GFI MailArchiver for Exchange 3. Manual. By GFI Software Ltd.

Transcription

1 GFI MailArchiver for Exchange 3 Manual By GFI Software Ltd.

2 Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of GFI SOFTWARE Ltd. MailArchiver is copyright of GFI SOFTWARE Ltd GFI SOFTWARE Ltd. All rights reserved. Version 3.0 Last updated March 16, 2006

3 Contents About GFI MailArchiver 1 Introduction to GFI MailArchiver...1 Key features of GFI MailArchiver...1 How does GFI MailArchiver work?...3 Installing GFI MailArchiver 5 Introduction...5 On which machine should I install GFI MailArchiver?...5 System requirements...6 Hardware requirements...6 Preparing the servers for use with GFI MailArchiver...6 Preparing Microsoft Exchange Server for use with GFI MailArchiver...7 Enabling Envelope Journaling (optional)...8 Using the exejcfg.exe tool...8 Using the ADSI editor...9 Preparing Microsoft SQL Server for use with GFI MailArchiver...11 Installing and enabling Full-Text Search...12 Creating the database...13 Installing GFI MailArchiver...14 Entering your License key after installation...16 Updating a GFI MailArchiver 3 installation with a more recent build...19 Updating the GFI MailArchiver 3 database schema...19 Upgrading a GFI MailArchiver 2 installation to GFI MailArchiver Configuring GFI MailArchiver 23 Introduction to the Configuration...23 Configuring General settings...24 Configuring the database...25 Configuring a Microsoft SQL Server database connection...26 Configuring a Microsoft Access database connection...31 Selecting the active database...35 Setting the visible database list...35 Configuring database management...36 Changing the priority of pooled database connections...41 Re-configuring the schedule settings...42 Viewing the database statistics...42 Re-configuring a database connection...42 Removing a database connection...43 Configuring what s to archive...44 Configuring the archiving exclusions list...45 Configuring an exclude these users list...45 Configuring an exclude everybody except these users list...47 Disabling exclusion lists...48 Removing users from the list...48 Configuring access control...49 Configuring the full archive access group...49 Configuring access groups...50 Removing access groups from the list...51 Configuring the data sources...51 Configuring a local Microsoft Exchange data source...52 GFI MailArchiver for Exchange Contents i

4 Configuring a remote Microsoft Exchange data source...55 Configuring a non-exchange mail server as a data source...57 Re-configuring a data source...58 Removing a data source...58 Using GFI MailArchiver 59 Introduction...59 Browsing the archive...60 Expanding a conversation thread...60 Viewing an Downloading attachments...61 Viewing internet headers...62 Printing an Saving an to disk...63 Restoring s through the OneClick Restore feature...64 Refreshing the conversation list...64 Browsing through the conversation pages...64 Login as a different user...64 Browsing s with an account that has group access privileges...65 Selecting a user account to browse...65 Refreshing the global cache...66 Viewing the complete list of accounts you can access...67 Searching the archive...67 Searching using a single term...68 Search by specifying the Attachment name...68 Search by specifying the Message ID field...68 Search by specifying the Recipient or Sender s...69 Search by specifying the Sent date...69 Search by specifying the Sent date / time...69 Search by specifying the Subject...70 Search by specifying the Body...71 Searching using multiple search terms...72 Removing search terms...74 Viewing s returned by a search...74 Sorting the search results...74 Selecting the database to browse and search through...74 Selecting the localization language...75 Logging off from GFI MailArchiver...76 Accessing GFI MailArchiver from Microsoft Outlook...76 Importing s 81 Introduction...81 Configuring the GFI MailArchiver Import Service...81 Modifying a configured database...84 Removing a configured database...84 Monitoring the GFI MailArchiver Import Service...84 Sharing the pickup folder...86 Using the GFI MailArchiver 2 Export tool...86 Using the GFI PST-Exchange Export tool...89 Microsoft Exchange Source...90 Microsoft Exchange Public Folders...93 Microsoft Outlook Personal Folders (.pst) Source...95 Selecting the folders to extract from...97 Set a cut off time...98 Select the owner of the s...98 Select a destination for the extracted s extraction process Skipped s Failed s Using the GFI MailEssentials Archive Export tool ii Contents GFI MailArchiver for Exchange

5 Exporting s 109 Introduction Using the GFI MailArchiver Bulk Export Tool Searching for s Viewing an from the search results Exporting s Restore to a specific address Download to a folder on disk Connecting to multiple GFI MailArchiver installations Disconnecting from a GFI MailArchiver installation Troubleshooting 119 Introduction Knowledge Base Request support via Request technical support via web chat Request technical support via phone Web Forum Build notifications GFI MailArchiver for Exchange Contents iii

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7 About GFI MailArchiver Introduction to GFI MailArchiver GFI MailArchiver is an easy-to-use archiving solution that offers powerful features that enable you to archive all internal and external into a central database. GFI MailArchiver allows the users to browse and search past s via a web-based search interface. Key features of GFI MailArchiver Support for Exchange Server and IMAP compliant servers GFI MailArchiver can collect and archive from Exchange Server and from any mail server that supports Active Directory and IMAP. Archiving of from multiple mail servers concurrently GFI MailArchiver allows you to configure more than one data source, thus making it possible to archive from two or more mail servers at the same time. Installation on a separate machine from the mail server You can install GFI MailArchiver on a dedicated machine, separate from the machine running the mail server. Using this configuration, the archiving and retrieval processes of GFI MailArchiver will not load the mail server. If you install GFI MailArchiver on a dedicated machine, you can access Microsoft Exchange or any other IMAP compliant mail server via the IMAP protocol. A dedicated machine for GFI MailArchiver also makes sense when you need to archive from multiple mail servers concurrently. No changes to Exchange system GFI MailArchiver uses the journaling feature of Exchange Server, to provide unparalleled scalability and reliability. Other archiving solutions actually replace the with a link to their database this can be a point of failure that could bring down your entire system. GFI MailArchiver works in parallel and does not affect the way Exchange works. Reduce administration by storing in a database Since the archived s are stored in a standard database, such as Microsoft SQL Server, it is easy to backup and restore. There is no need for special Exchange backup tools. Restore through OneClick Restore The GFI MailArchiver web interface allows users to search and restore past s to a mailbox through the OneClick Restore feature. GFI MailArchiver for Exchange About GFI MailArchiver 1

8 Reduce storage requirements GFI MailArchiver can archive the entire source in a compressed format. This data compression results in considerable disk space savings when compared to storing s in the Exchange stores. In addition, storing s in a database is much more space efficient than storing the same data in PST files. Furthermore, there are more compression and backup tools available for Microsoft SQL Server than for Exchange. Increase Exchange performance If you are storing all your company on the Exchange Server, performance will start to decline over time. By moving old s into the GFI MailArchiver database, you will keep your Exchange stores compact and your Exchange performance high. Optionally exclude from particular users If required, you can instruct GFI MailArchiver to ignore to and from particular users, including Active Directory users. Easy enforcement of company policies Having a central store of , enables you to easily search corporate for particular text and enforce any company policies you may have in place. End the PST hell Users storing their s in PST files on their local hard disk drive, will find it difficult to archive and search through the many PST files. Furthermore, many users do not know how to organize their PST files properly. GFI MailArchiver eliminates the need for users to archive their in PST files on local hard disks. With GFI MailArchiver, users can browse, search and retrieve past s via the web-based search interface, rather than having to dig through a store of PST files on disk to find a particular . Import old s The GFI MailArchiver Import Service in conjunction with the wizards provided, allow you to archive s that the mail server processed prior to the installation of GFI MailArchiver. This makes it possible for the users to have all their conversations available via the webbased interface. 2 About GFI MailArchiver GFI MailArchiver for Exchange

9 How does GFI MailArchiver work? GFI MailArchiver connects to the data sources configured, for example a journaling mailbox on the Microsoft Exchange Server, collects the s stored in that data source, and archives them to the active database configured, for example Microsoft SQL Server. Screenshot 1 - Typical GFI MailArchiver Installation The users can then browse and search for particular s via the GFI MailArchiver web interface, using Microsoft Internet Explorer. GFI MailArchiver for Exchange About GFI MailArchiver 3

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11 Installing GFI MailArchiver Introduction This chapter highlights important points you should take into consideration before installing GFI MailArchiver on your network, so that you can make the best decisions on where to install and how to configure GFI MailArchiver on your network. On which machine should I install GFI MailArchiver? You have to install GFI MailArchiver on a machine that forms part of the Active Directory domain. To choose the ideal machine where to install GFI MailArchiver, you need to take into consideration the following points: flow experienced by your servers Machine hardware and software specifications Need to archive from multiple sources concurrently For example if you only need to archive from one mail server source, for instance Exchange Server, and the server is handling the flow on your network and still has spare processing capacity, then you can choose to install GFI MailArchiver on the Exchange Server machine directly. On the other hand, if you want to archive from multiple mail servers, including non-exchange Servers using the IMAP protocol, it is suggested that you install GFI MailArchiver on a separate machine. NOTE: GFI MailArchiver does not require a dedicated machine when not installed on the mail server. For example, you can, install GFI MailArchiver on machines running other applications such as GFI MailEssentials or GFI MailSecurity. The machine on which you choose to install GFI MailArchiver needs to have Internet Information Services (IIS) and the World Wide Web Service installed and running, with ASP.NET registered, since GFI MailArchiver needs to create a virtual directory to host the GFI MailArchiver web interface. GFI MailArchiver for Exchange Installing GFI MailArchiver 5

12 System requirements To install GFI MailArchiver you need: Windows 2000 Professional/Server/Advanced Server (Service Pack 1 or higher) or Windows 2003 Server/Advanced Server Microsoft.NET Framework 1.1 Internet Information Services (IIS) World Wide Web service. NOTE: Ensure that ASP.NET has been registered with IIS. To register it follow these steps: 1. Open Command Prompt 2. Go to <Windows Directory>\Microsoft.NET\Framework\<version number>\ 3. Run the command aspnet_regiis.exe i and press enter Microsoft SQL Server 2000 with SP3 Hardware requirements NOTE: Microsoft Access database support is provided only for evaluating GFI MailArchiver. The hardware requirements for GFI MailArchiver are: Pentium 4 (or equivalent) - 2Ghz 512MB RAM 2 GB of available physical disk space Preparing the servers for use with GFI MailArchiver GFI MailArchiver requires at a minimum a data source from where to collect s, such as Microsoft Exchange Server, and a Microsoft SQL Server to store the archived s. The following sections will show you how to prepare these servers for use with GFI MailArchiver. The section Preparing Microsoft Exchange Server for use with GFI MailArchiver shows you how to enable journaling on the store since this is required. This section also contains an optional part that shows you how to enable envelope journaling so that GFI MailArchiver can store the full internet headers. The section Preparing Microsoft SQL Server for use with GFI MailArchiver shows you how to configure and prepare Microsoft SQL Server for use with GFI MailArchiver by creating a new empty database as well as installing and enabling full-text indexing on that database. 6 Installing GFI MailArchiver GFI MailArchiver for Exchange

13 Preparing Microsoft Exchange Server for use with GFI MailArchiver To archive from Microsoft Exchange Server, you will need to set up and configure a journaling mailbox. The journaling mailbox will be used by the Exchange Server journaling feature, so that each passing through the server will be copied to the journaling mailbox. GFI MailArchiver will then periodically poll the journaling mailbox and archive any s found. To set up journaling on the Exchange Server, follow these steps: 1. Create a mailbox to which all will be archived. Do this by adding a new user in the Active Directory Users and Computers console. Give the mailbox a relevant name such as journal. 2. Open the Exchange System Manager and navigate to the Mailbox Store node by expanding Servers <server_name> Storage Group. Right-click on the Mailbox Store node and select Properties from the context menu. 3. In the Properties dialog go to the General tab and enable the Archive all messages sent or received by mailboxes on this store checkbox. Screenshot 2 - Enabling journaling on Exchange mailbox store GFI MailArchiver for Exchange Installing GFI MailArchiver 7

14 4. Click on the Browse button located to the right of the Archive all messages sent or received by mailboxes on this store checkbox. The Select Recipient dialog will be displayed. 5. In the Select Recipient dialog box, enter the journaling mailbox name you created in step one, for example journal. Click the OK button to close the Select Recipient dialog. NOTE: If you want to archive s to a public folder, enter a public folder name in the Select Recipient dialog. Screenshot 3 - Selecting the archive mailbox name 6. Close the Mailbox Store Properties dialog and the Exchange System Manager management console when finished. The Exchange mail server can now be configured as a data source for GFI MailArchiver. Enabling Envelope Journaling (optional) NOTE 1: If you want to archive header information, you need to read this section so as to enable Exchange Envelope Journaling. If you do not want to archive header information skip this section. GFI MailArchiver will still work correctly. Exchange Envelope Journaling captures all the available RFC2821 recipients and all the RFC2822 recipients, including CC and BCC recipients. It also captures members of a distribution group expansion and it captures reports that include delivery receipts, NDRs, read receipts, and out-of-office notifications. NOTE 2: Envelope Journaling is available in Exchange 2000 post Service Pack 3 and Exchange 2003 Service Pack 1. NOTE 3: For more information about Envelope Journaling please visit this Microsoft web page: How Exchange Server Envelope Journaling Works. You can enable Envelope Journaling using either one of these methods: 1. Use the Exchange Server Journaling Advanced Configuration (exejcfg.exe) tool. 2. Use the ADSI editor management console. Using the exejcfg.exe tool To enable Envelope Journaling, follow these steps: 8 Installing GFI MailArchiver GFI MailArchiver for Exchange

15 1. Open the command prompt. 2. Navigate to the folder in which you copied the exejcfg.exe tool. 3. Type exejcfg e and press the Enter key to enable Envelope Journaling. NOTE 1: exejcfg d disables Envelope Journaling for that organization. NOTE 2: The exejcfg.exe tool can be downloaded from the following Microsoft web page: NOTE 3: The exejcfg.exe tool downloaded from the above link can be used in both Exchange 2000 and Exchange 2003 server environments. Using the ADSI editor To enable Envelope Journaling, follow these steps: 1. Open the adsiedit.msc console. NOTE: The adsiedit.msc tool can be found in the Windows 2003 Server support tools and in the Windows 2000 Server resource kit. Screenshot 4 - ADSI Edit 2. Navigate to the CN=<your organization name> node by expanding ADSI Edit Configuration <CN=Configuration> <CN=Services> <CN=Microsoft Exchange>. Right-click on the CN<your organization name> node, and click the Properties option on the context menu. GFI MailArchiver for Exchange Installing GFI MailArchiver 9

16 3. The properties dialog will be displayed. From the Attributes list select the heuristics attribute and click the Edit button. Screenshot 5 - Heuristics attribute 4. The Integer Attribute Editor dialog will be displayed. Enter 512 in the Value edit box and click the OK button. Screenshot 6 - Editing the heuristics attribute value 5. The Value column for the heuristics attribute will be updated to reflect the new value of 512 in the Attributes list. 10 Installing GFI MailArchiver GFI MailArchiver for Exchange

17 Screenshot 7 - Heuristics value set to Click the OK button to save the new setting and close the ADSIEdit console. Note: A value of 512 is used to enable Envelope Journaling, and a value of 0 is used to disable it. Preparing Microsoft SQL Server for use with GFI MailArchiver For evaluation purposes, you can use GFI MailArchiver with Microsoft Access as the backend database. However, for production use GFI MailArchiver requires Microsoft SQL Server To prepare Microsoft SQL Server you need to follow these steps: 1. Create an empty database, so that you can configure GFI MailArchiver to archive s into it. 2. Enable full text search indexing, so that GFI MailArchiver can search for keywords in the bodies. NOTE: Microsoft SQL Server must be configured to use Mixed Authentication mode. To do this, right-click on the SQL Server node in Enterprise Manager and select Properties from the context menu. In the properties dialog, access the Security tab and make sure that SQL Server and Windows option is selected. GFI MailArchiver for Exchange Installing GFI MailArchiver 11

18 Installing and enabling Full-Text Search To be able to search for text in the body, GFI MailArchiver requires the Microsoft SQL Server Full-Text Search component to be installed. To install the Full-Text Search component follow these steps: 1. Run the Microsoft SQL Server setup and select the Upgrade, remove, or add components to an existing instance of SQL Server option. Click the Next button to continue. 2. Select the Add components to your existing installation option and click the Next button. Screenshot 8 - Adding components to your installation 3. In the Select Components dialog, select Server Component from the Components list. From the Sub-Components list select the Full- Text Search option. Click the Next button to install. 12 Installing GFI MailArchiver GFI MailArchiver for Exchange

19 Screenshot 9 - Installing Full-Text search NOTE: After you finish installing full-text indexing, you must run the latest service pack setup, currently installed on the server. For example if you have Microsoft SQL Server 2000 with SP3 and you have followed the above instructions to enable full-text indexing, you then need to run the Microsoft SQL Server 2000 SP3 setup. Failure to do so may break the Microsoft SQL Server installation. Creating the database 1. Open the SQL Server Enterprise Manager and navigate to the SQL Server on which you want to create the database. 2. Right-click on the Databases node and click on the New Database... option from the context menu. Screenshot 10 - Creating a new database 3. The Database Properties dialog box will be displayed. In the Name field, enter the database name you want to create, for example 'MailArchiver', and then click on the OK button. GFI MailArchiver for Exchange Installing GFI MailArchiver 13

20 NOTE 1: For optimal performance, pre-allocate space for both the data and transaction files, for example, 500MB for the data file and 50MB for the transaction file to avoid grow operations while archiving to the database initially. To pre-allocate disk space, specify a value in the Initial size (MB) column. To further reduce slowdowns caused when Microsoft SQL Server performs a grow operation; you should set the file growth for both data and transaction files to a fixed value in megabytes, not more than 100 MB, instead of a percentage value. Additionally, ensure that the Maximum file size option is left to Unrestricted file growth for both data and transaction files. You can configure these settings from the Data Files and Transaction Log tabs of the Database Properties dialog. NOTE 2: After the first month of archiving, note the database data file size. With this value, estimate the archive database size after six months for example. If you estimate that your archive database will be larger than 20GB, you should consider configuring the database management feature of GFI MailArchiver. More information on this feature is available in the Configuring database management section of the Configuring GFI MailArchiver chapter. Installing GFI MailArchiver NOTE: Before you install GFI MailArchiver, check the points below: 1. Make sure that you are logged on as Administrator or you are using an account with administrative privileges. 2. Save any pending work you might have on the machine and close all open applications. 3. Check that the machine you are installing GFI MailArchiver on meets the system and hardware requirements specified above. To install GFI MailArchiver follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver3.exe file. The installation Wizard will perform some unpacking operations and then the Welcome page of the installation Wizard is displayed. Click the Next button to continue. 2. The installation Wizard will display the Check for latest build availability page. To continue the installation select the Do not check for new build option and click the Next button. 3. The License agreement page is displayed. You now have to accept the license agreement by selecting the I accept the terms in the license agreement option and then click the Next button to continue the installation. 14 Installing GFI MailArchiver GFI MailArchiver for Exchange

21 Screenshot 11 - Entering the administrator address and product license key 4. The Administrator page is displayed. Enter the administrator address in the Administrator edit box. If you have bought a license for GFI MailArchiver, enter it in the License Key edit box. If you do not have a license yet and want to evaluate GFI MailArchiver, leave the default evaluation value in the License Key edit box. NOTE: When you use the evaluation value for the license key, you will be able to use GFI MailArchiver for 10 days. If you decide to buy GFI MailArchiver at a later date, you will not need to install GFI MailArchiver again. All you have to do is to enter the bought license key in the web interface configuration. Click the Next button to continue the installation. 5. The installation Wizard Destination Folder page is displayed. To install GFI MailArchiver to the default location click the Next button to continue. If you want to specify an alternative location where to install GFI MailArchiver, click the Browse button to select a folder. 6. The Web Application Setup page is displayed. Select the website where you want to install the GFI MailArchiver web interface from the Website drop down list. In the Virtual Directory Alias edit box enter the name for the GFI MailArchiver web interface virtual folder. By default this is set to MailArchiver. To continue with the installation click the Next button. GFI MailArchiver for Exchange Installing GFI MailArchiver 15

22 Screenshot 12 - Selecting a Website and Virtual Directory 7. The Ready to install the program page is displayed. Click the Install button to start the installation of GFI MailArchiver with the settings you configured in the previous pages. Screenshot 13 - GFI MailArchiver installation progress 8. When the installation process is complete, the installation Wizard finish page is displayed. Click the Finish button to complete the installation of GFI MailArchiver. Entering your License key after installation NOTE: Entering the License key should not be confused with the process of registering your company details on our website. This is 16 Installing GFI MailArchiver GFI MailArchiver for Exchange

23 important; since it allows us to give you support and notify you of important product news. Register at If you have purchased GFI MailArchiver, you need to enter your license key in the GFI MailArchiver configuration. To do this, follow these steps: 1. Load Microsoft Internet Explorer. 2. In the Address bar type the following and press the Enter key: MailArchiver virtual folder name>/configuration For example, 3. The GFI MailArchiver configuration page will prompt you for a username and password. The username and password specified must be of an account that has administrative privileges. Screenshot 14 - Accessing the GFI MailArchiver configuration 4. From the GFI MailArchiver Configuration page, select the General tab. In the License key edit box, paste the GFI MailArchiver license key you bought and then click the Verify button. GFI MailArchiver for Exchange Installing GFI MailArchiver 17

24 Screenshot 15 - Entering the GFI MailArchiver License key 5. If you entered the license key correctly, next to the License type label you should see Licensed version. If the license key specified is invalid, GFI MailArchiver will display Invalid license key in red next to the License type label. If you entered a valid license key, click the Save button above the configuration tabs to save the new configuration settings. NOTE: The License key you bought is licensed for a number of users as shown next to the Licensed users label. Near the System info label, GFI MailArchiver displays how long it has been running and the amount of mail-enabled users counted. GFI MailArchiver counts the number of mail-enabled users differently, depending on the exclusion settings configurable from the Exclude tab. The following points describe how GFI MailArchiver counts mail-enabled users in the three possible scenarios of: no user exclusions configured, exclude this list from archiving and exclude everyone from archiving except users in this list. For the examples, we will consider an Active Directory (AD) made up of 40 objects, 12 of which are mail-enabled users. User exclusions disabled - GFI MailArchiver counts all the mail-enabled user accounts. Other objects such as groups or machines are not counted. GFI MailArchiver will thus display 12 near the Mail-enabled users detected label. Exclude these users from archiving - GFI MailArchiver counts all mail-enabled user accounts and subtracts the count of AD user accounts (not addresses) present in the exclude these users list. Therefore, if you specified three AD user accounts and one address in the exclude these users list, GFI MailArchiver will display 9, near the Mail-enabled users detected label. 18 Installing GFI MailArchiver GFI MailArchiver for Exchange

25 Exclude everyone from archiving except users in this list - GFI MailArchiver counts the AD user accounts (not addresses) present in the exclude everyone except users in this list. Therefore, if you specified three AD users in the exclude everyone except users in this list, GFI MailArchiver will display 3, near the Mail-enabled users detected label. Please note that if you specify even one address in the exclude everyone except users in this list, GFI MailArchiver will count all AD mail-enabled user accounts and thus will display 12 near the Mail-enabled users detected label. 6. GFI MailArchiver displays Settings saved, in the right corner above the tabs. Screenshot 16 - GFI MailArchiver Configuration Settings saved Updating a GFI MailArchiver 3 installation with a more recent build If you want to update your current installation of GFI MailArchiver 3 with a more recent build, follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the mailarchiver3.exe file. The installation Wizard will perform some unpacking operations and then the Welcome page of the installation Wizard is displayed. Click the Next button to continue. 2. Follow the installation Wizard on screen instructions. 3. When the installation process is complete, the installation Wizard finish page is displayed. Click the Finish button to complete the GFI MailArchiver updating process. Updating the GFI MailArchiver 3 database schema When updating an installation of GFI MailArchiver, the installation Wizard will check whether the database schema needs to be updated. If the database schema needs to be updated, the installation Wizard will display a dialog box to inform you that polling on all the data sources configured has been stopped. Screenshot 17 - Database schemas need to be updated When this dialog is displayed during the installation update process, you will need to perform these steps after the installation is complete: GFI MailArchiver for Exchange Installing GFI MailArchiver 19

26 1. Upgrade all the database connections configured 2. Enable polling on the data sources configured. To upgrade all the database connections configured follow these steps: 1. Access the GFI MailArchiver configuration as outlined in the Introduction to the configuration section of the Configuring GFI MailArchiver chapter. 2. Click on the Databases or Db Management tab. 3. Click the Configure link to the right of the database connection you want to upgrade. 4. The database creation wizard will be displayed. Click the Next button until the database verification page is reached. 5. The database verification progress page will display an Upgrade button. Click the Upgrade button so that the database schema gets updated. 6. When the upgrade completes, a Database verification completed note is displayed. Click the Next button until you reach the wizard finish page. 7. Click the Finish button to close the wizard. 8. Repeat steps 2 to 7 for each database connection configured. Screenshot 18 - Upgrade database schema To enable polling on the data sources configured, follow these steps: 1. Access the GFI MailArchiver configuration as outlined in the Introduction to the configuration section of the Configuring GFI MailArchiver chapter. 2. Click on the Data sources tab. 20 Installing GFI MailArchiver GFI MailArchiver for Exchange

27 3. Check the checkbox under the Poll column to the right of the data source you want to archive from. 4. Repeat step 3 to enable polling on the other data sources. 5. Click the Save button. Upgrading a GFI MailArchiver 2 installation to GFI MailArchiver 3 If you currently have a machine with GFI MailArchiver 2 installed, and you want to upgrade that installation to GFI MailArchiver 3, follow these steps: NOTE 1: The databases used with GFI MailArchiver 2 will not be automatically upgraded to the new GFI MailArchiver 3 format. To upgrade the databases refer to the Using the GFI MailArchiver 2 Export Tool section of the Importing s chapter. NOTE 2: Please note that Microsoft Access databases cannot be upgraded to the GFI MailArchiver 3 format. 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver3.exe file. The installation Wizard will perform some unpacking operations and then the Welcome page of the installation Wizard is displayed. Click the Next button to continue. 2. Follow the installation Wizard on screen instructions. 3. The installation Wizard will inform you that an upgrade is to be performed and that all your GFI MailArchiver 2 configuration settings will be retained. To continue with the upgrade process click the Install button. Screenshot 19 - Upgrading the GFI MailArchiver 2 installation to GFI MailArchiver 3 4. When the installation process is complete, the installation Wizard finish page is displayed. Click the Finish button to complete the GFI MailArchiver upgrading process. GFI MailArchiver for Exchange Installing GFI MailArchiver 21

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29 Configuring GFI MailArchiver Introduction to the Configuration When the GFI MailArchiver installation is complete, you need to configure some settings like from where to archive s, who to exclude from the archiving process, and what backend database to use. You can configure all these settings from the Configuration page of GFI MailArchiver. To access the GFI MailArchiver Configuration page do the following: 1. Load Microsoft Internet Explorer and in the Address bar type the following and press the Enter key: MailArchiver virtual folder name>/configuration For example: 2. The GFI MailArchiver page will prompt you for a username and password. The username and password specified must be of an account that has administrative privileges. 3. After authenticating, the Configuration page will be displayed. Screenshot 20 - GFI MailArchiver Configuration GFI MailArchiver for Exchange Configuring GFI MailArchiver 23

30 Configuring General settings The General tab in the GFI MailArchiver Configuration page allows you to enter a license key, configure the administrator address and the SMTP server and port to use for sending notification s. To configure the GFI MailArchiver General settings, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the General tab. The page shows information under three groups. The Versioning information group shows the version and build number of GFI MailArchiver you have installed on your machine. The Licensing information group shows the license key you have specified if you have bought GFI MailArchiver, the license type, the number of licensed users and the number of days GFI MailArchiver has been running on this machine. The number of enabled users detected is also shown. This number is used for licensing purposes and it should always be smaller than or equal to the Licensed users value. For further information on how to specify a license key refer to the Entering your License key after installation section of the Installing GFI MailArchiver chapter. Screenshot 21 - The Configuration General settings tab 3. In the Notifications and messaging group you can specify the administrator address you want notification s to be sent to by entering an address in the Administrator s address edit box. 4. In the SMTP server and Port edit boxes, you have to specify the SMTP server and port number respectively. These settings are used 24 Configuring GFI MailArchiver GFI MailArchiver for Exchange

31 by GFI MailArchiver to send notification s and to restore past s through the OneClick Restore feature. 5. Click the Save button to save the new general settings configured. Configuring the database This section will show you how to configure the backend database connection that GFI MailArchiver will use to archive the s. GFI MailArchiver supports both Microsoft Access and Microsoft SQL Server as a database backend. NOTE 1: Microsoft Access is only supported for evaluating GFI MailArchiver. For production use, you must use Microsoft SQL Server as the backend database. NOTE 2: Before you configure a Microsoft SQL Server database as a backend database for GFI MailArchiver, ensure that you have followed the steps in the Preparing Microsoft SQL Server for use with GFI MailArchiver section of the Installing GFI MailArchiver chapter. To configure a GFI MailArchiver backend database do the following: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Databases tab. Screenshot 22 - The Configuration Databases tab 3. If you want to configure a Microsoft SQL Server database as the backend database for GFI MailArchiver in a production environment follow the steps in the Configuring a Microsoft SQL Server database connection section below. If you want to configure a Microsoft Access database as the backend database for GFI MailArchiver, for GFI MailArchiver for Exchange Configuring GFI MailArchiver 25

32 evaluation purposes, follow the steps in the Configuring a Microsoft Access database connection section in this chapter. Configuring a Microsoft SQL Server database connection To configure a Microsoft SQL Server database connection, follow these steps: 1. Click the Add new database button in the Databases tab of the Configuration page. 2. The Database Configuration Wizard will be displayed. In the first page you need to specify a display name for the new database connection. To do so, enter a name in the Display name edit box. NOTE: The display name should be as descriptive as possible, so that users making use of GFI MailArchiver will be able to select the correct database to browse and search through with ease. For example include a time period in the display name, like Archive 2006 Q1. Screenshot 23 - Database Configuration Wizard 3. Next you need to select the backend database type from the Database type drop down list. Select MS SQL 2000/2005. Click the Next button to continue. 4. From this page you now need to select the Microsoft SQL Server where the backend database is stored. Click on the SQL Server drop down list. The Wizard will enumerate the SQL Servers accessible and list them in the list. Select the one you want to use. NOTE: If you want to connect to a Microsoft SQL Server on an alternate port, you will need to type the port number in the SQL Server field in the following format SQLServerMachineName, PortNumber. 26 Configuring GFI MailArchiver GFI MailArchiver for Exchange

33 5. After selecting the Microsoft SQL Server, you need to specify what authentication method to use. If you select the Windows Authentication option, the Wizard will use the credentials of the account you used to log on when accessing the GFI MailArchiver Configuration page in this session. If you want to use SQL Server authentication, select the SQL Server authentication option and specify the login name and password in the Login name and Password edit boxes respectively. Click the Next button to continue. NOTE 1: Regardless of which authentication method you choose, you have to make sure that the account used to log on has administrative privileges or is set as the database owner, dbo, on the database. NOTE 2: The credentials specified on this page are not used to archive or browse the backend database. These will be specified further on in the Wizard. The credentials specified here are used only in the Wizard session to connect and create the necessary schema in the backend database. Screenshot 24 Specify SQL Server and authentication method NOTE: If you specify the wrong credentials, the Wizard will display a note in red as shown below. If this occurs, you need to click the Back button, check the logon credentials you selected and entered, and try again by clicking the Next button. Screenshot 25 - Wrong Microsoft SQL Server logon credentials provided 6. Using the credentials provided the Wizard will connect to the Microsoft SQL Server selected, and enumerate the databases GFI MailArchiver for Exchange Configuring GFI MailArchiver 27

34 available. The Wizard will display them in a list. Select the database you want to assign to this connection and click the Next button. Screenshot 26 - Selecting the Microsoft SQL Server database 7. When you click the Next button in step 6 above, the Wizard will connect to the selected database and create the required database schema for GFI MailArchiver. Screenshot 27 - Database schema created and verified 28 Configuring GFI MailArchiver GFI MailArchiver for Exchange

35 Progress of the operations being carried out will be displayed. When the schema is created and verified, a Database verification completed note will be displayed. Click the Next button to continue. 8. In this Wizard page you have to specify the accounts to use for the archiving and browsing roles required by GFI MailArchiver. NOTE 1: The schema created by GFI MailArchiver contains two roles. These are the db_marc_archive role, configured to write to the database, and the db_marc_browse role, configured to read from the database. The account you specify in the Archiving group will be assigned the db_marc_archive role, whilst the account you specify in the Search / Browsing group will be assigned the db_marc_browse role. Using different accounts for archiving and browsing is recommended since it will result in increased security. NOTE 2: It is recommended that you enter nonexistent accounts, for both archiving and browsing roles, so that the Wizard will create them automatically for you with the correct database roles assigned. In the Archiving group specify the login name and password for the archiving role, in the Login name and Password edit boxes respectively. Make sure that the If SQL Login does not exist then create it automatically checkbox is checked. In the Search / Browsing group make sure to uncheck the Use the same SQL login for search/browsing as for archiving checkbox. Specify the login name and password for the search/browsing role, in the Login name and Password edit boxes respectively. Make sure that the If SQL Login does not exist then create it automatically checkbox is checked. Click the Next button to create the accounts and proceed through the Wizard. Screenshot 28 - Specifying the Archiving and Search /Browsing accounts GFI MailArchiver for Exchange Configuring GFI MailArchiver 29

36 9. The Wizard will display the progress while the archiving and browsing accounts are created. When it finishes, it will display a Connectivity test completed note. Click the Next button to proceed. Screenshot 29 - Archiving and Search /Browsing accounts created 10. On the last page of the Wizard you can specify whether you want this database to be visible for the users to browse and search via the checkbox provided. When ready click the Finish button to complete and close the database configuration Wizard. 30 Configuring GFI MailArchiver GFI MailArchiver for Exchange

37 Screenshot 30 - New database creation Wizard finish page The newly created database connection is now listed under the Databases tab of the GFI MailArchiver Configuration page. To save this new configuration click the Save button. When the settings are saved, Settings Saved will be displayed in green. Configuring a Microsoft Access database connection NOTE 1: Microsoft Access should be used for evaluation purposes only. NOTE 2: You do not need to have Microsoft Access installed to make use of the Access database option. To configure a Microsoft Access database connection, follow these steps: 1. Click the Add new database button in the Databases tab of the Configuration page. 2. The Database Configuration Wizard will be displayed. In the first page you need to specify a display name for the connection. To do so, enter a name in the Display name edit box. NOTE: The display name should be as descriptive as possible, so that users making use of GFI MailArchiver will be able to select the correct database to browse and search through with ease. For example include a time period in the display name, like Archive 2006 Q1. GFI MailArchiver for Exchange Configuring GFI MailArchiver 31

38 Screenshot 31 - Creating a Microsoft Access database 3. From the Database type drop down list select MS Access. Click the Next button to continue. 4. You now need to select either an existing Access database from the tree control, or else enter the full path to a nonexistent Access database in the File name edit box. Click the Next button to continue. Screenshot 32 - Selecting the Microsoft Access database 32 Configuring GFI MailArchiver GFI MailArchiver for Exchange

39 5. If the Microsoft Access database you specified does not exist, the Wizard will notify you and display a Create button. To create the new Access database, click the Create button. Screenshot 33 - Creating a new Microsoft Access database The Wizard will display the creation progress. When the Microsoft Access database is created, a Database verification completed note is displayed. Click the Next button to proceed. GFI MailArchiver for Exchange Configuring GFI MailArchiver 33

40 Screenshot 34 - Access database created and verified successfully 6. On the last page of the Wizard you can specify whether you want this database to be visible for the users to browse and search via the checkbox provided. When ready click the Finish button to complete and close the Database Configuration Wizard. Screenshot 35 - New database creation Wizard Finish page 34 Configuring GFI MailArchiver GFI MailArchiver for Exchange

41 The newly created database connection is now listed under the Databases tab of the GFI MailArchiver Configuration page. To save this new configuration click the Save button. When the settings are saved, Settings Saved will be displayed in green. Selecting the active database GFI MailArchiver allows you to configure multiple databases, but at any one time only one of the databases can be configured as the active database. The active database is the database which GFI MailArchiver will use to archive new s. To set the active database follow these steps: 1. Access the Databases tab of the Configuration page. 2. Click on the radio button option, under the Active column, to the right of the database you want to set as active. 3. Click the Save button on top of the configuration tabs. 4. The configuration will prompt you that the active database is being changed, and a Confirm button is displayed to the right of the note. Screenshot 36 - Selecting the active database 5. Click the Confirm button. A Settings Saved note will be displayed in green when the settings are saved. Setting the visible database list When browsing and searching for s, the users can choose which database to query from a drop down list. GFI MailArchiver for Exchange Configuring GFI MailArchiver 35

42 Screenshot 37 - Database list in welcome page GFI MailArchiver allows you to hide certain databases from the users, so that for example a database containing archived s of four years ago can no longer be browsed and searched. To configure whether a database is visible or not, follow these steps: 1. Access the Databases tab of the Configuration page. 2. Check / uncheck the checkbox option, under the Visible column, to the right of the database you want to make visible / invisible respectively. Screenshot 38 - Setting the Configure databases visibility 3. Click the Save button on top of the configuration tabs. When the settings are saved, Settings Saved will be displayed in green. The Select database drop down list in the Welcome and Search pages will be updated accordingly. Screenshot 39 - Database list updated Configuring database management GFI MailArchiver provides a database management feature which allows you to set up a queue of new databases, that GFI MailArchiver will start archiving to on specific dates, according to the schedule you configure. This feature is useful because it allows you to: 1. Keep the active backend database size under control, since you can configure a schedule which starts archiving to the next database in the queue every quarter for example. By keeping the backend 36 Configuring GFI MailArchiver GFI MailArchiver for Exchange

43 database size within reasonable limits, the Microsoft SQL Server performance will not diminish. 2. Create different backend databases for each quarter or year for example, so that you can better manage which archives to make available for browsing and searching. To configure the database management feature of GFI MailArchiver follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Db Management tab. Screenshot 40 - The Configuration Database Management tab 3. You now need to create a pool of database connections, which will be used according to the schedule you will setup up later on. To add database connections to the pool, click the Add new database button. 4. The database creation Wizard will be displayed. Use the Wizard as outlined in steps 1 to 10 of the Configuring a Microsoft SQL Server database connection or steps 1 to 6 of the Configuring a Microsoft Access database connection sections of this chapter to configure a Microsoft SQL Server or Microsoft Access connection respectively. 5. Repeat steps 3 and 4 above to add as many connections to the pool as you want. NOTE: When adding database connections to the pool make sure you always select a new database backend. This is important since if you choose the same database for different connections in the pool, you would end up with s from different periods in the same database, which would be confusing for both the users who search and browse GFI MailArchiver for Exchange Configuring GFI MailArchiver 37

44 the s, as well as for performing administrative tasks on the database. 6. When you have added all the connections you require for the time being in the database pool, click the Save button to save the configuration information. Screenshot 41 - Databases added to pool 7. You now need to configure a schedule so that the databases you configured will become the active database in order of priority. To configure the schedule click the Add new Schedule button. 8. The Db Management Schedule Configuration Wizard is displayed. First you need to specify the interval from one database swap to the next in months. So for example to get GFI MailArchiver to use a new database from the pool every quarter, enter 3 in the Recurrence Pattern field. 9. Next you need to select a start date for this schedule. So for example to start the quarterly schedule at the beginning of the year, select Jan and 2006 from the Start Month/Year drop down lists. From the Start Time drop down list select 00: To make the schedule active, make sure the Active checkbox is selected. 38 Configuring GFI MailArchiver GFI MailArchiver for Exchange

45 Screenshot 42 - Database Management Schedule Configuration Wizard 11. Click the Finish button to close the Wizard. The Db Management tab will now be updated with the new settings. The Schedule Settings are displayed and the Swap Date column is updated to show when each database in the pool will become the active database. NOTE: When a database is swapped and becomes the active database, it will be removed from the database management list and moved to the database list under the Databases tab. When a successful database swap is performed, a notification will be sent to the administrator s you configured in the General tab of the Configuration. Screenshot 43 - Swap Successful When the last swap is performed, GFI MailArchiver will check that there are more database connections configured in the pool, so that the next swap can occur. If there are no more database connections configured in the pool after the last swap, the database swap successful will contain a note to inform you that there are no more database connections left in the pool. If this happens, the schedule will be disabled. GFI MailArchiver for Exchange Configuring GFI MailArchiver 39

46 Screenshot 44 - No more database connections available in pool for the next swap NOTE: Five days before the next swap is due to occur, a database connection test will be performed using the highest priority database connection in the pool. A notification will be sent to the administrator address configured in the General tab of the Configuration, informing him whether the test was successful or not. If the database connection test fails, the schedule will be set to inactive. You will then have to manually check why the first database connection in the database pool failed. After you fix the problem, you have to set the schedule back to active. Screenshot 45 - Database connection test was successful Screenshot 46 - Database connection test failed NOTE 1: The database connections configured are listed in order of priority in the list. The highest priority database connection, that is the database connection which will become the active database first when the next scheduled swap occurs, is listed at the top of the list. NOTE 2: The Visible column in the database connection pool list, allows you to configure whether you want the database to be visible to the users for searching and browsing when it becomes the active database. This visible setting thus comes into effect only when the database is swapped and is added to the list under the Databases tab. 40 Configuring GFI MailArchiver GFI MailArchiver for Exchange

47 12. Click the Save button to save the new schedule settings. Screenshot 47 - Schedule settings saved Changing the priority of pooled database connections If you want to modify the priority of a particular database connection in the pool so that you change the swapping sequence, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the configuration section of this chapter. 2. When the Configuration page is loaded, select the Db Management tab. 3. Click on the database Connection Name in the list you want to change priority for. The selected database connection will be highlighted. 4. Use the up and down buttons to the right of the database connection pool list, to raise or lower the database connection priority respectively. 5. The database connection pool list will be updated accordingly. Repeat step 3 and 4 until you get the desired priority order in the database connection pool list. 6. Click the Save button to save the new priority order. GFI MailArchiver for Exchange Configuring GFI MailArchiver 41

48 Re-configuring the schedule settings If you want to re-configure the schedule settings, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the configuration section of this chapter. 2. When the Configuration page is loaded, select the Db Management tab. 3. Click the Configure button in the Schedule Settings group. 4. Follow steps 8 to 11 in the Configuring database management section of this chapter. 5. Click the Save button to save the new schedule settings. Viewing the database statistics To view database statistics such as database creation date, database size, number of archived s and so on, follow these steps: 1. Access the Databases or Db Management tab of the Configuration page. 2. Click on the Stats link to the right of a database connection in the list, to view the statistics in a new window. When ready close the statistics window. Screenshot 48 - Database statistics page Re-configuring a database connection If you want to change the settings of a configured database connection, follow these steps: 1. Access the Databases or Db Management tab of the Configuration page. 2. Click on the Configure link to the right of a database connection in the list, so that you can re-configure it. 3. The database creation Wizard will be displayed. Use the Wizard as outlined in steps 1 to 10 of the Configuring a Microsoft SQL Server database connection or steps 1 to 6 of the Configuring a Microsoft 42 Configuring GFI MailArchiver GFI MailArchiver for Exchange

49 Access database connection sections of this chapter to re-configure a Microsoft SQL Server or Microsoft Access database respectively. NOTE: When you choose to re-configure a database connection you cannot change the database type for that particular database. All the other settings are re-configurable. 4. When you finish the Wizard, click the Save button on top of the configuration tabs. When the settings are saved, Settings Saved will be displayed in green. Removing a database connection If you want to remove a database connection from the Databases or Db Management tab list, follow these steps: 1. Access the Databases or Db Management tab of the Configuration page. 2. Click on the Configure link to the right of a database connection you want to remove. 3. The database creation Wizard will be displayed. Click the Remove database button on the first page. Screenshot 49 - Removing a database connection 4. The Wizard will close and the database connection will be removed from the list. NOTE: The GFI MailArchiver database connection settings will be removed from the list. The actual database will not be deleted. 5. Click the Save button on top of the configuration tabs to save the new configuration. When the settings are saved, Settings Saved will be displayed in green. GFI MailArchiver for Exchange Configuring GFI MailArchiver 43

50 Configuring what s to archive To configure what s you want GFI MailArchiver to archive, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Archiving tab. 3. To archive inbound s check the Archive inbound s checkbox. Screenshot 50 - The configuration archiving tab 4. To archive outbound s check the Archive outbound s checkbox. 5. To archive internal s check the Archive internal s checkbox. 6. To save the new archiving options, click the Save button on top of the configuration tabs. When the settings are saved, Settings Saved will be displayed in green. 44 Configuring GFI MailArchiver GFI MailArchiver for Exchange

51 Configuring the archiving exclusions list By default GFI MailArchiver will archive all the s polled from the mail server. In the Configure what s to archive section of this chapter you configured what s to archive depending on the direction (inbound, outbound, internal). This section will show you how to control what s get archived by configuring user exclusions. Configuring an exclude these users list When you configure an exclude these users list, all s will be archived except for the s of the users in the list. To configure an exclude these users list, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Exclude tab. 3. Select the Do not archive from the list below option. 4. To add a specific address to the list, select from the drop down list next to the New Exception label. 5. In the edit box enter the address you want to exclude from being archived. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. Question marks can be used to match any letter. For example???n@?aster-domain.com will match both john@master-domain.com and joan@fasterdomain.com. To exclude a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. NOTE: You can specify both local addresses as well as external addresses. 6. Click the Add button. The address you entered will be added to the list. GFI MailArchiver for Exchange Configuring GFI MailArchiver 45

52 Screenshot 51 - Excluding an address 7. To add more excluded addresses, repeat steps 5 and To add users from Active Directory to the exclusion list, select User from the drop down list next to the New exception label. Screenshot 52 - Excluding an Active Directory user 9. The edit box to the right will change into a drop down list which will list all the enabled Active Directory users. Select the one you want to add to the exclusion list. 10. Click the Add button. The Active Directory user you selected will be added to the list. Screenshot 53 - Active Directory user added to the exclusion list 46 Configuring GFI MailArchiver GFI MailArchiver for Exchange

53 11. To add more Active Directory users to the exclusion list, repeat steps 9 and Click the Save button on top of the configuration tabs to save the exclusion list you configured. NOTE: When a polled has a sender or recipient which is listed in the exclusion list, it will be skipped and not archived. Configuring an exclude everybody except these users list 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Exclude tab. 3. Select the Archive only from the list below option. 4. To add a specific address to the inclusion list, select from the drop down list next to the New Exception label. 5. In the edit box enter the address you want to add to the inclusion list. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. Question marks can be used to match any letter. For example???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com. To include a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. NOTE: You can specify both local addresses as well as external addresses. 6. Click the Add button. The address you entered will be added to the list. 7. To include more addresses, repeat steps 5 and To add users from Active Directory to the inclusion list, select User from the drop down list next to the New exception label. 9. The edit box to the right will change into a drop down list which will list all the enabled Active Directory users. Select the one you want to add to the inclusion list. 10. Click the Add button. The Active Directory user you selected will be added to the list. 11. To add more Active Directory users to the inclusion list, repeat steps 9 and 10. GFI MailArchiver for Exchange Configuring GFI MailArchiver 47

54 Screenshot 54 - Adding users to the Archive only from the list below option 12. Click the Save button on top of the configuration tabs to save the inclusion list you configured. NOTE: When a polled has a sender or recipient which is listed in the exclude everybody except this list, it will be archived. Disabling exclusion lists If you want to disable exclusions temporarily for example, but do not want to remove all the users you configured from the list follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Exclude tab. 3. Uncheck the Enable exclusions checkbox. 4. Click the Save button to save the new settings. Removing users from the list To remove individual addresses or Active Directory users from the exclusion/inclusion list, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Exclude tab. 3. Click the Remove link to the right of the address or Active Directory user you want to remove from the list. Repeat this step to remove further entries. 4. Click the Save button to save the new settings. 48 Configuring GFI MailArchiver GFI MailArchiver for Exchange

55 Configuring access control By default, GFI MailArchiver gives an Active Directory user access to his own s only when browsing and searching. In an organization, users form part of a department with a manager coordinating that department. For this reason, GFI MailArchiver allows you to specify group access accounts, so that a manager of a department for example can browse and search his s, as well as the s of all users forming part of the department group. GFI MailArchiver also allows you to specify a highly privileged group, which can browse and search all the s archived. This group should be carefully selected, since s may contain sensitive and confidential information. Configuring the full archive access group To configure the full archive access group, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Access control tab. Screenshot 55 - Configuration page Access control tab 3. Click on the drop down list in the Full archive access group. The list will enumerate the available Active Directory groups. 4. Select the group you want to give full archive access from the list. 5. Click the Save button on top of the configuration tabs. Settings Saved will be displayed in green. GFI MailArchiver for Exchange Configuring GFI MailArchiver 49

56 Configuring access groups To configure access groups, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Access control tab. 3. Select a manager account from the Manager drop down list. Screenshot 56 - Selecting a group 4. Select a group from the AD group drop down list. The manager account you selected in step 3, will be given the privilege to view the s of all the users forming part of the group you select. Screenshot 57 - Selecting the manager account for the group 5. Click the Add button to add this new access group configuration to the Access groups list. 6. Repeat steps 3 to 5 to add more access groups to the list. 50 Configuring GFI MailArchiver GFI MailArchiver for Exchange

57 Screenshot 58 - New access group saved in the Configuration 7. Click the Save button on top of the configuration tabs to save the new settings. Settings Saved will be displayed in green. Removing access groups from the list To remove an access group from the list, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Access control tab. 3. Click the Remove link to the right of the access group you want to remove from the list. 4. Repeat step 3 to remove more access groups from the list. 5. Click the Save button on top of the configuration tabs to save the new settings. Settings Saved will be displayed in green. Configuring the data sources So that GFI MailArchiver starts archiving s, you need to configure the data sources. A data source is a mail server where a mailbox is stored that will be polled periodically to archive s from that mail server. GFI MailArchiver supports both Microsoft Exchange and any IMAP compliant and AD integrated mail server to be configured as a data source. Multiple data sources can be configured, so that may be archived from different mail servers simultaneously. GFI MailArchiver for Exchange Configuring GFI MailArchiver 51

58 Screenshot 59 - Configuration page data sources tab Configuring a local Microsoft Exchange data source To configure a Microsoft Exchange mail server installed on the same machine where GFI MailArchiver is installed as a data source, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Data sources tab. 3. Click the Add new source button. 4. The Data source configuration Wizard will be displayed. 5. Select the GFI MailArchiver installed on the same machine as MS Exchange option. Click the Next button to continue. 52 Configuring GFI MailArchiver GFI MailArchiver for Exchange

59 Screenshot 60 - Select the mail server type 6. The Wizard will display the local Microsoft Exchange Server in a list. Select it by clicking on the radio button to the left and click the Next button to proceed. Screenshot 61 - Select the local Microsoft Exchange Server GFI MailArchiver for Exchange Configuring GFI MailArchiver 53

60 NOTE: The Exchange Server you select must have journaling turned on and have a mailbox configured as the journaling mailbox. The Preparing Microsoft Exchange Server for use with GFI MailArchiver section of the Installing GFI MailArchiver chapter shows you how to configure journaling on Microsoft Exchange. 7. From the Access protocol settings group, select the ExOleDb (only for local Exchange Servers) option. Screenshot 62 - Select the ExOleDb option 8. Click the Test connection button. Wait until a Connection tested ok green note is displayed beneath the button. Screenshot 63 - Local Exchange Server Connection tested 9. Click the Finish button to close the Wizard. The new data source will be added to the list. 54 Configuring GFI MailArchiver GFI MailArchiver for Exchange

61 Screenshot 64 - Local Microsoft Exchange data source configured successfully 10. To start polling the journaling mailbox configured on the local Microsoft Exchange mail server, check the Poll option to the right of the new data source you have just configured. 11. Click the Save button on top of the configuration tabs to save the new settings. Settings Saved will be displayed in green when the save operation completes. Configuring a remote Microsoft Exchange data source To configure a Microsoft Exchange mail server installed on a remote machine as a data source, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Data sources tab. 3. Click the Add new source button. 4. The Data source configuration Wizard will be displayed. 5. Select the GFI MailArchiver not installed on the same machine as MS Exchange or using a different mailserver option. Click the Next button to continue. NOTE: The Exchange Server you specify must have journaling turned on and have a mailbox configured as the journaling mailbox. The Preparing Microsoft Exchange Server for use with GFI MailArchiver section of the Installing GFI MailArchiver chapter shows you how to configure journaling on Microsoft Exchange. 6. Specify a name for the data source in the Data source name edit box. GFI MailArchiver for Exchange Configuring GFI MailArchiver 55

62 7. From the Access protocol settings group, select the IMAP option. 8. In the Server field specify the IP or server name where Microsoft Exchange is installed. 9. If IMAP is configured to use a non-default port, the default IMAP port is 143, you will have to enter the port number in the Port field. Screenshot 65 - Configuring a remote Exchange Server as a data source 10. Check the SSL checkbox if you are using IMAP through SSL. 11. Specify a login name and password for the journaling mailbox you want to access in the Login and Password edit boxes respectively. 12. In the Mailbox / folder edit box enter the name of the root folder in the mailbox, usually INBOX, or the full path to the public folder (for example Public Folders/JournalFolder), that is being used for journaling on the Exchange Server. 13. Click the Test connection button. Wait until a Connection tested ok green note is displayed beneath the button. 14. Click the Finish button to close the Wizard. The new data source will be added to the list. Screenshot 66 - Remote Microsoft Exchange data source configured successfully 15. To start polling the journaling mailbox configured on the remote Microsoft Exchange mail server, check the Poll option to the right of the new data source you have just configured. 16. Click the Save button on top of the configuration tabs to save the new settings. Settings Saved will be displayed in green when the save operation completes. 56 Configuring GFI MailArchiver GFI MailArchiver for Exchange

63 Configuring a non-exchange mail server as a data source To configure a mail server which is not Microsoft Exchange as a data source, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Data sources tab. 3. Click the Add new source button. 4. The Data source configuration Wizard will be displayed. 5. Select the GFI MailArchiver not installed on the same machine as MS Exchange or using a different mailserver option. Click the Next button to continue. 6. Specify a name for this data source in the Data source name edit box. 7. In the Server field specify the IP or server name where the non- Exchange mail server is installed. 8. If IMAP is configured to use a non-default port, the default IMAP port is 143, you will have to enter the port number in the Port field. Screenshot 67 - Custom Data Source Configuration 9. Check the SSL checkbox if you are using IMAP through SSL. 10. Specify a login name and password for the mailbox / folder you want to access in the Login and Password edit boxes respectively. 11. In the Mailbox / folder edit box enter the name of the folder you want GFI MailArchiver to poll for s. Refer to the manual of the specific mail server you are polling s from for further information. 12. Click the Test connection button. Wait until a Connection tested ok green note is displayed beneath the button. GFI MailArchiver for Exchange Configuring GFI MailArchiver 57

64 13. Click the Finish button to close the Wizard. The new data source will be added to the list. 14. To start polling the mailbox / folder on the non-exchange mail server, check the Poll option to the right of the new data source you have just configured. 15. Click the Save button on top of the configuration tabs to save the new settings. Settings Saved will be displayed in green when the save operation completes. Screenshot 68 - Non-Exchange data source configured successfully Re-configuring a data source If you want to re-configure the settings of a data source in the list, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Data sources tab. 3. Click the Configure button to the right of the data source you want to re-configure. 4. The Data source configuration Wizard will be displayed in the Data source connection Configuration page. 5. After you complete your changes, click the Finish button. 6. Click the Save button on top of the configuration tabs to save the new settings. Settings Saved will be displayed in green when the save operation completes. Removing a data source If you want to remove a data source from the list, follow these steps: 1. Load the GFI MailArchiver Configuration page as shown in the Introduction to the Configuration section of this chapter. 2. When the Configuration page is loaded, select the Data sources tab. 3. Click the Configure button to the right of the data source you want to remove. 4. The Data source configuration Wizard will be displayed in the Data source connection Configuration page. 5. Click the Remove data source button. The Wizard will close and the data source will be removed from the list. 6. Click the Save button on top of the configuration tabs to save the new configuration. When the settings are saved, Settings Saved will be displayed in green. 58 Configuring GFI MailArchiver GFI MailArchiver for Exchange

65 Using GFI MailArchiver Introduction This chapter will show you how to use GFI MailArchiver to browse and search through your archived s. If your account is configured as the manager for a group, you will also be able to browse and search through the s of your subordinates. To access the browsing and searching functionality of GFI MailArchiver, do the following: 1. Load Microsoft Internet Explorer and in the Address bar type the following and press the Enter key: MailArchiver virtual folder name> For example: 2. The GFI MailArchiver page will prompt you for a username and password. 3. After authenticating, the Welcome page will be displayed. Screenshot 69 - Browsing through the archive GFI MailArchiver for Exchange Using GFI MailArchiver 59

66 Browsing the archive To browse through your s, you need to load the GFI MailArchiver web interface as shown in the Introduction section of this chapter. The welcome page will display the archived s for the logged on user grouped by conversation. The conversations are sorted so that the latest conversation to be updated, that is the conversation containing the most recent , is displayed at the start of the conversation list on page 1. NOTE: s are grouped under a particular conversation by using the Microsoft Exchange thread-index field. For this reason, archived s which were generated using clients other than Microsoft Outlook or Exchange OWA, will not be grouped under the same conversation thread. In that case the will be grouped under a new conversation with the subject as the conversation title. Expanding a conversation thread To view the s forming part of a particular conversation, you need to either click on the link to the left of the conversation, or else click the conversation title. NOTE: When you expand a conversation, any other conversation which was expanded will be closed. You can only have one expanded conversation at a time. Screenshot 70 - Expanded conversation The expanded conversation will change the link to the left from a side arrow to a down arrow. Underneath the expanded conversation all the s forming part of that conversation will be listed under the following column headings: Subject, From, To, Date / Time, and Size. Viewing an To view the contents of an , follow these steps: 1. Expand the conversation thread of your choice. 2. Click on the subject you want to view from the list of s forming part of the conversation you expanded in step The will be displayed in a new page. At the top of the page, the Message Headers group displays information such as the From and To fields, Sent and Archived dates, the total Size, the Subject of the , and if it contains any attachments it will also list the attachments and their individual file size. The Message Body section displays the actual body content. 60 Using GFI MailArchiver GFI MailArchiver for Exchange

67 Screenshot 71 - Viewing an in GFI MailArchiver NOTE: The body content is archived unaltered in the database, however before it is displayed in the web interface it is cleaned from all scripts so as to make browsing safe. By cleaning s from scripts, users can browse s without running the risk of loading an containing malicious scripts. 4. To view the other s forming part of this conversation thread, click the Click here to view conversation thread link. Screenshot 72 - Conversation thread 5. To return back to the conversation list, click the browser back button or press the Backspace button on your keyboard. Downloading attachments If the you are viewing contains attachments, they will be listed in the Message Headers group. To view / download them, follow these steps: 1. Click on the attachment icon or filename. 2. The browser will prompt you with a dialog box. From this dialog you can either choose to open the attachment directly with the associated application by clicking the Open button, or else save it to disk by clicking the Save button. GFI MailArchiver for Exchange Using GFI MailArchiver 61

68 NOTE: Be careful when opening attachments from s, since they could contain Viruses or Trojans. It is recommended that you always choose to save attachments from s to disk and scan them with a virus checker, before opening them. Screenshot 73 - Downloading an attachment Viewing internet headers If the you are viewing was archived from a Microsoft Exchange Server journaling mailbox, and Envelope Journaling was enabled, you will be able to view the internet headers. NOTE: Further information on how to setup Envelope Journaling can be found in the Enabling Envelope Journaling section of the Installing GFI MailArchiver chapter. To view the internet headers of the , click the Click here to view internet headers link. The internet headers will be displayed. Screenshot 74 - Internet headers To hide the internet headers, click the Hide link next to the Internet Headers label. 62 Using GFI MailArchiver GFI MailArchiver for Exchange

69 Printing an If you want to print an , follow these steps: 1. Click the Printer friendly link in the top right corner. 2. The will be displayed in a printer friendly format in a new browser window. Screenshot 75 - Printer friendly 3. Use the print functionality of your browser to print the Close the browser window once the is printed. Saving an to disk If you want to save the whole to disk, including any attachments, follow these steps: 1. Click the Download link in the top right corner. 2. The browser will prompt you with a dialog box. Click the Save button on the dialog. 3. A Save As dialog will be displayed. Choose the location where you want to save the Enter a file name in the File name edit box and click the Save button. NOTE: The will be saved in RFC822 format. You could then open the in a text editor, or if you saved it with an eml extension, you could open the saved in Outlook Express. GFI MailArchiver for Exchange Using GFI MailArchiver 63

70 5. When the download is complete, a Download complete dialog will be displayed. Click the Close button. Restoring s through the OneClick Restore feature If you want to restore past s to a specific mailbox, follow these steps: 1. In the edit box below the Restore to link, enter the address of the mailbox where you want to restore the Click the Restore to link. NOTE: The OneClick Restore feature works by sending a copy of the current being viewed to the address specified, through the SMTP server you configured in the General tab of the Configuration. For further information read the Configuring general settings section of the Configuring GFI MailArchiver chapter. Refreshing the conversation list For performance reasons, the data displayed by GFI MailArchiver is cached. Due to this caching, an which is archived after you first access the GFI MailArchiver web interface will not be listed in the conversation list. To include the latest archived s in the conversation list, you need to refresh the caches used by GFI MailArchiver by clicking the button on top of the Last column heading. Browsing through the conversation pages Each page will display a maximum of 50 conversations. If there are more conversations these will be spread on separate pages. On top of the Last column heading, a note displays the total amount of pages and the number of the page you are currently browsing. To access a different page, click on one of the page numbers at the bottom of the page. Screenshot 76 - Conversation list spread over two pages Login as a different user If you want to login in with a different user, follow these steps: 1. From the Welcome tab page, conversation list page, click the Login as a different user link near the top left corner of the page. 2. The browser will display an authentication dialog box. Enter the username and password of the user account you want to log on with, in the User name and Password edit boxes. 3. Click the OK button. GFI MailArchiver will now load the conversation list for the new user you logged in with. 64 Using GFI MailArchiver GFI MailArchiver for Exchange

71 Browsing s with an account that has group access privileges If your account has been given group access privileges, you will be able to browse and search through the s of all the users forming part of the group which you have access to. NOTE 1: For further information on how to setup access groups, read the Configuring access groups section of the Configuring GFI MailArchiver chapter. NOTE 2: This section will only show you how to use specific features which are only available to a group access account. The Browsing the archive section in this chapter should be used to learn how to use all the other browsing features. Selecting a user account to browse When you log on with an account that has group access privileges, the GFI MailArchiver Welcome page will list all the accounts you have access to in a drop down list in the top left corner, on top of the Conversation column heading. Screenshot 77 - Logged in with a group access privileged account To browse through the s of a particular account, click on the drop down list, and select the account name you want. GFI MailArchiver for Exchange Using GFI MailArchiver 65

72 Screenshot 78 - Selecting the account to browse The s owned by the account name you selected from the list will be displayed. Screenshot 79 - Browsing through the s of an account in the group NOTE: If you want to browse through the s of all the accounts in the group, including your own account, all at the same time, click the drop down list under the Refresh link and select Me and subordinates. Refreshing the global cache If you want to refresh the cache for all the accounts you have access to, so that when you browse you can view the latest archived s, click the Refresh link in the top left corner. To refresh the cache of the currently selected account only, click the button on top of the Last column heading. 66 Using GFI MailArchiver GFI MailArchiver for Exchange

73 Viewing the complete list of accounts you can access To view a complete list of the accounts you can browse and search through, click the List all accounts tab. The list includes the following columns: User Name, Account, Primary , and s (a count of the s archived for that account). Screenshot 80 - List of all the accounts in the group you can access To refresh the list with the latest archived s count, click the button near the s column heading. Searching the archive To search through your s, you need to load the GFI MailArchiver web interface as shown in the Introduction section of this chapter, then click on the Search link in the top left corner. Screenshot 81 - The GFI MailArchiver search page The search page allows you to perform simple queries on the database via a single search term or more complex queries using multiple search terms, up to 4 terms can be specified, combined together with a combination of logical AND and AND NOT operators. After you setup the search criteria, and click the Search button, the search results, if any are found, are displayed in tabular format under the search criteria. Each match returned by the search query will include the following information: Subject, Sender, Recipients, Date / Time, and Size. The number of matches returned is displayed under the search criteria, for example: Results: 61 s found. If the search returns more than 50 matches, the search results will be split on multiple pages, with 50 s per page. GFI MailArchiver for Exchange Using GFI MailArchiver 67

74 Searching using a single term This section will show you how to perform searches using a single search term. The following fields can be used to search through the archive database: Attachment name Message ID Recipient Sender Sent Date Sent Date / Time Subject Body (Microsoft SQL Server only with full-text indexing enabled) Search by specifying the Attachment name If you want to search for s containing a particular attachment, follows these steps: 1. Select Attachment name from the first drop down list. 2. To search for s containing an attachment whose filename matches exactly the one you specify, select IS EXACTLY from the second drop down list. If you want to find any s containing an attachment whose file name contains the string you specified, select CONTAINS. NOTE: The IS EXACTLY option returns results faster than the CONTAINS option. 3. Enter the attachment file name you want to search for in the field to the right of the drop down list where you selected Attachment name. 4. Click the Search button. Search by specifying the Message ID field Each contains a Message ID field in the headers. The Message ID field contains a unique ID generated by the mail server, which can be used to identify s, for example: F26B97C01FB21C4A34CD9F @master-domain.com To search for s using the Message ID field, follow these steps: 1. Select Message ID from the first drop down list. 2. If you want to look for s having the same Message ID value, select IS EXACTLY from the second drop down list. To search for s whose Message ID contains the string you specified, select CONTAINS from the second drop down list. NOTE: The IS EXACTLY option returns results faster than the CONTAINS option. 3. Enter the search value in the field to the right of the drop down list where you selected Message ID. 4. Click the Search button. 68 Using GFI MailArchiver GFI MailArchiver for Exchange

75 Search by specifying the Recipient or Sender s If you want to search for s with a particular sender or recipient, follows these steps: 1. Select Sender or Recipient from the first drop down list to search for a sender or recipient respectively. 2. To search for s whose sender or recipient matches the one you specified in full, select IS EXACTLY from the second drop down list. If you want to find any s whose sender or recipient contains the string you specified, select CONTAINS. NOTE: The IS EXACTLY option returns results faster than the CONTAINS option. 3. Enter the address or AD display name you want to search for in the field to the right of the drop down list where you selected Sender or Recipient. 4. Click the Search button. Search by specifying the Sent date If you want to search for s sent on particular dates, follow these steps: 1. Select Sent date from the first drop down list. 2. To search for s whose sent date matches the one you specified exactly, select IS EXACTLY from the second drop down list. To find s that were sent before the date you specified, select LESS THAN. To search for s sent after the date you specified, select GREATER THAN. 3. Click the button. A calendar will be displayed in a pop up window. Select the month and year and then click on a day of the month. The calendar pop up window will automatically close and the date you selected will be entered in the field to the right of the drop down list where you selected Sent date. If you want to alter the date selected either click the calendar button once again, or else alter the date directly from the edit box. Screenshot 82 - Calendar control 4. Click the Search button. Search by specifying the Sent date / time If you want to search for s sent on particular dates and times, follow these steps: GFI MailArchiver for Exchange Using GFI MailArchiver 69

76 1. Select Sent date / time from the first drop down list. 2. To search for s whose sent date and time matches the one you specified exactly, select IS EXACTLY from the second drop down list. To find s that were sent before the date and time you specified, select LESS THAN. To search for s sent after the date and time you specified, select GREATER THAN. 3. Click the button. A calendar will be displayed in a pop up window. Select the month and year and then click on a day of the month. The calendar pop up window will automatically close and the date you selected will be entered in the field to the right of the drop down list where you selected Sent date. The date in the edit box will be appended with 00:00:00. These stand for the hour, minute, and seconds. To specify a time, you need to edit those entries directly from the edit box. If you want to alter the date selected either click the calendar button once again, or else alter the date directly from the edit box. When you use the calendar to choose another date, if you have entered a time, it will be reset to 00:00: Click the Search button. Search by specifying the Subject If you want to search for s having a particular subject, follow these steps: 1. Select Subject from the first drop down list. 2. Next you need to select the search method you want to use to lookup the content in the subject field. The search methods available are: CONTAINS When using this search method you can specify a word, part of a word, or a phrase. The words following the colon in the examples below, should be entered in the search field. 1. Part of a word: qua 2. Single full word: quantum 3. Phrase search: quantum electrodynamics is cool NOTE: When searching through a Microsoft SQL Server database with full-text indexing enabled using the CONTAINS method, you can only specify the beginning part of a word so as to get a match. For example if the subject is Quantum Electrodynamics Paper, you can search for Electro but not for dynam. This restriction is due to how full-text indexing works. When searching through a Microsoft Access database or through a Microsoft SQL Server database with full-text indexing disabled, you can specify any part of the subject and it will match. IS EXACTLY NOTE: This search method is available either when searching through a Microsoft Access database or else when searching through a Microsoft SQL Server database with full-text indexing disabled. When using this search method you should specify the subject in full. 70 Using GFI MailArchiver GFI MailArchiver for Exchange

77 NOTE: The IS EXACTLY option returns results faster than the CONTAINS option. CONTAINS (MS Search) (Requires Microsoft SQL Server with full-text indexing) This search method is more powerful and provides greater flexibility. Depending on the search term you specify, you can search using any one of these techniques: 1. Search for exact matches of words or phrases. 2. Search using fuzzy (less precise) techniques. 3. Search for words near another word. 4. Search for similar words based on inflection, that is a word will match variations based on gender, plurals, verbs, nouns, adjectives, and tenses. 5. Search using word weighting techniques. The words following the colon in the examples below, should be entered in the search field. 1. Word search: quantum 2. Phrase search: quantum electrodynamics is cool 3. Word prefix search: quan* 4. Logical concatenation of terms: quan* OR electro* 5. Word proximity search: quantum NEAR electrodynamics 6. Search for inflectional variations: FORMSOF (INFLECTIONAL, drive) 7. Search using word weighting: ISABOUT (quantum weight (.8), electrodynamics weight (.6)) FREETEXT (MS Search) (Requires Microsoft SQL Server with full-text indexing) Free text search works in a completely different manner than all the other search methods, since it matches the meaning of the search term you specify rather than the exact wording. So for example in a free text search term you can enter accounts, and it will match entries containing accounting and accounts. Free text searches are less precise than the CONTAINS search method, but it can help you find s for which you do not know the exact wording you are looking for, but you have an idea of the topic discussed in the . Further information on the search methods listed above is provided by the GFI MailArchiver search page by clicking on the button, next to the drop down list where you select the search method. 3. Depending on the search method you selected in point 2 above, you will enter the content you want to lookup for in the field to the right of the drop down list where you selected the search method. 4. Click the Search button. Search by specifying the Body NOTE: The Body field is only available when searching a Microsoft SQL Server database with full-text indexing enabled. If you want to search for s having a particular body content, follow these steps: 1. Select Body from the first drop down list. GFI MailArchiver for Exchange Using GFI MailArchiver 71

78 2. Next you need to select the search method you want to use to lookup the content in the body. The search methods available are: CONTAINS When using this search method you can specify a whole word, the beginning part of a word, or a phrase. The words following the colon in the examples below, should be entered in the search field. 1. Part of a word: qua 2. Single full word: quantum 3. Phrase search: quantum electrodynamics is cool CONTAINS (MS Search) This search method is more powerful and provides greater flexibility. Depending on the search term you specify, you can search using any one of these techniques: 1. Search for exact matches of words or phrases. 2. Search using fuzzy (less precise) techniques. 3. Search for words near another word. 4. Search for similar words based on inflection, that is a word will match variations based on gender, plurals, verbs, nouns, adjectives, and tenses. 5. Search using word weighting techniques. The words following the colon in the examples below, should be entered in the search field. 1. Word search: quantum 2. Phrase search: quantum electrodynamics is cool 3. Word prefix search: quan* 4. Logical concatenation of terms: quan* OR electro* 5. Word proximity search: quantum NEAR electrodynamics 6. Search for inflectional variations: FORMSOF (INFLECTIONAL, drive) 7. Search using word weighting: ISABOUT (quantum weight (.8), electrodynamics weight (.6)) FREETEXT (MS Search) Free text search works in a completely different manner than all the other search methods, since it matches the meaning of the search term you specify rather than the exact wording. So for example in a free text search term you can enter accounts, and it will match entries containing accounting and accounts. Free text searches are less precise than the CONTAINS search method, but it can help you find s for which you do not know the exact wording you are looking for, but you have an idea of the topic discussed in the . Further information on the search methods listed above is provided by the GFI MailArchiver search page by clicking on the button, next to the drop down list where you select the search method. 3. Depending on the search method you selected in point 2 above, you will enter the content you want to lookup for in the field to the right of the drop down list where you selected the search method. 4. Click the Search button. Searching using multiple search terms If you have specified the first search term and you want to add more search terms, follow these steps: 72 Using GFI MailArchiver GFI MailArchiver for Exchange

79 1. Click the Add Condition button. 2. Two new drop down lists will be displayed below the previous search terms. From the drop down list between the search terms, select whether you want to AND the terms or AND NOT them. AND means: If search term A and search term B match then return result. For example if sender is user@external.com and recipient is jsmith@master-domain.com, then return a match. This would return all s sent by user@external.com to user jsmith@masterdomain.com. AND NOT means: If search term A is found and search term B is not matched, then return result. For example if sender is user@external.com and recipient is not jsmith@master-domain.com, then return a match. This would return all s sent by user@external.com, sent to any user except jsmith@masterdomain.com. Screenshot 83 - Adding a condition 3. From the bottom drop down list, select the field you want to search in. When you select the field you want to search, a drop down list and edit box will be displayed to the right of the drop down list. To setup this search term you can refer to the Searching using a single term section above. 4. To add more conditions repeat steps 1 to 3. Please note that you can have a maximum of 4 search terms in all. Screenshot 84 - Multiple term search 5. When you are ready to perform the search, click the Search button. GFI MailArchiver for Exchange Using GFI MailArchiver 73

80 Removing search terms If you have added search conditions, that is you have more than one search condition in the search page, the Remove Condition button will be enabled. To remove search conditions, follow these steps: 1. Click the Remove Condition button. 2. The search page will refresh and the last search term, the one directly above the Remove Condition button, will be removed. 3. To remove more search terms, repeat steps 1 and 2. You have to wait for the search page to refresh before you press the Remove Condition button again. NOTE: When only one search term is left in the search page, the Remove Condition button will be disabled once again. Viewing s returned by a search To view a particular from the search results returned, you need to click on the subject of the you want to view. For further information on what functionality is available when viewing an read from the Viewing an section to the Send an copy to an address section of this chapter. To return to the search results page from the view page, click the back button of your browser or press Backspace on you keyboard. Sorting the search results By default the search results are sorted by subject in ascending order. To sort on a different column, click on the column heading on which you want to sort. To change the sort order, that is alternate between ascending and descending order, click the column heading of the column which is already sorted. Selecting the database to browse and search through At any one time, GFI MailArchiver is archiving s to one backend database which is set as the active one. Since the database file size will grow as more s get archived, GFI MailArchiver allows you to create new databases, and set them as the new active database. By default the Welcome, Search, and List all accounts tabs get the data from the active database. However you might want to browse or search through an older database which is no longer being used as the active database by GFI MailArchiver. To select which database you want to browse or search s from, follow these steps: 1. Access either one of the following tabs: Welcome, Search, List all accounts. 2. Click on the Select database drop down list. The configured database connections listed in the Databases tab of the Configuration page, which have the Visible checkbox marked, will be listed in this drop down list. NOTE: For further information on how to configure which databases are visible, read the Setting the visible database list section of the Configuring GFI MailArchiver chapter. 74 Using GFI MailArchiver GFI MailArchiver for Exchange

81 3. Select the database you want to use. The page will automatically refresh and display the s retrieved from the database selected. Selecting the localization language By default the GFI MailArchiver web interface will be displayed in the English language. To view the GFI MailArchiver web interface in another language, select the language from the language selection drop down list in the top right corner. NOTE: The GFI MailArchiver Configuration is not affected by this setting, and is thus always displayed in the English language. Screenshot 85 - GFI MailArchiver web interface language selection When you select a new language, the current page will be refreshed and displayed in the new language selected. The language preference setting will be stored in a cookie on the machine from where you accessed the GFI MailArchiver web interface. The next time you access the GFI MailArchiver web interface it will be displayed in the language you had selected. NOTE 1: Only the GFI MailArchiver web interface text will be shown in the new language selected. All the other text, such as addresses and content will still be displayed in the original language. NOTE 2: The language selected only affects the GFI MailArchiver web interface text. Globalization settings such as dates are still displayed according to the settings configured in Microsoft Internet Explorer. For example, if the language options of Microsoft Internet Explorer are set to English, but the GFI MailArchiver web interface language is set to Spanish, you still would see the dates formatted in English, with month names written in the English language instead of Spanish. To correct this behavior you need to change the language settings of Microsoft Internet Explorer. To change the language settings of Microsoft Internet Explorer, follow these steps: 1. Select Tools > Internet Options from the Microsoft Internet Explorer menu bar. 2. From the General tab of the Internet Options dialog, click on the Languages button at the bottom of the dialog. 3. The Language Preference dialog is displayed. Add the desired language by clicking on the Add button. GFI MailArchiver for Exchange Using GFI MailArchiver 75

82 Screenshot 86 - Microsoft Internet Explorer Language Preference 4. Move your preferred language to the top of the list by selecting it and clicking on the Move Up button until the language you desire is listed at the start of the list. 5. Click the OK button twice to close the Language Preference and Internet Options dialogs. Logging off from GFI MailArchiver When you finish browsing and searching your archive, it is suggested that you log off from the GFI MailArchiver web interface. To log off, follow these steps: 1. Click the Log off link in the top right corner of the page. 2. GFI MailArchiver will display a note in the browser window as shown in the screenshot below. Screenshot 87 - Logging off from the GFI MailArchiver web interface 3. Close the browser to complete the log off process. Accessing GFI MailArchiver from Microsoft Outlook If you want to browse and search your archive from Microsoft Outlook, follow these steps: 1. Load Microsoft Outlook. 2. Right-click on the Personal Folders node, in the Folder List (left pane), and then click on the New Folder entry in the context menu. 76 Using GFI MailArchiver GFI MailArchiver for Exchange

83 Screenshot 88 - Creating a new folder 3. The Create New Folder dialog is displayed. In the Name edit box, specify a descriptive name for the new folder, for example, Archive. Do not change any other settings. Screenshot 89 - Specify a name for the new folder 4. Click the OK button to close the dialog. 5. The newly created folder is displayed as a sub-folder of the Personal Folders node. Right-click on the new folder and then click on the Properties entry in the context menu. GFI MailArchiver for Exchange Using GFI MailArchiver 77

84 Screenshot 90 - Modify the new folder properties 6. The <Folder Name> Properties dialog is displayed. Screenshot 91 - New folder properties dialog 7. Clear the Automatically generate Microsoft Exchange views checkbox. 8. Access the Home Page tab. 9. In the Address edit box, type the following: MailArchiver Server Name>/<GFI MailArchiver virtual folder name> 78 Using GFI MailArchiver GFI MailArchiver for Exchange

85 For example, Select the Show home page by default for this folder checkbox. Screenshot 92 - Specify the GFI MailArchiver address 11. Click the OK button to close the dialog. 12. To access your archive through the GFI MailArchiver webbased interface, click on the new folder, for example Archive. Screenshot 93 - Entering credentials to authenticate with GFI MailArchiver GFI MailArchiver for Exchange Using GFI MailArchiver 79

86 13. You will be prompted to enter your domain account user name and password to authenticate with GFI MailArchiver. 14. GFI MailArchiver will then display your archive. Screenshot 94 - GFI MailArchiver archive accessed from Microsoft Outlook 80 Using GFI MailArchiver GFI MailArchiver for Exchange

87 Importing s Introduction This chapter will show you how to archive the s that the mail server processed prior to the installation of GFI MailArchiver. GFI MailArchiver can import old s via the GFI MailArchiver Import Service. This service processes s copied to the Import Service pickup folder, and archives them into the databases you configure. Different tools, outlined further on in this chapter, help you to export s from the following message stores: 1. Microsoft Outlook PST files 2. Microsoft Exchange mailboxes and public folders 3. GFI MailArchiver 2 archive databases 4. GFI MailEssentials archive databases Therefore, to use the import feature of GFI MailArchiver, you first need to specify the databases that will store the imported s, as outlined in the Configuring the GFI MailArchiver Import Service section. Configuring the GFI MailArchiver Import Service From the GFI MailArchiver Import Service Configuration you can configure into which databases you want to import the s. You can configure multiple databases and assign specific date ranges to them. The GFI MailArchiver Import Service will then import s falling into a specific date range in the respective database. To specify and configure the databases that will store the imported s, follow these steps: 1. Click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI MailArchiver Import Service Configuration, to load the GFI MailArchiver Import Service Configuration. GFI MailArchiver for Exchange Importing s 81

88 Screenshot 95 - The GFI MailArchiver Import Service Configuration 2. Click the Add Database button. 3. The Add GFI MailArchiver 3 database dialog is displayed. Screenshot 96 - Configuring a GFI MailArchiver 3 database 4. In the General properties tab specify a unique display name for this database in the Database identification name edit box. 5. Specify the date range for this database using the From and To calendars. The GFI MailArchiver Import Service will only import s in this database that fall in the date range you specify here. Note that you cannot specify a date range that overlaps with the date range of other configured databases. NOTE: Ideally, you should configure multiple databases to cover the date ranges of all the s you plan on importing. 6. Access the Connection Settings tab. 82 Importing s GFI MailArchiver for Exchange

89 Screenshot 97 - Configuring the database and authentication to use 7. Select the authentication method the Import Service will use to connect to the database. If you want the Import Service to logon to the database with the Windows account under which the Import Service is running, select the Authenticate with the GFI MailArchiver Import Service Windows user. If on the other hand you want to use Microsoft SQL Server authentication select the Use Microsoft SQL Server authentication option and specify a username and password in the User name and Password edit boxes respectively. 8. From the Server name list box, select which server is hosting the database. If the configuration does not list the server you want, you can manually specify the server name or IP address. 9. Select the database from the GFI MailArchiver 3 database drop down list box. The database you select can be an existing GFI MailArchiver 3 database or any empty database. If you select an empty database, the GFI MailArchiver Import Service configuration will create the required database schema. 10. Click the OK button to validate and create if necessary the required database schema. The Add GFI MailArchiver 3 database dialog is closed. NOTE: If the date range you selected overlaps with the date range of another configured database, the configuration will prompt you with the dialog shown below. Screenshot 98 - Dates specified for database overlap with another database 11. To configure another database repeat steps 2 to 10. GFI MailArchiver for Exchange Importing s 83

90 12. The configuration will display the new database in the list. Under the Database activity column, the GFI MailArchiver Import Service displays the current database activity. To save and apply the new settings, click the Apply Settings button. Screenshot 99 Applying the new configuration settings Modifying a configured database To modify a configured database, follow these steps: 1. Load the GFI MailArchiver Import Service Configuration. 2. Click on the database you want to re-configure from the list. 3. Click the Configure Database button. 4. Further information on how to configure a database is available in the Configuring the GFI MailArchiver Import Service section. 5. To save and apply the new settings, click the Apply Settings button. Removing a configured database To remove a configured database from the GFI MailArchiver Import Service list, follow these steps: 1. Load the GFI MailArchiver Import Service Configuration. 2. Click on the database you want to remove from the list. 3. Click the Remove Database button. 4. To save and apply the new settings, click the Apply Settings button. Monitoring the GFI MailArchiver Import Service If you want to monitor the amount of s the GFI MailArchiver Import Service is processing and importing, follow these steps: 1. Load the GFI MailArchiver Import Service Configuration. 2. Click the Monitor Import Process button. 3. The configuration will display the Import Process Monitor dialog as shown in the screenshot below. 84 Importing s GFI MailArchiver for Exchange

91 Screenshot 100 Import process monitor dialog 4. By default, the statistics will automatically refresh every 30 seconds. You can vary the refresh interval from 1 to 60 seconds using the slider. NOTE: If an in the pickup folder has a date that does not fit the date range of any of the databases configured, the import service will move the to the Miss folder. The s not fitting date range row, displays the number of s ending up in the Miss folder. The Miss sub-folder is located in the following path: <GFI MailArchiver Installation Path>\MAIS\Miss The s in the Miss folder, are split up by year and month. For example, if s from 01 January 2005 to 31 March 2005 were moved into the Miss folder, there would be three sub-folders named, 2005_01, 2005_02, 2005_03. If you want to import the s in the Miss folder, add a database with a date range that includes the dates of the s in the Miss folder and click the Apply Settings button. From the services management console, stop the GFI MailArchiver Import Service. Then move all the files contained within the individual sub-folders, for example 2005_01, to the Queue sub-folder located in the following path: <GFI MailArchiver Installation Path>\MAIS\Queue. Finally, start the GFI MailArchiver Import Service from the services management console. On the other hand, if you are sure that you do not want to import the s in the Miss folder, for example 2005_01 are too old, delete all the files stored inside of the 2005_01 folder. 5. Click the Close button to close the statistics dialog. NOTE: Ideally, you should not leave the statistics dialog open indefinitely, since each statistics refresh will slowdown the Import Service process. GFI MailArchiver for Exchange Importing s 85

92 Sharing the pickup folder The GFI MailArchiver Import Service imports any s copied in the pickup folder. The import service pickup folder is located in the following path: <GFI MailArchiver Installation Path>\MAIS\Pickup If you want to run the export tools on remote machines, and want the exported s to be automatically imported into a GFI MailArchiver database, you need to export the s directly to the import service pickup folder. To be able to do this from remote machines, you need to share the import service pickup folder with read/write permissions. This way you can for example execute the GFI PST-Exchange Export Wizard on a remote machine, and save the exported s directly to the shared pickup folder. The GFI MailArchiver Import Service will then process the saved exported s and archive them into one of the databases configured. Using the GFI MailArchiver 2 Export tool The GFI MailArchiver 3 database schema is different from the one GFI MailArchiver 2 uses. For this reason, GFI MailArchiver 3 cannot use GFI MailArchiver 2 databases directly. If you want GFI MailArchiver 3 to display the data stored in a GFI MailArchiver 2 database, you first need to export the data from the GFI MailArchiver 2 database by using the GFI MailArchiver 2 Export tool. The GFI MailArchiver Import Service will then import the exported s into a new GFI MailArchiver 3 database. NOTE 1: Please note that the GFI MailArchiver 2 Export tool can only export s from a Microsoft SQL Server database. NOTE 2: The GFI MailArchiver 2 Export tool does not modify the old GFI MailArchiver 2 database. To export the s from a GFI MailArchiver 2 Microsoft SQL Server database, follow these steps: 1. Click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI MailArchiver 2 Export, to load the GFI MailArchiver 2 Export tool. 86 Importing s GFI MailArchiver for Exchange

93 Screenshot GFI MailArchiver 2 Export Tool 2. Click the Next button in the GFI MailArchiver 2 Export tool welcome page to proceed. Screenshot Specify SQL Server and authentication method to use 3. Select the Microsoft SQL Server where the GFI MailArchiver 2 database you want to upgrade is stored, from the Server name/ip address list. You can also type the machine name or IP address of a Microsoft SQL Server machine that the Export tool did not list automatically. 4. From the Authenticate through group, select the authentication method you want to use to connect to the Microsoft SQL Server. You can select either Windows Authentication or Microsoft SQL Server Authentication. If you select the Microsoft SQL Server GFI MailArchiver for Exchange Importing s 87

94 authentication option, you must specify a username and password in the Login ID and Password fields respectively. 5. Click the Next button to continue. Screenshot Select the GFI MailArchiver 2 database from where you want to export s 6. From the GFI MailArchiver 2 database drop down list, select from which database the tool will export the s. Click the Next button to continue. Screenshot Select a destination for the exported s 7. You now need to select a location where the GFI MailArchiver 2 Export tool will save the exported s. If you want the GFI MailArchiver Import Service to import the exported s into a GFI MailArchiver 3 database, you need to select the location of the GFI 88 Importing s GFI MailArchiver for Exchange

95 MailArchiver Import Service pickup folder. Click the Next button to start the export process. Screenshot export process progress 8. The GFI MailArchiver 2 Export tool keeps you informed of the export progress by means of a progress bar. NOTE: The export process can take several hours to complete depending on the amount of s stored in the GFI MailArchiver 2 database. 9. When the export process completes, click on the Finish button to close the GFI MailArchiver 2 Export tool. Using the GFI PST-Exchange Export tool NOTE: If you want to use the GFI PST-Exchange Export tool on another machine, manually copy the <GFI MailArchiver Installation Path>\ eewiz sub-folder, to the machine where you want to execute it. To use the GFI PST-Exchange Export tool, click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI PST-Exchange Export, to load the GFI PST-Exchange Export tool. In the welcome page, click the Next button so that you can choose from which source you want to extract s. The GFI PST-Exchange Export tool can extract s from the following sources: Microsoft Exchange mailboxes Microsoft Exchange public folders Microsoft Outlook personal folders (.pst) files GFI MailArchiver for Exchange Importing s 89

96 Screenshot GFI PST-Exchange Export tool welcome page Microsoft Exchange Source To extract s from Microsoft Exchange, select the Microsoft Exchange Server radio button, as shown in the screenshot below. Screenshot Microsoft Exchange mailbox source The Microsoft Exchange Server option will be available in any one of the following scenarios: You are running the tool on a machine with Microsoft Exchange Server installed. You are running the tool on a machine that does not have Microsoft Exchange Server installed on it, but the OLE DB Internet Publishing Provider (IPP) is available, so you can 90 Importing s GFI MailArchiver for Exchange

97 connect to remote Microsoft Exchange Servers. NOTE: The OLE DB Internet Publishing Provider is a Microsoft provider used to access documents stored on HTTP servers, by using the Web Distributed Authoring and Versioning (WebDAV) protocol. The GFI PST-Exchange Export tool uses the WebDAV provider to access remote Microsoft Exchange Servers. The OLE DB Internet Publishing Provider is installed by default only on Windows 2000 all versions. For further information on how to install this provider on a Windows 2003 machine, visit the following GFI Knowledge Base article: The screenshot shown above can look slightly different, depending on what options are available. For example, if you execute the GFI PST- Exchange Export tool on a machine with Microsoft Exchange Server installed, the source selection page would look like the screenshot below. Screenshot Features disabled to reflect context When you execute the GFI PST-Exchange Export tool on a Microsoft Exchange machine, the wizard disables the Exchange Server, User name, and Password fields, as shown in the screenshot above. The fields are not required since the wizard will connect to the local Exchange server and will authenticate using the credentials of the Windows account with which you logged in. NOTE: The Windows account must have Microsoft Exchange Receive as and Send as permissions on the mailboxes you want to extract from. By default, even the Full Exchange administrator account does not have these permissions granted. If you run the GFI PST-Exchange Export tool on a machine, which does not have Microsoft Exchange installed on it, you need to specify the connection settings in the Exchange Server, User name, and Password fields. If the Microsoft Exchange server you are connecting to requires an SSL connection, check the SSL Connection checkbox. NOTE: If you need to specify non-default port numbers or you have multiple virtual folders, you can alter the connection string manually in the edit box on top of the Mailboxes list. GFI MailArchiver for Exchange Importing s 91

98 Screenshot Exchange connection string customization To add the mailboxes from which you want to extract s, click on the Add mailbox button. In the Active Directory object picker dialog, enter a username and click the OK button. Screenshot Adding a mailbox The GFI PST-Exchange Export tool will check if the username and password specified have read/write access to the mailbox of the user account specified. If not you will be prompted with a dialog box as shown below. Screenshot Username and password specified have no access to mailbox NOTE: If you execute the GFI PST-Exchange Export tool on the Microsoft Exchange machine directly, the read/write access test will use the current logged on user credentials. If the username and password specified have access, the wizard will add the mailbox to the list as shown below. 92 Importing s GFI MailArchiver for Exchange

99 Screenshot Multiple mailboxes selected You can add more than one mailbox to the Mailboxes list. This feature makes it possible to extract s from multiple mailboxes in one go. To remove a mailbox from the list, select it and click the Remove mailbox button. If all the mailboxes you want to extract from are in the list, click the Next button to continue. Microsoft Exchange Public Folders To extract s from Microsoft Exchange Server public folders, check the Extract from Public Folders checkbox. If Microsoft Exchange OWA requires an SSL connection, check the SSL Connection checkbox. If the GFI PST-Exchange Export tool is running on the Microsoft Exchange server machine, you do not need to specify anything else, just click the Next button to continue. GFI MailArchiver for Exchange Importing s 93

100 Screenshot Connect to local public folders If you are executing the GFI PST-Exchange Export tool on a machine without Microsoft Exchange, and wish to connect to the public folders of a remote Microsoft Exchange machine, you need to specify the following details. IP or machine name of the remote Exchange server you want to connect to, a username and a password, as shown below. Screenshot Connect to remote public folders NOTE: To extract s from public folders, the user used to connect to the public folders should have owner role privileges on the folders from which you want to extract s. You can review or change the client access permissions for a particular folder by using the Exchange System Manager. 94 Importing s GFI MailArchiver for Exchange

101 If you need to specify custom connection string settings, for example, non-default port numbers, you can alter the connection string manually in the edit box on top of the Mailboxes list. Screenshot Connecting to non-default port number Microsoft Outlook Personal Folders (.pst) Source To extract s from Microsoft Outlook personal folders (.pst) files, select the Microsoft Outlook PST Files radio button, as shown in the screenshot below. Screenshot Microsoft Outlook personal folders (PST) files If you execute the GFI PST-Exchange Export tool on a machine with Microsoft Outlook installed, the Microsoft Outlook PST Files option will be available. NOTE 1: When extracting s from a Microsoft Outlook personal folders (.pst) file, make sure you select PST files that do not form part of the default Outlook profile on the machine where you are running the tool. NOTE 2: When the GFI PST-Exchange Export tool extracts an from a PST file it deletes it from the PST file. Therefore, GFI MailArchiver for Exchange Importing s 95

102 it is important to make a backup copy of the PST file before using it with the GFI PST-Exchange Export tool. To add a PST file click the Add PST file button. From the Select a Microsoft Outlook PST dialog, locate the PST file you want to extract s from, and click on the Open button, as shown in the following screenshot. Screenshot Select the Microsoft Outlook (PST) file The GFI PST-Exchange Export tool will add the PST file you selected to the list as shown in the screenshot below. You can add more than one PST file to the list. This feature makes it possible to extract s from multiple personal folders in one go. To remove a PST file from the list, select it and then click the Remove PST File button. Once you have selected all the PST files you want to extract from, click the Next button to enumerate the folders contained in the PST files. 96 Importing s GFI MailArchiver for Exchange

103 Screenshot Microsoft Outlook (PST) file selected Selecting the folders to extract from The folder selection page can take a couple of minutes to enumerate the folders forming part of the source you selected. When the enumeration process is complete, the GFI PST-Exchange Export tool will display the folders in a tree view as shown in the screenshot below. The number displayed to the right of the folder name is the count of items stored in that folder. Grayed out folders do not contain any items and cannot be selected. Screenshot Select folders to process NOTE: If the source selected is Microsoft Exchange public folders, it is possible that some folders will have Not Owner displayed to the right GFI MailArchiver for Exchange Importing s 97

104 of the folder name. The wizard grays out these folders, and you cannot select them. The Not Owner label means that the account credentials you specified do not have Microsoft Exchange Owner role privileges on that particular folder. Refer to the Microsoft Exchange Public Folders section for more details. Select the folders you want to extract from by checking the checkbox beside the folder name of your choice. Click the Next button to continue onto the next page. NOTE: To select all the sub-folders underneath a specific folder node, hold the CTRL key pressed and left click on the checkbox to the left of the parent folder. Set a cut off time The stores you select might contain s that the mail server processed after you installed GFI MailArchiver on your network. If the GFI PST-Exchange Export tool extracted these s and copied them to the pickup folder location of the GFI MailArchiver Import Service, duplicate s would end up in the GFI MailArchiver database. For this reason, it is important that you configure the date and time when you installed GFI MailArchiver on your network as the cut off time. The GFI PST-Exchange Export tool will only extract the s, from the stores selected, that the mail server processed prior to the cut off time set. Screenshot Cut off time option Click the Next button to continue on to the owner selection page. Select the owner of the s NOTE: When you select Microsoft Exchange mailboxes as the source, the owner of the s for each mailbox is determined automatically from the Active Directory user. For this reason, the GFI PST- Exchange Export tool will not display the owner selection page if you are extracting s from Microsoft Exchange mailboxes. 98 Importing s GFI MailArchiver for Exchange

105 In this page, you need to specify who owns the s you are going to extract. The address you specify in the Owner field is important since when importing the extracted s, GFI MailArchiver will use it to determine the owner. For example if GFI MailArchiver imports the extracted s, and you specified in the Owner edit box, the GFI MailArchiver interface will display the imported s under NOTE 1: When extracting s from Microsoft Exchange public folders, the owner of each will be determined using the following method. If the sender forms part of the Active Directory global catalog, GFI MailArchiver will use the sender address as the owner. If not, GFI MailArchiver will use the owner you specified in the GFI PST-Exchange Export tool as the owner. NOTE 2: When GFI MailArchiver imports s extracted from Microsoft Exchange public folders, the s visible to a user will only be those posted by the particular user. For example, user@testdomain.com will only see s posted to the public folder by user@testdomain.com. Screenshot Owner selection page You can either enter an address directly in the Owner field or else use the Active Directory Select User dialog by clicking the Owner button. Click the Next button to proceed. GFI MailArchiver for Exchange Importing s 99

106 Screenshot Active Directory Select User dialog Select a destination for the extracted s You now need to select a destination folder where the GFI PST- Exchange Export tool will save the extracted s in text files using the RFC822 format. If you want the GFI MailArchiver Import Service to import the extracted s into a GFI MailArchiver database, you need to select the GFI MailArchiver Import Service pickup folder location as the destination. When you run the GFI PST-Exchange Export tool on the GFI MailArchiver machine, the Destination edit box is automatically filled in with the import service pickup folder path. NOTE 1: If you are running the GFI PST-Exchange Export tool on another machine, and you selected the GFI MailArchiver Import Service shared pickup folder as the destination, make sure that the account under which the GFI PST-Exchange Export tool is running has write permission. NOTE 2: The GFI MailArchiver Import Service deletes the extracted s saved in the pickup folder after it has imported them in the GFI MailArchiver database. 100 Importing s GFI MailArchiver for Exchange

107 Screenshot Destination selection page To select the destination for the extracted s, click the button to the right of the Destination field. From the Browse For Folder dialog select the destination and click the OK button. Screenshot Browse for folder dialog After selecting the destination, click the Next button to continue. extraction process The GFI PST-Exchange Export tool displays a process notice page. GFI MailArchiver for Exchange Importing s 101

108 Screenshot Process notice page If you want to change any of the settings configured on the previous pages, use the Back button to do so. If the settings you specified are correct, click the Next button to continue. The GFI PST-Exchange Export tool will start extracting the s selected. The extraction process can take several minutes to complete, depending on for example, which source you have selected, or how many s you are extracting. For example, extracting s from a remote Microsoft Exchange server machine will be slower than extracting s from a local Microsoft Exchange or Microsoft Outlook store. The screenshot below displays the process progress page. This page will show you which folder and is currently being processed, the overall progress and the folder level progress. 102 Importing s GFI MailArchiver for Exchange

109 Screenshot Process progress page When the GFI PST-Exchange Export tool completes the extraction process, it will display the finish page as shown in the screenshot below. This page displays the total number of s selected for extraction, the number of s successfully extracted, total of skipped s, and the total number of failed s. Screenshot GFI PST-Exchange Export tool finish page Click the Finish button to close the GFI PST-Exchange Export tool. GFI MailArchiver for Exchange Importing s 103

110 Skipped s The GFI PST-Exchange Export tool will skip an for one of the following reasons: The extraction process came across an , in a Microsoft Exchange mailbox or public folder, which is marked as already extracted. The extraction process came across an , which the mail server processed after the cut off date and time specified. NOTE: When extracting s from a Microsoft Exchange mailbox or public folder source, the GFI PST-Exchange Export tool marks the extracted s as processed by writing the following globally unique identifier (GUID) to an unused extension attribute. 255DAA0D-B0AF-4640-AEBB-4039B07E5F3B The extension attributes checked are to The GFI PST-Exchange Export tool uses only one extension attribute to flag the as processed. For more information about extension attributes, follow this link: Failed s When the GFI PST-Exchange Export tool fails to extract an it logs details about it, for example the subject, date/time and folder in which it is stored, in a text file. The GFI PST-Exchange Export tool will display the View Failed Mails Log File button if at least one failed to extract. To view the failed mails log file, click on the View Failed Mails Log File button. Screenshot View failed mails log file button The GFI PST-Exchange Export tool will load the failed mails log file in your system default text editor. Using the GFI MailEssentials Archive Export tool The GFI MailEssentials archive database schema is different from the one GFI MailArchiver 3 uses. For this reason, GFI MailArchiver 3 cannot use GFI MailEssentials archive databases directly. If you used the GFI MailEssentials archiving feature to archive s into a Microsoft SQL Server database, and you now want to include that data into a GFI MailArchiver database, you first need to export the s from the GFI MailEssentials archive database. The GFI MailArchiver Import Service will then process the extracted s and archive them in the configured GFI MailArchiver databases. NOTE 1: The GFI MailEssentials Archive Export tool can only export s from a Microsoft SQL Server database. 104 Importing s GFI MailArchiver for Exchange

111 NOTE 2: The GFI MailEssentials Archive Export tool does not modify the old GFI MailEssentials archive database. To export the s from a GFI MailEssentials archive Microsoft SQL Server database, follow these steps: 1. Click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI MailEssentials Archive Export, to load the GFI MailEssentials Archive Export tool. Screenshot GFI MailEssentials archiving Export Tool 2. Click the Next button in the GFI MailEssentials Archive Export tool welcome page to proceed. Screenshot Specify SQL Server and authentication method to use GFI MailArchiver for Exchange Importing s 105

112 3. Select the Microsoft SQL Server where the GFI MailEssentials archive database you want to export is stored, from the Server name/ip address list. You can also type the machine name or IP address of a Microsoft SQL Server machine that the Export Tool did not list automatically. 4. From the Authenticate through group, select the authentication method you want to use to connect to the Microsoft SQL Server. You can select either Windows Authentication or Microsoft SQL Server Authentication. If you select the Microsoft SQL Server authentication option, you must specify a username and password in the Login ID and Password fields respectively. 5. Click the Next button to continue. Screenshot Select the archive database from where you want to export s 6. From the GFI MailEssentials archive database drop down list, select from which database the tool will export the s. Click the Next button to continue. 106 Importing s GFI MailArchiver for Exchange

113 Screenshot Select a destination for the exported s 7. You now need to select a location where the GFI MailEssentials Archive Export tool will save the exported s. If you want the GFI MailArchiver Import Service to import the exported s into a GFI MailArchiver 3 database, you need to select the location of the GFI MailArchiver Import Service pickup folder. Click the Next button to start the export process. Screenshot export process progress 8. The GFI MailEssentials Archive Export tool keeps you informed of the export progress by means of a progress bar. NOTE: The export process can take several hours to complete depending on the amount of s stored in the GFI MailEssentials archive database. GFI MailArchiver for Exchange Importing s 107

114 9. When the export process completes, click on the Finish button to close the GFI MailEssentials Archive Export tool. 108 Importing s GFI MailArchiver for Exchange

115 Exporting s Introduction The GFI MailArchiver web based user interface allows you to restore individual s to an address you define, through OneClick Restore. This feature is useful, but if you want to export or restore more than one in one go, you need to use the GFI MailArchiver Bulk Export Tool. Using the GFI MailArchiver Bulk Export Tool, you can connect to a GFI MailArchiver installation, search for the s you want to export, and finally export all of the s in one go by means of the following methods: Restore to a specific address Download to a specific location The GFI MailArchiver Bulk Export Tool is useful when you want to export a set of s fitting specific search criteria, for example, when you need to provide s to satisfy a litigation support request. Using the GFI MailArchiver Bulk Export Tool To load the GFI MailArchiver Bulk Export Tool, select GFI MailArchiver Bulk Export from the GFI MailArchiver program group in the Start menu. On loading, the GFI MailArchiver Bulk Export Tool will display the Connect to GFI MailArchiver dialog as shown below. Screenshot The GFI MailArchiver Bulk Export Tool Specify the URL you use to connect to GFI MailArchiver, in the MailArchiver URL edit box. The next time you use the GFI GFI MailArchiver for Exchange Exporting s 109

116 MailArchiver Bulk Export Tool, the MailArchiver URL list box will display a list of GFI MailArchiver URLs you successfully connected to in previous sessions. You now need to specify the account that the GFI MailArchiver Bulk Export Tool will use to authenticate with the GFI MailArchiver URL specified. If you want to authenticate with the user account you are using to run the GFI MailArchiver Bulk Export Tool, select the Current User Account option. If you want to specify a particular user account for authentication, select the The Following User Account option, and then specify a username and password in the User Name and Password fields respectively. To connect click the OK button. Once connected, the GFI MailArchiver Bulk Export Tool displays a new Search window as shown below. Screenshot A new Search window Searching for s To search for the s you want to export, follow these steps: 1. In the Search window, select the GFI MailArchiver database you want to search in, from the Search in Database drop down list. 2. Select the Search tab so that you can specify the search criteria. 3. Select a search field, for example Sender, from the left most drop down list. From the second drop down list select the search condition, and in the right most field specify what you are looking for. NOTE: The GFI MailArchiver Bulk Export Tool search feature provides the same functionality as the GFI MailArchiver web based search page. You can find further information on the different fields and search methods available in the Searching using a single term section of the Using GFI MailArchiver chapter. 4. If you want to add more search conditions, click the Add Condition button. The GFI MailArchiver Bulk Export Tool adds a new search condition entry underneath the last one. Between the last search 110 Exporting s GFI MailArchiver for Exchange

117 condition and the newly added one, a drop down list allows you to specify how you want the search feature to link the search terms. You can select either an AND operator or an AND NOT operator. AND means: If search term A and search term B match then return result. For example if sender is user@external.com and recipient is jsmith@master-domain.com, then return a match. This would return all s sent by user@external.com to user jsmith@masterdomain.com. AND NOT means: If search term A matches and search term B does not match, then return result. For example if sender is user@external.com and recipient is not jsmith@master-domain.com, then return a match. This would return all s sent by user@external.com, sent to any user except jsmith@masterdomain.com. You now need to configure the newly added search condition as outlined in step 3. To add more search conditions repeat this step. NOTE 1: You can specify up to four search terms in the query. NOTE 2: If you have more than one search condition in the search query, you can remove a search condition by clicking the Remove Condition button. If you want to reset the whole search query, click the New Search button and click OK in the dialog box displayed. 5. To perform the search, click the Find Now button. The GFI MailArchiver Bulk Export tool will display the search results underneath the search conditions specified, as shown in the screenshot below. For each matching the search condition, the following information is displayed: Subject, Sender, Recipients, Date/Time and Size. Screenshot GFI MailArchiver Bulk Export Tool displaying the search results NOTE 1: If nothing matches the search conditions specified, No results where found is displayed. NOTE 2: If the search operation is taking too long, you can click the Stop button to interrupt the search. GFI MailArchiver for Exchange Exporting s 111

118 By default, the GFI MailArchiver Bulk Export Tool sorts the search matches by date and time. If you want to sort the search results on another column, click the column heading on which you want to sort. If you click the same column heading, the search results are sorted on the same column but in reverse order. For example, if the search results are sorted on the Date/Time column in ascending order and you click on the same column heading, the search results will be sorted on the Date/Time column but in descending order. If more than 100 s match the search criteria specified, the search results will be spread out across different pages each containing a maximum of 100 s. To navigate to different pages use the navigation buttons underneath the search results table. Screenshot Search page navigation bar The amount of s that match the search query is displayed in the bottom right corner of the Search window. Viewing an from the search results After you perform a search, you might need to review particular s from the result set, to check that they actually contain what you are looking for. To view an from the search results, double-click on the you want to view. The GFI MailArchiver Bulk Export Tool will load the in a separate window as shown below. 112 Exporting s GFI MailArchiver for Exchange

119 Screenshot Viewing an Exporting s When you are satisfied that the s in the search result meet the criteria you searched for, you can select to export them using one of the following methods: Restore to a specific address Download to a folder on disk NOTE: When you export s with the GFI MailArchiver Bulk Export Tool, the original archived in the database is not removed. Restore to a specific address To restore all the s returned in the search result set to a specific address, follow these steps: 1. Select the Export Options tab. 2. Click on the Restore to the following address option and in the edit box specify the address where you want the exported s to be sent. 3. The GFI MailArchiver Bulk Export Tool can send each exported , either in its original format or as an attachment in a new . To send in the original format, select the Send messages as Original s option. To send exported s as attachments, select the Send messages as Attachments option. GFI MailArchiver for Exchange Exporting s 113

120 Screenshot Restore s to a specific address 4. To export the s, click the Restore button. The GFI MailArchiver Bulk Export tool will display the progress of the export process in the status bar of the Search window as shown below. The bulk export tool disables the Search window until the export process completes. If you want to stop the export process, click the Stop button. Screenshot Restoring s process in progress Download to a folder on disk To download all the s returned in the search result set to a specific folder on disk follow these steps: 1. Select the Export Options tab. 2. Click on the Download to folder option and in the edit box specify the path where you want the s to be downloaded. You can also 114 Exporting s GFI MailArchiver for Exchange

121 click on the Browse button to select the destination visually from the Browse For Folder dialog. Screenshot Downloading s to a disk location 3. To export the s, click the Download button. The GFI MailArchiver Bulk Export tool will display the progress of the export process in the status bar of the Search window as shown below. The bulk export tool disables the Search window until the export process completes. If you want to stop the export process, click the Stop button. Screenshot 142 Downloading s process in progress In the destination folder you selected, the GFI MailArchiver Bulk Export tool creates a new sub-folder, named GFIMArc_Export_ followed by a timestamp. You can copy this folder to another computer or to removable media such as a CD-ROM or DVD-ROM for example. GFI MailArchiver for Exchange Exporting s 115

122 The folder contains a root XML file having the same name as the folder along with one or more sub-folders. For example, if you selected c:\exported s\ as the destination, and you downloaded three s, the folder would contain the following files: c:\exported s\gfimarc_export_ _1519_1 GFIMArc_Export_ _1519_1.xml c:\exported s\gfimarc_export_ _1519_1\folder_1 Folder_1.xml Mailarchiver_ _1.xml Mailarchiver_ _1.xml Mailarchiver_ _1.xml If you open the GFIMArc_Export_ _1519_1.xml in Microsoft Internet Explorer, it shows a table listing the s in Folder_1 (page 1). If you export many s, page navigation numbers are displayed in the footer of the page so that you can list the s stored in the other sub-folders, for example, Folder_7 (page 7). Screenshot Exported s navigation page You can click the links displayed under the Filename column in the table to open and view the . Connecting to multiple GFI MailArchiver installations The GFI MailArchiver Bulk Export Tool allows you to connect to the same GFI MailArchiver installation from different Search windows at the same time. You can also connect to different GFI MailArchiver installations at the same time. To connect and display a new Search window, select Connect from the File menu. In the Connect to GFI MailArchiver dialog, specify the GFI MailArchiver URL and credentials to use for authentication. Once connected, you can use the new Search window as outlined in the previous sections of this chapter. 116 Exporting s GFI MailArchiver for Exchange

123 Screenshot Multiple search windows Disconnecting from a GFI MailArchiver installation To disconnect from a GFI MailArchiver installation, you can either close the Search window or select Disconnect from the File menu. If you have multiple Search windows connected, and want to close them all, select Disconnect All from the File menu. GFI MailArchiver for Exchange Exporting s 117