How To Use Gfi Mailarchiver On A Pc Or Macbook With Gfi From A Windows 7.5 (Windows 7) On A Microsoft Mail Server On A Gfi Server On An Ipod Or Gfi.Org (

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1 GFI MailArchiver for Exchange 4 Manual By GFI Software

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. GFI MailArchiver is copyright of GFI SOFTWARE Ltd GFI Software. All rights reserved. Version 4.0 Last updated December 22, 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 (recommended)...8 Method 1: Using the exejcfg.exe tool...9 Method 2: Using the ADSI editor...9 Preparing Microsoft SQL Server for use with GFI MailArchiver...11 Creating the database...11 Installing GFI MailArchiver...12 Entering your license key after installation...14 Updating a GFI MailArchiver 4 installation with a more recent build...16 GFI MailArchiver 4 database schema updates...16 Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver Completing the GFI MailArchiver 3 to 4 upgrade process...20 Configuring GFI MailArchiver 23 Introduction to the Configuration...23 Configuring General settings...23 Configuring which s to archive...24 Configuring whose s to archive...25 Excluding a list of users from archiving...25 Archiving the s only of certain users...27 Archiving the s of all users...28 Removing users from the list...28 Configuring the archive stores...29 Configuring an archive store based on Microsoft SQL Server...30 Configuring an archive store based on Microsoft SQL Server and file system...36 Configuring an archive store based on GFI MailArchiver (Firebird) database and file system...43 Selecting in which archive store you want to archive s...48 Configure which archive stores can be browsed and searched...48 Configuring archive stores management...49 Changing the priority of the archive stores in the queue...52 Re-configuring the schedule settings...53 Attaching a GFI MailArchiver 3 database...53 Viewing archive store statistics...59 Re-configuring an archive store...60 Removing an archive store...61 Configuring access control...61 Configuring the full access group...61 GFI MailArchiver for Exchange Contents i

4 Configuring group managers...62 Configuring user access control...63 Removing Managers or Users from the lists...65 Configuring the mail servers to archive...65 Adding a local Microsoft Exchange mail server...65 Adding a remote Microsoft Exchange mail server...70 Adding a non-microsoft Exchange mail server...73 Re-configuring a mail server...74 Removing a mail server...74 Enable / Disable collection from a mail server...74 Managing the search indexes...74 Rebuilding a search index...76 Configuring retention policies...77 How are retention policies applied to s?...77 Creating a retention policy...78 Re-configuring a retention policy...84 Removing a retention policy...84 Modifying the priority of retention policies...84 Creating a retention policy to match all s...85 Enable / disable a retention policy...86 Configuring categorization policies...86 How are categorization policies applied to s?...87 Creating a categorization policy...87 Re-configuring a retention policy...93 Removing a categorization policy...93 Enable / disable a categorization policy...94 Using GFI MailArchiver 95 Introduction...95 Browsing the archive stores...96 Expanding a conversation thread...96 Viewing an Viewing internet headers...98 Viewing the whole conversation...99 Labeling the Restoring s through the OneClick Restore feature Saving an to disk Printing an Downloading attachments Refreshing the conversation list Browsing through the conversation pages Login as a different user Browsing s with an account that has access to other accounts Selecting a user account to browse Viewing the complete list of accounts you can access Searching the archive stores Searching with the advanced search Search for s labeled with a specific label Search by specifying the size Search by specifying the Message ID field Search by specifying the Recipient or Sender Search by specifying the Sent or Received date Search by specifying the Subject Search throughout the whole Searching using multiple search terms Removing search conditions Viewing s returned by a search Sorting the search results Creating and using search folders What is a search folder? Creating a search folder Viewing the search folder contents ii Contents GFI MailArchiver for Exchange

5 Modifying the search folder query Deleting a search folder Selecting the localization language Logging off from GFI MailArchiver Accessing GFI MailArchiver from Microsoft Outlook Resizing and hiding the navigation panel Importing s 127 Introduction Configuring the GFI MailArchiver Import Service Changing the date range associated with an archive store Removing an archive store from the configuration Sharing the pickup folder Using the GFI MailArchiver 2 Export wizard Using the GFI PST-Exchange Export wizard Microsoft Exchange Source Microsoft Exchange Public Folders Microsoft Outlook Personal Folders (.pst) Source Selecting the folders to extract from Set a cut off time Select the owner of the s Select a destination for the extracted s extraction process Skipped s Failed s Using the GFI MailEssentials Archive Export wizard Exporting s 155 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 165 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 a powerful yet easy-to-use archiving solution. With GFI MailArchiver, you can archive all internal and external into a central archive store. You can then easily manage the archive stores from the web-based configuration of GFI MailArchiver. If you want to, you can also allow users to browse and search past s via the web-based browse and 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. Archive s from multiple mail servers concurrently GFI MailArchiver allows you to configure multiple mail servers, 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. 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 GFI MailArchiver archive stores, you will keep your Exchange stores compact and your Exchange performance high. GFI MailArchiver for Exchange About GFI MailArchiver 1

8 Reduce administration costs You can backup and restore the GFI MailArchiver archive stores with ease, since the archive stores are stored in standard databases such as Microsoft SQL Server, Firebird database file, and compressed binary source files on disk. There is no need for special Exchange backup tools. Reduce storage requirements GFI MailArchiver archives 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 or in PST files. 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 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. Easy enforcement of company policies Having a central store of , enables you to easily search through corporate for particular text and enforce any company policies you may have in place. Optionally exclude archiving from particular users If required, you can instruct GFI MailArchiver not to archive to and from particular users, including Active Directory users. retention policies From the web-based configuration of GFI MailArchiver, you can configure retention policies that give you the control you need to remove s from the archive stores either immediately or after some time, based on the content, sender and recipient. categorization policies You can categorize s based on the content, sender and recipient, by assigning labels. categorization comes in handy when you want to limit your search to s with a particular label. labeling Apart from the labeling support offered by the categorization policies feature, individual users can create their own custom labels to 2 About GFI MailArchiver GFI MailArchiver for Exchange

9 identify and categorize their personal s. This feature gives the users great flexibility in categorizing their s and makes it easier to search and find the intended s. Search Folders Users can easily organize their s into dynamic views that list specific s that meet a certain search term, by creating search folders. The search folder will then list any existing archived s that fit the search query and will automatically include any new s archived that fit the same criteria. Restore through OneClick Restore Through the OneClick Restore feature, users can restore an from the archive store to a mailbox. How does GFI MailArchiver work? GFI MailArchiver connects to the mail servers configured, for example a journaling mailbox on the Microsoft Exchange Server, collects the s stored in the journaling mailbox, and archives them to the active database configured, for example Microsoft SQL Server. Figure 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? GFI MailArchiver should be installed on a machine that forms part of the Active Directory domain whilst taking 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, we suggest that you install GFI MailArchiver on a separate machine. NOTE: GFI MailArchiver does not require a dedicated machine when it is 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 (Service Pack 3 or higher) or Windows 2003 The machine needs to be a Domain Controller or connected to one, since GFI MailArchiver requires access to Active Directory. Microsoft.NET Framework 2.0 Internet Information Services (IIS) World Wide Web service NOTE: Ensure that ASP.NET is 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 Internet Explorer 5.5 or later NOTE: Upon installation, GFI MailArchiver creates a default archive store in a Firebird Database (open source). Therefore, Microsoft SQL Server is only a requirement if you would like to store data on Microsoft SQL Server instead of Firebird. GFI MailArchiver supports both Microsoft SQL Server 2000 (Service Pack 3 or higher) and Microsoft SQL Server Refer to the following Knowledge Base article for information regarding the Microsoft SQL Server collation mode required: Hardware requirements The hardware requirements for GFI MailArchiver are: Pentium 4 (or equivalent) - 2Ghz 512MB RAM 2 GB of available physical disk space (NTFS) Preparing the servers for use with GFI MailArchiver GFI MailArchiver requires a mail server from where to collect s, such as Microsoft Exchange Server, and optionally 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. 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 Exchange Server journaling feature will use the journaling mailbox to store a copy of each that passes through the server. GFI MailArchiver will then periodically check the journaling mailbox and archive any s found. To set up journaling on the Exchange Server, follow these steps: 1. Create a new mailbox where you want Microsoft Exchange to journal s. 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 then click Properties. 3. In the Properties dialog go to the General tab and select the Archive all messages sent or received by mailboxes on this store check box. Screenshot 1 - Enabling journaling on an 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 check box. 5. In the Select Recipient dialog box, enter the journaling mailbox name you created in step one, for example journal, and click OK. NOTE: If you want to archive s to a public folder, enter a public folder name in the Select Recipient dialog. However, note that Microsoft does not recommend using public folders as the journal recipient. More information is available in the following Microsoft Knowledge Base article, (refer to question 6 in the question and answer section). Screenshot 2 - Selecting the journaling mailbox name 6. Close the Mailbox Store Properties dialog and the Exchange System Manager management console. The Exchange Server journaling mailbox created is now ready for use with GFI MailArchiver. Enabling Envelope Journaling (recommended) NOTE: If you want to archive header information, you need to read this section to enable Exchange Envelope Journaling. If you do not want to archive header information skip this section. GFI MailArchiver will still work correctly. Envelope Journaling is available in Exchange 2000 post Service Pack 3 and Exchange 2003 Service Pack 1. 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. For more information about Envelope Journaling, please visit this Microsoft web page: How Exchange Server Envelope Journaling Works. You can enable Envelope Journaling by using either one of these methods: 1. Use the Exchange Server Journaling Advanced Configuration (exejcfg.exe) tool. 2. Use the ADSI editor management console. 8 Installing GFI MailArchiver GFI MailArchiver for Exchange

15 Method 1: Using the exejcfg.exe tool To enable Envelope Journaling using the exejcfg.exe tool, follow these steps: 1. Open the command prompt. 2. Navigate to the folder in which you copied the exejcfg.exe tool. 3. To enable Envelope Journaling, type exejcfg e and press Enter. NOTE 1: exejcfg d disables Envelope Journaling for that organization. NOTE 2: You can download the exejcfg.exe tool from the following Microsoft web page: NOTE 3: You can use the exejcfg.exe tool downloaded from the above link in both Exchange 2000 and Exchange 2003 Server environments. Method 2: Using the ADSI editor To enable Envelope Journaling using the ADSI editor, follow these steps: 1. Open the adsiedit.msc console. NOTE: You can find the adsiedit.msc tool in the Windows 2003 Server support tools and in the Windows 2000 Server resource kit. Screenshot 3 - ADSI Edit 2. Navigate to the CN=<your organization name> node by expanding ADSI Edit Configuration <CN=Configuration> GFI MailArchiver for Exchange Installing GFI MailArchiver 9

16 <CN=Services> <CN=Microsoft Exchange>. Right-click on the CN<your organization name> node and then click Properties. 3. In the properties dialog, select the heuristics attribute from the Attributes list and click the Edit button. Screenshot 4 - Heuristics attribute 4. In the Integer Attribute Editor dialog, type 512 in the Value edit box and click OK. Screenshot 5 - 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 6 - Heuristics value set to Click OK to save the new setting and close the ADSIEdit console. Note: A value of 512 enables Envelope Journaling, and a value of 0 disables Envelope Journaling. Preparing Microsoft SQL Server for use with GFI MailArchiver This section is optional, since GFI MailArchiver now supports archive stores based on the Firebird database. If you want to create archive stores based on Microsoft SQL Server, you need to follow the steps in this section to create a new empty database through the Enterprise Manager. NOTE 1: You must configure Microsoft SQL Server to use Mixed Authentication mode to be able to use it with GFI MailArchiver. To do so, load the Enterprise Manager, right-click on the SQL Server node and click Properties. In the properties dialog, access the Security tab and click SQL Server and Windows under Authentication. NOTE 2: Refer to the following Knowledge Base article for further information regarding the Microsoft SQL Server collation mode required: Creating the database 1. Open the SQL Server Enterprise Manager; navigate to and expand the SQL Server node on which you want to create the database. GFI MailArchiver for Exchange Installing GFI MailArchiver 11

18 2. Right-click on the Databases node, and then click New Database. Screenshot 7 - Creating a new database 3. In the Database Properties dialog box, type a name for the new database in the Name box, for example, 'MailArchiver', and then click OK. NOTE 1: For optimal performance, pre-allocate space for both the data and transaction files, for example, 500 MB for the data file and 50MB for the transaction file to avoid grow operations while archiving to the database, at least 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 box. 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 20 GB, you should consider configuring the archive stores management feature of GFI MailArchiver. More information on this feature is available in the Configuring archive stores management section of the Configuring GFI MailArchiver chapter. Installing GFI MailArchiver 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 and close all open applications on the machine. 3. Check that the machine you are installing GFI MailArchiver on meets the system and hardware requirements specified earlier in this chapter. 12 Installing GFI MailArchiver GFI MailArchiver for Exchange

19 To install GFI MailArchiver follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver4.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Read the license agreement displayed in the License agreement page and click I accept the terms in the license agreement if you accept the terms of the license agreement. Click Next to continue the installation. Screenshot 8 - Entering the administrator address and product license key 3. Type the administrator address in the Administrator box. If you bought a license for GFI MailArchiver, type it in the License Key box. If you do not have a license yet and want to evaluate GFI MailArchiver, leave the default evaluation license key in the License Key box. Click Next to continue the installation. NOTE: When you use the evaluation license key, you will be able to use GFI MailArchiver for 10 days. If later you decide to buy GFI MailArchiver, you will not need to install GFI MailArchiver again entering the purchased license key will be sufficient.. 4. To install GFI MailArchiver to the default location, click Next to continue. If you want to specify an alternative location where to install GFI MailArchiver, click Change and select a new installation path. Then click Next to continue with the installation. 5. Select the website where you want to install the GFI MailArchiver web interface from the Website list. In the Virtual Directory Alias box (set to MailArchiver by default), type the name for the GFI MailArchiver web interface virtual folder. To continue with the installation click Next. GFI MailArchiver for Exchange Installing GFI MailArchiver 13

20 Screenshot 9 - Selecting a Website and Virtual Directory 6. Click Install to start the installation of GFI MailArchiver with the settings you configured in the previous pages. Screenshot 10 - GFI MailArchiver installation progress 7. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard. 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 important; since it allows us to give you support, and notify you of important product news. Register at 14 Installing GFI MailArchiver GFI MailArchiver for Exchange

21 If you purchased GFI MailArchiver, you need to enter your license key in the GFI MailArchiver configuration. To do this, follow these steps: 1. Click Start All Programs GFI MailArchiver GFI MailArchiver to load the GFI MailArchiver configuration in Internet Explorer. 2. When prompted for a user name and password, type in the username and password of an account that has administrative privileges, to access the GFI MailArchiver configuration. 3. Click on the GFI MailArchiver Configuration Licensing node, in the left navigation pane. 4. Type or paste the GFI MailArchiver license key you bought in the License key box, then click Verify License Key. Screenshot 11 - Entering the GFI MailArchiver license key 5. If you entered the license key correctly, GFI MailArchiver displays the following information: The License Status, the number of Licensed Users, the count of Mail Enabled Users, and for how long GFI MailArchiver has been running next to the Statistics label. If the license key specified is invalid, GFI MailArchiver will display Invalid license key in red next to the License Key box. If you entered a valid license key, click Save Settings. NOTE 1: The license key you bought is licensed for a number of users as shown next to the Licensed Users label. The number of Mail Enabled Users must always be smaller than or equal to the number of Licensed Users the license supports. If not, GFI MailArchiver will continue to work for 15 more days until you buy a new license key, and then expire if a new license key is not specified. NOTE 2: GFI MailArchiver counts the number of mail enabled users differently, depending on the exclusion settings configured in the Archiving and User Exclude Options node. The following points describe how GFI MailArchiver counts mail enabled users in the three possible scenarios of: archiving s for all users, archiving s for all users except for the users specified and archiving s only for the users specified. For the examples, we will consider an Active GFI MailArchiver for Exchange Installing GFI MailArchiver 15

22 Directory (AD) made up of 40 objects, 12 of which are mail-enabled users. Archiving s for all users GFI MailArchiver counts all the mail enabled user accounts. It does not count other objects such as groups or machines. GFI MailArchiver will thus display 12 near the Mail Enabled Users label. Archiving s for all users except for the users specified GFI MailArchiver counts all mail enabled user accounts and subtracts the count of AD user accounts (not addresses) specified in the list. Therefore, if you specified three AD user accounts and one address for exclusion from archiving, GFI MailArchiver will display 9, near the Mail Enabled Users label. Archiving s only for the users specified GFI MailArchiver counts the AD user accounts (not addresses) specified for inclusion in archiving. Therefore, if you specified three AD users for inclusion in archiving, GFI MailArchiver will display 3, near the Mail Enabled Users label. Please note that if you specify even one address for inclusion in archiving, GFI MailArchiver will count all AD mail enabled user accounts and thus will display 12 near the Mail Enabled Users label. Updating a GFI MailArchiver 4 installation with a more recent build If you want to update your current installation of GFI MailArchiver 4 with a more recent build, follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver4.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Follow the installation wizard on-screen instructions. 3. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard. GFI MailArchiver 4 database schema updates If the build you are updating GFI MailArchiver 4 to, includes updates to the database schema, the installation wizard will inform you about this with the following screenshot. The installation will disable collection and archiving from the mail servers configured, since GFI MailArchiver cannot use the databases until you perform the update procedure outlined below. 16 Installing GFI MailArchiver GFI MailArchiver for Exchange

23 Screenshot 12 - Database schema updates When the installation completes you need to perform the following steps to update the database schema of the archive stores configured and re-enable collection and archiving from the mail servers configured. 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 GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. 3. Click the button, to the right of the archive store, to launch the Archive Store Wizard. 4. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. GFI MailArchiver for Exchange Installing GFI MailArchiver 17

24 Screenshot 13 - Upgrade database schema 5. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 6. Click Finish to close the wizard. 7. Repeat steps 3 to 6 for each archive store configured in the Archive Stores page. 8. Click Save Settings. 9. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. If you configured archive stores in this page, follow steps 10 to 15. If not, go to step Click the button, to the right of the archive store, to launch the Archive Store Wizard. 11. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. 12. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 13. Click Finish to close the wizard. 14. Repeat steps 10 to 13 for each archive store configured in the Archive Stores Management page. 15. Click Save Settings. 16. You now need to re-enable collection and archiving from the mail servers configured. To do so, click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 17. Click the button, to the right of the mail server, to launch the Mail Server Wizard. 18. On the first page of the Mail Server Wizard, select the Archive s from this server check box. 18 Installing GFI MailArchiver GFI MailArchiver for Exchange

25 19. Click Finish to close the wizard. 20. Repeat steps 17 to 19 for each mail server configured in the Mail Servers to Archive page. 21. Click Save Settings. Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver 4 NOTE: Before upgrading to GFI MailArchiver 4, make sure that you are running the latest build of GFI MailArchiver 3. If not, first install the latest build of GFI MailArchiver 3, then upgrade to GFI MailArchiver 4. If you currently have a machine with GFI MailArchiver 3 installed, and you want to upgrade that installation to GFI MailArchiver 4, follow these steps: NOTE 1: Microsoft Access databases are no longer supported and will not be upgraded. NOTE 2: You can browse and search upgraded GFI MailArchiver 3 databases from GFI MailArchiver 4, but you will not be able to archive further data into them. NOTE 3: Databases configured in the database management feature of GFI MailArchiver 3 are not upgraded and will not be listed in the GFI MailArchiver 4 Archive Stores Management page. 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver4.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Follow the installation wizard on-screen instructions. 3. The installation wizard will inform you that it will upgrade your current GFI MailArchiver installation and that you need to perform some post-installation steps to complete the upgrade process. The post-installation upgrade steps are outlined below and in the following Knowledge Base article: To continue with the upgrade process, click Next. GFI MailArchiver for Exchange Installing GFI MailArchiver 19

26 Screenshot 14 - Upgrading the GFI MailArchiver 2 installation to GFI MailArchiver 3 4. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard. Completing the GFI MailArchiver 3 to 4 upgrade process Once the installation completes you need to follow these steps to upgrade the GFI MailArchiver 3 databases and re-enable collection and archiving from the mail servers configured. 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 GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. In the Archive Stores page, you will see a default database created by the GFI MailArchiver 4 installation, and all the Microsoft SQL Server based GFI MailArchiver 3 databases found in the previous installation. 3. Click the button, for one of the GFI MailArchiver 3 databases listed. This will launch the Archive Store Wizard. 4. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. 5. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 6. Click Finish to close the wizard. 7. Repeat steps 3 to 6 for each of the GFI MailArchiver 3 databases listed in the Archive Stores page. 8. Click Save Settings. 9. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. In the Mail Servers to Archive page, you will see the mail servers you configured and archived s from in GFI MailArchiver 3. To give you time to 20 Installing GFI MailArchiver GFI MailArchiver for Exchange

27 configure where you want to archive s before GFI MailArchiver 4 starts archiving s to the default database, all the mail servers listed have archiving disabled. Thus, you now need to re-enable collection and archiving from the mail servers configured. 10. Click the button, to the right of a mail server, to launch the Mail Server Wizard. 11. On the first page of the Mail Server Wizard, select the Archive s from this server check box. 12. Click Finish to close the wizard. 13. Repeat steps 10 to 12 for each mail server configured in the Mail Servers to Archive page. 14. Click Save Settings. You have completed the upgrade process from GFI MailArchiver 3 to GFI MailArchiver 4. You can now browse through the s previously archived by GFI MailArchiver 3 and any newly archived s, by clicking on the GFI MailArchiver Conversations Browse node. 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 completes, you need to configure some settings, such as from where do you want to archive s, who do you need to exclude from the archiving process and in which archive store do you want to store archived s, amongst others. To access the GFI MailArchiver configuration, follow these steps: 1. Click Start All Programs GFI MailArchiver GFI MailArchiver to load the GFI MailArchiver configuration in Internet Explorer. 2. When prompted for a user name and password, type in the username and password of an account that has administrative privileges, to access the GFI MailArchiver configuration. 3. Click any of the nodes listed under the GFI MailArchiver Configuration node, to configure and view the current settings for that node. Screenshot 15 - GFI MailArchiver Configuration Configuring General settings From the General Settings configuration page, you can specify the administrator address and the SMTP server and port number GFI MailArchiver should use to send administrative notification s and when restoring s to a mailbox through OneClick Restore. To configure the general settings, follow these steps: GFI MailArchiver for Exchange Configuring GFI MailArchiver 23

30 1. Load the GFI MailArchiver Configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration General Settings node, in the left navigation pane. Screenshot 16 Configuring general settings 3. Type the administrator address in the Administrator Address box. 4. Specify the SMTP server name or IP address in the SMTP Server box. Specify the SMTP server port number in the Port Number box. 5. Click Save Settings. Configuring which s to archive To configure which s you want GFI MailArchiver to archive, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. To archive inbound s, under Archiving Options select the Inbound s check box. 4. To archive outbound s, under Archiving Options select the Outbound s check box. 5. To archive internal s, under Archiving Options select the Internal s check box. 6. Click Save Settings. 24 Configuring GFI MailArchiver GFI MailArchiver for Exchange

31 Screenshot 17 - Selecting the s you want to archive Configuring whose s to archive In the Configuring which s to archive section earlier in this chapter, you configured which s you want GFI MailArchiver to archive based on the direction (inbound, outbound, and internal). This section will show you how to control whose s you want GFI MailArchiver to archive, by configuring exclude options. By default, GFI MailArchiver is configured to Archive s for all users. Excluding a list of users from archiving To archive the s of all users but exclude some users from archiving, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive s for all users, except anyone listed below. 4. To exclude a specific address, select from the list that is inline with the Add button. 5. In the box next to the list, type the address you want to exclude from archiving. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. You can use question marks to match any letter. For example,???n@?asterdomain.com will match both [email protected] and [email protected]. To exclude a whole domain, use the asterisk wildcard instead of the account name, for example *@masterdomain.com. NOTE: You can specify both local addresses as well as external addresses. GFI MailArchiver for Exchange Configuring GFI MailArchiver 25

32 6. Click Add to add the address to the list. Screenshot 18 - Excluding an address 7. To add more excluded addresses, repeat steps 5 and To exclude an Active Directory user, select User from the list that is inline with the Add button. Screenshot 19 - Excluding an Active Directory user 9. The list next to the Add button, lists all enabled Active Directory users. Select the one you want to exclude from archiving. 10. Click Add to add the Active Directory user to the list. 11. To add more excluded users, repeat steps 9 and Configuring GFI MailArchiver GFI MailArchiver for Exchange

33 Screenshot 20 - Active Directory user excluded 12. Click Save Settings. NOTE: GFI MailArchiver will not archive an that has a sender or recipient listed in the exclusion list. For example, if you exclude [email protected] from archiving, and [email protected] sends an to [email protected] and [email protected], GFI MailArchiver will not archive the . Archiving the s only of certain users To archive the s only of certain users and exclude everyone else, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive s only for the users listed below. 4. To include a specific address, select from the list that is inline with the Add button. 5. In the box next to the list, type the address you want to include for archiving. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. You can use question marks to match any letter. For example,???n@?asterdomain.com will match both [email protected] and [email protected]. To include a whole domain, use the asterisk wildcard instead of the account name, for example *@masterdomain.com. NOTE: You can specify both local addresses as well as external addresses. 6. Click Add to add the address to the list. GFI MailArchiver for Exchange Configuring GFI MailArchiver 27

34 7. To include more addresses, repeat steps 5 and To include an Active Directory user, select User from the list that is inline with the Add button. 9. The list next to the Add button, lists all enabled Active Directory users. Select the one you want to include for archiving. 10. Click Add to add the Active Directory user to the list. 11. To include more users, repeat steps 9 and 10. Screenshot 21 Archiving s only for the users listed 12. Click Save Settings. NOTE: GFI MailArchiver will archive an that has a sender or recipient listed in the inclusion list. For example, if you exclude everyone except [email protected] from archiving, and [email protected] sends an to [email protected] and [email protected], GFI MailArchiver will archive the . Archiving the s of all users If you want to archive the s of all users, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive s for all users. NOTE: You do not need to remove the users or addresses you might have previously added to the list, since GFI MailArchiver will ignore these entries when you select Archive s for all users. 4. Click Save Settings. Removing users from the list To remove individual addresses or Active Directory users from the list, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 28 Configuring GFI MailArchiver GFI MailArchiver for Exchange

35 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Click the button 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 Save Settings. Configuring the archive stores This section will show you how to configure the archive stores where you want GFI MailArchiver to store the archived s. What is an archive store? When GFI MailArchiver archives an , it stores the following information: source in compressed format. This is stored either on disk or in the database. Metadata related to the . This is always stored in a database. Search index entries updated with data. The search index is always stored on disk. This related data makes up an archive store in GFI MailArchiver. GFI MailArchiver supports three types of archive stores, these are: Microsoft SQL Server archive store The source and metadata is stored in the database. The search index is stored on disk (NTFS). Microsoft SQL Server and (NTFS) file system archive store The metadata is stored in the database. The source and search index are stored on disk (NTFS). GFI MailArchiver database and (NTFS) file system The metadata is stored in a Firebird database. The source and search index are stored on disk (NTFS). NOTE: The GFI MailArchiver installation creates an archive store based on Firebird and (NTFS) file system and configures GFI MailArchiver to archive s into it, by default. To configure an archive store do the following: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. GFI MailArchiver for Exchange Configuring GFI MailArchiver 29

36 Screenshot 22 - The Archive Stores page 3. Follow the steps in either one of the following sections depending on the type of archive store you want to create. Configuring an archive store based on Microsoft SQL Server In this type of archive store, archived metadata and the compressed binary source are stored in the Microsoft SQL Server database. The search index is stored on disk (NTFS). NOTE: Before you configure an archive store based on Microsoft SQL Server, 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 an archive store based on Microsoft SQL Server, follow these steps: 1. In the Archive Stores page, click Add Archive Store, to display the Archive Store Wizard. 2. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, Jan - Mar This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 3. If you want to grant your network users the ability to browse and search through the archived s, select the Allow users to browse and search this archive store check box. 4. Since you are now configuring a new archive store, leave the Do not allow further archiving into this archive store check box clear. This option is useful when you want to attach a Microsoft SQL Server database that contains archived s for browsing and searching, but do not want to archive further data into the database. 5. Click Next to continue. 30 Configuring GFI MailArchiver GFI MailArchiver for Exchange

37 Screenshot 23 Archive Store Wizard 6. Click Microsoft SQL Server database and then click Next. 7. Select the Microsoft SQL Server where the backend database is stored from the Microsoft SQL Server box. If the Microsoft SQL Server you want to use is not detected and listed automatically by the wizard, you can type the IP or machine name of the server hosting the Microsoft SQL Server you want to use. NOTE: If you want to connect to a Microsoft SQL Server on an alternate port, type the port number in the Microsoft SQL Server box using the following format SQLServerMachineName, PortNumber. 8. Select the authentication method you want to use. If you select Windows Authentication, the Wizard will use the credentials of the account displayed in parenthesis next to the option. If you want to use SQL Server authentication, click Microsoft SQL Server Authentication and type the login name and password in the Login Name and Password boxes respectively. Click Next to continue. NOTE 1: Regardless of which authentication method you choose, ensure that the account used to log on has administrative privileges or is set as the database owner, dbo, on the database. NOTE 2: The wizard does not store the credentials specified in this page. The wizard will only use the credentials to connect and create the necessary schema in the backend database. GFI MailArchiver for Exchange Configuring GFI MailArchiver 31

38 Screenshot 24 Select Microsoft SQL Server and authentication method 9. Click on the database you want to use from the list and then click Next. Screenshot 25 - Selecting the Microsoft SQL Server database 10. The wizard will connect to the selected database to create and verify the database schema required by GFI MailArchiver. When the wizard completes the schema creation and verification, it displays Database verification successful. Click Next to continue. 32 Configuring GFI MailArchiver GFI MailArchiver for Exchange

39 Screenshot 26 - Database schema created and verified 11. GFI MailArchiver creates two roles, db_marc_archive and db_marc_browse, on the database selected for added security. GFI MailArchiver uses the db_marc_browse role for browsing only and requires read only access. GFI MailArchiver uses the db_marc_archive role for archiving only and requires write access. You now need to specify the accounts to use for the archiving and browsing roles. Screenshot 27 - Specifying the Archiving and Search /Browsing accounts GFI MailArchiver for Exchange Configuring GFI MailArchiver 33

40 NOTE 1: We recommend using different accounts for archiving and browsing, since it will result in increased security. To do so, leave the Use the same credentials specified for the archiving role check box clear. NOTE 2: We recommend specifying nonexistent accounts, for both archiving and browsing roles, so that the wizard will create them automatically for you with the correct database roles assigned. To do so, leave the Create the login accounts specified automatically if they do not exist check box selected. Click Next to create the accounts and continue. 12. The wizard will connect to the database to create the specified accounts and assign the respective role. When the wizard completes it displays User creation successful. Click Next to continue. Screenshot 28 - Archiving and Search /Browsing accounts created 13. GFI MailArchiver creates a search index, based on the content of the s archived, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store. You can do this either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list. NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space. The search index uses more disk space as additional s get stored in the archive store. Click Next to continue. 34 Configuring GFI MailArchiver GFI MailArchiver for Exchange

41 Screenshot 29 - Specifying where to store the search index 14. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard. Screenshot 30 - Archive Store Wizard finish page 15. The table in the Archive Stores page lists the newly created archive store. To save the archive store in the configuration, click Save Settings. GFI MailArchiver for Exchange Configuring GFI MailArchiver 35

42 Screenshot 31 - New archive store saved in configuration Configuring an archive store based on Microsoft SQL Server and file system In this type of archive store, archived metadata is stored in the Microsoft SQL Server database, while the archived binary source is stored in compressed format on disk (NTFS). The search index is as always, stored on disk (NTFS). NOTE: Before you configure an archive store based on Microsoft SQL Server and file system, 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 an archive store based on Microsoft SQL Server and file system, follow these steps: 1. In the Archive Stores page, click Add Archive Store, to display the Archive Store Wizard. 2. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, Jan - Mar This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 3. If you want to grant your network users the ability to browse and search through the archived s, select the Allow users to browse and search this archive store check box. 4. Since you are now configuring a new archive store, leave the Do not allow further archiving into this archive store check box clear. This option is useful when you want to attach a Microsoft SQL Server database that contains archived s for browsing and searching, but do not want to archive further data into the database. 5. Click Next to continue. 36 Configuring GFI MailArchiver GFI MailArchiver for Exchange

43 Screenshot 32 - Archive Store Wizard 6. Click Microsoft SQL Server database and file system and then click Next. 7. Select the Microsoft SQL Server where the backend database is stored from the Microsoft SQL Server box. If the Microsoft SQL Server you want to use is not detected and listed automatically by the wizard, you can type the IP or machine name of the server hosting the Microsoft SQL Server you want to use. NOTE: If you want to connect to a Microsoft SQL Server on an alternate port, type the port number in the Microsoft SQL Server box using the following format SQLServerMachineName, PortNumber. 8. Select the authentication method you want to use. If you select Windows Authentication, the Wizard will use the credentials of the account displayed in parenthesis next to the option. If you want to use SQL Server authentication, click Microsoft SQL Server Authentication and type the login name and password in the Login Name and Password boxes respectively. Click Next to continue. NOTE 1: Regardless of which authentication method you choose, ensure that the account used to log on has administrative privileges or is set as the database owner, dbo, on the database. NOTE 2: The wizard does not store the credentials specified in this page. The wizard will only use the credentials to connect and create the necessary schema in the backend database. GFI MailArchiver for Exchange Configuring GFI MailArchiver 37

44 Screenshot 33 Select Microsoft SQL Server and authentication method 9. Click on the database you want to use from the list and then click Next. Screenshot 34 - Selecting the Microsoft SQL Server database 10. In this page, specify the full path where you want to store the archived s compressed binary source for this archive store. Type the path in the Full path to original s storage location box. 38 Configuring GFI MailArchiver GFI MailArchiver for Exchange

45 NOTE 1: The archived s compressed binary source should be stored on a disk with ample free space available. Depending on your mail server traffic, you might need a hundred gigabytes or more of free storage space to cater for a year s worth of . The amount of disk space required depends on many factors such as, amount of s archived per year, average number of attachments per , and the type of attachments, for example, compressed images, such as jpeg, do not compress much, but text and Microsoft Word documents compress to a much smaller file size. NOTE 2: You can also specify a UNC path where you want to store the archived compressed binary source. GFI MailArchiver will use the local system account for authentication. If the local system account does not have the necessary permissions, select the Use the following login and password to access the above UNC path check box and specify a login name and password in the Login Name and Password boxes respectively. Click Next to continue. Screenshot 35 Specifying the path for the archived s binary source storage location 11. The wizard will connect to the selected database to create and verify the database schema required by GFI MailArchiver. When the wizard completes the schema creation and verification, it displays Database verification successful. Click Next to continue. GFI MailArchiver for Exchange Configuring GFI MailArchiver 39

46 Screenshot 36 - Database schema created and verified 12. GFI MailArchiver creates two roles, db_marc_archive and db_marc_browse, on the database selected for added security. GFI MailArchiver uses the db_marc_browse role for browsing only and requires read only access. GFI MailArchiver uses the db_marc_archive role for archiving only and requires write access. You now need to specify the accounts to use for the archiving and browsing roles. Screenshot 37 - Specifying the Archiving and Search /Browsing accounts 40 Configuring GFI MailArchiver GFI MailArchiver for Exchange

47 NOTE 1: We recommend using different accounts for archiving and browsing, since it will result in increased security. To do so, leave the Use the same credentials specified for the archiving role check box clear. NOTE 2: We recommend specifying nonexistent accounts, for both archiving and browsing roles, so that the wizard will create them automatically for you with the correct database roles assigned. To do so, leave the Create the login accounts specified automatically if they do not exist check box selected. Click Next to create the accounts and continue. 13. The wizard will connect to the database to create the specified accounts and assign the respective role. When the wizard completes it displays User creation successful. Click Next to continue. Screenshot 38 - Archiving and Search /Browsing accounts created 14. GFI MailArchiver creates a search index, based on the content of the s archived, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store. You can do this either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list. NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space. The search index uses more disk space as additional s get stored in the archive store. Click Next to continue. GFI MailArchiver for Exchange Configuring GFI MailArchiver 41

48 Screenshot 39 - Specifying where to store the search index 15. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard. Screenshot 40 - Archive Store Wizard finish page 16. The table in the Archive Stores page lists the newly created archive store. To save the archive store in the configuration, click Save Settings. 42 Configuring GFI MailArchiver GFI MailArchiver for Exchange

49 Screenshot 41 - New archive store saved in configuration Configuring an archive store based on GFI MailArchiver (Firebird) database and file system NOTE: To use this option, you do not need to have Firebird installed on the machine, since the GFI MailArchiver installation installs the required Firebird support libraries. In this type of archive store, archived metadata is stored in the GFI MailArchiver (Firebird) database, while the archived binary source is stored in compressed format on disk (NTFS). The search index is also stored on disk (NTFS). To configure an archive store based on GFI MailArchiver (Firebird) database and file system, follow these steps: 1. In the Archive Stores page, click Add Archive Store, to display the Archive Store Wizard. 2. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, Jan - Mar This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 3. If you want to grant your network users the ability to browse and search through the archived s, select the Allow users to browse and search this archive store check box. 4. Since you are now configuring a new archive store, leave the Do not allow further archiving into this archive store check box clear. This option is useful when you want to attach a Firebird database that contains archived s for browsing and searching, but do not want to archive further data into the database. 5. Click Next to continue. GFI MailArchiver for Exchange Configuring GFI MailArchiver 43

50 Screenshot 42 - Archive Store Wizard 6. Click GFI MailArchiver database and file system and then click Next. 7. In this page, you need to specify the full path, including database file name with extension.fdb, where you want to store the Firebird database for this archive store. You can do this either by typing it in the Full path to the Firebird database file box or else by selecting the folder visually from the list. If you specify an inexistent path or file name, the wizard will create it automatically for you. Screenshot 43 Specify storage location for Firebird database 44 Configuring GFI MailArchiver GFI MailArchiver for Exchange

51 NOTE: The Firebird database should be stored on a disk with ample free space available, since it can consume a lot of disk space. The Firebird database consumes more disk space as additional s get stored in the archive store. Click Next to continue. 8. In this page, specify the full path where you want to store the archived s compressed binary source for this archive store. Type the path in the Full path to original s storage location box. NOTE 1: The archived s compressed binary source should be stored on a disk with ample free space available. Depending on your mail server traffic, you might need a hundred gigabytes or more of free storage space to cater for a year s worth of . The amount of disk space required depends on many factors such as, amount of s archived per year, average number of attachments per , and the type of attachments, for example, compressed images, such as jpeg, do not compress much, but text and Microsoft Word documents compress to a much smaller file size. NOTE 2: You can also specify a UNC path where you want to store the archived compressed binary source. GFI MailArchiver will use the local system account for authentication. If the local system account does not have the necessary permissions, select the Use the following login and password to access the above UNC path check box and specify a login name and password in the Login Name and Password boxes respectively. Click Next to continue. Screenshot 44 - Specifying the path for the archived s binary source storage location 9. The wizard will create the specified database with the schema required by GFI MailArchiver. When the wizard completes the schema creation and verification, it displays Database verification successful. Click Next to continue. GFI MailArchiver for Exchange Configuring GFI MailArchiver 45

52 Screenshot 45 - Database schema created and verified 10. GFI MailArchiver creates a search index, based on the content of the s archived, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store. You can do this either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list. Screenshot 46 - Specifying where to store the search index 46 Configuring GFI MailArchiver GFI MailArchiver for Exchange

53 NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space. The search index uses more disk space as additional s get stored in the archive store. Click Next to continue. 11. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard. Screenshot 47 - Archive Store Wizard finish page 12. The table in the Archive Stores page lists the newly created archive store. To save the archive store in the configuration, click Save Settings. Screenshot 48 - New archive store saved in configuration GFI MailArchiver for Exchange Configuring GFI MailArchiver 47

54 Selecting in which archive store you want to archive s In GFI MailArchiver, you can configure multiple archive stores, but GFI MailArchiver can store new only to a single archive store at a time. To configure into which archive store you want to archive new s, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. 3. Select the archive store you want to archive new s into from the Archive in the following store list. Screenshot 49 - Selecting the active archive store 4. Click Save Settings. Configure which archive stores can be browsed and searched GFI MailArchiver gives you the ability to hide certain archive stores from the users. For example, if an archive store contains very old s and you do not want the network users to be able to browse and search through it any longer, you can hide it. Screenshot 50 - Archive store list in browse page 48 Configuring GFI MailArchiver GFI MailArchiver for Exchange

55 To control which archive stores the network users can browse and search, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. 3. Click the button to the right of the archive store you want to modify, to display the Archive Store Wizard. On the first page, select or clear the Allow users to browse and search this archive store check box, to make the archive store visible or hidden to the users respectively. 4. Click Finish to close the wizard and then click Save Settings. GFI MailArchiver will update the archive store lists in the Browse and Search pages accordingly. Screenshot 51 Archive store list in browse page updated Configuring archive stores management Through the GFI MailArchiver Archive Stores Management feature, you can set up a queue of new archive stores that GFI MailArchiver will start archiving to according to the schedule you configure. This feature is useful because it allows you to: 1. Keep the active archive store size under control, by configuring GFI MailArchiver to start archiving to a new archive store every quarter, for example. 2. Create archive stores for each quarter or year, for example, so that you can better manage which archive stores you want to allow network users to browse and search. To configure archive stores management, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. GFI MailArchiver for Exchange Configuring GFI MailArchiver 49

56 Screenshot 52 - Archive Stores Management 3. You now need to create a queue of archive stores, which GFI MailArchiver will start archiving to, according to the schedule you will setup up later on. To add an archive store to the queue, click Add Archive Store. 4. Use the Archive Store Wizard as outlined in one of the following sections earlier in this chapter, depending on the type of archive store you want to create. Configuring an archive store based on Microsoft SQL Server Configuring an archive store based on Microsoft SQL Server and file system Configuring an archive store based on GFI MailArchiver (Firebird) database and file system 5. Repeat steps 3 and 4 above to add as many archive stores to the queue as you want. NOTE: When adding archive stores to the queue, make sure you always select a new database backend. This is important since if you choose the same database for different archive stores in the queue, you would end up with s from different periods in the same archive store, which would be confusing for both the users who search and browse the s, as well as for performing administrative tasks on the archive store. 50 Configuring GFI MailArchiver GFI MailArchiver for Exchange

57 Screenshot 53 Archive stores added to the queue 6. You now need to configure the schedule that controls when GFI MailArchiver will start archiving to the archive stores in the queue. To enable the archive stores management feature and configure the schedule, select the Enable the swap archive store schedule check box. 7. From the Start schedule on lists, select when you want the first archive store in the table to become active. For example, if you want to start archiving to the first archive store in the table from the beginning of the year 2007, select January and 2007 from the list. 8. Next, you need to specify how often you want GFI MailArchiver to switch to a new archive store from the table. For example, if you want to use a new archive store every quarter, type 3 in the Swap archive store every box. 9. Notice that the Start Archiving to on column shows when GFI MailArchiver will start archiving to each archive store in the queue. Click Save Settings. NOTE 1: GFI MailArchiver lists the archive stores in the table in Start archiving to on date order. The archive store listed on top is the one that GFI MailArchiver will start archiving to first according to the schedule, followed by the one beneath it and so on. NOTE 2: Network users cannot browse and search the archive stores listed in the Archive Stores Management page, even though the corresponding row under the User Browsing Allowed column is checked. The User Browsing Allowed column in the Archive Stores Management page shows you whether the network users will be able to browse and search the archive store, once GFI MailArchiver starts archiving to it and thus becomes active. GFI MailArchiver for Exchange Configuring GFI MailArchiver 51

58 Screenshot 54 - Archive Stores Management schedule configured Five days before GFI MailArchiver starts archiving to the next archive store in the queue, it will test the archive store settings. GFI MailArchiver will then send a notification , to the administrator s address you configured in the General Settings node, to inform you whether the test was successful or not. If the archive store settings failed the test, GFI MailArchiver will inactivate the schedule. You must then check why the first archive store in the queue failed and after you fix the problem re-activate the schedule. When GFI MailArchiver starts archiving to a new archive store according to the schedule you configure, the following actions take place: GFI MailArchiver will remove the archive store from the Archive Stores Management list and move it to the Archive Stores list. GFI MailArchiver will send a notification , to the administrator s address you configured in the General Settings node. GFI MailArchiver will check that there are more archive stores in the queue, so that when the time comes for GFI MailArchiver to use a new archive store, one is actually available in the queue. If there are no more archive stores configured in the queue, GFI MailArchiver will inform you of this in the notification and disable the schedule. Changing the priority of the archive stores in the queue If you want to modify the priority of a particular archive store in the archive stores management queue, so that GFI MailArchiver starts 52 Configuring GFI MailArchiver GFI MailArchiver for Exchange

59 archiving to the archive store before or after another archive store, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. 3. Click the button or button to the left of the archive store to raise or lower the archive store priority respectively. 4. Repeat step 3 until all the archive stores are in the priority you want. Check the Start archiving to on column to make sure. 5. Click Save Settings. Re-configuring the schedule settings If you want to re-configure the schedule settings, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. 3. Modify the Start schedule on and Swap archive store every settings and then click Save Settings. Attaching a GFI MailArchiver 3 database NOTE 1: You can only attach GFI MailArchiver 3 databases based on Microsoft SQL Server. GFI MailArchiver 4 does not support Microsoft Access databases any longer. NOTE 2: You can only attach a GFI MailArchiver 3 database for browsing and searching. Thus, you cannot select an attached GFI MailArchiver 3 database for further archiving, since GFI MailArchiver 4 treats it as read only. To attach a GFI MailArchiver 3 database, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. 3. Click Attach GFI MailArchiver 3 Database, to display the Archive Store Wizard. GFI MailArchiver for Exchange Configuring GFI MailArchiver 53

60 Screenshot 55 - Attaching a GFI MailArchiver 3 database 4. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, Jan - Mar This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 5. To grant your network users the ability to browse and search through the archived s, select the Allow users to browse and search this archive store check box. NOTE: The Do not allow further archiving into this archive store check box is selected by default and cannot be changed, since GFI MailArchiver 4 treats GFI MailArchiver 3 databases as read only. 6. Click Next to continue. 7. Select the Microsoft SQL Server where the GFI MailArchiver 3 database is stored from the Microsoft SQL Server box. If the Microsoft SQL Server you want to use is not detected and listed automatically by the wizard, you can type the IP or machine name of the server hosting the Microsoft SQL Server you want to use. NOTE: If you want to connect to a Microsoft SQL Server on an alternate port, type the port number in the Microsoft SQL Server box using the following format, SQLServerMachineName, PortNumber. 54 Configuring GFI MailArchiver GFI MailArchiver for Exchange

61 Screenshot 56 Select Microsoft SQL Server and authentication method 8. Select the authentication method you want to use. If you select Windows Authentication, the Wizard will use the credentials of the account displayed in parenthesis next to the option. If you want to use SQL Server authentication, click Microsoft SQL Server Authentication and type the login name and password in the Login Name and Password boxes respectively. Click Next to continue. NOTE 1: Regardless of which authentication method you choose, ensure that the account used to log on has administrative privileges or is set as the database owner, dbo, on the database. NOTE 2: The wizard does not store the credentials specified in this page. The wizard will only use the credentials to connect and verify the schema in the GFI MailArchiver 3 database. 9. Click on the database you want to attach, and then click Next. GFI MailArchiver for Exchange Configuring GFI MailArchiver 55

62 Screenshot 57 - Selecting the GFI MailArchiver 3 database 10. The wizard will connect to the selected database and verify the GFI MailArchiver 3 database schema. When the wizard completes, it displays Database verification successful. Click Next to continue. Screenshot 58 GFI MailArchiver 3 database schema verified 11. GFI MailArchiver creates two roles, db_marc_archive and db_marc_browse, on the database selected for added security. GFI MailArchiver uses the db_marc_browse role for browsing only and requires read only access. GFI MailArchiver uses the 56 Configuring GFI MailArchiver GFI MailArchiver for Exchange

63 db_marc_archive role for write access only. You now need to specify the accounts to use for the archiving and browsing roles. Screenshot 59 - Specifying the Archiving and Search /Browsing accounts NOTE 1: We recommend using different accounts for archiving and browsing, since it will result in increased security. To do so, leave the Use the same credentials specified for the archiving role check box clear. NOTE 2: We recommend specifying nonexistent accounts, for both archiving and browsing roles, so that the wizard will create them automatically for you with the correct database roles assigned. To do so, leave the Create the login accounts specified automatically if they do not exist check box selected. Click Next to create the accounts and continue. 12. The wizard will connect to the database to create the specified accounts and assign the respective role. When the wizard completes it displays User creation successful. Click Next to continue. GFI MailArchiver for Exchange Configuring GFI MailArchiver 57

64 Screenshot 60 - Archiving and Search /Browsing accounts created 13. GFI MailArchiver creates a search index, based on the content of the s currently archived in the GFI MailArchiver 3 database, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store, either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list. Screenshot 61 - Specifying where to store the search index 58 Configuring GFI MailArchiver GFI MailArchiver for Exchange

65 NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space, depending on the size of the GFI MailArchiver 3 database you are attaching. Click Next to continue. 14. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard. Screenshot 62 - Archive Store Wizard finish page 15. The table in the Archive Stores page lists the attached GFI MailArchiver 3 database as a new archive store. To save the archive store in the configuration, click Save Settings. Screenshot 63 - GFI MailArchiver 3 database saved in configuration Viewing archive store statistics To view archive store statistics such as database creation date, database size and number of archived s, follow these steps: GFI MailArchiver for Exchange Configuring GFI MailArchiver 59

66 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node or GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. 3. From the table, click the button to the right of the archive store of your choice. Screenshot 64 Archive Store statistics 4. When ready, click Close in the Archive Store Statistics window. Re-configuring an archive store NOTE: When you choose to re-configure an archive store, you cannot change the type of the archive store. For example, if the archive store uses Microsoft SQL Server, you cannot change it to Firebird. All the other settings are re-configurable. If you want to change the settings of an archive store, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node or GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. 3. From the table, click the button to the right of the archive store you want to re-configure, to display the Archive Store Wizard. Use the wizard as outlined in the earlier sections of this chapter that showed you how to configure an archive store. Select the appropriate section basing yourself on the type of archive store you are reconfiguring. 4. When you finish and close the wizard, click Save Settings. 60 Configuring GFI MailArchiver GFI MailArchiver for Exchange

67 Removing an archive store If you want to remove an archive store from the Archive Stores or Archive Stores Management pages, follow these steps: NOTE: When you remove an archive store from the configuration, GFI MailArchiver will not delete the information associated with the archive store. Thus, the following information is retained: archived s metadata, archived s compressed binary sources and search index information. 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node or GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. 3. From the table, click the button to the right of the archive store you want to remove. 4. Click Save Settings. Configuring access control By default, an Active Directory (AD) user can browse and search only through his s. Through the Access Control page, you can configure the full access group, group managers and user access control. When you configure an AD group as the full access group, the users forming part of that group can browse and search through all the s stored in all the archive stores. You should carefully select the AD group you want to grant full access rights, since archived s may contain sensitive and confidential information. To configure the full access group, read the Configuring the full access group section below. Group managers are AD users that have a management or supervisory role in your organization. If you configure an AD user as a group manager of a particular AD group, the AD user will be able to browse and search through the s of all the users forming part of that AD group. To configure group managers read the Configuring group managers section below. Through the user access control feature, you can grant a specific AD user access to browse and search the s of another AD user. This feature comes in handy when you want to for example, grant an AD user access to the s of another user that no longer forms part of your company, and whose AD account was deleted. To configure user access control read the Configuring user access control section below. Configuring the full access group To configure the full access group, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane. GFI MailArchiver for Exchange Configuring GFI MailArchiver 61

68 3. Under Full Access Group, select an AD group from the Full Access Group list. Screenshot 65 Access control page 4. Click Save Settings. Configuring group managers To configure an AD user as a group manager, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. Screenshot 66 - Selecting an AD user from the manager list 62 Configuring GFI MailArchiver GFI MailArchiver for Exchange

69 2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane. 3. Under Group Managers, select an AD user from the Manager list. 4. Select the AD group that the AD user selected in step 3 manages, from the Has access to Group list. In this way, you are giving the AD user selected in step 3, the privilege to browse and search through the s of all the AD users, forming part of the AD group you selected. 5. Click Add Manager. Screenshot 67 - Group manager configured 6. Repeat steps 3 to 5 to add more group managers to the list. 7. Click Save Settings. Configuring user access control To grant an AD user the privilege to browse and search through the s of another AD user, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane. 3. Under User Access Control, select an AD user from the User list. GFI MailArchiver for Exchange Configuring GFI MailArchiver 63

70 Screenshot 68 - Selecting an AD user from the user list 4. From the Has access to User list, select the AD user that the AD user selected in step 3 can access. In this way, you are giving the AD user selected in step 3, the privilege to browse and search through the s of the AD user you select. NOTE: Users whose AD account is deleted, will have (Deleted) displayed next to the account name in the Has access to User list. Screenshot 69 - User access control configured 64 Configuring GFI MailArchiver GFI MailArchiver for Exchange

71 5. Click Add User. 6. Repeat steps 3 to 5 to add more user access control entries to the list. 7. Click Save Settings. Removing Managers or Users from the lists To remove AD users listed either under Group Managers or User Access Control, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane. 3. Click the button to the right of the AD user you want to remove from the list. 4. Repeat step 3 to remove more AD users. 5. Click Save Settings. Configuring the mail servers to archive This section will show you how to add the mail servers from where you want GFI MailArchiver to collect and archive s. GFI MailArchiver can collect and archive s from Microsoft Exchange and any IMAP compliant and Active Directory (AD) integrated mail server. If you want to collect and archive s from multiple mail servers simultaneously, you can add multiple mail servers in the configuration. Screenshot 70 - Mail Server to Archive Adding a local Microsoft Exchange mail server 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. GFI MailArchiver for Exchange Configuring GFI MailArchiver 65

72 If you installed GFI MailArchiver on the Microsoft Exchange server machine, and want to add the local Microsoft Exchange mail server in the configuration, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. Click Add Mail Server, to display the Mail Server Wizard. 4. On the first page, click Local Microsoft Exchange. 5. If you want GFI MailArchiver to collect and archive from this mail server, select the Archive s from this server check box. Screenshot 71 - Mail Server Wizard 6. Click Next to continue. 7. The wizard will list all the journaling mailboxes detected on the mail server. Click on the journaling mailbox from where you want to collect and archive Configuring GFI MailArchiver GFI MailArchiver for Exchange

73 Screenshot 72 - List of journaling mailboxes 8. Click Next to continue. Screenshot 73 - Connecting to Microsoft Exchange through ExOLEDB provider GFI MailArchiver for Exchange Configuring GFI MailArchiver 67

74 9. The default provider selected for use in such a scenario is the ExOLEDB provider. If you want to use this provider, click Next to continue and go to step 11. Otherwise, click IMAP and follow step 10. Screenshot 74 - Connecting to Microsoft Exchange through IMAP provider 10. The wizard will populate the required settings with good default values, so most probably all you need to specify is the password in the Password box. If you need to modify any other setting, for example, you connect to IMAP through a non-default port, the default IMAP port is 143, you can modify the relevant settings, in this case the value in the IMAP Port box. In the Mailbox \ folder 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 Microsoft Exchange Server. Click Next to continue. NOTE: Microsoft does not recommend using public folders as the journal recipient. More information is available in the following Microsoft Knowledge Base article, question and answer section, question The Mail Server Wizard will try to connect to the mail server you selected through the provider and settings you configured. If the connection to the mail server succeeds, click Next to continue. 68 Configuring GFI MailArchiver GFI MailArchiver for Exchange

75 Screenshot 75 - Settings summary - Microsoft Exchange through ExOLEDB 12. The wizard displays a summary of the settings you configured. To add the mail server and finish the wizard, click Finish. Screenshot 76 - Settings summary - Microsoft Exchange through IMAP GFI MailArchiver for Exchange Configuring GFI MailArchiver 69

76 13. GFI MailArchiver will list the new mail server in the table. Click Save Settings. Screenshot 77 - Collecting from a local Microsoft Exchange server Adding a remote Microsoft Exchange mail server 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. If you want to add a remote Microsoft Exchange mail server in the configuration, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. Click Add Mail Server, to display the Mail Server Wizard. 4. On the first page, click Remote Microsoft Exchange / Other mail server. 5. If you want GFI MailArchiver to collect and archive from this mail server, select the Archive s from this server check box. 70 Configuring GFI MailArchiver GFI MailArchiver for Exchange

77 Screenshot 78 - Mail Server Wizard 6. Click Next to continue. Screenshot 79 - IMAP settings GFI MailArchiver for Exchange Configuring GFI MailArchiver 71

78 7. In the Server box, type the IP or machine name of the remote Microsoft Exchange server, 8. The wizard fills the IMAP Port box with the default IMAP port value of 143. If you connect IMAP through another port number, type it in the IMAP Port box. 9. Select the SSL check box if you are using IMAP through SSL. 10. Specify a login name and password for the journaling mailbox you want to access in the Login box and Password box respectively. 11. In the Mailbox \ folder box type 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 Microsoft Exchange Server. Click Next to continue. NOTE: Microsoft does not recommend using public folders as the journal recipient. More information is available in the following Microsoft Knowledge Base article, question and answer section, question The Mail Server Wizard will try to connect to the mail server you selected through the IMAP provider. If the connection to the mail server succeeds, click Next to continue. 13. The wizard displays a summary of the settings you configured. To add the mail server and finish the wizard, click Finish. Screenshot 80 - Settings summary - Remote Microsoft Exchange through IMAP 14. GFI MailArchiver will list the new mail server in the table. Click Save Settings. 72 Configuring GFI MailArchiver GFI MailArchiver for Exchange

79 Screenshot 81 - Collecting from a remote Microsoft Exchange server Adding a non-microsoft Exchange mail server If you want to add a non-microsoft Exchange mail server in the configuration, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. Click Add Mail Server, to display the Mail Server Wizard. 4. On the first page, click Remote Microsoft Exchange / Other mail server. 5. If you want GFI MailArchiver to collect and archive from this mail server, select the Archive s from this server check box. 6. Click Next to continue. 7. In the Server box, type the IP or machine name of the mail server, 8. The wizard fills the IMAP Port box with the default IMAP port value of 143. If you connect IMAP through another port number, type it in the IMAP Port box. 9. Select the SSL check box if you are using IMAP through SSL. 10. Specify a login name and password for the mailbox you want to access in the Login box and Password box respectively. 11. In the Mailbox \ folder box, type the name of the folder from where you want GFI MailArchiver to collect and archive s. Refer to the manual of the specific mail server you want to archive s from for further information. Click Next to continue. 12. The Mail Server Wizard will try to connect to the mail server you selected through the IMAP provider. If the connection to the mail server succeeds, click Next to continue. 13. The wizard displays a summary of the settings you configured. To add the mail server and finish the wizard, click Finish. 14. GFI MailArchiver will list the new mail server in the table. Click Save Settings. GFI MailArchiver for Exchange Configuring GFI MailArchiver 73

80 Re-configuring a mail server NOTE: When you choose to re-configure a mail server, you cannot modify all the settings. For example, if the mail server was a local Microsoft Exchange server, you cannot change the journaling mailbox from where you want to collect and archive s. If you want to change the settings of a mail server, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. From the table, click the button to the right of the mail server you want to re-configure, to display the Mail Server Wizard. Use the wizard as outlined in the earlier sections of this chapter that showed you how to configure a mail server. Select the appropriate section basing yourself on the type of mail server you are re-configuring. 4. When you finish and close the wizard, click Save Settings. Removing a mail server If you want to remove a mail server from the list, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. Click the button to the right of the mail server you want to remove. 4. Click Save Settings. Enable / Disable collection from a mail server If you want to enable / disable collection and archiving from a mail server, for example, due to some maintenance, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. From the table, click the button to the right of the mail server you want to modify, to display the Mail Server Wizard. 4. On the first page of the wizard select or clear the Archive s from this server check box, to enable / disable collection and archiving from the mail server respectively. 5. Click Finish to close the wizard. 6. Click Save Settings. Managing the search indexes GFI MailArchiver creates search indexes for each archive store you configure. Each search index automatically indexes new content archived in the corresponding archive store, to keep the search index updated and enable the users to perform precise and fast searches. 74 Configuring GFI MailArchiver GFI MailArchiver for Exchange

81 This section will show you how to configure the frequency with which you want GFI MailArchiver to index new archived s into the search indexes. You will also learn how to force a full search index rebuild, in cases where you might suspect that the search index is no longer valid. To configure how often you want GFI MailArchiver to index new s archived in an archive store, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Search Index Management node, in the left navigation pane. Screenshot 82 - Search Index Management 3. In the Search Index Management page, you can view a list of all the current search indexes associated with the archive stores present in the Archive Stores page and Archive Stores Management page. NOTE: The search indexes associated with the archive stores listed in the Archive Stores page have a status of Online. On the other hand, the search indexes associated with the archive stores listed in the Archive Stores Management page have a status of Standby, since these search indexes are associated with archive stores that are not yet active and therefore there are no s in them to index. GFI MailArchiver for Exchange Configuring GFI MailArchiver 75

82 Screenshot 83 - Search index update frequency 4. Under Indexing Schedule click on one of the following options to select the frequency with which you want GFI MailArchiver to index new archived s. Index new archived s immediately GFI MailArchiver will index the new content as soon as it stores it in the archive store. This option guarantees the most up-to-date search index, thus users will be able to search for and find the latest archived s. Depending on the amount of s archived, this option could create a significant performance hit due to the updating frequency. Index new archived s every With this option you can select to update the search index with the latest archived s at a constant interval, such as every half an hour, every hour, every two hours. We recommend using this option since it strikes the right balance between update frequency and performance hit. Index new archived s every day at If you select this option, you can specify a time using the hour and minutes list, at which time GFI MailArchiver will update the search indexes with all the new archived s stored since the last search index update. With this option, you can get GFI MailArchiver to index new during low traffic time. The downside of this option is that the users will not be able to find the s that GFI MailArchiver archived during the last 24 hours through search, since the search index does not include details about them yet. NOTE: Irrespective of the update frequency you select, the users will always be able to view the new archived s through the browse feature. 5. Click Save Settings. Rebuilding a search index If you suspect that a search index is no longer returning the correct search results or that somehow it was corrupted, you can use the configuration to rebuild the search index. NOTE: Keep in mind that to rebuild a search index, GFI MailArchiver might take several hours, depending on the amount of s stored in 76 Configuring GFI MailArchiver GFI MailArchiver for Exchange

83 the respective archive store, during which time users will not be able to find s in that archive store through the search feature. In addition, rebuilding a search index will of course affect performance on the server, since this is a processor and hard disk intensive operation. Therefore, we suggest that if you want to rebuild an index it is best if you do so during a low activity period, such as after office hours. To rebuild a search index, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Search Index Management node, in the left navigation pane. 3. Click the Rebuild Index link to the right of the search index you want to rebuild. 4. Click Save Settings. Configuring retention policies Through retention policies, you can control for how long you want to keep certain types of s in the archive stores. For example, you can configure a retention policy that deletes s with specific keywords or phrases in the body or subject, sent or received from particular addresses or domains, after 90 days. Retention policies are useful if you want to control the archive store size by deleting s that are no longer required and to satisfy legal requirements, for example. How are retention policies applied to s? GFI MailArchiver will check the content of an against any retention policies configured at the time of archiving. NOTE: Retention policies created or modified after GFI MailArchiver has already stored an in an archive store will not affect that . This is because GFI MailArchiver checks s against retention policies only at the time of archiving. GFI MailArchiver will first check the against the highest priority retention policy. If the fits the conditions specified in the retention policy, the retention policy is associated with the . If the does not fit the highest priority retention policy, GFI MailArchiver will check against the next retention policy configured, if any, according to priority. GFI MailArchiver repeats this process until the either matches a configured retention policy or else there are no more retention policies, in which case GFI MailArchiver will forever store the in the archive store since no retention policies are associated with it. NOTE: An can match only one retention policy. Thus, the priorities you assign to the retention policies are very important. If an matches a retention policy and the action specified in the retention policy is delete immediately, GFI MailArchiver will discard the immediately without it ever being stored in an archive store. If the action specified in the retention policy is set to delete after a number of days, then GFI MailArchiver will store the in an archive store and associate the matching retention policy GFI MailArchiver for Exchange Configuring GFI MailArchiver 77

84 to it, so that when the time comes, GFI MailArchiver will purge the from the archive store. Creating a retention policy To create a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Click Add Retention Policy to display the Retention Policy Wizard. 4. On the first page, type a descriptive name for the retention policy in the Retention Policy Name box. The Retention policy in effect check box should be selected if you want GFI MailArchiver to check s against this retention policy. Click Next to continue. Screenshot 84 - Retention Policy Wizard 5. In the Subject Keywords page, you can specify a list of keywords. If the subject contains any of the keywords specified and the satisfied the other conditions configured in the wizard, the retention policy would apply to that . To add a keyword or phrase, type it in the box to the left of the Add button, and then click Add. 78 Configuring GFI MailArchiver GFI MailArchiver for Exchange

85 Screenshot 85 - Subject keywords 6. Repeat step 5 to add more keywords. The wizard displays the conditions that must be satisfied by the in order for the retention policy to apply in the Apply retention policy if box. 7. If you want to match whole words only, select the Match whole words check box. Click Next to continue. 8. In the Body Keywords page, you can specify a list of keywords. If the body contains any of the keywords specified and the satisfied the other conditions configured in the wizard, the retention policy would apply to that . To add a keyword or phrase, type it in the box to the left of the Add button, and then click Add. GFI MailArchiver for Exchange Configuring GFI MailArchiver 79

86 Screenshot 86 - Body keywords 9. Repeat step 8 to add more keywords. The wizard displays the conditions that must be satisfied by the in order for the retention policy to apply in the Apply retention policy if box. 10. If you want to match whole words only, select the Match whole words check box. Click Next to continue. 11. In the Sender page, you can specify a list of Active Directory (AD) users and addresses. If the sender matches any of the AD users / addresses specified and the satisfied the other conditions configured in the wizard, the retention policy would apply to that . To add a specific address, select from the list that is inline with the Add button. 12. In the box next to the list, type the address. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. You can use question marks to match any letter. For example,???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local addresses as well as external addresses. 80 Configuring GFI MailArchiver GFI MailArchiver for Exchange

87 Screenshot Sender 13. To add more addresses, repeat step To add an AD user, select User from the list that is inline with the Add button. 15. The list next to the Add button, lists all enabled AD users. Select the one you want to add and click Add. 16. To add more AD users, repeat step Click Next to continue. 18. In the Recipient page, you can specify a list of Active Directory (AD) users and addresses. If one or more of the recipients match any of the AD users / addresses specified and the satisfied the other conditions configured in the wizard, the retention policy would apply to that . To add a specific address, select from the list that is inline with the Add button. 19. In the box next to the list, type the address. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. You can use question marks to match any letter. For example,???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local addresses as well as external addresses. 20. To add more addresses, repeat step To add an AD user, select User from the list that is inline with the Add button. 22. The list next to the Add button, lists all enabled AD users. Select the one you want to add and click Add. GFI MailArchiver for Exchange Configuring GFI MailArchiver 81

88 23. To add more AD users, repeat step 22. Screenshot recipient 24. Click Next to continue. Screenshot 89 - Retention policy action 25. In this page, you must specify the action you want GFI MailArchiver to take on s that match this retention policy. You can either delete the s immediately by clicking Deleted immediately under Retention Policy Action, or else delete the 82 Configuring GFI MailArchiver GFI MailArchiver for Exchange

89 s after a certain amount of days by clicking Deleted from the archive store after option and typing the number of days in the box below. Click Next to continue. Screenshot 90 - Retention policy settings summary 26. On the last page of the wizard, you can review the settings and conditions configured in the previous pages. To finish and close the wizard, click Finish. Screenshot 91 - Saved retention policy 27. GFI MailArchiver will list the new retention policy in the table. If you have more than one retention policy configured, follow the steps in the Modifying the priority of retention policies section further down in this chapter. Click Save Settings. GFI MailArchiver for Exchange Configuring GFI MailArchiver 83

90 Re-configuring a retention policy NOTE: If you re-configure the conditions of a retention policy, s present in an archive store are not affected. On the other hand, if you change the action from for example, delete in 60 days to delete in 90 days, the s in the archive store that have that retention policy applied to them, will be deleted after being stored for 90 days in the archive store, instead of 60 days. If you want to modify a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. From the table, click the button to the right of the retention policy you want to modify, to display the Retention Policy Wizard. Use the wizard as outlined in the Creating a retention policy section earlier in this chapter. NOTE: To remove keywords, AD users or addresses from any of the lists in the Retention Policy Wizard, click the button to the right of the corresponding entry you want to remove. 4. When you finish and close the wizard, click Save Settings. Removing a retention policy NOTE: If you remove a retention policy, GFI MailArchiver will never delete the s stored in the archive stores that had that retention policy applied to them. This occurs, since GFI MailArchiver checks that the retention policy associated with an still exists before it deletes the from the archive store. If you want to remove a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Click the button to the right of the retention policy you want to remove. 4. Click Save Settings. Modifying the priority of retention policies NOTE: An can match only one retention policy. Thus, the priorities you assign to the retention policies are very important. If you configured multiple retention policies, you can modify their priority as outlined below: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Click the button or button to the left of the retention policy to raise or lower the retention policy priority respectively. 4. Repeat step 3 until all the retention policies are in the priority you want. 84 Configuring GFI MailArchiver GFI MailArchiver for Exchange

91 5. Click Save Settings. Creating a retention policy to match all s NOTE: Use the information outlined in this section with great care. If you configure a match all s retention policy and assign it the wrong priority, you could end up with GFI MailArchiver deleting all s from the archive stores configured. A retention policy that matches all s comes in handy in the following scenario. For example, you want to keep all financial s for 5 years, all administrative s for 2 years, and all sales s for 1 year, but you want to delete all other s to keep the archive store size under control. To do this you would do the following: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Create retention policies for Financial s, Administrative s and Sales s with the action set to delete after 5, 2 and 1 year respectively. Refer to the Creating a retention policy section. 4. Create a retention policy that matches all s by specifying * in the subject or body list, or *@* in the sender or recipient list. The wizard will display a warning in red on the last page as shown in the screenshot below. Screenshot 92 - Match all s warning 5. Arrange the priorities of the retention policies as required, but always give the match all s retention policy the lowest priority. Refer to the Modifying the priority of retention policies section. GFI MailArchiver for Exchange Configuring GFI MailArchiver 85

92 Screenshot 93 - Match all s retention policy scenario 6. Click Save Settings. Enable / disable a retention policy If you want to enable / disable a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. From the table, click the button to the right of the retention policy you want to modify, to display the Retention Policy Wizard. 4. On the first page of the wizard select or clear the Retention policy in effect check box, to enable / disable the retention policy respectively. 5. Click Finish to close the wizard. 6. Click Save Settings. Configuring categorization policies Categorization policies enable you to categorize s at the organization level, by labeling s based on content before they are stored in the archive stores. For example, you can configure a categorization policy that labels s with the label Sales if they contain the keyword advert in the body or subject, and are sent or received by the following address, [email protected]. Categorization policies are useful when you want to limit your search to s with a specific label. The fact that GFI MailArchiver labels the at the organization level before archiving, guarantees that all s that fit the conditions specified in the categorization policy have the correct label. Although GFI MailArchiver supports user level labeling of s, relying on end users to label s correctly is not reliable since a user might forget to label an . In addition, if a categorization policy labels an , all the users who have access to that particular will be able to see the label and they can search for all the s categorized with that label. 86 Configuring GFI MailArchiver GFI MailArchiver for Exchange

93 How are categorization policies applied to s? GFI MailArchiver will check the content of an against any categorization policies configured at the time of archiving. If one or more categorization policies match the content, GFI MailArchiver will label the with the labels configured in the matching categorization policies. NOTE: Categorization policies created or modified after GFI MailArchiver has already stored an in an archive store will not affect that . This is because GFI MailArchiver checks s against categorization policies only at the time of archiving. Creating a categorization policy To create a categorization policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Categorization Policies node, in the left navigation pane. 3. Click Add Categorization Policy to display the Categorization Policy Wizard. 4. On the first page, type a descriptive name for the categorization policy in the Categorization Policy Name box. The Categorization policy in effect check box should be selected if you want GFI MailArchiver to check s against this categorization policy. Click Next to continue. Screenshot 94 - Categorization Policy Wizard 5. In the Subject Keywords page, you can specify a list of keywords. If the subject contains any of the keywords specified and the satisfied the other conditions configured in the wizard, the categorization policy would apply to that . To add a keyword or GFI MailArchiver for Exchange Configuring GFI MailArchiver 87

94 phrase, type it in the box to the left of the Add button, and then click Add. Screenshot 95 - Subject keywords 6. Repeat step 5 to add more keywords. The wizard displays the conditions that must be satisfied by the in order for the categorization policy to apply in the Apply categorization policy if box. 7. If you want to match whole words only, select the Match whole words check box. Click Next to continue. 8. In the Body Keywords page, you can specify a list of keywords. If the body contains any of the keywords specified and the satisfied the other conditions configured in the wizard, the categorization policy would apply to that . To add a keyword or phrase, type it in the box to the left of the Add button, and then click Add. 9. Repeat step 8 to add more keywords. The wizard displays the conditions that must be satisfied by the in order for the categorization policy to apply in the Apply categorization policy if box. 10. If you want to match whole words only, select the Match whole words check box. Click Next to continue. 88 Configuring GFI MailArchiver GFI MailArchiver for Exchange

95 Screenshot 96 - Body keywords 11. In the Sender page, you can specify a list of Active Directory (AD) users and addresses. If the sender matches any of the AD users / addresses specified and the satisfied the other conditions configured in the wizard, the categorization policy would apply to that . To add a specific address, select from the list that is inline with the Add button. 12. In the box next to the list, type the address. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. You can use question marks to match any letter. For example,???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local addresses as well as external addresses. 13. To add more addresses, repeat step To add an AD user, select User from the list that is inline with the Add button. 15. The list next to the Add button, lists all enabled AD users. Select the one you want to add and click Add. 16. To add more AD users, repeat step 15. GFI MailArchiver for Exchange Configuring GFI MailArchiver 89

96 Screenshot Sender 17. Click Next to continue. 18. In the Recipient page, you can specify a list of Active Directory (AD) users and addresses. If one or more of the recipients match any of the AD users / addresses specified and the satisfied the other conditions configured in the wizard, the categorization policy would apply to that . To add a specific address, select from the list that is inline with the Add button. 19. In the box next to the list, type the address. The wildcard characters? and * can be used to match more than one address. Note that sign must always be present in the address specified. You can use question marks to match any letter. For example,???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local addresses as well as external addresses. 20. To add more addresses, repeat step To add an AD user, select User from the list that is inline with the Add button. 22. The list next to the Add button, lists all enabled AD users. Select the one you want to add and click Add. 23. To add more AD users, repeat step Configuring GFI MailArchiver GFI MailArchiver for Exchange

97 Screenshot recipient 24. Click Next to continue. Screenshot 99 - Retention policy action 25. In this page, you must specify the label you want GFI MailArchiver to assign to the s that match this categorization policy. You can either select an existing categorization label from the list or else type a new label. Click Next to continue. GFI MailArchiver for Exchange Configuring GFI MailArchiver 91

98 Screenshot Retention policy settings summary 26. On the last page of the wizard, you can review the settings and conditions configured in the previous pages. To finish and close the wizard, click Finish. Screenshot Saved retention policy 27. GFI MailArchiver will list the new categorization policy in the table. 92 Configuring GFI MailArchiver GFI MailArchiver for Exchange

99 Screenshot An categorized at the organization level Re-configuring a retention policy NOTE: If you re-configure the conditions of a categorization policy, s present in an archive store are not affected. If you want to modify a categorization policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Categorization Policies node, in the left navigation pane. 3. From the table, click the button to the right of the categorization policy you want to modify, to display the Categorization Policy Wizard. Use the wizard as outlined in the Creating a categorization policy section earlier in this chapter. NOTE: To remove keywords, AD users or addresses from any of the lists in the Categorization Policy Wizard, click the button to the right of the corresponding entry you want to remove. 4. When you finish and close the wizard, click Save Settings. Removing a categorization policy NOTE: If you remove a categorization policy, GFI MailArchiver will not modify the s already stored in the archive stores. For example, if an was labeled Sales through a categorization policy, GFI MailArchiver will not remove the Sales label if you delete the corresponding categorization policy. If you want to remove a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Click the button to the right of the retention policy you want to remove. GFI MailArchiver for Exchange Configuring GFI MailArchiver 93

100 4. Click Save Settings. Enable / disable a categorization policy If you want to enable / disable a categorization policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Categorization Policies node, in the left navigation pane. 3. From the table, click the button to the right of the categorization policy you want to modify, to display the Categorization Policy Wizard. 4. On the first page of the wizard select or clear the Categorization policy in effect check box, to enable / disable the categorization policy respectively. 5. Click Finish to close the wizard. 6. Click Save Settings. 94 Configuring GFI MailArchiver GFI MailArchiver for Exchange

101 Using GFI MailArchiver Introduction This chapter will show you how to use GFI MailArchiver to browse and search through your archived s. If the account you login with has certain access privileges, you will be able to browse and search through the s of your subordinates as well. To browse and search through the archived conversations, follow these steps: 1. Load Microsoft Internet Explorer. In the Address bar type the following and press Enter. MailArchiver virtual folder name> For example, 2. When prompted for a user name and password, type in your domain credentials, that is the username and password you use to login to Microsoft Windows. Screenshot GFI MailArchiver loading 3. When GFI MailArchiver finishes the load process, it displays the navigation panel on the left hand side and the content panel on the right hand side. GFI MailArchiver for Exchange Using GFI MailArchiver 95

102 Screenshot GFI MailArchiver conversations Browsing the archive stores To browse through your s, you need to load the GFI MailArchiver web interface as shown in the Introduction section earlier in this chapter and then click on the Browse node in the navigation panel to display the Browse Conversations page. The Browse Conversations page displays your archived s grouped by conversation. GFI MailArchiver displays the most recently updated conversations on top. NOTE 1: By default, GFI MailArchiver displays the conversations stored in the currently active archive store. If the administrator created multiple archive stores, the Browse Conversations page will list them in the List conversations in archive list. If you want to browse the conversations in a different archive store, select the archive store from the List conversations in archive list. NOTE 2: GFI MailArchiver groups s under a particular conversation by using the Microsoft Exchange thread-index field. Microsoft Outlook and Microsoft Exchange OWA both generate the thread-index field, thus GFI MailArchiver groups the s you generate from these clients under the correct conversation group. s you generate from other clients do not contain the thread-index field and thus GFI MailArchiver will not manage to group these s under one conversation even if they have the same subject. In such cases, GFI MailArchiver will create a new conversation group for each , with the subject as the conversation title. Expanding a conversation thread In the Browse Conversations page, the conversations are listed underneath the following columns: Conversation Subject, s, Last . The s column displays the number of s forming part of that particular conversation. The Last column displays the time when GFI MailArchiver last updated the conversation with a new archived . To view the s forming part of a particular conversation, click anywhere on the conversation row. 96 Using GFI MailArchiver GFI MailArchiver for Exchange

103 NOTE: To collapse a conversation and hide the list of s forming part of the conversation, click anywhere on the conversation row once again. Screenshot Expanded conversations Viewing an To view an , follow these steps: 1. Click on the conversation row to expand the conversation and view the s forming part of the conversation. 2. Click on the you want to view from the list of s forming part of the conversation. GFI MailArchiver will display the you selected. NOTE: To make -browsing safe, GFI MailArchiver cleans the body from any malicious scripts before it displays the information. However, note that GFI MailArchiver stores the unaltered body content in the archive store. Therefore, if you save an to disk and then open it with another client, it might contain malicious scripts. GFI MailArchiver for Exchange Using GFI MailArchiver 97

104 Screenshot Viewing an in GFI MailArchiver Viewing internet headers If GFI MailArchiver archived the you are viewing from a Microsoft Exchange Server journaling mailbox, and the administrator enabled Envelope Journaling, you can view the internet headers of the . NOTE: You can find further information on how to setup Envelope Journaling in the Enabling Envelope Journaling section of the Installing GFI MailArchiver chapter. To view the internet headers of the , click the View Header button. GFI MailArchiver will display the header information in a panel. To close the panel, either click View Header once again or else click the panel close button. 98 Using GFI MailArchiver GFI MailArchiver for Exchange

105 Screenshot 107 Viewing headers Viewing the whole conversation To view the whole conversation in the mail view window, click on the View Conversation Thread button. GFI MailArchiver will list all the s forming part of the conversation in a panel. If you want to view another from the conversation, click on it. To close the panel, either click View Conversation Thread once again or else click the panel close button. GFI MailArchiver for Exchange Using GFI MailArchiver 99

106 Screenshot Viewing the whole conversation Labeling the In GFI MailArchiver, you can easily categorize your s by labeling them. Labels are useful when you want to limit your search to specific types, for example, search through the s you labeled important. To add / remove labels from an , click on the Edit Labels button. GFI MailArchiver will display the required controls so that you can create new labels, add labels and remove labels from the . The Available Labels list shows the labels you have already created and that you can associate with this . To create a new label and assign it to the current , type it in the Available Labels box and click Label . To assign an existent label to the , select it from the Available Labels list and then click Label . When you assign a label, GFI MailArchiver will list the label under the Assigned Labels list. To remove an assigned label from the current , select it from the Assigned Labels list and then click Remove Label. When you remove a label from an , GFI MailArchiver will list the label under the Available Labels list. To close the panel, either click Edit Labels once again or else click the panel close button. 100 Using GFI MailArchiver GFI MailArchiver for Exchange

107 Screenshot Adding / removing labels from an GFI MailArchiver displays the labels assigned to an in the Labels field. GFI MailArchiver displays labels you assign to an in black. GFI MailArchiver displays labels assigned at the organization level through categorization policies in red. You cannot remove categorization policies labels from an . Screenshot with personal label and categorization policy label GFI MailArchiver for Exchange Using GFI MailArchiver 101

108 Restoring s through the OneClick Restore feature If you want to restore an archived to a specific mailbox or want to forward a copy of the to a specific address, click on the Restore to a Mailbox button. GFI MailArchiver will display the Restore panel. In the Send this to the following address box, type the address where you want to send a copy of the current . Click Restore . Screenshot Restoring an through OneClick restore NOTE: The OneClick Restore feature works by sending a copy of the you are viewing to the address you specified, through the SMTP server configured in the General Settings page. For further information, read the Configuring General settings section of the Configuring GFI MailArchiver chapter. To close the panel, either click Restore to a Mailbox once again or else click the panel close button. Saving an to disk If you want to save the whole to disk, including any attachments, click on the Download button. The browser will display the File Download dialog box. Click Save and from the Save As dialog choose the location where you want to save the . Click Save. 102 Using GFI MailArchiver GFI MailArchiver for Exchange

109 Screenshot Saving an to disk NOTE: GFI MailArchiver saves the s in MIME format. You can open the in any text editor, or if you saved it with an.eml extension, you can open the saved in Outlook Express. When the download completes, the browser displays a Download complete dialog box. Click Close. Printing an If you want to print the , click on the View Print Version of button. GFI MailArchiver displays the printer friendly version of the in a new browser window. Screenshot Printer friendly GFI MailArchiver for Exchange Using GFI MailArchiver 103

110 Use the print functionality of your browser to print the . Downloading attachments If the you are viewing contains attachments, GFI MailArchiver displays the attachments next to the Attachments field. To view / download an attachment, follow these steps: 1. Click on the attachment filename. 2. The browser will display the File Download dialog box. Click Open if you want to open the attachment immediately in the associated application, or else click Save if you want to save the attachment to disk. NOTE: Be careful when opening attachments from s, since they can contain Viruses or Trojans. Before opening an attachment, we recommend that you always save the attachment to disk and scan it with a virus checker. Screenshot Saving an attachment Refreshing the conversation list To provide better performance, GFI MailArchiver caches the conversations displayed in the Browse Conversations page. A consequence of this caching is that GFI MailArchiver might not immediately display new archived s. To include the latest archived s in the Browse Conversations page, click the button near the top right corner. Browsing through the conversation pages By default, GFI MailArchiver displays up to 25 conversations per page. If there are more conversations, GFI MailArchiver spreads them out on separate pages. To navigate through the conversation pages, click 104 Using GFI MailArchiver GFI MailArchiver for Exchange

111 on the page links provided in the navigation bar as shown in the screenshot below. Screenshot Conversations spread out over various pages If you want jump to a particular page directly, type the page number in the View page box and click Go. Login as a different user If you want to login in with a different user account, follow these steps: 1. Click Log Off in the navigation panel. 2. GFI MailArchiver will display a note in the browser to instruct you to close the browser to complete the log off process. In this page, click Login as a different user. Screenshot Login as a different user 3. The browser displays the authentication dialog box. Type in the user name and password of the user account you want to log on with, in the User name box and Password box respectively. 4. Click OK. GFI MailArchiver will log on and display the conversations for the user you specified. Browsing s with an account that has access to other accounts This section will show you how to use the specific features available to a user account that has access to other user accounts. To learn how to use all the other browsing features, you should read the Browsing the archive stores section earlier in this chapter. NOTE: For further information on how to setup group managers and user access control, read the Configuring access control section of the Configuring GFI MailArchiver chapter. GFI MailArchiver for Exchange Using GFI MailArchiver 105

112 Selecting a user account to browse When you log on with a user account that has access to other user accounts, the Browse Conversations page displays the List conversations for list. Screenshot Logged in with a group manager account To browse through the s of a particular account, click on the List conversations for list and select the account name you want. Screenshot Selecting the account to browse GFI MailArchiver will display the s owned by the account name you selected from the List conversations for list. 106 Using GFI MailArchiver GFI MailArchiver for Exchange

113 Screenshot Browsing through the s of the account you selected 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 List conversations for list and select All subordinates. 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 Account List node from the navigation pane. The list includes the following columns: User Name, Account, Primary address and s (a count of the s archived for that account). Screenshot List of all the accounts you can access To refresh the list with the latest archived s count, click the button in the top right corner. Searching the archive stores To search through your s, you need to load the GFI MailArchiver web interface as shown in the Introduction section earlier in this chapter and then click on the Search node in the navigation panel to display the Search page. By default, GFI MailArchiver displays the simple search interface as shown in the screenshot below. To perform a search from this page, all you need to do is type the search query in the Search for box, GFI MailArchiver for Exchange Using GFI MailArchiver 107

114 select a date range from the Search through s from list and click Search. NOTE 1: In the Search for box you can make use of wildcard characters such as? and *. A question mark matches any single character, whilst an asterisk matches any string of characters. For example, if you want to search for s containing the word Swiss, you can type sw??s or sw*s in the Search for box. NOTE 2: When you perform a simple search, GFI MailArchiver looks for matching s in all the archive stores available. With the advanced search feature, outlined in the Searching with the advanced search section below, you can select the archive stores you want GFI MailArchiver to search into for s. NOTE 3: When you perform a simple search, GFI MailArchiver will look for the search query specified in all the fields available, including any attachments. With the advanced search feature, outlined in the Searching with the advanced search section below, you can select the fields to include in the search. Screenshot Simple search GFI MailArchiver will list the s that match the search query you specify below the Search area. GFI MailArchiver displays up to 25 s per page. If more than 25 s matched the search query, GFI MailArchiver will spread the s out on separate pages. 108 Using GFI MailArchiver GFI MailArchiver for Exchange

115 Screenshot Search results after performing a simple search To navigate through the search results pages, click on the page links provided. NOTE: If you want to change the amount of s listed per page, click the Options node, and from the Options page select the number of s you want to list per page from the Search results per page list and then click Save Settings. Screenshot Selecting the number of s to list in each search page NOTE: If you logged in with a user account that has access to other user accounts, the simple search will by default search through your s only. If you want to search through all the s you have access to, clear the Search through my s only check box. GFI MailArchiver for Exchange Using GFI MailArchiver 109

116 Searching with the advanced search To access the advanced search feature, click on the View Advanced Search Options link in the Search page. NOTE: To switch back to the simple search mode, click on the View Simple Search Options link. Screenshot Advanced search With the GFI MailArchiver advanced search feature, you can be more specific in your search query, since you can specify search queries for specific fields such as subject, recipient and size. You can also limit your search to s labeled with a specific label. In the advanced search feature, you can also select the archive stores you want GFI MailArchiver to search into for s. GFI MailArchiver lists the available archive stores in the Search in the following archive(s) list. If you want to search through multiple archive stores, click the archive store names you want to include in the search while holding the CTRL key pressed. NOTE: If you logged in with a user account that has access to other user accounts, the advanced search will by default search through your s only. If you want to search through all the s you have access to, select All Subordinates from the Search through the s of list. To search through the s of a specific user account you have access to, select the user account you want from the Search through the s of list. The GFI MailArchiver advanced search supports search queries on any of the following fields: Size (KB) Message ID Recipient Sender Sent Date Received Date Subject 110 Using GFI MailArchiver GFI MailArchiver for Exchange

117 Whole NOTE: You can specify wildcard characters such as? and * when specifying search terms for any of the following fields: Message ID, Recipient, Sender, Subject, Whole . A question mark matches any single character, whilst an asterisk matches any string of characters. For example, if you want to search for s containing the word Swiss, you can specify a search query of sw??s or sw*s for the Whole field. Search for s labeled with a specific label If you want to search for s that the categorization policies or you labeled with a specific label, follow these steps: 1. Select the Search for s labeled check box. 2. From the list below the check box, select the label you want. Screenshot Searching for s with a specific label NOTE: GFI MailArchiver displays personal labels in black and categorization policy labels in red. 3. Clear the Search for s matching the following conditions check box. NOTE: If you want to search for specific criteria within the s labeled with a specific label, select the Search for s matching the following conditions check box and specify the search terms you require as outlined in the sections that follow. 4. Click Search. Search by specifying the size If you want to search for s of a particular size, follow these steps: 1. Select the Search for s matching the following conditions check box. 2. Select Size (KB) from the fields list. 3. From the condition list select whether you want to find s with an overall size that is greater than (IS GREATER THAN), smaller than (IS SMALLER THAN) or equal to (IS EXACTLY) the file size you specify in the next step. 4. Type a file size value in the box to the right of the conditions list. GFI MailArchiver for Exchange Using GFI MailArchiver 111

118 Screenshot size field 5. Click Search. 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 that uniquely identifies an , for example: F26B97C01FB21C4A34CD9F @master-domain.com To search for s using the Message ID field, follow these steps: 1. Select the Search for s matching the following conditions check box. 2. Select Message ID from the fields list. 3. Type the message ID you want to search for in the box to the right of the fields list. Screenshot Message ID field 4. Click Search. Search by specifying the Recipient or Sender If you want to search for s with a particular sender or recipient, follow these steps: 1. Select the Search for s matching the following conditions check box. 2. Select Sender or Recipient from the fields list to search for a sender or recipient respectively. 3. Type the address or Active Directory (AD) display name of the account you want to search for in the box to the right of the fields list. Screenshot Sender field 4. Click Search. Search by specifying the Sent or Received date If you want to search for s that were sent or received on particular dates, follow these steps: 112 Using GFI MailArchiver GFI MailArchiver for Exchange

119 1. Select the Search for s matching the following conditions check box. 2. Select Sent Date or Received Date from the fields list to search for s sent or received on a particular date respectively. 3. From the condition list select whether you want to find s whose sent or received date is before (IS BEFORE), after (IS AFTER) or on (IS EXACTLY) the date you specify in the next step. 4. Click the button to display the calendar from where you can choose a date visually. If you want to alter the date selected, either click the button once again, or else alter the date directly from the box. Screenshot Calendar control 5. Click the Search button. Screenshot Sent date field Search by specifying the Subject If you want to search for s having a particular subject, follow these steps: 1. Select the Search for s matching the following conditions check box. 2. Select Subject from the fields list. 3. Type the search query in the box to the right of the fields list. Screenshot Subject field 4. Click Search. Search throughout the whole If you want to search for s that have some specific content anywhere in the , follow these steps: 1. Select the Search for s matching the following conditions check box. GFI MailArchiver for Exchange Using GFI MailArchiver 113

120 2. Select Whole from the fields list. 3. Type the search query in the box to the right of the fields list. Screenshot Searching the whole 4. Click Search. Searching using multiple search terms If you have specified a search condition and you want to add more search conditions, follow these steps: 1. Click Add Condition to add a new condition entry beneath the last condition. NOTE: The conditions are logically ANDed together. This means that an must satisfy all conditions for GFI MailArchiver to list it in the search results. For example, if you specify the following conditions, GFI MailArchiver search will only list the s sent from [email protected] to [email protected]. Sender is [email protected] AND Recipient is [email protected] Screenshot Adding a condition 2. To setup this search condition, refer to the Searching with the advanced search section earlier in this chapter. 3. To add more conditions repeat steps 1 and When you are ready to perform the search, click Search. Removing search conditions To remove a particular search condition, click the of the condition you want to remove. button to the right 114 Using GFI MailArchiver GFI MailArchiver for Exchange

121 If you added multiple search conditions and want to remove all the conditions specified at once, click the Remove All Conditions button. Viewing s returned by a search To view a particular from the search results returned just click on it. For further information on what functionality is available when viewing an , read from the Viewing an section to the Downloading attachments section of this chapter. To view another , close the view window by clicking on the button and then click on another from the search results list. Sorting the search results By default, GFI MailArchiver sorts the search results by relevance, with the most relevant s listed on top. To sort the search results on a different field, select a sorting field from the Sort results by list and then select a sort order from the list to the right. You can sort the search results on one of the following fields, Relevance, Sent Date, Subject, Sender, Recipient and Size. Screenshot Sorting the search results Creating and using search folders What is a search folder? A search folder is a special kind of folder whose content changes dynamically as the search query you based the search folder on finds new matching items. In GFI MailArchiver, you create a search folder based on a search query you define in the Search page. When you access the search folder, GFI MailArchiver will list all the matching archived s in it. GFI MailArchiver for Exchange Using GFI MailArchiver 115

122 NOTE: The s listed in a search folder are not stored in the search folder. The search folder stores the search query only. Therefore, you can create, modify and delete search folders without losing any archived s. By default, GFI MailArchiver creates three search folders under the Search Folders node. These are: s in last 7 days: This search folder lists the s that you sent or received in the last seven days. s in last 30 days: This search folder lists the s that you sent or received in the last thirty days. Large This search folder lists all the s whose overall size is greater than 1MB. Creating a search folder If you want to create a search folder, follow these steps: 1. Click on the Search node in the navigation pane to display the Search page. 2. Use the simple or advanced search interface to create the search query you want to base the search folder on. Refer to the Searching the archive stores and Searching with the advanced search sections earlier in this chapter for more information on how to search. 3. Click Search to view the s that match the search query you specified. If the s returned do not match exactly the s you were looking for, refine the search query. 4. Click Save as new Search Folder. 5. In the Enter the new Search Folder s name box, type a descriptive name for the new search folder. Screenshot Creating a search folder 6. Click Save. GFI MailArchiver will create and add the new search folder under the Search Folders node. 116 Using GFI MailArchiver GFI MailArchiver for Exchange

123 Viewing the search folder contents To view the contents of the search folder, follow these steps: 1. Expand the Search Folders node. 2. Click on the search folder you want to view. GFI MailArchiver will load the search folder selected in the content panel on the right hand side. Screenshot Viewing a search folder Modifying the search folder query If you want to refine or alter the search query of a search folder, follow these steps: 1. Click on the Search Folders node. 2. In the Search Folders page, click on the button to the right of the search folder you want to modify. Screenshot Edit search folder query 3. Modify the search query. Click Search to view the s that match the search query you specified. If the s returned do not match exactly the s you were looking for, refine the search query further. 4. Click Save. NOTE: If you want to create a new search folder, based on the modified search query, click Save as new Search Folder. Specify a GFI MailArchiver for Exchange Using GFI MailArchiver 117

124 descriptive name for the new search folder and click Save next to the name box. Deleting a search folder NOTE: The s listed in a search folder are not stored in the search folder. The search folder stores the search query only. Therefore, you can delete search folders without losing any archived s. 1. Click on the Search Folders node. Screenshot Search folders list 2. In the Search Folders page, click on the button to the right of the search folder you want to delete. Selecting the localization language By default, GFI MailArchiver loads the web interface in the English language. To view the GFI MailArchiver web interface in another language, follow these steps: 1. Click on the Options node in the navigation pane to display the Options page. 2. In the Options page, select the language you want from the Display GFI MailArchiver in the following language list. 3. Click Save Settings. GFI MailArchiver will reload the web interface in the language you selected. NOTE: GFI MailArchiver will always load the configuration in the English language, irrespective of the preferred language you configure. 118 Using GFI MailArchiver GFI MailArchiver for Exchange

125 Screenshot 139 Selecting a language for the GFI MailArchiver web interface GFI MailArchiver stores your language preference in a cookie on the machine from where you accessed the GFI MailArchiver web interface. GFI MailArchiver will load the web interface in your preferred language the next time you access it. NOTE 1: The preferred language you select affects the GFI MailArchiver web interface text only. GFI MailArchiver will display any other text, such as addresses and content in the original language. NOTE 2: The language you 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 you selected Spanish as the preferred language in GFI MailArchiver, 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 box, click Languages near the bottom of the dialog box to display the Language Preference dialog box. 3. Click Add to add the desired language. GFI MailArchiver for Exchange Using GFI MailArchiver 119

126 Screenshot Microsoft Internet Explorer Language Preference 4. You now need to move your preferred language to the top of the list. To do this, select your preferred language from the list and click Move Up until you position the language you want at the start of the list. 5. Click OK twice to close the Language Preference dialog box and Internet Options dialog box. Logging off from GFI MailArchiver When you finish browsing and searching through your , we suggest that you log off from the GFI MailArchiver web interface. To log off, follow these steps: 1. Click Log off in the top right corner of the navigation panel. 2. GFI MailArchiver will display a note in the browser window as shown in the screenshot below. Screenshot Logging off from the GFI MailArchiver web interface 3. Close the browser to complete the log off process. 120 Using GFI MailArchiver GFI MailArchiver for Exchange

127 Accessing GFI MailArchiver from Microsoft Outlook If you want to browse and search your archived s 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 New Folder to display the Create New Folder dialog box. Screenshot Creating a new folder 3. In the Name box, type a descriptive name for the new folder, for example, Archive. Do not change any other settings. Screenshot Specify a name for the new folder 4. Click OK to close the dialog box. GFI MailArchiver for Exchange Using GFI MailArchiver 121

128 Screenshot Modify the new folder properties 5. Microsoft Outlook will display the newly created folder as a subfolder of the Personal Folders node. You now need to modify the properties of the newly created folder. To do so, right-click on the new folder and then click Properties to display the <Folder Name> Properties dialog box. Screenshot New folder properties dialog 6. Clear the Automatically generate Microsoft Exchange views check box. 7. Click the Home Page tab. 8. In the Address box, type the following: 122 Using GFI MailArchiver GFI MailArchiver for Exchange

129 MailArchiver Server Name>/<GFI MailArchiver virtual folder name> For example, 9. Select the Show home page by default for this folder check box. Screenshot Specify the GFI MailArchiver address 10. Click OK to close the dialog box. 11. To view your archived s through the GFI MailArchiver webbased interface, click on the new folder you created in the previous steps, for example, Archive. Screenshot Entering credentials to authenticate with GFI MailArchiver GFI MailArchiver for Exchange Using GFI MailArchiver 123

130 12. When prompted for a user name and password, type in your domain credentials, that is the username and password you use to login to Microsoft Windows. 13. GFI MailArchiver will display your archived s. Screenshot 148 Viewing archived s from Microsoft Outlook Resizing and hiding the navigation panel The GFI MailArchiver interface is split in two parts, a navigation panel on the left hand side and a content panel on the right hand side. Screenshot 149 Navigation panel visible 124 Using GFI MailArchiver GFI MailArchiver for Exchange

131 If you want to hide the navigation panel to have more screen space for the content panel of GFI MailArchiver, click the button in the top left corner of the navigation panel. GFI MailArchiver will then look as in the screenshot below. Screenshot Navigation panel hidden To display the navigation panel again, click the corner. button in the top left If you want to resize the width of the navigation panel without hiding it completely, follow these steps: 1. Move the mouse pointer anywhere on top of the split line between the navigation and content panel. 2. When the mouse pointer becomes a, drag the mouse pointer to the left or right to move the split line. 3. When the split line is at the position you want, release the mouse button. GFI MailArchiver for Exchange Using GFI MailArchiver 125

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133 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 archive stores you configure. Different wizards, outlined further on in this chapter, help you to export s from the following message stores: Microsoft Outlook PST files Microsoft Exchange mailboxes and public folders GFI MailArchiver 2 archive databases GFI MailEssentials archive databases Therefore, to use the import feature of GFI MailArchiver, you first need to specify in which archive stores you want to store the imported s. This procedure is outlined in the Configuring the GFI MailArchiver Import Service section below. Configuring the GFI MailArchiver Import Service As a first step, you need to configure the archive store in which you want to store the imported s. We suggest that you create a dedicated archive store for imported s only. Depending on the amount of s you plan to import, creating multiple archive stores, to dedicate an archive store for each import period, would be a good idea. For further information on how to add and configure an archive store in GFI MailArchiver, read the Configuring the archive stores section in the Configuring GFI MailArchiver chapter. After you create the archive stores that will be used to store imported s, follow the steps below to configure the GFI MailArchiver Import Service. 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 127

134 Screenshot The GFI MailArchiver Import Service Configuration 2. Click Change Settings. Screenshot Adding a new archive store 3. Click Add Store to display the Add new store dialog box. 128 Importing s GFI MailArchiver for Exchange

135 Screenshot Selecting the archive store and configuring the date range 4. Under Store Properties, select one of the archive stores you created to store imported s, from the Name list. 5. Under Archiving date range, specify the date range for this archive store by 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 archive stores. NOTE: Ideally, you should configure multiple archive stores to cover the date ranges of all the s you plan on importing. 6. Click OK. GFI MailArchiver for Exchange Importing s 129

136 Screenshot Archive stores added in the configuration NOTE: If the date range you selected overlaps with the date range of another configured archive store, the configuration will prompt you with the dialog box shown below. Screenshot Dates specified for archive store overlap with another archive store 7. To configure another database repeat steps 3 to The configuration will display the archive stores in the list. Under the Activity column, the GFI MailArchiver Import Service displays the current archive store activity. To save and apply the new settings, click Apply Settings. 130 Importing s GFI MailArchiver for Exchange

137 Screenshot 156 GFI MailArchiver Import Service configuration saved Changing the date range associated with an archive store To change the date range that is associated with an archive store, follow these steps: 1. Load the GFI MailArchiver Import Service Configuration. 2. Click Change Settings. 3. Select the archive store you want to modify from the list and click Configure Store. 4. In the Edit Store dialog box, modify the date range covered by the archive store from the From and To calendars under Archiving date range. 5. Click OK. 6. To save and apply the new settings, click Apply Settings. Removing an archive store from the configuration To remove an archive store from the GFI MailArchiver Import Service configuration, follow these steps: 1. Load the GFI MailArchiver Import Service Configuration. 2. Click Change Settings. 3. Select the archive store you want to remove from the list and click Remove Store. 4. Click Yes. NOTE: The archive store is removed from the configuration only. The actual data stored in the database and on disk is not deleted. 5. To save and apply the new settings, click Apply Settings. 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 for Exchange Importing s 131

138 <GFI MailArchiver Installation Path>\MAIS\Pickup If you want to run the export wizards on remote machines, and want the exported s to be automatically imported into a GFI MailArchiver archive store, you need to export the s directly to the import service pickup folder. To do this from remote machines, you need to share the import service pickup folder with read/write permissions. In 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 archive stores configured. NOTE 1: If an in the pickup folder has a date that does not fit the date range of any of the archive stores configured, the import service will move the to the Unclassified folder. The Unclassified sub-folder is located in the following path: <GFI MailArchiver Installation Path>\MAIS\Unclassified For each , the GFI MailArchiver Import Service will create four files in the Unclassified folder, for example: mchnname_ _[ ].body mchnname_ _[ ].emc mchnname_ _[ ].eml mchnname_ _[ ].envelope The first part of the file name in the Unclassified folder begins with the year and month in which the was sent. If you want to import the s in the Unclassified folder, add an archive store with a date range that includes the dates of the s in the Unclassified folder and click Apply Settings. From the services management console, stop the GFI MailArchiver Import Service. Then move the s you want to import, ensuring that for each you copy all four files, 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 certain s in the Unclassified folder, since they are too old, delete the files. NOTE 2: If the GFI MailArchiver Import Service moves 500 or more s to the Unclassified folder, the import process will suspend itself until you either delete the s or move them to the Queue folder for reprocessing as outlined in the note above. Using the GFI MailArchiver 2 Export wizard The GFI MailArchiver 4 database schema is different from the one GFI MailArchiver 2 uses. For this reason, GFI MailArchiver 4 cannot use GFI MailArchiver 2 databases directly. If you want GFI MailArchiver 4 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 wizard. The GFI MailArchiver Import Service will then import the exported s into a new GFI MailArchiver 4 archive store. 132 Importing s GFI MailArchiver for Exchange

139 NOTE 1: Please note that the GFI MailArchiver 2 Export wizard can only export s from a Microsoft SQL Server database. NOTE 2: The GFI MailArchiver 2 Export wizard 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 wizard. Screenshot GFI MailArchiver 2 Export wizard 2. Click Next to continue. GFI MailArchiver for Exchange Importing s 133

140 Screenshot Specify SQL Server and authentication method to use 3. Select the Microsoft SQL Server where the GFI MailArchiver 2 database you want to export s from 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 wizard did not list automatically. 4. Under Authenticate through, 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 Microsoft SQL Server authentication, you must specify a username and password in the Login ID box and Password box respectively. 5. Click Next to continue. Screenshot Select the GFI MailArchiver 2 database from where you want to export s 134 Importing s GFI MailArchiver for Exchange

141 6. From the GFI MailArchiver 2 database list, select from which database you want the wizard to export s. Click Next to continue. Screenshot Select a destination for the exported s 7. Select the location where you want the GFI MailArchiver 2 Export wizard to save the exported s. If you want the GFI MailArchiver Import Service to import the exported s into a GFI MailArchiver 4 archive store, you need to select the location of the GFI MailArchiver Import Service pickup folder. Click Next to start the export process. Screenshot export process progress 8. The GFI MailArchiver 2 Export wizard keeps you informed of the export progress by means of a progress bar. GFI MailArchiver for Exchange Importing s 135

142 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 Finish to close the GFI MailArchiver 2 Export wizard. Using the GFI PST-Exchange Export wizard NOTE: If you want to use the GFI PST-Exchange Export wizard on another machine, manually copy the <GFI MailArchiver Installation Path>\ eewiz sub-folder, to the machine where you want to run it. To use the GFI PST-Exchange Export wizard, 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 wizard. In the welcome page, click Next to continue and choose from which source you want to extract s. The GFI PST-Exchange Export wizard can extract s from the following sources: Microsoft Exchange mailboxes Microsoft Exchange public folders Microsoft Outlook personal folders (.pst) files Screenshot GFI PST-Exchange Export wizard welcome page Microsoft Exchange Source To extract s from Microsoft Exchange, click on Microsoft Exchange Server, as shown in the screenshot below. 136 Importing s GFI MailArchiver for Exchange

143 Screenshot Microsoft Exchange mailbox source The Microsoft Exchange Server option is available in any one of the following scenarios: You are running the wizard on a machine with Microsoft Exchange Server installed. You are running the wizard 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 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 wizard 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 wizard on a machine with Microsoft Exchange Server installed, the source selection page would look like the screenshot below. GFI MailArchiver for Exchange Importing s 137

144 Screenshot 164 Microsoft Exchange installed on local machine When you execute the GFI PST-Exchange Export wizard on a Microsoft Exchange machine, the wizard disables the Exchange Server, User name, and Password boxes, 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 wizard 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 boxes. If the Microsoft Exchange server you are connecting to requires an SSL connection, select the SSL Connection check box. NOTE: If you need to specify a non-default port number or you have multiple virtual folders, you can alter the connection string manually in the box on top of the Mailboxes list. Screenshot Exchange connection string customization To add the mailboxes from which you want to extract s, click Add mailbox. In the Active Directory object-picker dialog box, enter a username and click OK. 138 Importing s GFI MailArchiver for Exchange

145 Screenshot Adding a mailbox The GFI PST-Exchange Export wizard 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 wizard 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. Screenshot Multiple mailboxes selected GFI MailArchiver for Exchange Importing s 139

146 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 Remove mailbox. If all the mailboxes you want to extract from are in the list, click Next to continue. Microsoft Exchange Public Folders To extract s from Microsoft Exchange Server public folders, select the Extract from Public Folders check box. If Microsoft Exchange OWA requires an SSL connection, select the SSL Connection check box. If the GFI PST-Exchange Export wizard is running on the Microsoft Exchange server machine, you do not need to specify anything else, just click Next to continue. Screenshot Connect to local public folders If you are executing the GFI PST-Exchange Export wizard 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. 140 Importing s GFI MailArchiver for Exchange

147 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. If you need to specify custom connection string settings, for example, a non-default port number, you can alter the connection string manually in the 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, click Microsoft Outlook PST Files, as shown in the screenshot below. GFI MailArchiver for Exchange Importing s 141

148 Screenshot Microsoft Outlook personal folders (PST) files If you execute the GFI PST-Exchange Export wizard 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 wizard. NOTE 2: When the GFI PST-Exchange Export wizard extracts an from a PST file it deletes it from the PST file. Therefore, it is important to make a backup copy of the PST file before using it with the GFI PST-Exchange Export wizard. To add a PST file click Add PST file. From the Select a Microsoft Outlook PST dialog box, locate the PST file you want to extract s from, and click Open, as shown in the following screenshot. 142 Importing s GFI MailArchiver for Exchange

149 Screenshot Select the Microsoft Outlook (PST) file The GFI PST-Exchange Export wizard 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 Remove PST File. Once you have selected all the PST files you want to extract from, click Next to enumerate the folders contained in the PST files. 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 GFI MailArchiver for Exchange Importing s 143

150 enumeration process is complete, the GFI PST-Exchange Export wizard 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 the 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 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 selecting the check box beside the folder name of your choice. Click Next to continue onto the next page. NOTE: To select all the sub-folders underneath a specific folder node, hold the CTRL key pressed and click on the check box 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 wizard 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 wizard will only extract the s, from the stores selected, that the mail server processed prior to the cut off time set. 144 Importing s GFI MailArchiver for Exchange

151 Screenshot Cut off time option Click Next 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 wizard will not display the owner selection page if you are extracting s from Microsoft Exchange mailboxes. In this page, you need to specify who owns the s you are going to extract. The address you specify in the Owner box 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 [email protected] in the Owner box, the GFI MailArchiver interface will display the imported s under [email protected]. 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 wizard 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, [email protected] will only see s posted to the public folder by [email protected]. GFI MailArchiver for Exchange Importing s 145

152 Screenshot Owner selection page You can either enter an address directly in the Owner box or else click Owner and use the Active Directory Select User dialog box. Click Next to continue. Screenshot Active Directory Select User dialog box Select a destination for the extracted s You now need to select a destination folder where the GFI PST- Exchange Export wizard 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 archive store, you need to select the GFI MailArchiver Import Service pickup folder location as the destination. When you run the GFI PST-Exchange Export wizard on the GFI MailArchiver machine, the Destination box is automatically filled in with the import service pickup folder path. NOTE 1: If you are running the GFI PST-Exchange Export wizard on another machine, and you selected the GFI MailArchiver Import Service shared pickup folder as the destination, make sure that 146 Importing s GFI MailArchiver for Exchange

153 the account under which the GFI PST-Exchange Export wizard 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 archive store. Screenshot Destination selection page To select the destination for the extracted s, click the button to the right of the Destination box. From the Browse For Folder dialog box select the destination and click OK. Screenshot Browse for folder dialog box After selecting the destination, click Next to continue. GFI MailArchiver for Exchange Importing s 147

154 extraction process The GFI PST-Exchange Export wizard displays a process notice page. 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 Next to continue. The GFI PST-Exchange Export wizard 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. 148 Importing s GFI MailArchiver for Exchange

155 Screenshot Process progress page When the GFI PST-Exchange Export wizard 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 wizard finish page Click Finish to close the GFI PST-Exchange Export wizard. GFI MailArchiver for Exchange Importing s 149

156 Skipped s The GFI PST-Exchange Export wizard 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 wizard 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 wizard 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 wizard 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 wizard will display the View Failed Mails Log File button if at least one failed to extract. To view the failed mails log file, click View Failed Mails Log File. Screenshot View failed mails log file button The GFI PST-Exchange Export wizard will load the failed mails log file in your system default text editor. Using the GFI MailEssentials Archive Export wizard The GFI MailEssentials archive database schema is different from the one GFI MailArchiver 4 uses. For this reason, GFI MailArchiver 4 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 archive store, 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 archive stores. NOTE 1: The GFI MailEssentials Archive Export wizard can only export s from a Microsoft SQL Server database. 150 Importing s GFI MailArchiver for Exchange

157 NOTE 2: The GFI MailEssentials Archive Export wizard 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 wizard. Screenshot GFI MailEssentials Archive Export wizard 2. Click Next in the GFI MailEssentials Archive Export wizard welcome page to proceed. Screenshot Specify SQL Server and authentication method to use GFI MailArchiver for Exchange Importing s 151

158 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 wizard did not list automatically. 4. Under Authenticate through, 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 box and Password box respectively. 5. Click Next to continue. Screenshot Select the archive database from where you want to export s 6. From the GFI MailEssentials archive database list, select from which database you want to export s. Click Next to continue. 7. You now need to select a location where the GFI MailEssentials Archive Export wizard will save the exported s. If you want the GFI MailArchiver Import Service to import the exported s into a GFI MailArchiver archive store, you need to select the location of the GFI MailArchiver Import Service pickup folder. Click Next to start the export process. 152 Importing s GFI MailArchiver for Exchange

159 Screenshot Select a destination for the exported s 8. The GFI MailEssentials Archive Export wizard 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. Screenshot export process progress 9. When the export process completes, click Finish to close the GFI MailEssentials Archive Export wizard. GFI MailArchiver for Exchange Importing s 153

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161 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. Through 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 box as shown below. Screenshot The GFI MailArchiver Bulk Export Tool GFI MailArchiver for Exchange Exporting s 155

162 Specify the URL you use to connect to GFI MailArchiver, in the MailArchiver URL box. The next time you use the GFI MailArchiver Bulk Export Tool, the MailArchiver URL 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, click Current User Account. If you want to specify a particular user account for authentication, click The Following User Account, and then specify a username and password in the User Name box and Password box respectively. To connect, click OK. 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 archive stores you want to search in, from the Search in following archive(s) list. If you want to search through multiple archive stores, click the archive store names you want to include in the search while holding the CTRL key pressed. 2. Click the Search tab so that you can specify the search criteria. 3. Select a search field, for example Subject, from the field list and specify the criteria you are looking for. NOTE: The GFI MailArchiver Bulk Export Tool search feature provides the same functionality as the GFI MailArchiver web based advanced search. You can find further information on the different fields and search methods available in the Searching with the advanced search section of the Using GFI MailArchiver chapter. 156 Exporting s GFI MailArchiver for Exchange

163 4. If you want to add more search conditions, click Add Condition. The GFI MailArchiver Bulk Export Tool will add a new search condition entry underneath the last one. NOTE: The conditions are logically ANDed together. This means that an must satisfy all conditions for the GFI MailArchiver Bulk Export tool to list it in the search results. For example, if you specify the following conditions, the search will only list the s sent from [email protected] to [email protected]. Sender is [email protected] AND Recipient is [email protected] To add more search conditions repeat this step. NOTE: 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. If you want to limit your search to s labeled with specific categorization policy labels, select them from the Filter by Label list. You can select multiple labels from the list by holding the CTRL key pressed while selecting labels with the mouse pointer. 6. To perform the search, click Find Now. 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. GFI MailArchiver for Exchange Exporting s 157

164 NOTE 2: If the search operation is taking too long, you can click Stop to interrupt the search. 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 would 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. 158 Exporting s GFI MailArchiver for Exchange

165 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, the GFI MailArchiver Bulk Export Tool exports a copy of the s and therefore it does not remove the original s from the archive stores. Restore to a specific address To restore all the s returned in the search result set to a specific address, follow these steps: 1. Click the Export Options tab. 2. Click Restore to the following address and in the 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, click Send messages as Original s. To send exported s as attachments, click Send messages as Attachments. GFI MailArchiver for Exchange Exporting s 159

166 Screenshot Restore s to a specific address 4. To export the s, click Restore. 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 Stop. Screenshot Restoring s process in progress 160 Exporting s GFI MailArchiver for Exchange

167 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. Click the Export Options tab. 2. Click Download to folder and in the box specify the path where you want to store the exported s. You can also click Browse to select the destination visually from the Browse For Folder dialog box. Screenshot Downloading s to a disk location 3. To export the s, click Download. 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 Stop. GFI MailArchiver for Exchange Exporting s 161

168 Screenshot 198 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. 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). 162 Exporting s GFI MailArchiver for Exchange

169 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. GFI MailArchiver for Exchange Exporting s 163

170 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. 164 Exporting s GFI MailArchiver for Exchange

171 Troubleshooting Introduction Knowledge Base The troubleshooting chapter explains how you should go about resolving issues you have. The main sources of information available to users are: The manual most issues can be solved by reading the manual. The GFI Knowledge Base accessible from the GFI website The GFI technical support site Contacting the GFI Technical Support department by at Contacting the GFI Technical Support department using our live support service at Contacting our Technical Support department by telephone. GFI maintains a Knowledge Base, which includes answers to the most common problems. If you have a problem, please consult the Knowledge Base first. The Knowledge Base always has the most upto-date listing of technical support questions and patches. The Knowledge Base can be found on Request support via If, after using the Knowledge Base and this manual, you have any problems that you cannot solve, you can contact the GFI Technical Support department. The best way to do this is via , since you can include vital information as an attachment that will enable us to solve the issues you have more quickly. The Troubleshooter, included in the program group, automatically generates a series of files needed for GFI to give you technical support. The files would include the configuration settings, debugging log files and so on. To generate these files, start the troubleshooter wizard and follow the instructions in the application. In addition to collecting all the information, you will be asked a number of questions. Please take your time to answer these questions accurately. Without the proper information, it will not be possible to diagnose your problem. Then go to the troubleshooter\support folder, located under the main program directory, compress the files in ZIP format, and send the generated ZIP file to [email protected]. Ensure that you have registered your product on our website first, at GFI MailArchiver for Exchange TroubleshootingT 165

172 We will answer your query within 24 hours or less, depending on your time zone. Request technical support via web chat You may also request technical support via LiveSupport (web chat). You can contact the GFI Technical Support department using our LiveSupport service at Ensure that you have registered your product on our website first, at Request technical support via phone Web Forum You can also contact GFI by phone for technical support. Please check our technical support website for the correct numbers to call, depending on where you are located, and for our opening times. Support website: Build notifications Ensure that you have registered your product on our website first, at User to user technical support is available via the web forum. The forum can be found at: We strongly suggest that you subscribe to our build notifications list. This way, you will be immediately notified about new product builds. To subscribe to our build notifications, go to: TroubleshootingT GFI MailArchiver for Exchange