PST Enterprise. Administration Guide. Release 3.1. Issue 1

Transcription

1 Administration Guide Release 3.1 Issue 1 Copyright Barracuda Networks, Inc S. Winchester Blvd, Campbell, CA / Barracuda Networks and the Barracuda logo are registered trademarks of Barracuda Networks, Inc. in the United States. All other names are the property of their respective owners.

2 Contents INTRODUCTION... 4 What s new... 4 SYSTEM REQUIREMENTS... 5 PST Enterprise Server... 5 Agent Server... 6 PST Host Client... 6 Administrative Client... 6 CHANGES MADE DURING INSTALLATION... 7 USING PST ENTERPRISE... 8 Installation... 8 Upgrading Licensing Global Configuration Client Configuration Discovering PST files Defining Policies Running Policies Reports PST AGENT CONFIGURATION PST ENTERPRISE SELF SERVICE SCRIPT SUPPORT PST Enterprise scripting PST Enterprise Client scripting CONTACTING C2C Page 2 of 37

3 Copyright , Barracuda Networks, Inc., 3175 S. Winchester Blvd, Campbell, CA USA All rights reserved. Use of this product and this manual is subject to license. Information in this product or document is subject to change without notice. Barracuda and Barracuda Networks are trademarks of Barracuda Networks, Inc. All other brand and product names mentioned in this document are registered trademarks or trademarks of their respective holders. This document was generated on November 11, Page 3 of 37

4 Introduction PST Enterprise is a tool which can be used to locate and manage users PST files throughout an entire organization. It consists of four components: A website to collect and display information about all of the PST files discovered in the organization, to enable the definition of polices to migrate or delete PST data and to monitor the ongoing status of these polices as applied to individual PST files. Migrating PST data copies messages from PST files into the mailbox of the user associated with the PST. An agent component, used in the process of moving PSTs from client machines to a central location A client program that can be configured to report on and apply policies to PST files that are configured into a user s Outlook profile (attached PST files), or to scan the file system and report on and apply policies to PST files that are not currently configured into a user s Outlook profile (unattached PST files). A website to allow users to configure the management of their own PSTs. What s new PST Enterprise 3.1 has added: Support for copying PSTs to Barracuda Message Archiver. Support for Windows 2012 R2 and Windows 8.1. PSTs found on filestore can be processed even if they are password protected. When PSTs are copied to a central share, the administrator can configure the format of folder name created. Can search for PSTs on all fixed drives, all removable drives etc. When specifying paths to search for PSTs or paths to exclude, those paths can include environment variables. Can exclude multiple paths when searching for PSTs. PST Enterprise 3.0 has added: Support for Exchange Online and Microsoft Office 365. Pre-defined and customized views summarizing PSTs being processed. Ability to define a schedule for processing PSTs. Central management of PST Enterprise Client audit and diagnostic logging. Can hide a policy from the self-service website. Further improvements to status tracking of PSTs being processed. PSTs that have completed a Copy/Move operation are now by default visible on the Assigned PSTs tab. PST Enterprise has added: Improved status tracking for PSTs being processed. Interim status updates for PSTs that take a while to process. Better detection and coping of user changes to PST (eg disconnection) during processing. Page 4 of 37

5 Handling of Exchange Online mailboxes, only for coupled processing. PST Enterprise 2.4 has added: Support for Outlook 2013, SQL Server 2012, Windows 2012, Windows 8 and Internet Explorer 10. New Reports tab showing summary information. New buttons to reassign a PST s owner, reset knowledge of how it was discovered and remove it from the database. Up to 10 items of Active Directory data can be displayed about the owner of each PST, including the Organizational Unit. The feature to export to CSV with history now includes the full history of processing for each PST. PST Enterprise Client Monitor ensures the PST Enterprise Client is always running. PST Enterprise Client can generate an audit of all message and PST changes. When specifying where PST Enterprise Client should look for PSTs you can specify folders to be excluded. When PST Enterprise Client migrates mail from a PST to a mailbox, if Outlook is in cached mode then the PST Enterprise Client can be requested to wait for synchronization to complete before continuing. When PST Enterprise Client migrates mail from a PST to a mailbox, it can be requested to create folders in the mailbox corresponding to the PST even if the PST folder is empty. PST Enterprise Client can be configured to process SharePoint PSTs. Installation process separated between preparatory work and main application installation. System Requirements PST Enterprise Server Hardware Requirements CPU 2GHz RAM 2GB Disk 50GB (including the SQL Express install and storage) Software Requirements Operating Systems Windows 2008, Windows 2008 R2, Windows 2012 or Windows 2012 R2 with the.net Framework 3.5 SP1 and IIS 6 Compatibility features enabled. Web Server Microsoft IIS, Version 7 or later. The web server requires standard Role Services including ASP.Net. If the Self Service component is to be used, the Windows Authentication Role Service is required. Page 5 of 37

6 SQL Server Versions SQL Server 2008, SQL Server 2008 R2 or SQL Server 2012, and any of those can be Express or Full variants. SQL Server 2008 R2 Express or later can optionally be installed by the PST Enterprise preinstallation process. Agent Server The agent server is only required to facilitate copying PST from client machines to a central server. Hardware Requirements CPU 2GHz RAM 2GB Disk 50GB (including the SQL Express install and storage) Software Requirements Operating Systems Windows 2003 or later with the.net Framework 3.5 SP1. Outlook Microsoft Outlook 2003 or later, must be 32bit version. PST Host Client Hardware Requirements CPU 1 GHz RAM 1 GB Disk 1 GB of temp storage for the application Software Requirements Operating Systems Windows XP or later. Outlook Versions Microsoft Outlook 2003 or later, 32bit or 64bit version. Note: Running PST Enterprise Client on a file server will require that a supported version of Outlook is installed on that server. Exchange Versions Outlook can connect to on-premises Exchange or to Exchange Online Administrative Client Software Requirements Browser Windows Internet Explorer, Chrome, Firefox or Safari. For best results, use IE not in compatibility mode. You may see some issues with, for instance, dialog sizing, if you use IE in compatibility mode or Firefox. Page 6 of 37

7 Changes Made During Installation The PST Enterprise pre-installation process will create objects and grant appropriate permissions to allow smooth running of PST Enterprise. This section documents those operations so you can understand what changes it will make to your environment, and if necessary make these changes manually. The pre-installation process will ask the user for: 1. An AD account (which it will create if an existing one is not specified) 2. An AD group (which it will create if an existing one is not specified) 3. Details of a connection to a SQL database (it will install and use a SQL Express installation if a database connection is not given) The product requires the following (pre-installation will establish these): 1. The specified AD account has Owner rights on the PSTEnterprise database 2. The IIS Application Pool used to run the PST Enterprise website is using integrated pipeline mode 3. The IIS Application Pool has the process model identity set to the specified AD account 4. The AD account is granted owner rights on all mailboxes in the Exchange organization, using the command listed below. This is only required so that the account can be used to log into any mailbox that an uncoupled PST may have been associated with, and is only used if PST Processor installations which are searching for uncoupled PSTs are run as the AD account Other points of interest: 1. As long as the AD account has Owner rights on the PSTEnterprise database, when the website starts up it will create all required tables in the database. It s not necessary to manually create any tables 2. The AD group is only required to control who is allowed to use the PST Enterprise website (the administrative site, not the Self Service site). If a user who is not a member of the AD group tries to log into the PST Enterprise website, they will be refused When the pre-installation process runs it will grant the AD account it creates rights over all Exchange mailboxes, using the following PowerShell command: Add-ADPermission -Identity "MyExchangeOrganization" -User PSTEnterpriseAdmin -AccessRights ReadProperty,GenericExecute,ExtendedRight -ExtendedRights Receive-As,ms-Exch-Store-Visible,ms-Exch-Store-Admin -InheritanceType All Where: Page 7 of 37

8 MyExchangeOrganization is the name of the Exchange Organization PSTEnterpriseAdmin is the name of the AD account created during installation Using PST Enterprise Installation PST Enterprise Installation PST Enterprise is distributed as two executables: PSTEnterprisePreInstall.exe the pre-installation process which can be run in advance of the main installation. It creates the required user and group and installs the database engine (unless you already have one installed) PSTEnterpriseSetup.exe the main installation process which installs the website and client software The main installation will also install PSTEnterpriseAgentSetup.exe, an installation package for the Agent Server which facilitate copying PST from client machines to a central server If you are upgrading from PST Enterprise version 2.2, after downloading the above two executables see the next section about upgrading. Run the pre-installation package PSTEnterprisePreInstall.exe on the server designated to host the PST Enterprise website. You may be alerted if there are prerequisites that you do not have installed. During the installation process you will be prompted to provide the name of a security group and the credentials for an account. Since the installation process may need to create the group and account that you choose, as well as adjust permissions in your Exchange system, the user running the installation package must have the rights to perform these actions. Page 8 of 37

9 The security group is used to control who is allowed to log on to the website. You can use the default name supplied or enter a different name or click the Browse button to find and select an existing group. The account is used to connect to mailboxes when migrating data from PST files that are not currently configured into a user s Outlook profile. Again, you can use the supplied default, enter one of your choosing or browse for an existing one. When you click Next the group will be created, if it does not already exist, and the installing user will be added as a member. The account will also be created if it does not already exist. If you are using a pre-existing account the supplied credentials will be verified. Once the account is verified, it will be granted the necessary rights to login to all mailboxes in your Exchange system. If the PST Enterprise Client software is being used to process unattached PST files, it should be run as this account. On the next page you will be asked if you wish to install an instance of SQL Server 2008 R2 Express dedicated to PST Enterprise. If you have your own SQL Server installation you can choose not to install this and later on you ll be asked for connection details. If you choose to install the PST Enterprise instance you ll be asked for paths to use for the installation, then it will be installed. Run the main installation package PSTEnterpriseSetup.exe on the server designated to host the PST Enterprise website. You may be alerted if there are prerequisites that you do not have installed. By default the installation will install the Self Service website, allowing users to control management of their own PSTs, but you can choose not to install this component. Also, by default, a setup exe is copied into the install directory that you can run to install the PST Enterprise Copy Agent (see below for further details). You will be asked to supply the same group and account information as you supplied during the preinstallation. On the next page you will specify the SQL Server that will be used to store the information generated and used by PST Enterprise. If during pre-installation you chose to install an instance of SQL, choose the top option on this page. If you did not choose to install one, the top option will not be available. Page 9 of 37

10 If you wish to use an existing SQL Server instance, select the Use an existing SQL Server option and click Configure to configure it. Select or type the SQL Server instance name and then enter the credentials for a Windows user who has the permission to create a database. Installation for Exchange Online If you are intending to use PST Enterprise with Exchange Online, there are additional steps you will need to perform. If your installation is online-only (if you have no on-premises Exchange system) then please contact C2C Support for instruction. If you have a hybrid environment (some mailboxes on-premises and some in Exchange Online) but only archive mailboxes are online and all primary mailboxes are on-premises then no further steps are necessary. If you have a hybrid environment (some mailboxes on-premises and some in Exchange Online) then follow the steps below. Page 10 of 37

11 Follow these steps to allow PST Enterprise to get access to primary (not archive) mailboxes hosted on Exchange Online. If you copy/paste any of these commands, ensure that characters like hyphens are n- dash characters like - and not m-dash characters like. On any server onto which PowerShell 2 is installed, start PowerShell as administrator. Enter: Set-ExecutionPolicy Unrestricted Answer Y when asked to confirm the change. Then enter: $Credential = Get-Credential When prompted enter the username and password for an Exchange Online administrator account. Then enter: $PSSession = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri -Credential $Credential -Authentication Basic -AllowRedirection Some warning will be displayed, these are expected. Then enter: Import-PSSession $PSSession This will also display some expected warnings. Then enter: Get-Mailbox Add-MailboxPermission User PSTEnterpriseAdmin -AccessRights FullAccess AutoMapping $false If you have used a different name for the administrative account during installation, use it in place of PSTEnterpriseAdmin in the command above. This will give the PST Enterprise Administrative account full access to online mailboxes. If you add any online mailboxes you should repeat this process. Post-installation When installation is complete a new item is placed in your Start menu. Click Start -> All Programs - > PST Enterprise to launch the website. When the website first appears it will display a help page, as shown below, that includes the command line that you should use to launch the PST Enterprise Client application. You can view this information at any time by clicking the View help link at the top of every page. Page 11 of 37

12 The installation will have created a folder (by default C:\Program Files\C2C Systems\PSTEnterprise\PSTEnterpriseClient) which will contain the PST Enterprise Client application. This will be shared under the name PSTEnterpriseClient and will contain all of the files necessary to run the application on another PC. After the installation the administrator should configure user logon scripts so that they run the PST Enterprise Client application using the command line specified on the website s help page. PST Enterprise Copy Agent installation If you plan to perform any copy or move operation of your PSTs, you will need at least one PST Enterprise Copy Agent installed (each PST Enterprise Copy Agent must be installed on a separate server). Installing multiple PST Enterprise Copy Agents can help to balance the workload in large environments. Each server must also have a 32bit version of Outlook installed. Run the associated setup package for the PST Enterprise Copy Agent, you ll find this located in the install directory used for the PST Enterprise application (if you selected the PST Copy Agent option during install). Page 12 of 37

13 Enter user and organization details and then click Next to proceed. Verify the install directory is correct, we recommend using the default values but you can change these by clicking the Change button. Click Next to proceed. Page 13 of 37

14 You now need to enter 3 pieces of information as follows: PST Enterprise Server Enter the name of the server that you installed the PST Enterprise application on. PST Data Location Enter the path to a local directory on the PST Enterprise Copy Agent server. For example C:\TempData. This directory is used to hold temporary data during the copy/move actions. Target PST Location Enter the UNC path to the target location where PSTs will be copied/moved. This is used by the PST Enterprise Copy Agent to store the final PSTs after they have been processed. Click Next once you have entered this information and the installation will then complete. After installation if you would like to customize the behavior of the PST copying process, including configuration of connections to Barracuda Message Archiver, then on your start menu you ll find a link to the PST Enterprise Agent Configuration Tool. Page 14 of 37

15 Upgrading If you are upgrading PST Enterprise, follow the steps below. The steps in italics are only required if you are upgrading from PST Enterprise version 2.2: 1. Only upgrade from v2.2: Using SQL Management Studio to take a backup of the PSTEnterprise database. 2. Take a backup copy of the web.config files for the PSTEnterprise and PSTEnterpriseSelfService websites (if customized). 3. Take a backup copy of the policyoverridescript.vbs (if customized). 4. Only upgrade from v2.2: Ensure you have a copy of the licence file (will need to reapply once upgraded). 5. Note the existing PST Enterprise Admin account name and Users group. 6. Note the existing Copy Agent configuration: staging and target folders (where installed). 7. Only upgrade from v2.2: Note the configuration of all Policies created in the Admin website (these will need to be recreated). 8. If using policyoverridescript.vbs, stop the Default Web Site in IIS Manager to prevent clients from connecting (and potentially processing). 9. Uninstall any Copy Agents where installed. 10. Uninstall PST Enterprise. 11. Only upgrade from v2.2: Using SQL Management Studio, delete the PSTEnterprise database (it will be necessary to rediscover all PSTs). 12. Run PSTEnterprisePreInstall.exe on the system to create the new SQL database, specifying the existing PST Enterprise Admin account name and Users group. 13. Once all Pre-Installer checks have passed, run PSTEnterpriseSetup.exe to install PSTEnterprise, specifying the existing PST Enterprise Admin account name and Users group. 14. Reapply any web.config customizations. 15. Reapply the policyoverridescript.vbs. 16. Start the Default Web Site in IIS Manager, if stopped previously. 17. Only upgrade from v2.2: Reapply the licence file. 18. Only upgrade from v2.2: Recreate all Policies in Admin website noted previously. 19. Run PSTEnterpriseAgentSetup.exe to install the Copy Agent again on the required servers, using the same configuration noted previously. 20. Rediscover all PSTs and assign mailboxes to unassigned PSTs. 21. Reassign Policies to PSTs. 22. Processing can now proceed again on upgraded system. Licensing When first installed PST Enterprise includes an evaluation license that will allow you to process the PST files belonging to up to five users for up to 30 days. When you purchase a full license from C2C Systems you will be supplied with a license file that will need to be uploaded to the website. To do this, save the license file to a suitable location. Then select the Licensing tab in the web site. Page 15 of 37

16 Click the Browse button on this page to locate the license file and then click Upload new license. On this page you can see summary information about your current license and how many users are allocated from the total allowed. Details of which users are allocated can be seen by clicking the View allocated users link. Global Configuration The Global Configuration tab can be used to select various options that apply to the PST Enterprise system as a whole. If you make any changes to the settings on this tab, you must click Save Changes to commit them to the database. Page 16 of 37

17 Determine Ownership When the PST Enterprise Client discovers an unattached PST file, it can attempt to determine the user who owns the data by examining the sender and recipients of the messages it contains. This behavior is controlled by the Determine Ownership option. If you disable this option a PST Enterprise administrator will be required to manually assign the owner for all PST files discovered in this way. Check Automatically assign owner and select the criterion you wish to apply, if you want PST Enterprise to use the determined owner information to automatically assign the owner of the PST. Active Directory Integration PST Enterprise allows you to extend the available criteria you can use to filter your PST files. You can include up to ten additional Active Directory user attributes. These will appear as extra columns within the Assigned PSTs page allowing you to group PSTs accordingly. For example, you could elect to include the Department Active Directory attribute. This will then allow you to group together PSTs by department etc. If you change the columns, a PST won t show the correct values for the rearranged columns until the PST Enterprise Client next examines the PST and updates its data. Exchange Configuration When PST Enterprise is processing unattached PST files, it needs the name of an Exchange server to connect to when logging on to the owner s mailbox. PST Enterprise will automatically select one, but if you want to use one other than that selected, enter its name here. Page 17 of 37

18 Process Management This gives you the opportunity to change some configurable parameters about how PST Enterprise manages PSTs with some messages which can t be processed, PSTs which can t be processed and machines which don t contact the PST Enterprise server. Import Scheduling You can set a schedule for each PST that is, a processing start and end date and time. When the PST Enterprise Client considers processing a PST, it will not do so if the current time is before the scheduling start time for the PST or after its end time. You can set the schedule for a PST on the Assign Policy dialog on the Assigned PSTs tab and review the schedules by looking at the right hand columns in the PSTs grid. However, you can also bulk update the schedules. To use this feature, on the Assigned PSTs tab click Export to CSV (do not use with history ). Save the CSV file it generates and edit it (using Excel or any suitable editor). You will find the right hand columns are SchedulingStart and SchedulingEnd. For each PST row, set these to the value 01/01/ :00:00 to indicate no schedule set (PST Enterprise Client will process PST whenever it finds it) or a date and time in the same format. Then import the file back into PST Enterprise using the Upload new schedule button on the Global Settings tab. The Machine and Filepath columns in the file will be used to relate the updated schedule to the PST. Any PST not found in the file will not have any change made to its schedule. You can t use this process to update any PST data other than the schedule. Client Configuration The Client Configuration tab can be used to configure various aspects of the PST Enterprise Client application. There are two types of settings that you can configure here, Default and Client Specific. Default settings are applied to all clients that don t have any specific configuration assigned. To add Client Specific settings, select the symbol next to Client Name and enter or search for the machine that you want. To remove the configuration settings for a machine click the symbol when that machine s settings are displayed. Page 18 of 37

19 The following options are available for both the Default and Client specific settings and are described below. Time Settings Stall factor this defines a delay interval between the processing of individual messages. This can be used to provide throttling to prevent overloading of network bandwidth or Exchange processing when migrating messages. Startup delay the interval after the application starts but before it begins processing PST files. This allows time for client machines to reach a fully running state in case the application is started from a login script. Restart delay the time interval between processing runs, a randomization factor of up to ±50% of this value is applied to the given value to ensure that multiple instances of the PST Enterprise Client do not flood the network by starting simultaneously. Start and Stop Settings You can use these settings to define a period during which PST processing will take place. For example, you may wish to limit PST processing to particular hours of the day. Where to look for PSTs This section defines what type of processing the PST Enterprise Client application will perform on this machine. Page 19 of 37

20 User s Outlook profile if this option is selected then PST files that are configured in the Outlook profile will be processed while Outlook is running. File system the application will search the file system for PST files and process them. It will start Outlook as necessary. You can use the associated options to specify that the application should search drives or a selected subset of drives or directories. The drive options are fixed (locally connected), removable (such as memory sticks, not optical drives), network (drive letters that are mapped to a network location) and CDs and DVDs (read-only media). In each case, PSTs can be excluded if they have specified text in their file path. You can specify more than one block of text by separating them with semicolon characters. Any of these paths can include environment variables enclosed in percent characters, for instance the sequence %HOMEPATH% will be replaced by the home path of the logged in user. Compaction Settings The PST Enterprise Client can trigger compaction of attached PST files using Outlook s Compact Now technology. This reduces the size of the PST file by eliminating unused space. If you enable compaction you must specify the time at which it should take place. Outlook must be running at this time for compaction to occur. User Outlook Settings These settings allow you to control users ability to add new data to existing PST files or to create new PST files. This is useful, for example, if you want to prevent any future PSTs from being added to Outlook or prevent existing PSTs from being modified. Migration Settings During migration, PST Enterprise can move items to the users mailbox. There are two different ways in which items can be migrated. Move PST Items to their equivalent location in the mailbox this option ensures that the folder hierarchy within the PST is preserved when the items are migrated to the target mailbox. So, for example, items located in the PST folder Inbox\MyFolder will be migrated to the equivalent folder location in the Mailbox Inbox\MyFolder. PST Enterprise will create the target folder if it doesn t already exist. There is one special case with this mode of operation - PSTs can contain items located in the root of the PST. However, there isn t an equivalent location within the users mailbox. Therefore an additional setting - Folder to use for root items (see screen shot above) needs to be configured. PST Enterprise will then create this folder in the users mailbox and store items from the PST root into this location. Move PST items to a location in the mailbox under a defined root this option allows you to place PST items under a common folder within the users mailbox. So, for example, if you had set the Migration root folder name to Migrated PSTs then any items located in Inbox\MyFolder in your PST called MyPST would be migrated to \Migrated PSTs\MyPST\Inbox\MyFolder. Note that the Migrated PSTs will be created in the root of your mailbox, at the same level as your Inbox. Also, the folder hierarchy also contains a sub-folder Page 20 of 37

21 using the name of the PST from where the items came from (in the previous example the MyPST value). Miscellaneous Settings Show user interface if this option is enabled, the PST Enterprise Client displays a tool tray icon through which you can access the UI to monitor its operation. If you do not want your users to interact with the application then you should disable this option. Enable single run under normal operation the PST Enterprise Client will process repeatedly throughout the period defined by the start and stop settings with a frequency determined by the restart delay. If you enable this option the application will only process once when started and then exit. Wait for OST to sync if this option is enabled, when messages are migrated from the PST to the Outlook cached mode version of the mailbox the PST Enterprise Client will wait for the messages to be moved by Outlook into the real mailbox before continuing with the next PST. Discover SharePoint PSTs if this option is enabled, PSTs created by SharePoint (usually containing calendar information) will be processed as standard PSTs (usually they are excluded). Generate audit of PST files and messages and the actions applied to them - if this option is enabled, when the PST Enterprise Client makes any changes to messages or PSTs (move, delete etc) it will write a record to an audit file kept on the PST Enterprise Client PC. Enable PST Enterprise Client monitor - if this option is enabled, the PST Enterprise Client Monitor will run on every machine on which PST Enterprise Client runs and will ensure PST Enterprise Client is always running if it stops for any reason, it will be restarted. Frequency of updates to the progress of PST processing on this website, in seconds this indicates how often a PST Enterprise Client should call in to the service to update it of the progress of processing a PST. Select PST Enterprise Client trace level this sets the diagnostic trace level for PST Enterprise Client, which can usually be left at No tracing unless advised by C2C Support. Enable upload of PST Enterprise Client logs if this option is enabled, audit and diagnostic tracing from PST Enterprise Client will be uploaded into the ClientLogs subdirectory of the installation directory, which is shared as PSTEnterpriseClientLogs. The logs will be arranged in subdirectories by machine name and user name. Note: you must click the Save Changes button to commit any adjustments you make. Discovering PST files Run the PST Enterprise Client application using the command line given on the website help page to start discovering PST files. Page 21 of 37

22 As PST files are located, the PST Enterprise Client uploads information about them to the web site. You can view this information in the Assigned PSTs and Unassigned PSTs tabs. Unassigned PSTs PST files that are found connected to Outlook will be added to the Assigned PSTs tab. This tab will also contain PST files that are found on the local file system if the owner could be determined (and you have selected the Automatically Assign Owner option). Otherwise, these PSTs will be added to the Unassigned PSTs tab. If you are processing PST files found on the local file system and they do not have an owner automatically assigned to them you must manually assign one using the Unassigned PSTs tab. To assign the owner, as determined by the PST Enterprise Client, select the Use Determined Owner option, and either select the relevant PST files and click Assign to selected PSTs or click Assign to all PSTs. Page 22 of 37

23 To assign an owner to PST files whose owner could not be determined or to override the determined owner, search for and select the owner by clicking the address book symbol, then use the Assign to selected PSTs or Assign to all PSTs buttons as above. You can click buttons under the grid of PSTs to restrict the PSTs to those which match given criteria (such as PSTs with an External Owner ) and define custom views based on your own criteria. To define a custom view, click the find records button at the bottom left of the grid, define your search criteria, then click Save Current View to give it a name. You can remove the application s knowledge of any selected PSTs by clicking Remove PSTs. Data about them will be removed, then the next time PST Enterprise Client runs and rediscovers them they will be re-added. Assigned PSTs Once a PST has been assigned an owner (either automatically through the PST Enterprise Client application or manually via the website), it will appear in the Assigned PSTs tab. You can use this tab to assign policies to the PST that will be used to process items see later for details and set a schedule for the start and end times during which PST Enterprise Client should apply the policy to the PST. You can reassign the owner of a PST for any PST which was found in the file system but not one which was found connected to Outlook. You can remove the application s knowledge of any selected PSTs by clicking Remove PSTs. Data about them will be removed, then the next time PST Enterprise Client runs and rediscovers them they will be re-added. PSTs will be discovered either connected to Outlook or in the file system. If they are found by both methods, the connection to Outlook will be considered the dominant one and the How assigned column will list Found Attached, which means the mailbox which Outlook was connected to will be considered the correct mailbox for the PST. If you click the Set Manually assigned button, selected PSTs will have this characteristic cleared, which means you can then assign a different mailbox to the PST. You can click buttons under the grid of PSTs to restrict the PSTs to those which match given criteria (such as Failed ) and define custom views based on your own criteria. To define a custom view, click the find records button at the bottom left of the grid, define your search criteria, then click Save Current View to give it a name. You can export a CSV of the displayed PST data which will generate a file suitable for importing into Excel. If you use the option export with history then each row in the output CSV will contain the details of a PST and the details of one row of the processing history for that PST. Page 23 of 37

24 Defining Policies PST Enterprise policies are used to select messages within the PST and specify the action that should be applied to them. The available actions are: Delete messages messages that match the specified criteria are deleted from the PST, Migrate messages messages that match the criteria are moved into the owner s mailbox, Migrate to archive mailbox messages that match the criteria are moved into the owner s Exchange 2010 archive mailbox, if available. No action is taken if the owner does not have an archive mailbox or is using a version of Outlook that cannot connect to it. Move PST Moves the PST to another location (for example a file server) Copy PST Copies the PST to another location Copy to BMA Copies the PST into a Barracuda Message Archiver PST Enterprise creates a number of sample policies that you can examine to see how they are defined. To create your own policy, click the symbol. You can edit or delete an existing policy by clicking or respectively. Page 24 of 37

25 On this screen you must supply a name for the policy, whether or not it should appear when PST Enterprise is viewed in Self Service mode, and select the action that you want the policy to perform. Delete, Migrate & Migrate to Archive mailbox actions The following options are available for the Delete, Migrate and Migrate to Archive mailbox actions. Age Criteria In this section you can choose to apply the action based on the age of the message. You can select to process older messages, newer messages or messages that were delivered between two dates. Outlook Criteria You can decide whether the PST Enterprise Client will process PST items from within Outlook depending on what connection mode it s in. I.e. you can select either cached, server or both. For example, if you select Only cached mode then only PSTs that are connected to an Outlook profile that is configured in cached mode will be processed. This option may help to manage network bandwidth usage by allowing Outlook s cache synchronization to manage the upload of data to Exchange. PST File Size Criteria You have the option to exclude PSTs based on their individual or total size. The Exclude PST if data size is greater than option allows you to limit the maximum sized PST that you will process. If the PST Page 25 of 37

26 exceeds this size, no processing will take place. The Excluded PST if size of all PST data for owner is greater than option allows you to exclude all PSTs for a particular user if their total size exceeds this value. Both of these options are used to limit the amount of data that is uploaded to Exchange to prevent it from being flooded with network traffic. PST Folder Name Criteria You can restrict which folders the PST Enterprise Client will process. By entering a top level folder name, only those items within that folder will be processed. You also have the option to process all subfolders of the top level folder. Finalization Action Once the policy has completed, you can optionally perform a finalization action. You can use this to disconnect the PST from the Outlook profile to prevent it from being used again. If the policy fails for any reason, the Finalize action will not be applied. Note: The Disconnect PST and delete the file option should be used with care as it cannot be undone once it has been applied. Migrate behavior You can make migration (moving messages from PST to mailbox) move empty folders as well as folders containing messages by checking the Force creation of folders (even if empty) box. Move action The following options are available for the Move PST action Agent Select the agent that is running the PST Copy Service. This would have been configured during the installation process. Finalization Action You can decide what you would like to do with the PST that has just been moved once the policy has finished. o Select Connect Outlook to moved PST to automatically reconfigure your Outlook profile to point at the newly moved PST. o Select the Disconnect PST from Outlook option to remove this PST from the Outlook profile once it has been moved. Copy Action The following options are available for the Copy PST action. Agent Select the agent that is running the PST Copy Service. This would have been configured during the installation process. Finalization Action You can decide what you would like to do with the PST that has just been copied once the policy has finished. Page 26 of 37

27 o o o Select Connect Outlook to copied PST to automatically reconfigure your Outlook profile to point at the newly copied PST. (The original PST remains in the location where it was found) Select the Disconnect PST from Outlook option to remove this PST from the Outlook profile Select Stay connected to original PST to keep the original PST configured within your Outlook Profile. Select the Change original PST file extension option to modify the original PST filename with a new extension. This is useful to prevent users from accidentally adding the original PST back in to their Outlook profile (whilst still preserving the original PST file). Copy to BMA Action The only option available for the Copy to BMA action is selection of the agent. This must be a server running the PST Copy Service which has been configured to copy to a Barracuda Message Archiver. Running Policies Once you have defined your policies you can apply them to PST files through the Assigned PSTs tab. You can select the PST files that you wish to process by using the check boxes against each PST file listed. You can also apply a filter to limit the list based on some criteria. To apply a filter to the list of PSTs, click the magnifying glass symbol at the bottom left corner of the grid. On the subsequent dialog you can create a set of criteria based on the columns of the grid to define the subset you require. You can enter multiple criteria, by clicking the plus button, and whether a particular PST should match all of the criteria or any of them by selecting either AND or OR. For example, you could select all of the PST files for a particular user by specifying Owner and entering the required name. When you have identified the required PST files, click the Assign Policy button. On the dialog that appears, select the policy from the drop down list and click Assign to selected PSTs or Assign to all PSTs as appropriate. On this dialog you can also set a schedule for the start and end times during which PST Enterprise Client should apply the policy to the PST. When an instance of the PST Enterprise Client software processes a PST it will apply the policy associated with it, unless there is a schedule applied to the PST and the current date and time is beyond that allowed by the schedule. The Last Status Update column will display a summary of the most recent PST processing and you can view a history of all processing of the PST by clicking the button on the right of the grid. Page 27 of 37

28 Reports The Reports tab lists summary information about the state of PSTs. You may not see the pie charts if you are running Internet Explorer version 8 or earlier, or running a later version of Internet Explorer in compatibility mode, or running Firefox. Page 28 of 37

29 Number of PST files Mailbox Not Assigned Not Started In Progress Count of all PSTs on the Unassigned tab Count of all PSTs on the Assigned tab that do not have a policy assigned and that don't meet the condition below for Succeeded, No Longer Available or Failed. Count of all PSTs on the Assigned tab that have a policy assigned and that don't meet the condition below for Succeeded, No Longer Available or Failed. If a PST meets the Succeeded criteria then they will not be considered 'In Progress' even if they are being processed again. This means that if, for instance, the PST has been disconnected by a policy and then the user has manually reconnected it, it may be processed again but will not return to the In Progress as it's retained the knowledge that it was once Succeeded Page 29 of 37

30 Succeeded No Longer Available Failed Count of all PST files which have been assigned an owner mailbox and have been successfully completed Count of all PST files which were previously found but can no longer be found Count of all PST files whose processing cannot be completed PSTs will not be considered Succeeded if their state is where the main processing has completed but they're waiting on a final action such as deleting or renaming the PST, and also will never be considered Succeeded if the policy is not configured to disconnect, delete or rename the PST. Number of users Not Started In Progress Completed Count of all users who have PSTs assigned to them and none of those PSTs have a policy assigned to them or were previously Succeeded, No Longer Available or Failed Count of all users who have PSTs assigned to them and who do not meet the criteria for Not started or Completed Count of all users who have PSTs assigned to them and all of them are Succeeded, No Longer Available or Failed The significance of the last clause is that if, for instance, a PST were processed and disconnected and then were reconnected and the policy set to [No policy assigned], that PST would not count as Not started for the purpose of this calculation Total PSTs data size Not Started Total size of data in all PSTs that don t have a policy assigned and have never been previously Succeeded, No Longer Available or Failed The significance of the last clause is that if, for instance, a PST were processed and disconnected and then were reconnected and the policy set to [No policy assigned], that PST would not count as Not started for the purpose of this calculation Page 30 of 37

31 In Progress Succeeded No Longer Available Failed Total size of data in all PSTs that have a policy assigned and have never been previously Succeeded, No Longer Available or Failed Total original size of data in all PSTs that have been successfully completed Total original size of data in all PSTs which were previously found but can no longer be found Total original size of data in all PSTs whose processing cannot be completed This totals the original size of data in the PST when it was found, rather than the current size of data in it, since in the case of a Migrate policy the current size will usually be zero. This does not include the size of any PSTs which have been removed from the database Total PSTs disk size Initial size Total original size on disk of all PSTs This will show the total amount of disk space which was originally occupied by all PSTs before any processing was done Current size Total size on disk of all PSTs This will show the total amount of disk space which is occupied by all PSTs now. This does not include the size of any PSTs which have been removed from the database, but does include PSTs which have completed a copy/move action and so are no longer displayed on the list of PSTs on the Assigned tab. PST Agent Configuration The PST Enterprise software uses one or more agents to process Copy and Move actions. The agent is normally configured with default settings during installation but you can override these at any time using the ConfigurePSTEnterpriseAgent application that is located in the install directory. You don t normally need to change these values. After you run the application you will be presented with the following dialog: Page 31 of 37

32 The options are detailed below Location for completed PSTs When you select either a Copy PST or Move PST policy action, the PSTs will be created in a subdirectory of this target directory. You must specify a UNC for this location. Subfolder naming format for completed PSTs Specifies the format of subdirectory to create under the target directory, based on characteristics of the owner of the PST (eg address) with any non-alphanumeric characters replaced by underscores. Count of threads The number of processing threads that the agent will use. Pause between checks for new data Specifies a delay that the agent will pause before checking for new data to process. Client packet size Data is passed up from each PST Enterprise Client to the agent in packets. You can control the size of these packets using this setting. Maximum size of client traffic allowed per session You can limit the amount of data that is passed up to the agent during a policy run by setting this value. This setting is useful for limiting Page 32 of 37

33 the network traffic in your environment. Note: PSTs will be processed as normal irrespective of what this value is. This setting only limits what the maximum amount of traffic each policy session is allowed to do. If the limit is exceeded, the PST Enterprise Client will pause and wait until the next schedule run to continue where it left off. If you set this value low, it may take longer to fully process a PST (requiring several runs of the policy) but it would reduce your overall network activity. If you set this value high it will process your PSTs faster but your network traffic will also increase. Inactivity time for a partial PST before it s aborted A PST will be aborted if there is no PST Enterprise Client activity within this given time period. The default is 168 hours which is equivalent to 1 week. Diagnostic tracing of the agent service Used primarily for support purposes Abort all partial PSTs when agent restarts Used primarily for support purposes. Protocol configuration The PST Enterprise Client can communicate with the agent via several commonly used protocols. This setting allows you to configure which protocols are enabled and also the order in which they are tried. By default the protocols will be processed in the following order o SMB Standard file copy o BITS Microsoft s Background Intelligent Transfer Service used for transferring files from one computer to another in a network efficient manner. o SOAP Standard WebService based transfer method that uses the SOAP protocol over HTTP ports. There are some options specific to the functionality of copying PSTs to a Barracuda Message Archiver. If you do not have a BMA, do not enable this option. Enable processing of BMA policies Specifies that this PST Copy Agent can connect to a BMA. BMA name or IP address the identity of the BMA server, given as a resolvable name or an IP address. PST Threshold the maximum number of PSTs to allow to be queued on the BMA ready for ingestion. PST Enterprise will suspend copying PSTs to BMA while the queue has this many PSTs in it. Click the Save changes and restart agent button to update the configuration for the agent and to force a restart of service. This will ensure that changes take effect immediately. Click the Close without saving button to abort the changes without saving anything. You can rerun this tool by choosing the option on the start menu. PST Enterprise Self Service PST Enterprise Self Service is a feature by which users can control the processing of their own PSTs. Page 33 of 37

34 The PST Enterprise Self Service website has a URL which is the same as the standard administrative website but ending with PSTEnterpriseSelfService instead of PSTEnterprise. For instance, if PST Enterprise is installed on server myserver.mycompany.com the Self Service website can be found at: When a user connects to this website, it will use Windows Integrated Authentication to attempt to identify the connecting user. If this fails, it may prompt the user for authentication. Internet Explorer by default will only pass Windows Integrated Authentication credentials without prompting if it believes the web server is part of the local intranet, and it will assume any URL is not in the intranet if the Fully Qualified Domain Name of the server is used. To get IE to believe your server is part of your intranet, and so pass Windows Integrated Authentication credentials, you will need to create a group policy to declare the server as part of the intranet, or give your users a URL which includes just the server name, not the FQDN of the server. Once the user is authenticated, they will be shown a list of their PSTs which have been discovered, and given the opportunity to assign policies to them. Users can assign any policy created by an administrator to any PST discovered by PST Enterprise Client which has been associated with their mailbox. They can t create their own policies; they can only assign existing policies created by an administrator to their PSTs. When you as an administrator review the current configuration with the administrative website, you will see the policies assigned by users to their PSTs and be able to review the processing history of those policies. Page 34 of 37