Enterprise Vault.cloud. Microsoft Exchange Managed Folder Archiving Guide

Transcription

1 Enterprise Vault.cloud Microsoft Exchange Managed Folder Archiving Guide

2 Enterprise Vault.cloud: Microsoft Exchange Managed Folder Archiving Guide The software described in this book is furnished under a license agreement and may be used only in accordance with the terms of the agreement. Last updated: Legal Notice Copyright 2015 Symantec Corporation. All rights reserved. Symantec, the Symantec Logo, the Checkmark Logo, and Enterprise Vault.cloud are trademarks or registered trademarks of Symantec Corporation or its affiliates in the U.S. and other countries. Other names may be trademarks of their respective owners. The product described in this document is distributed under licenses restricting its use, copying, distribution, and decompilation/reverse engineering. No part of this document may be reproduced in any form by any means without prior written authorization of Symantec Corporation and its licensors, if any. THE DOCUMENTATION IS PROVIDED "AS IS" AND ALL EXPRESS OR IMPLIED CONDITIONS, REPRESENTATIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT, ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE HELD TO BE LEGALLY INVALID. SYMANTEC CORPORATION SHALL NOT BE LIABLE FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES IN CONNECTION WITH THE FURNISHING, PERFORMANCE, OR USE OF THIS DOCUMENTATION. THE INFORMATION CONTAINED IN THIS DOCUMENTATION IS SUBJECT TO CHANGE WITHOUT NOTICE. The Licensed Software and Documentation are deemed to be commercial computer software as defined in FAR and subject to restricted rights as defined in FAR Section "Commercial Computer Software - Restricted Rights" and DFARS , et seq. "Commercial Computer Software and Commercial Computer Software Documentation," as applicable, and any successor regulations, whether delivered by Symantec as on premises or hosted services. Any use, modification, reproduction release, performance, display or disclosure of the Licensed Software and Documentation by the U.S. Government shall be solely in accordance with the terms of this Agreement.

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4 Microsoft Exchange Managed Folder Archiving This document includes the following topics: About managed folder archiving About using Exchange managed folders to send messages to Enterprise Vault.cloud About Enterprise Vault.cloud managed tags and Exchange managed folder label names Prerequisites Configuration Reporting Considerations and limitations About managed folder archiving This guide describes the requirements for integrating Enterprise Vault.cloud with Microsoft Exchange managed folders to enable journaling and the use of Enterprise Vault.cloud managed tags from within Microsoft Outlook. To apply Enterprise Vault.cloud managed tags from Outlook, Enterprise Vault.cloud relies on managed folders available in Exchange 2007 and 2010 to journal and apply text labels to messages. Once the messages in managed folders have text labels assigned, Enterprise Vault.cloud uses them to identify ownership and to apply managed tags created from Archive Administration. Integration of Enterprise Vault.cloud with Exchange managed folders provides the following benefits:

5 About using Exchange managed folders to send messages to Enterprise Vault.cloud 5 Enterprise Vault Personal.cloud users can archive Outlook messages or PST files to Enterprise Vault.cloud by placing them into managed folders available in Outlook. Enterprise Vault Personal.cloud users can extend the retention period of archived messages by placing them into the managed folders that are associated with Enterprise Vault.cloud managed tags. About using Exchange managed folders to send messages to Enterprise Vault.cloud You can use Exchange managed folders to journal copies of messages to another location. The messages can be journaled to any SMTP address such as the Enterprise Vault.cloud journal address. Messages that users add to these managed folders are automatically journaled to the Enterprise Vault.cloud journal address. Note: You can set up managed folders for Exchange 2007 and 2010 (before SP1) though the Exchange System Manager. You must set up managed folders for Exchange 2010 SP1 through the command line within the Exchange Management Shell. Additionally, you can assign a text label to messages to help preserve classification information and to enable automated sorting of journaled messages by the recipient. The messages that are journaled from managed folders include the following: A Mailbox property that designates the user mailbox from which the message originated. A Label property that corresponds to the label that is assigned to a managed folder by an administrator. Note: The original message remains unaltered and is attached to the message envelope.

6 About Enterprise Vault.cloud managed tags and Exchange managed folder label names 6 About Enterprise Vault.cloud managed tags and Exchange managed folder label names You must create Enterprise Vault.cloud managed tags that match Exchange managed folder label names to have the managed tags applied to messages journaled from the managed folders. During the parsing process, Enterprise Vault.cloud uses the Mailbox property that is found in the Exchange message envelope to associate journaled messages to the appropriate user account. Additionally, the Enterprise Vault.cloud retention service correlates the Label property that is stored in the retention queue database to messages in Enterprise Vault.cloud and applies the managed tag with the same name to those messages. Refer to the following Microsoft documents for more information about Exchange managed folders: Managed folders in Exchange 2007 Managed folders in Exchange 2010 Managed folders in Exchange 2010 SP1 Prerequisites Prerequisites to let users archive messages from Outlook and to extend the retention period of archived messages are as follows: Microsoft Exchange 2007 or Note: Microsoft replaced managed folders in Exchange 2010 SP1 with retention tags that do not allow items to be journaled to external SMTP addresses. For more information, see the Microsoft TechNet Discontinued Features page. The retention feature for Enterprise Vault.cloud enabled. Note: By default, the retention feature is not enabled. Contact your customer service representative to enable this feature. On the General tab for the journaling contact, the Use MAPI rich text format field must be set to Never. You can verify or change this setting in the Exchange Management Console by navigating to Mail Contact and then double-clicking the journaling contact. You can also change this setting in the Exchange

7 Configuration 7 Management Shell by entering Set-MailContact -Identity "<JournalingContactNameHere>" -UseMapiRichTextFormat Never. Note: If you do configure this setting, the mail body content may not be visible for the messages that are exported from Discovery.cloud or saved from Personal.cloud as an MSG file. Note: Managed custom folders are a premium feature of MRM. Each mailbox that uses the managed custom folders feature requires an Exchange Server Enterprise Client Access License. Configuration Configuration of managed folder archiving requires you to set up the following items: Enterprise Vault.cloud managed tags Microsoft Exchange managed folders Journaling rules for the managed folders To configure managed folder archiving 1 Create one of more Enterprise Vault.cloud managed tags in Enterprise Vault.cloud. Note: The name for the managed tags must match the name that is entered in the LabelForJournaling field when you create the Exchange managed folder labels. 2 Create and deploy one or more managed folders to users in Microsoft Exchange. 3 Set a journaling rule for each managed folder in Microsoft Exchange. 4 Set up a label for each managed folder in Microsoft Exchange for each Enterprise Vault.cloud managed tag. Note: The label appears as a header in the journal envelope of the items that are placed in the managed folder.

8 Reporting 8 Reporting The following information is added to the Customer Weekly Summary report and is available from the Archive Overview page in Archive Administration. Known tags received labels (except the Mailbox label) that match Enterprise Vault.cloud managed tags for your organization and the number of items that are associated with each label. Unknown tags received labels (except the Mailbox label) that do not match Enterprise Vault.cloud managed tags for your organization and the number of items that are associated with each label. Top ten users the top ten user address by the number of items journaled with the Mailbox label. Unprovisioned accounts users with Mailbox labels that are not recognized and the number of items that are associated with each user. Considerations and limitations General The retention feature must be enabled to use Enterprise Vault.cloud managed tags for extending the retention period of archived messages. Enterprise Vault.cloud currently only supports managed tags created using Unicode UTF-8 characters. Data is stored and reprocessed in the retention queue database for up to 90 days if attempts to apply managed tags are unsuccessful. The longest retention period that is associated with an item dictates how long that item is retained in Enterprise Vault.cloud. The results of users adding items other than Outlook messages or PST files have not been fully tested. Duplicate items may appear in Enterprise Vault.cloud if changes are made to the items. These changes may include messages that do not have a distribution list expanded or messages with an attachment from a digital signature. messages originating from PST files messages from PST files may contain common names instead of the full addresses in the sender or the recipient fields. The common names may be associated with any address in Active Directory or Enterprise Vault.cloud.

9 Considerations and limitations 9 To support association of an message from a PST file to an address, Exchange can apply the primary address for an Outlook user to the message envelope as a Mailbox label. The address identified by the Mailbox label is not displayed in the sender or the recipient fields of the applications. messages from PST files normally do not have distribution list information or BCC information. The missing information prevents the deduplication or the user assignment processes from working properly. messages from PST files normally do not have Internet header Message-IDs. The missing information prevents the deduplication process from working properly. messages that have not been journaled When the Mailbox label is recognized as a user, the messages are archived and assigned to the user. Additionally, the appropriate managed tags are added to the message where applicable. When the Mailbox label is not recognized as a user, the messages are archived and assigned to the Unassigned Legacy account. Additionally, the appropriate managed tags are added to the message where applicable. messages that have been journaled When the user is a known sender or recipient of the message, it is marked as a duplicate and the appropriate managed tags are added to the original message. If the user moves a message from one managed folder to another, the message is journaled again and the new managed tag is added to the original message. The message that was journaled again is marked as a duplicate. When the user is not a known sender or recipient of the message, it is archived again and is only visible to that user. The appropriate managed tags are added to the message where applicable.