emails within the PST file were moved to a different folder and repeats such moves in the archive accordingly. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically, according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process . 40 3.3.3 Archiving Server Mailboxes This chapter describes how a single mailbox located on any email server can be archived using the IMAP or POP3 protocols. To archive multiple mailboxes in one step, Batch Archiving of IMAP Mailboxescan be 30 used. Please note: MailStore offers special support for Microsoft Exchange Server(also applies to Hosted43Exchange mailboxes) and AVM KEN! - please refer to the corresponding chapters in this manual.Supported Email-Servers Through a generic interface, MailStore makes it possible to archive any internal or external email server using the IMAP or POP3 protocols. For example: Servers of external email service providers such as 1&1 or Strato Courier Mail Server Cyrus IMAP Server Eudora Internet Mail Server IBM Lotus Domino Server IMail Server Novell GroupWise Sun Java System Messaging Server Tobit David Zimbra Required Information In order to archive a server mailbox, MailStore requires the following data: The server name (e.g. imap.myserver.com). The protocol used (e.g. IMAP-TLS). The user name. Often times, the full email address or the local part (left of the @ character) is used. The password. IMAP or POP3? When choosing between IMAP and POP3, we strongly recommend using IMAP. With IMAP, all or specific folders of the mailbox can be archived. POP3 does not quot;
recognizequot;
any folders; because of this it is likely that, with most service providers, only the inbox will be archived. Setting Up the Archiving Process Setting up archiving processes for IMAP or POP3 mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles. 21 For each mailbox, please proceed as follows: Users can only archive their own mailboxes to their personal user archive. To archive the emails of other users, you have to be logged on to MailStore Client as MailStore administrator. Only MailStore administrators can archive the emails of other users. In MailStore, click on Archive Email. To create a new archiving profile, select either IMAP Mailbox or POP3 Mailbox from the list in the upper area of the application window. A wizard opens guiding you through the setup process. Select Single Mailbox and click on OK. Fill out the fields Email Address, Host, Protocol, User Name and Password. Click on Test to verify the data entered. For the IMAP-TLS and IMAP-SSL protocols only: You have the option to ignore SSL security warnings. Generally, these warnings appear if an unofficial certificate is used on the server. Click on Next. If needed, adjust the list of folders to be archived(only available with IMAP), the deletion rules 3638 (only available with IMAP), the filter (also only available with IMAP) and the timeout value in seconds. The timeout value only has to be adjusted in specific cases (e.g. with very slow servers). Click on Next. If logged on to MailStore Server as administrator, the target archive can be specified at the next step. Select the archive of the user for whom the mailbox is to be archived. 11. At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive Email and select the appropriate archiving profile from the list under Saved Settings (Profiles). Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred. The archiving profile can be executed any number of times. MailStore only archives those emails that are not yet stored in the archive. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 3.3.4 Batch Archiving of IMAP Mailboxes This chapter describes how multiple IMAP mailboxes can be archived in one step. Please note: MailStore offers special support for Microsoft Exchange Server(also applies to Hosted43Exchange mailboxes) and AVM KEN! - please refer to the corresponding chapters in this manual.Supported Email-Servers Through a generic interface, MailStore makes it possible to archive any internal or external email server using the IMAP or POP3 protocols. For example: Servers of external email service providers such as 1&1 or Strato Courier Mail Server Cyrus IMAP Server Eudora Internet Mail Server IBM Lotus Domino Server IMail ServerNovell GroupWiseSun Java System Messaging Server Tobit DavidZimbra Preparation (Creating a CSV File) In order to set up batch archiving of multiple IMAP mailboxes, first, a CSV file needs to be created. For this, a Microsoft Excel spreadsheet can be used, for example: Set up the columns as shown above. Please keep in mind that the headings (e.g.quot;
IMAP user namequot;
) must be in place but their notation may differ. Beneath the headings, enter a row for each mailbox to be archived: IMAP user name and IMAP password These entries are mandatory for MailStore to be able to access the mailbox. Email address (optional) If entered, MailStore will label the folder for the respective mailbox in the tree structure of the archive with the email address specified. MailStore user name (optional) If entered, MailStore will archive the respective mailbox for each MailStore user specified (store the emails in the appropriate user archive). If the user does not yet exist, a user will be created automatically. If this field is left blank, a new MailStore user is created automatically and labeled with the IMAP user name specified. This way, any number of mailboxes of an email server may be entered. When finished, save the file in .csv format (if Microsoft Excel is used via the Save As function). Setting Up the Archiving Process Setting up archiving processes for IMAP or POP3 mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles. 21 Please proceed as follows: Log on as MailStore administrator using MailStore Client. In MailStore, click on Archive Email. To create a new archiving profile, select IMAP Mailbox from the list in the upper area of the application window. A wizard opens guiding you through the setup process. Select Multiple Mailboxes and click on OK. Enter the name of the email server and the protocol to be used. For the IMAP-TLS and IMAP-SSL protocols only: You have the option to ignore SSL security warnings. Generally, these warnings appear if an unofficial certificate is used on the server. Under CVS File, enter the path of the new CSV file (created as described above). This file contains the access information for the mailboxes to be archived. Click on Next. If needed, adjust the list of folders to be archived, the deletionrules, the filter and the timeout 3638 value in seconds. The timeout value only has to be adjusted in specific cases (e.g. with very slow servers). 10.Click on Next. 11.At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive Email and select the appropriate archiving profile from the list under Saved Settings (Profiles). Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred. The archiving profile can be executed any number of times. MailStore only archives those emails that are not yet stored in the archive.. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 3.3.5 Archiving Multidrop IMAP/POP3 Mailboxes In this chapter, learn how to archive multidrop mailboxes. Multidrop mailboxes, also called catchall mailboxes, contain emails for more than one person. Generally, all emails for a certain domain are collected therein to be retrieved by an internal email server; the server then distributes the emails among the appropriate user mailboxes. Multidrop mailboxes are also used when sending a copy of all emails to a single mailbox on the email server; MailStore extracts the sender and recipient information from the email headers to assign them to the appropriate users. Please note: MailStore offers special support for Microsoft Exchange Server(also applies to Hosted43Exchange mailboxes) – Please read more in the corresponding chapters of this manual.Supported Email Server MailStore provides a generic interface for archiving any email server, internal or external, using the IMAP and POP3 protocols. Examples: Server external email service provider, e.g. 1&1 or Strato Courier Mail Server Cyrus IMAP Server Eudora Internet Mail Server IBM Lotus Domino Server IMail Server Novell GroupWise Scalix Sun Java System Messaging Server Tobit David Zimbra Collaboration Suite Zaraffa Setting up the Archiving Process Setting up archiving processes for multidrop mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles. 21 Please proceed as follows: Log on as MailStore administrator using MailStore Client. In MailStore, click on Archive Email. To create a new archiving profile, select IMAP Mailbox or POP3 Mailbox from the list in the upper area of the application window. A wizard opens guiding you through the setup process. Select Multidrop Mailbox and click OK. Fill out the fields E-mail Address, Host, Protocol, User Name and Password. Click on Test to verify the data entered. For the TLS and SSL protocols only: You have the option to ignore SSL security warnings. Generally, these warnings appear if an unofficial certificate is used on the server. Adjust any further settings such as how to handle emails with unknown addresses or asking MailStore to delete emails after they have been archived. The latter option is especially sensible when dealing with mailboxes that are exclusively used for archiving. Click on Next. The timeout value only has to be adjusted on a case-by-case basis (e.g. with very slow servers). Click on Next. At the last step, select a name for the new archiving profile. After clicking on Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive E-mail and select the appropriate archiving profile from the list under Saved Settings (Profiles). Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the amount of e-mails that have been archived as well as any errors that may have occurred. The archiving profile can be executed any number of times. MailStore only archives those e-mails that are not yet stored in the archive. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 3.3.6 Archiving Incoming and Outgoing Emails Directly In addition to archiving server mailboxes, files and email applications (clients), MailStore also provides the option to archive all incoming and outgoing emails automatically and in their entirety. Below, some of the advantages and disadvantages are described to help determine if this way of archiving is suitable for your company: Advantages Users cannot delete or modify any emails before archiving. In many cases, archiving all incoming and outgoing emails automatically and in their entirety is the only practical solution to complying with legal requirements and regulations. As opposed to archiving emails from local email clients such as Outlook or Thunderbird, this type of archiving does not require an installation of MailStore Client software on the user computers. This way of archiving can also be conducted in non-Windows environments. Only the installation of the main program, MailStore Server, requires a computer with a Windows operating system. Disadvantages Depending on the configuration, unwanted emails, such as spam, are archived as well. The folder structure created by the user is ineffective, because emails are archived before being stored into folders. Depending on the configuration, adjustments to the settings of the local email clients (e.g. Outlook) may be necessary. Applying specifically to companies in Germany: The automatic storage and the access to private emails of employees or co-workers could violate the postal privacy law as stated in Article 10 of the Basic Law for the Federal Republic of Germany. By definition, emails belong into the category quot;
mailquot;
and are subject to this basic law. Therefore, the automated archiving of emails can be permitted only through a contractual agreement with the employees or with approval of an employee organization which is authorized to represent the employee. Another option is the enforcement of a company-wide ban of private email communication by the company management. How It Is Done MailStore can archive the entire incoming and outgoing email traffic automatically. If an Exchange server is available, this can be done through its Envelope Journaling function. In all other system environments, the MailStore Proxy server can be used. The MailStore Proxy server is available to all MailStore Server customers free of charge. The exact way of proceeding depends on the email system that is used: Instructions for Microsoft Exchange Server Instructions for other system environments 5461 3.3.7 Archiving Emails from External Systems (File Import) MailStore can archive the emails from applications that are not directly supported if they are available in a standardized format. With such applications it will be necessary to access directly or to export the emails to one of these formats first. Using file import, MailStore can archive the following formats: EML - One file per email. Often called RFC822 or MIME format. MSG - One file per email. Microsoft Outlook email files. PST - Microsoft Outlook personal folder files. MBOX - The file ending is .mbx. This file format is used by Mozilla Thunderbird, for example, although in this case the file ending is omitted. The MBOX file format is also used by many Unix mail servers. Procedure for Archiving PST Files Archiving PST files is described separately in chapter Archiving Outlook PST Files Directly. 25 Procedure for Archiving EML and MSG Files Setting up archiving processes for files from the file system is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles. 21 Please proceed as follows: Users can only archive their own email files to their personal user archive. To archive the emails of other users, they have to be logged on to MailStore Client as MailStore administrator. In MailStore, click on Archive Email. From the list in the upper area of the window select Archive Email Files. A wizard opens, guiding you through the setup process. Select the file type to be archived (e.g. EML or MSG files) and click on OK. 6. Select the folder to be archived. All email files in this folder will be archived. If desired, adjust the advanced settings or simply click Next. Include Subfolders: Not only the emails in the selected folder are archived but also those located in any subfolders. Read MailStore Headers (EML Files Only): RFC822 files created by the MailStore-specific export process contain additional information such as the source folder. Remove the checkmark if this information is to be ignored. Custom File Extensions (EML Files Only): Choose this option if the files to be archived are in EML format but have a different file ending. If logged on to MailStore Server as the administrator, the target archive can be specified. Select the archive of the user for whom the selected files are to be archived. At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Procedure for Archiving MBOX Files Setting up the archiving process for files from the file system is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles. 21 Please proceed as follows: 1. Users can only archive their own email files to their personal user archive. To archive the emails of other users, you have to be logged on to MailStore Client as MailStore administrator. In MailStore, click on Archive Email. From the list in the upper area of the window select Email Files. A wizard opens, guiding you through the setup process. As file type, choose MBOX File and click on OK. Select the MBOX file to be archived. If logged on to MailStore Server as administrator, the target archive can be specified. Select the archive of the user for whom the selected file is to be archived. At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Archiving with Drag & Drop Files can also be archived using Drag & Drop: Simply drag the appropriate folder containing EML files or the appropriate MBOX file into the list of saved settings to create an archiving profile for this process directly. 3.3.8 Archiving Specific Folders Using the default settings, MailStore archives the emails from all folders of the email application or email mailbox except the following (the list may vary depending on the system): Deleted Items - Emails that were deleted by the user Drafts - Emails that are still being edited and that have not yet been sent Junk Email - Emails that have been extracted by the spam filter Outbox - Emails that are about to be sent and will be listed under Sent Items after sending The standard settings can be customized; for every archiving process, folders can be included or excluded as needed. General Procedure The folders to be archived can be selected directly upon creating a new archiving profile at the first step of the wizard. Alternatively, the selection can be adjusted for already existing profiles. Additional information about creating and editing archiving profiles is available in chapter Working with Archiving Profiles. The following 21 screenshot shows how to access the folder settings using Microsoft Outlook as an example: Selecting Folders for Archiving Specific folders can be selected to be archived by MailStore. In this case, MailStore only regards the selected folders and ignores all others. In the folder selection under Include Folders and Subfolders, click on Add. Select a folder. Under Include Subfolders, specify if the subfolders of the selected folder are to be included in the archiving process. Click on OK to add the folder to the list. Example: A folder Archive has been created in the email application, to which the user moves all emails that are to be archived. In this case, add the folder Archive to the list of folders to be included. This way, only this single folder will be archived. Excluding Folders from the Archiving Process MailStore can be configured to archive all folders (see above), but to always exclude certain folders from the process. In the folder selection under Exclude Folders and Subfolders, click on Add.. Select a folder. Under Include Subfolders , specify if the subfolders of the selected folder are to be excluded from the archiving process as well. Click on OK to add the folder to the list. Example: Emails that are still in the Inbox are NOT desired to be archived because they will either be deleted or moved to a project folder by the user. In this case, add the Inbox folder to the list of folders to be excluded. Please note: Depending on the system, some folders (e.g. Deleted Items) are always excluded from the archiving process. To deactivate this automatic exclusion, clear the checkbox quot;
Always exclude <folder names>quot;
. Viewing the Folders Selected for Archiving In the folder selection, click on Show Effective Folders to verify the selected settings. Hereby, all folders that will in fact be archived are displayed. 3.3.9 Deleting Emails after Archiving MailStore is often used to reduce and to keep the amount of emails stored in local email applications or server mailboxes at a minimum, speeding up server performance. MailStore provides a delete feature that can be activated as needed and enables MailStore to delete emails from the source application autonomously, according to specified rules and time periods. Please note: By default, no emails are deleted from the email application or mailbox. Where Is the Delete Feature Supported? The delete feature is not available to all archiving functions. After archiving, MailStore can delete emails automatically from the following applications, files and server mailboxes: Microsoft Outlook Microsoft Outlook - PST files Microsoft Exchange Server - mailboxes Microsoft Exchange Server - public folders AVM KEN! - mailboxes any IMAP mailboxes When Will Emails Be Deleted? Upon request, MailStore deletes emails from the source application during the archiving process (upon executing an archiving profile). By default, no emails will be deleted. Please note: Emails will only be deleted during the archiving process, and only if the respective rules are defined in the corresponding archiving profile as described below. No other automatic processes exist to delete emails from their source applications. If, during the archiving process, MailStore detects an email that has already been archived, MailStore determines how long the email has been stored in the archive. If a predetermined time period has elapsed (e. g. one year), the email is deleted. Alternatively, the age of the email can be determined according to the source application and used as a prerequisite for deletion instead. On principle, MailStore deletes an email from its source application only after safely verifying that it has in fact been archived. How It Is Done The delete feature can be activated directly upon creating a new archiving profile at the second step of the wizard. Alternatively, the option can be activated for an already existing profile. General information about creating and editing archiving profiles is available in chapter Working with Archiving Profiles . The following 21 screenshot shows how to access the deletion settings using an archiving profile for Microsoft Outlook as an example: The following options are available: never - Emails are never deleted from the source system (e.g. the Exchange mailbox or the PST file), regardless of their status. immediately after archiving - Emails are deleted from the source system (e.g. the Exchange mailbox or the PST file) immediately after they have been archived successfully. at least [time period] after archiving - Emails are deleted from the source system (e.g. the Exchange mailbox or the PST file) if they have been in the archive longer than the time period specified. if message older than [time period] - Emails are deleted from the source system (e.g. the Exchange mailbox or the PST file) if their date is older than the time period specified. 3.3.10 Automating the Archiving Process With MailStore, every archiving process (every archiving profile) can be executed automatically according to specified points in time. 33The time-controlled execution of archiving processes cannot prevent users from deleting emails from their email applications or mailboxes prior to having been archived. In order to ensure that all emails are archived they should be automatically archived upon sending and receiving How To: For Emails Stored Locally on User Computers To automate the archiving process for user emails that are stored on the corresponding user computer - as is the case with Microsoft Outlook (without Exchange server), for example - please proceed as follows: Start MailStore Client on the user computer. Log on to MailStore Server using the user's access data. Please note: As MailStore administrator and using MailStore's user management, first verify that the user possesses the privilege to archive emails. In the user's MailStore Client click on Archive Email. Right-click on an existing profile and select Schedule Task. Please refer to chapter Working with Archiving Profilesto learn how to create a new archiving profile. 21 In the next window quot;
Schedule Taskquot;
the following settings can be specified: Task - Name: The task name can be chosen freely. By default, the name of the archiving profile and its internal MailStore ID are used. Trigger: A time for daily execution (the task is executed once a day) or a time interval (e.g. every 60 minutes) can be specified. If the option Other Trigger is chosen. the archiving task is still created as a Windows task but the execution times have to be specified separately. This has to be done using the Windows task planner and is described in Windows Help. All options offered by your version of Windows can be used. Windows Account: Specify here which user account is to be used when executing the scheduled task. The option Local System Account is used for the automated archiving of server mailboxes (see below) and has the advantage that no password is required to execute the task. If the emails are to be archived from the application of the current user (e.g. from Microsoft Outlook), the corresponding user account must be selected. In such cases, the option Local System Account is deactivated. Log Messages - File Name: If a log file is to be created, the name for that file can be specified here. The placeholders {DATE} and {TIME} can be used in the file name which will be replaced by the actual date and time during the archiving process. The log file can also be created on a network drive, if desired. Copy Cmd Line: Here, the command line of the scheduled task can be copied to the clipboard so it can be used in batch files, for example. Detailed information about this topic is available at the end of this chapter. After all settings have been specified, the task can be created by clicking on OK. Confirm the safety prompt and enter the Windows password of the currently logged on user twice. Confirm again by clicking OK. A list of scheduled tasks is displayed in MailStore's Administrative Tools. All tasks created on the current computer up to now are listed here. General Background Information:- Every archiving profile can be executed automatically according to a schedule.- MailStore creates every scheduled task as a Windows task which can be edited and processed independently from MailStore using the Windows task manager.- For each archiving profile multiple tasks can be created, each executing the profile at different times.- By deleting a scheduled task (through MailStore's Administrative Tools or the Windows Task Manager) neither the underlying archiving profile nor the emails already archived by the task are deleted. How To: For Emails Stored in Server Mailboxes To automate the archiving process for user emails that are stored in server mailboxes, e.g. when using Microsoft Exchange or an external IMAP mailbox, please proceed as follows: Start MailStore Client on the computer on which the scheduled archiving task is to be initiated. This can be any user computer or the MailStore server machine. Log on as MailStore administrator (admin). Click on Archive Email. Right-click on an existing archiving profile and click on Schedule Task. Specify the settings for the planned task (see above section quot;
How To: For Emails Stored on User Machinesquot;
) and click on OK. Confirm the following security warning with OK again. A list of scheduled tasks is displayed in MailStore's Administrative Tools. All tasks created on the current computer up to now are listed here. Managing Scheduled Tasks Scheduled tasks created on the current computer are managed through Administrative Tools under Scheduled Tasks. The list shows all scheduled tasks for the archiving and export processes that were created on the current computer. Run Task: The selected task is executed immediately regardless of its scheduled runtime. Properties: The Windows Task Planner is opened for the selected task; all options offered by you current Windows version can be used. Delete Task: The selected task is deleted. This does not affect the underlying archiving profile or any of the archived emails. Open Log Files Directory: The directory containing the protocols for the selected task is opened. Viewing the Command Line If desired, the archiving process can be incorporated into a larger procedure, such as one run by a batch file (. bat). To simplify this process, MailStore offers the option Copy Cmd Line in the Schedule Task window (see top of this page). Click on the button to view a command line that can be incorporated into the desired procedure. For example: REM *** Mozilla Thunderbird default (ID 4) *** quot;
C:rogrammeeepinventailStore ServerailStoreCmd.exequot;
--h=quot;
localhostquot;
-- pkv3=quot;
23:18:06:3f:24:7d:f3:83quot;
--u=quot;
adminquot;
--p=quot;
adminquot;
-c import-execute --id=4 -- user=quot;
adminquot;
 The command line is to be read as follows: quot;
...ailStoreCmd.exequot;
- MailStoreCmd.exe is the MailStore Management Shell. It was developed for the automated execution of certain processes in MailStore. Additional information about MailStoreCmd is available in chapter The MailStore Management Shell . 121 --h=quot;
localhostquot;
- The computer name of MailStore Server to which MailStoreCmd.exe is to connect. --pkv3=quot;
...quot;
- Public Key Fingerprint. It guarantees that the MailStore server at the time of archiving is the same as it was at the time when the scheduled task was created (optimal safety feature). --u=quot;
adminquot;
- User name. --p=quot;
adminquot;
- Password. -c - The actual command follows (non-interactive mode). import-execute --id=4 --user=quot;
adminquot;
- Execute the archiving profile of user admin with the internal ID 4. 3.4 Archiving Microsoft Exchange 3.4.1 Overview MailStore can archive emails from the following versions of Microsoft Exchange Server: Microsoft Exchange Server 2003 Microsoft Exchange Server 2007 incl. Windows Server Small Business Edition Archiving Features manually or automatically according to a schedule. Please read more in chapter Archiving an Exchange Mailbox . 44 Archiving multiple mailboxes With MailStore, some or all mailboxes of an Exchange server can be archived in one step. All necessary preparations, such as creating MailStore users, can be made automatically during the archiving process. Archiving can be executed manually or automatically according to a schedule. Please read more in chapter Centrally Archiving Multiple Mailboxes. 47 Hint: Multiple Exchange server mailboxes can be archived immediately after installing MailStore Server. Simply log on as the MailStore administrator via MailStore Client, click on Archive Email, then on Microsoft Exchange and select Multiple Mailboxes. A wizard opens guiding you through the setup process. Archiving public folders With MailStore Server, emails from the public folders of the Microsoft Exchange server can be archived and made available to all or some of the MailStore users. The archiving process can be executed manually or automatically according to a schedule. Please read more in chapter Archiving Public Folders. 51 Archiving all emails automatically upon sending and receiving With the support of the Exchange Server Journaling feature, MailStore can archive the incoming and outgoing emails of all users automatically. This is the only way to ensure that all emails are archived in their entirety. Please read more in chapter Archiving Emails Directly upon Sending and Receiving .54 3.4.2 Archiving an Exchange Mailbox By following the procedure described here, a single Exchange mailbox can be archived for a specific MailStore user. The archiving process can be executed manually or automatically according to a schedule. Setup of the Archiving Process For each mailbox, please proceed as follows: Unless the mailbox of the current user is to be archived into his or her own user archive, log on to MailStore Client as MailStore administrator. Only an administrator can archive emails for other users. Click on Archive Email. From the list in the upper area of the window, select Microsoft Exchange to created a new archiving profile. A wizard opens to assist in specifying the archiving settings. Select Single Mailbox. Under Access via, select the protocol to be used to access the Exchange server. Whenever possible, HTTPS should be used. Please note: Depending on the protocol chosen, there is the option to Ignore SSL Warnings. Generally, these warnings appear if an unofficial certificate is used on the server. Under Host, enter the name of the Exchange server. Under User Name, enter the Windows login name of the user whose emails are to be archived (e.g. peter.stein@domain.local or peter.stein@domain.com. Please note: Alternatively, any user with the appropriate access privileges for the mailbox to be archived can be specified. In this case, it is imperative that the mailbox to be archived is specified under Mailbox (opt.) see below. As long as the user's email address matches that of the user's Windows login name, the field Mailbox (opt.) can be left blank. Otherwise, the user's email address has to be entered here. Under Password, enter the user's password. Click on Test to verify that MailStore can access the mailbox. Click on Next. If needed, adjust the settings for the List of Folders to be Archived, the filter and the Deletion Rules 36 38. By default, no emails will be deleted from the mailbox. The Timeout value only has to be adjusted in specific cases (e.g. with very slow servers). Important notice: Did you specify IMAP as the protocol and have also defined a deletion rule? If so, empty folders (folders containing no emails, such as Deleted Items or Contacts) have to be added to the list of excluded folders manually. This is the only way to avoid these folders being archived and deleted according to the deletion rule specified. Please read more in chapter Archiving Specific Folders.36 Click on Next to continue. If logged on to MailStore Server as MailStore administrator, the Target Archive can be specified. Select the archive of the user for whom the selected mailbox is to be archived. If the user does not exist yet, click on Create a New User. Click on Next. At the last step, a name for the archiving profile can be specified. After clicking Finish, the archiing profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive Email and from the list under Saved Settings (Profiles), select the appropriate archiving profile. Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred. Archiving profiles can be executed any number of times. MailStore only archives those emails that are not yet stored in the archive. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 Archiving Hints and Suggestions for Further Reading In chapter Working with Archiving Profiles, learn how to change the settings and, if needed, delete 21 an archiving profile. In chapter Archiving Specific Folders, learn how to limit the archiving process to specific folders in 36 the Exchange mailbox. In chapter Deleting Emails After Archiving, learn how MailStore can be used to save storage space 38 in the Exchange mailboxes. In chapters Archiving Emails from Outlookand ArchivingOutlook PST Files Directly, learn how, 2225 in addition to Exchange mailboxes, local PST files can be archived with MailStore as well. Troubleshooting The settings described above work in most cases. Yet, depending on the configuration of Microsoft Exchange Server, it is possible that a connection or registration fails even if all data has been entered correctly. If the suggestions in the corresponding error messages do not eliminate the problem, please try one or more of these alternative settings: Use HTTP instead of HTTPS. Make sure that the field Mailbox (opt.) contains the user's email address if it is different from the user's Windows login name. Use IMAP (unencrypted), IMAP-TLS or IMAP-SSL (both encrypted) instead of HTTP(S). To use IMAP, it has to be activated in Exchange. Important notice: MailStore may not be able to archive a new Exchange mailbox that has never been accessed by any user. In this case it may be necessary for you (or the owner of the mailbox) to log on to this mailbox before archiving, using Outlook Web Access (OWA), for example. 3.4.3 Centrally Archiving Multiple Exchange Mailboxes With MailStore, some or all mailboxes of an Exchange server can be archived in a single step. All necessary preparations, such as creating MailStore users, can be made automatically. The archiving process can be executed manually or automatically according to a schedule. Before the archiving process can be set up in MailStore, a user with access to all mailboxes to be archived has to be created. The exact procedure depends on the version of the Exchange server used (Exchange Server 2003 or 2007). Please refer to the appropriate sections below. Preparation for Exchange 2003: Creating a Central User to Access Mailboxes Create user with full access to all mailboxes. This user does not have to have his or her own Exchange mailbox. Start the Microsoft Exchange System Manager. It is generally located in the Start menu under Microsoft Exchange | System-Manager. From the tree structure, select the appropriate Exchange server, the storage group (e.g. First Storage Group) and the mailbox store. Right-click onto the mailbox store and select Properties. Click on the Security tab. Click on Add to add the new MailStore user and grant the Send As and Receive As permissions by marking the appropriate checkboxes. Preparation for Exchange 2007: Creating a Central User to Access Mailboxes The privilege to access all mailboxes can only be assigned through the Exchange management console. Open it and enter the following command on one line, replacing quot;
DEEPINVENTerterquot;
with the account that is to have read-access. Get-MailboxDatabase | Add-ADPermission -User quot;
DEEPINVENTerterquot;
-ExtendedRights Send-As, Receive-As The output should be similar to the following: IdentityUserDenyInheritedRightsWIN2003R2STDX64...DEEPINVENTerterFalseFalseSend-AsWIN2003R2STDX64...DEEPINVENTerterFalseFalseReceive-As Setup of the Archiving Process in MailStore Please proceed as follows: Log on to MailStore Client as administrator. Click on Archive Email. From the list in the upper area of the window, select Microsoft Exchange to create a new archiving profile. A wizard opens to assist in specifying the archiving settings. Select Multiple Mailboxes. In order to be able to archive multiple mailboxes, some MailStore users along with their email addresses have to exist in the MailStore user management. If this is not the case, MailStore will offer to set up and execute the Active Directory Synchronization at this point. Once completed, the wizard will resume. If Active Directory Synchronization is not desired, the process can be canceled. In this case, users have to be created manually as described in chapter User Management . Once 93 finished, click on Archive Email and then on Microsoft Exchange. Under Access via, select the protocol to be used to access the Exchange server. Whenever possible, HTTPS should be used. Please note: Depending on the protocol chosen, there is the option to Ignore SSL Warnings. Generally, these warnings appear if an unofficial certificate is used on the server. Under Host, enter the name of the Exchange server. Under User Name and Password, enter the access data of a user who has access to all the Exchange mailboxes that are to be archived. Click on Next to continue. If needed, adjust the settings for the List of Folders to be Archived, the filter and the Deletion Rules 36 38. By default, no emails will be deleted from the mailbox. The Timeout value only has to be adjusted in specific cases (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived, as specified at the next step. Select the users whose mailboxes are to be archived. The following options are available: All users with configured email address Choose this option to archive the mailboxes of all users who are set up, along with their email addresses, in MailStore's user management. All users except the following Choose this option to exclude individual users (and thereby their Exchange mailboxes) from the archiving process, using the list of users below. Only the following users Choose this option to include individual users (and thereby their Exchange mailboxes) in the archiving process, using the list of users below. Only the mailboxes of those users explicitly specified will be archived. Synchronize with Active Directory before archiving If selected, the MailStore user list will be synchronized with Active Directory before any archiving process is executed. This has the advantage that, for example, new employees will be created as MailStore users before archiving, so once the archiving process is executed, their Exchange mailbox is archived automatically as well. This option is especially recommended when the archiving process is to be executed regularly according to a schedule. At the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive Email and from the list under Saved Settings (Profiles), select the appropriate archiving profile. Click on Run. After the archiving process has been executed, a message appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred. Archiving profiles can be executed any number of times. MailStore only archives those emails that are not yet stored in the archive. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 Archiving Hints and Suggestions for Further Reading In chapter Working with Archiving Profiles, learn how to change the settings and, if needed, delete 21 an archiving profile. In chapter Archiving Specific Folders, learn how to limit the archiving process to specific folders in 36 the Exchange mailboxes. In chapter Deleting Emails After Archiving, learn how MailStore can be used to save storage space 38 in the Exchange mailboxes. 3.4.4 Archiving Public Folders MailStore Server can archive the emails from the public folders of Microsoft Exchange servers and make them available to some or all MailStore users. The archiving process can be executed manually or automatically according to a schedule. Preparation During archiving, emails are always assigned to individual users. Even when archiving a public folder, the user (or the user archive), for whom the emails are to be archived, has to be specified. For this reason, first create a MailStore user for whom the public folder is to be archived. This user can be called publicfolder, for example. Next, all other users can be given access to the archive of the user publicfolder. This way, the archived content of the public folder is available to all MailStore users. If MailStore users are not to have access to the archived public folder, skip this step and simply archive the emails to the user archive of the administrator (admin). Information about how to create a new user in MailStore is available in the chapter User Management. 93 Setup of the Archiving Process Please proceed as follows: Log on to MailStore Client as administrator. Click on Archive Email. From the list in the upper area of the window, select Microsoft Exchange to create a new archiving profile. A wizard opens to assist in specifying the archiving settings. Select Public Folders. Under Access via, select the protocol to be used to access the Exchange server. Whenever possible, HTTPS should be used. Please note: Depending on the protocol chosen, there is the option to Ignore SSL Warnings. Generally, these warnings appear if an unofficial certificate is used on the server. Under Host, enter the name of the Exchange server. Under User Name, enter the Windows login name of the user who has full access to the public folder (e.g. peter.stein@domain.local or peter.stein@domain.com. Please note: Alternatively, any user with the appropriate access privileges for the mailbox to be archived can be specified. In this case, it is imperative that the mailbox to be archived is specified under Mailbox (opt.). As long as the user's email address matches that of the user's Windows login name, the field Mailbox (opt.) can be left blank. Otherwise, the user's email address has to be entered here. Under Password, enter the user's password. Change the preset value under Mailbox (opt.) only if needed. Click on Test to verify that MailStore can access the mailbox. Click on Next to continue. If needed, adjust the settings for the List of Folders to be Archived, the filter and the DeletionRules. 3638 By default, no emails will be deleted from the mailbox. The Timeout value only has to be adjusted in specific cases (e.g. with very slow servers). Click on Next to continue. At the next step, the Target Archive can be specified. Select the archive of the user for whom the selected mailbox is to be archived (see section quot;
Preparationquot;
above). If the user does not exist yet, please click on Create a New User, then click on Next. At the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. Starting the Archiving Process Starting the archiving process manually On the start page of MailStore Client, click on Archive Email and from the list under Saved Settings (Profiles), select the appropriate archiving profile. Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred. Archiving profiles can be executed any number of times. MailStore only archives those emails that are not yet stored in the archive. Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process. 40 Archiving Hints and Suggestions for Further Reading In chapter Working with Archiving Profiles, learn how to change the settings and, if needed, delete 21 an archiving profile. In chapter Archiving Specific Folders, learn how to limit the archiving process to specific folders of 36 the public folder. In chapter Deleting Emails After Archiving, learn how MailStore can be used to save storage space 38 in the public folders. Troubleshooting The settings described above work in most cases. Yet, depending on the configuration of Microsoft Exchange Server, it is possible that a connection or registration fails even if all data has been entered correctly. If the suggestions in the corresponding error messages do not eliminate the problem, please try one or more of these alternative settings: Use HTTP instead of HTTPS. Make sure that the field Mailbox (opt.) contains the user's email address if it is different from the user's Windows login name. Use IMAP (unencrypted), IMAP-TLS or IMAP-SSL (both encrypted) instead of HTTP(S). To use IMAP, it has to be activated in Exchange. 3.4.5 Archiving Emails Directly Upon Sending and Receiving 3.4.5.1 Introduction With the support of the Exchange Server Journaling functionality, MailStore can archive the incoming and outgoing emails of all users automatically. This is the only way to ensure that all emails are archived in their entirety. The general advantages and disadvantages are discussed in chapter Archiving Incoming and Outgoing Emails Directly. 33 Basic Functionality Microsoft Exchange Server provides the option to take down all incoming, outgoing and internal email traffic. At the time of sending and receiving, a copy of the respective email is created and stored in a mailbox called Journal Mailbox. Additionally, the email is provided with a Journal report containing information about the actual senders and recipients. MailStore can be configured to archive this Journal mailbox at regular intervals. During this process, the emails from the Journal mailbox will be assigned to their respective MailStore users (i.e. their user archives) automatically. This means that, with this type of archiving as well, each user is able to view only their own emails. 5556set up first. Depending on the version of Exchange used, please continue reading in the appropriate chapter: Setting Up Journaling in Exchange 2003 Setting Up Journaling in Exchange 2007 Step 2: As soon as Journaling has been set up, the actual archiving process can be set up and started in MailStore. Please continue reading in chapter MailStore Configuration. 58 3.4.5.2 Setting Up Journaling in Exchange 2003 Before the archiving process can be set up in MailStore, Journaling has to be set up for the Exchange server. Please proceed as described below: Step 1: Activating Envelope Journaling Please note: Envelope Journaling is first available for Exchange 2000 Server with Post-Service Pack 3 and Exchange Server 2003 with Service Pack 1. Start MailStore Client and log on as MailStore administrator. Click on Management Shell and enter the following command: exejcfg The Envelope Journaling feature in Microsoft Exchange is now activated. After pressing Enter, a success message should appear on the screen: Successfully ENABLED Envelope Journaling for COMPANY Step 2: Creating a Mailbox for Journaling Create a new user whose Exchange mailbox is to be used for Journaling. Through the console Active Directory Users and Computers, add a new user with a meaningful name, e.g. journal. Step 3: Configuring the New Mailbox as Journal Mailbox Open the Exchange System Manager. In the tree Server, open the server name as well as the first storage group. Right-click on Mailbox Store and select Properties. The dialog window Mailbox Store Properties opens: Mark the checkbox Archive all messages sent or received by mailboxes on this store. Click on Browse. Enter the name of the new user, e.g. journal. Click on Check Names. The name will be underlined and provided with additional information. Click on OK. In the Properties dialog window, click on OK again. Please keep in mind that in complex Microsoft Exchange environments it may take a few minutes until the Journaling settings become active. Important notice: Before MailStore can access the new Journal mailbox for archiving, it may be necessary for you to log on to this mailbox once using Outlook Web Access (OWA), for example. The Next Step... Once the new configuration comes into effect, all emails (along with a delivery report) are copied to the Journal mailbox at the time of sending and receiving. Now MailStore can be configured to archive the Journal mailbox in regular intervals. Please read more about this topic in chapter MailStore Configuration. 58 3.4.5.3 Setting Up Journaling in Exchange 2007 Before the archiving process can be set up in MailStore, Journaling has to be set up for the Exchange server. Please proceed as follows: Step 1: Creating a Mailbox for Journaling To set up a new Exchange user with a meaningful name, e.g. journal, please proceed as follows: Start the Exchange Management Console and click on Recipient Configuration. Click on New Mailbox. Select User Mailbox and confirm by clicking on Next. Select New User and confirm by clicking on Next. Enter journal as user name (see screen shot below) and confirm by clicking on Next. Click on Browse to select a Mailbox database and confirm by clicking on Next. Confirm the summary by clicking on New. The user journal is created. Configuring a New Mailbox as Journal Mailbox Open the Exchange Management Console. In the tree structure, open Organization Configuration and then Hub Transport. Click on the register card Journaling and in the area on the right on New Journal Rule. The dialog window New Journal Rule opens: Enter a name for the Journaling rule, e.g. journal. Click on Browse and select the user quot;
journalquot;
just created. Under Scope, choose Global to capture all messages, Internal to capture internally sent messages only, or External to capture only those message with an external sender or recipient. Make sure that the control checkbox Enable Rule is activated. Click on New to activate the rule. Please keep in mind that in complex Microsoft Exchange environments it may take several minutes until the new rule becomes effective. Important notice: Before MailStore can access the new Journal mailbox for archiving, it may be necessary for you to log on to this mailbox once using Outlook Web Access (OWA), for example. The Next Step... Once the new configuration comes into effect, all emails (along with a delivery report) are copied to the Journal mailbox at the time of sending and receiving. Now MailStore can be configured to archive the Journal mailbox in regular intervals. Please read more about this topic in the next chapter: MailStore Configuration 58. 3.4.5.4 MailStore Configuration After setting up Journaling for the Exchange server, as described in the previous chapters, the process of archiving the Journal mailbox (and thereby archiving all incoming and outgoing emails) can be set up and executed in MailStore. Setting Up the Archiving Process Please proceed as follows: Start MailStore Client on the computer that is to execute the archiving task regularly and according to a schedule. This can be the MailStore server machine or any user computer. Log on as administrator. Click on Archive Email. From the list in the upper area of the window, select Microsoft Exchange to create a new archiving profile. A wizard opens to assist in specifying the archiving settings. Select In- and Out

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