EMC Xtender 4.x System Administration for Microsoft Exchange. Student Guide Course LG-XTEX4E575 Version E

Transcription

1 EMC Xtender 4.x System Administration for Microsoft Exchange Student Guide Course LG-XTEX4E575 Version E

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3 EMC XTENDER 4.X SYSTEM ADMINISTRATION FOR MICROSOFT EXCHANGE Student Manual Course LG-XTEX4E575 Version E

4 Proprietary Statement Copyright 2005 EMC Corporation. All rights reserved. This software (including documentation) is subject to the terms and conditions set forth in the end user license agreement or other applicable agreement, and you may use this software only if you accept all the terms and conditions of the license agreement. This software comprises proprietary and confidential information of EMC. Unauthorized use, disclosure, and distribution are strictly prohibited. Restricted Rights Legend Use, duplication, or disclosure of the software and documentation by the U.S. Government are subject to restrictions set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data and Computer Software clause at DFARS or subparagraphs (c)(1) and (2) of the Commercial Computer Software - Restricted Rights at 48 CFR , as applicable. Manufacturer is Legato Software, a division of EMC, 2350 West El Camino Real, Mountain View, CA Course Information EMC Xtender 4.x System Administration for Microsoft Exchange Version E March 2005 P/N EDU

5 Trademarks Legato, the Legato logo, and Legato products and services names are trademarks of EMC Corp. Other trademarks may be the property of their respective companies. This is a nonexhaustive list of Legato trademarks, and other trademarks may be the property of their respective owners. Apple, Macintosh / Apple Computer, Inc. Caldera Systems, SCO, SCO OpenServer, UnixWare / Caldera, Inc. TELEform / Cardiff Check Point, FireWall-1 / Check Point Software Technologies, Ltd. Unicenter / Computer Associates International, Inc. Access Logix, Celerra, Centera, CLARiiON, EMC, EMC2, MirrorView, Navisphere, SnapView, SRDF, Symmetrix, Symmetrix DMX, TimeFinder / EMC Corporation Fujitsu / Fujitsu, Ltd. Hewlett-Packard, HP, HP-UX, HP Tru64, HP TruCluster, OpenVMS, ProLiant / Hewlett-Packard Company AIX, DB2, DB2 Universal Database, Domino, DYNIX, DYNIXptx, IBM, Informix, Lotus, Lotus Notes, OS/2, PTX, ptx/admin, Raid Plus, ServeRAID, Sequent, Symmetry, Tivoli, / IBM Corporation InstallShield / InstallShield Software Corporation Intel, Itanium / Intel Corporation Linux / Linus Torvalds Active Directory, Microsoft, MS-DOS, Outlook, SQL Server, Windows, Windows NT / Microsoft Corporation Netscape, Netscape Navigator / Netscape Communications Corporation Data ONTAP, NetApp, NetCache, Network Appliance, SnapMirror, SnapRestore / Network Appliance, Inc. IntraNetWare, NetWare, Novell / Novell, Inc. Oracle, Oracle8i, Oracle9i / Oracle Corporation NetFORCE / Procom Technology, Inc. DLTtape / Quantum Corporation Red Hat / Red Hat, Inc. R/3, SAP / SAP AG IRIX, OpenVault, SGI / Silicon Graphics, Inc. SPARC / SPARC International, Inc.a ACSLS, REELbackup, StorageTek / Storage Technology Corporation Solaris, Solstice Backup, Sun, SunOS, Sun StorEdge, Ultra / Sun Microsystems, Inc. SuSE / SuSE, Inc. Sybase / Sybase, Inc. Turbolinux / Turbolinux, Inc. Unicode / Unicode, Inc. VERITAS, VERITAS File System/ VERITAS Software Corporation WumpusWare /WumpusWare, LLC UNIX / X/Open Company Ltdb

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7 Contents Audience...ix Objectives...ix Prerequisites...ix Course Map... x Chapter Introductions...xi Chapter 1: Xtender 4.x Overview Objectives Defining Xtender Defining Xtender Terms Examining the Xtender Solution Diagramming Xtender Architecture Meeting Business Objectives Enabling Long-Term Mail Archiving Managing Mail Stores Enhancing Search Capabilities Assisting Policy Compliance Reducing Discovery Costs Describing Core EX Components License Server Describing Optional EX Components Comparing EX Archive Edition Features Chapter 1 Review & Summary: Xtender 4.x Overview EMC Xtender 4.x System Administration for MS Exchange i

8 Chapter 2: Installing Xtender 4.x Objectives Verifying EX System Requirements Creating Recommended EX Server Partitions Sizing the EX Server Partitions Lab 2-1:Sizing the EX Server Partitions Configuring the Xtender Server Installing Microsoft Message Queuing Installing the MS SQL Server Installing Outlook and Adobe Acrobat Reader Lab 2-2: Configure your EX Server Verify IIS Installation Install Message Queuing Services Change Message Queuing Location Install MS SQL Server Set the Maximum RAM Usage for the SQL Server Performing Additional Setup Tasks Creating the Service Account Installing the License Server Configuring Journaling Installing Xtender Server and Administrator Adding Mailbox Connectors Lab 2-3: Perform Additional Setup Tasks Create the Service Account Add the Service Account to the Domain Admins Group Modify the Local Security Policy Install the License Server (Optional) Add an EX License Configure Journaling Create a MAPI Profile Verify Journaling EMC Xtender 4.x System Administration for MS Exchange ii

9 Lab 2-4: Installing Xtender Base and Administrator Install Xtender Install EX Administrator Lab 2-5: Add Mailbox Connectors & Verify EX Functionality Add Mailbox Connectors Verify EX Functionality Chapter 2 Review: Installing Xtender 4.x Summary Chapter 3 : Administering Xtender Objectives Navigating the Xtender Administrator Using the EX Administrator Toolbar Using the EX Administrator Menu Bar Viewing and Saving Changes Managing Messaging Data Identifying the Server Component Configuring the Vault Configuring Cabinets Configuring Folders Identifying Volumes Lab 3-1 : Working with Volumes Close an Open Volume Remove a Monthly Index and Re-index Monthly Data Dispose Monthly Data Restore Monthly Data from Lost and Found Move and Return a Container File (Optional) Add a Volume from Another Ex Server Chapter 3 Review & Summary: Administering Xtender EMC Xtender 4.x System Administration for MS Exchange iii

10 Chapter 4: Understanding Rules, Retention, and Process Flow Objectives Understanding Rules & Retention Periods Defining Exclusion Rules Defining Collection Rules Identifying Action Rules Defining Unmatched Rules Creating a Keyword Rule Understanding Rule Hierarchy Using Expression Operators Setting Retention Periods Using Retention Periods Removing Outdated Volumes Lab 4-1: Create Rules Create and Test an Exclusion Rule Create and Test a Collection Rule with an Action Rule Lab 4-2: Set Retention Periods Mapping Xtender Process Flow EX Data Source (ex .exe) Xtender Archive (exarchive.exe) Xtender Indexer (exindex.exe) Xtender Administration (exadmin.exe) Xtender Query (exquery.exe) Xtender Address Rule (exaddrrule.exe) EX Message Exchange (ExExchangeMgr.exe) Chapter 4 Review: Understanding Rules, Retention, and Process Flow Summary EMC Xtender 4.x System Administration for MS Exchange iv

11 Chapter 5: Searching the Message Center Objectives Using the EX Web Search Interface Creating Basic Searches Creating Advanced Searches Performing Administrative Searches Encountering Corrupt Indexes Viewing Unavailable Messages Installing and Using the Xtender Search Plug-in Starting the Search Plug-in Performing a Basic Search Performing an Advanced Search Performing an Administrative Search Legal Discovery Search Owner Search Automated PST/NSF output(cont.) Wildcard Search Removing Duplicates Deleting Messages from the Archive Lab 5-1: Configure the Search Plugin Configure the Search Plugin Lab 5-2: Perform Basic and Administrative Search Tasks Prepare the Archive for Searching Perform Basic Search Perform an Administrative Search Delete a Message from the Archive Chapter 5 Review & Summary: Searching the Message Center EMC Xtender 4.x System Administration for MS Exchange v

12 Chapter 6: Using Xtract Objectives Understanding Xtract Preparing for and Installing Xtract Identifying Xtract Functions Defining Shortcutting Installing Shortcut and OWA Support Creating a Public Organizational Forms Library Installing Shortcut Forms for Exchange Installing Outlook Web Access Support Lab 6-1: (Demo) Create a Public Organizational Forms Library Create a Public Organizational Forms Library Grant Owner Permissions Lab 6-2: (Demo) Install a Shortcut Form Install a Shortcut Form Lab 6-3: (Demo) Install Outlook Web Access Support Install Outlook Web Access Support Accessing and Setting Up Xtract Setting up Xtract Options Selecting the MAPI Profile Modifying Configuration Options in Xtract Understanding Xtract Tasks Configuring the Archival Task Configuring the Shortcut Task Configuring the Delete Task Configuring the Search Task Configuring the Analysis Task Exporting Task Results to a CSV File Using Task Result Charts Scheduling Tasks Lab 6-4: Perform Xtract Shortcut and Deletion Tasks EMC Xtender 4.x System Administration for MS Exchange vi

13 Perform a Shortcut Tassk in Xtract Perform a Deletion Task in Xtract Chapter 6 Review: Using Xtract Summary Chapter 7: Managing Xtender Objectives Understanding EX System Management Assigning Archive Permission Levels Creating Supervisor Groups Configuring Directed Search Permissions Lab 7-1: Create and Use a Supervisor Group Lab 7-2: Set up and Use Directed Search Access Rights Managing Unprocessed Messages Reprocessing Messages Changing the EX System Configuration Adjusting Container Path and Size Changing the Media Type Altering Data Source Settings Viewing and Editing Folder Properties Editing Account Information Switching MAPI Profiles Changing License Configuration Using Events Managing Xtender Services Health Check Tool Chapter 7 Review: Managing Xtender Summary EMC Xtender 4.x System Administration for MS Exchange vii

14 Chapter 8 : Using the Xtender Audit Utility Objectives Xtender Audit Utility Overview EX Audit System Requirements Launching the Audit Utility Viewing and Creating EX Audit Reports Monitoring Message Deletion Lab 8-2: Create a Deleted Message Report Delete a Message from the Archive Create a Deleted Message Report Monitoring Deleted Volumes Monitoring Access to a Specific Message Monitoring Messages Accessed by a User Monitoring Total Administrative Searches User-created Reports Exporting Audit Reports Exporting a Report to an Application Exporting a Report to Disk Exporting a Report to an Exchange Folder Exporting a Report Using MAPI Exporting a Report to Lotus Notes Chapter 8 Review & Summary: Using the Xtender Audit Utility Index EMC Xtender 4.x System Administration for MS Exchange viii

15 Introduction Welcome to EMC Xtender 4.x Administration. In this two-day instructor led course you learn about EMC s comprehensive, policy-based system that automatically collects, organizes, retains and retrieves messages and attachments. The course contains lectures, instructor demonstrations, hands-on labs, and review questions to provide practice for administration and supporting EMC Xtender 4.x in a Windows environment. Audience This course is designed for system administrators, system engineers, EMC partners, and software support specialists who install, configure, and manage EMC Xtender 4.x. Objectives Upon successful completion of this course, you should be able to: Describe Xtender functionality, benefits, and components. Install and configure Xtender. Capture messages and archive them to the EXtender server. Search the Xtender Message Center. Use Xtract. Use Xtender Audit Utility. Prerequisites The prerequisites listed are helpful in understanding the contents of the course and knowledge of these is recommended prior to registering for this course. Windows System Administration experience Familiarity with MS Exchange Server and MS Outlook administration Network administration in a TCP/IP environment EMC Xtender 4.x System Administration for MS Exchange ix

16 Course Map This is a two-day course. The instruction time required for each day is approximately 6 hours, excluding lunch and breaks. Following is the suggested schedule. Day 1 Introduction (15 minutes) Chapter 1: Xtender 4.x Overview Chapter 2: Installing Xtender 4.x Chapter 3: Administering Xtender Chapter 4: Understanding Rules, Retention, and Process Flow Day 2 Chapter 5: Searching the Message Center Chapter 6: Using Xtract Chapter 7: Managing Xtender Chapter 8: Using the Xtender Audit Utility Evaluation (15 minutes) EMC Xtender 4.x System Administration for MS Exchange x

17 Chapter Introductions The introduction to each chapter is listed below to give you a better feel for the material covered in this course. Chapter 1: Xtender 4.x Overview In this chapter you learn the Xtender (EX) design for an enterpriselevel messaging system that allows deployment across an entire site or organization. This chapter introduces Xtender, how it is used, and the core and optional components. It also explains the differences between EMC Xtender and its Archive Edition. Chapter 2: Installing Xtender 4.x In this chapter you learn the steps involved in the Xtender installation process. Before installing Xtender, give careful thought to your EX implementation to accommodate your organization s specialized objectives. This chapter guides you through the pre- and post-installation steps necessary to establish an Xtender enterprise-level messaging system. Chapter 3: Administering Xtender In this chapter you learn how to use the Xtender 4.x Administrator. The Xtender Administrator provides a Windows-like interface that allows you to easily view and mange the EX Message Center and provides easy organization of archived messages. Chapter 4: Understanding Rules, Retention, and Process Flow In this chapter you learn how to create mail rules and retention periods on cabinets and folders created through the EX Administrator. This feature allows you to efficiently organize your archives and media. It also maps Xtender process flow. Chapter 5: Searching the Message Center In this chapter you learn to use EX Web Search, a Web site that provides client access to the Xtender Message Center using a Web browser. In addition, you learn how to use EX Search Plug-in, an add-on module for use with Microsoft Outlook Corporate Version 98, 2000 or XP (SP 2 required). EMC Xtender 4.x System Administration for MS Exchange xi

18 Notes EMC Xtender 4.x System Administration for MS Exchange xii

20 Xtender 4.x 4.x Overview Overview Chapter 1 Chapter 1 Chapter Chapter EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 2 Xtender 4.x Overview In this chapter you learn the Xtender (EX) design for an enterprise-level messaging system that allows deployment across an entire site or organization. This chapter introduces Xtender, how it is used, and the core and optional components. It also explains the differences between LEGATO Xtender and LEGATO Xtender Archive Edition. Chapter 1- Xtender 4.x Overview - 2

21 Objectives Define Xtender's purpose. Identify how Xtender meets business objectives. Describe required Xtender components. Describe optional Xtender components. Compare Xtender Archive Edition features EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 3 Objectives After completing this chapter, you should be able to: Define Xtender s purpose. Identify how Xtender meets business objectives. Describe the core EX components. Describe optional EX components. Compare EX Archive Edition features. Chapter 1- Xtender 4.x Overview - 3

22 Defining Xtender Xtender Version 4.x is a comprehensive, integrated system that automatically collects, organizes, retains and retrieves messages and attachments. Real-Time Capture of ALL messages and attachments. Full-Text Indexing of messages and attachments.* Web Access allows users to search and retrieve their own messages and attachments without help from IT. EX Cross-Mailbox Search and Retrieval helps the IT team securely administer the entire system faster and more efficiently. EX EX LifeCycle Management Organizes messages and attachments into volumes and assigns their disposition according to the organization s policies. Multi-Environment Support Supports MS Exchange 5.5/2000, Lotus Domino, UNIX Sendmail. * File formats include documents, slideshows, spreadsheets, images, video, HTML, etc EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 4 Defining Xtender Xtender (EX) is software designed for enterprise-level messaging systems. You can deploy EX across an entire site or organization, and Xtender configuration allows the capture of a single copy of each message sent or received. To better understand Xtender, you should understand the following: Common Xtender terms. The Xtender Solution. Xtender architecture. Note: This chapter introduces Xtender concepts that are covered in depth later in this course. Chapter 1- Xtender 4.x Overview - 4

23 Defining EX Terms: Journaling Internet Journaling the process running on Microsoft Exchange that forwards all incoming and outgoing mail to a mailbox that you specify. Mail Server EX Journaling Mailbox EX Server 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 5 Defining Xtender Terms There are several terms you should know that help you to understand Xtender concepts: Journaling the process utility running on Lotus Notes Microsoft Exchange that copies all incoming and outgoing mail to the Mail-In DB exjournal.nsf a mailbox that you specify. Chapter 1- Xtender 4.x Overview - 5

24 Defining EX Terms: Archiving Internet Archiving moving copied mail from the Exchange server to a storage location on the EX server. This process occurs from either the journaling mailbox or through Xtract functions. Mail Server EX Journaling Mailbox EX Server 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 6 Archiving moving copied mail from the Notes Exchange server to a storage location on the EX server. This process occurs from either the journaling Mail-In DB mailbox or through Xtract functions. Chapter 1- Xtender 4.x Overview - 6

25 Terms: Exchange Message Store Message Store a dedicated mail repository for storing, retrieving and manipulating messages. Mail Server 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 7 Exchange Message Store - a dedicated mail repository for storing, retrieving and manipulating messages. Chapter 1- Xtender 4.x Overview - 7

26 Terms: Full Text Indexing Full Text Indexing an index of all available text within the header, attachment, or message of an . Indexed Text Lunch Hi Ron Let's do lunch on Thursday at 12:00 Mini's Café I'm looking forward to seeing you again Regards Milo 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 8 Full Text Indexing an index of all available text within the header, attachment, or message of an . Chapter 1- Xtender 4.x Overview - 8

27 Terms: Archive Archive a collection of information about and including copied that is accessible to Xtender. Connection Mailbox Archive EX Server 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 9 Archive a collection of information about and including copied that is accessible to Xtender. Chapter 1- Xtender 4.x Overview - 9

28 Terms: Public Organizational Form Public Organizational Form an Outlook template such as forms, task forms,etc EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 10 Public Organizational Form a template used in Outlook. Standard templates include appointment, contact, and message, to name a few. EX uses a Public Organizational Form to shortcuts within Outlook itself. The form is used to create the shortcut icon appearing in the list of archived messages. Chapter 1- Xtender 4.x Overview - 10

29 Terms: Mailbox Connectors Mail Server EX Journaling Mailbox EX Mailbox Connector EX Server Message Center Mailbox Connectors the holding place on the Xtender server (an Exchange Mailbox) for messages before they are transferred to the Xtender Message Center EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 11 Mailbox Connectors the holding place for messages before they are transferred to the EX Message Center. This is also known as the journaling mailbox. Chapter 1- Xtender 4.x Overview - 11

30 Terms: MAPI Messaging Application Programming Interface (MAPI) An object-oriented programming interface for messaging services that Xtender uses to to retrieve messages from the mailbox connectors. MAPI EX Message Center Mailbox Connector EX Server 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 12 MAPI the Messaging Application Program Interface that EX uses to retrieve messages from the mailbox connectors. Chapter 1- Xtender 4.x Overview - 12

31 Examining the Xtender Solution Messaging System Information Store Connection Mailbox End User Desktop Real-Time Capture Scheduled Tasks Legato Xtender Server (W2K) MS SQL Server 2000 Patented duplicate detection Shortcuts Xtract Archive, Delete, Shortcut, Analysis, Search Xtender Services Full-text index of messages and attachments Lifecycle Management via customer defined policies Optimized container storage methodology Compression & Encryption Auditing Satisfy regulatory record and retention rules Searching Native Client Support (Outlook) DiskXtender HSM HSM solution MS IIS IIS SMTP SMTP Web Web client client 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 13 Examining the Xtender Solution Each piece of the Xtender solution is discussed more thoroughly in later chapters, however, it is important to realize where each piece fits in the overall solution. The Messaging system provides real-time capture of and stores it in the connection mailbox. Xtender pulls the mail from this mailbox, and a MS SQL Server 2000 on the EX server provides duplicate detection to prevent the initial capture of multiple copies of an , such as might occur through distribution lists. Xtract is the component that enables EX to pull off of the server and store it in an archive, while leaving a pointer to the in the user s Notes Outlook interface. This component allows you to save space and processing power on the mail server. Xtender services index the messages, provide the storage methodology, compression, encryption, and auditing, and help to satisfy regulatory record and retention rules. The Native Client Support links EX to Notes Outlook so that users can search through the Notes Outlook interface. MS IIS provides the ability to use a web client to search . DiskXtender enables you to move volumes to storage media. Chapter 1- Xtender 4.x Overview - 13

32 D Copyright 2005 EMC Corporation. Do not Copy - All Rights Reserved. Diagramming Xtender Architecture Message Archiving Mail Servers Access to Archive via Shortcuts EX Server Remote Admin of EX Server Remote Admin Workstation EX Search Plug-in & Web-based Searches JBO DiskXtender Client Workstation Storage Media (NTFS or FAT) 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 14 Diagramming Xtender Architecture When you install Xtender server software on the intended EX server, EX publishes a Web site (located at Xtender, where localhost is the IP address or server name of the EX server). Users and administrators can access this Web site to search Xtender s archives at any time. Administrators can access all messages within the EX message store, while users can access only messages they receive or send. The EX Audit utility allows an audit of the administrator access to prevent unauthorized viewing or deletion of users . In addition, you can install the EX Search Plugin from the EX installation setup CD. It can be installed on the Xtender Server or Xtender client machine installed with Lotus Notes or Microsoft Outlook to enable fast and convenient EX searches from within these client/server platforms. Chapter 1- Xtender 4.x Overview - 14

33 Meeting Business Objectives Business objectives that EX meets: Enables long-term mail archiving Manages message stores Enhances search capability Assists in policy compliance Reduces discovery costs 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 15 Meeting Business Objectives There are a number of reasons that an organization decides to deploy Xtender. The slide lists some of the business objectives EX enables you to meet. Chapter 1- Xtender 4.x Overview - 15

34 Copyright 2005 EMC Corporation. Do not Copy - All Rights Reserved. Enabling Long-term Mail Archiving Copies mail from Exchange into a dedicated archive. Stores archived mail in flat, portable files of configurable size. Extends the EX archived message storage capacity through the use of removable media. Natively EX stores archive files on NTFS or FAT partitions or disks. Provides the ability to store archive files on a variety of other media including tape and optical media through DiskXtender. JBOD 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 16 Enabling Long-term Mail Archiving Xtender copies messages from Exchange Notes into a dedicated archive through the use of journaling on the Notes Domino Exchange server. The dedicated archive stores mail by month in flat, portable files of configurable size. You can store these files (.emx files) on removable media, extending the message store capacity. EX natively archives data to NTFS or FAT hard disks. DiskXtender adds the capability to archive mail to additional media types. Businesses use Xtender in an record-keeping capacity to save as a valuable business record. This results in an increase of end-user productivity and overall business performance. Note: For more information on supported media types, visit or see the LEGATO Xtender System Guide. Chapter 1- Xtender 4.x Overview - 16

35 Managing Message Stores Xtender helps minimize the size of Exchange Message Stores so that they do not grow large enough to adversely impact system performance. Through the use of Xtender and its Xtract module, messages are periodically deleted from the Exchange Message Store EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 17 Managing Mail Stores Xtender helps minimize the size of message stores on the server preventing them from growing large enough to negatively impact system performance. You can periodically delete messages from the Exchange message store through the use of Xtender and Xtract. Chapter 1- Xtender 4.x Overview - 17

36 Enhancing Search Capabilities Enables employees to locate deleted from Exchange Message Stores. Allows management to search former employee's . Uses full-text indexing for broader search capabilities, including attachments. Permits searches across multiple employee message archives through supervisory groups EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 18 Enhancing Search Capabilities Xtender includes the Web Search client and the Search Plugin. Employees can use these tools to search mail archived mail on the EX server, but deleted from the Exchange Message Store. Management can use these search tools to search other employee s mail, for example, former employee s messages. Full-text indexing of archived mail and attachments, allows for broader searching than the native Outlook search tool. Supervisory groups configured in Xtender allow authorized personnel to search across multiple employee message archives. Chapter 1- Xtender 4.x Overview - 18

37 Assisting Policy Compliance The Audit Configuring rules and retention periods in Xtender enable administrators to collect, track, and retain specific messages or types of messages. Utility enables you to verify that only authorized users with a legitimate business purpose monitor compliance. Xaminer (an add-on component to Xtender) offers additional advanced surveillance capabilities designed specifically for policy compliance EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 19 Assisting Policy Compliance Configuring rules and retention periods in Xtender enables administrators to collect and retain specific messages or types of messages to comply with internal or regulatory archiving policies. Use the Audit Utility to ensure that only authorized administrators with legitimate business purposes monitor compliance. Xaminer (an add-on component to Xtender) offers additional advanced surveillance capabilities designed specifically for compliance with regulations and policies -- including message sampling, customizable automated procedures, intelligent cross-mailbox searching, purging, and more. For more information on Xaminer see Chapter 1- Xtender 4.x Overview - 19

38 Reducing Discovery Costs The Xtender Web Search Client and Search Plugin reduce discovery costs EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 20 Reducing Discovery Costs The Xtender Web Search client and Search Plugin reduce the cost of discovering during litigation, audit, investigation, or any other discovery event because Xtender Web Search client and Search Plugin make it fast and easy to locate . You can search on key words, by the date, or using a particular field, enabling you to narrow the search and find the needed messages in minutes. Chapter 1- Xtender 4.x Overview - 20

39 Describing Core EX Components Xtender Server Software Xtender Administrator EX Exchange Journaling Utility (Exchange 5.5) License Server 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 21 Describing Core Xtender Components The components core to EX system functionality are described in below: Xtender Server - You should install the Xtender Base with Administrator on the server you use as the EX Server. It creates and maintains the EX Message Center and includes the services involved in EX functions. During installation, EX adds Web content to the EX server s Internet Information Server (IIS) default site, allowing for real-time Web-based searches of archived messages. Xtender Administrator - The Xtender Administrator, installed with the EX Server software, allows you to manage EX Services and the EX Message Center. Installing EX Administrator on other computers facilitates remote administration of your EX server. Users and administrators can access this Web site to search Xtender s archives. Exchange Journaling - Install the Journaling Utility for Exchange 5.5 on the Exchange server. The Exchange Journaling Utility is not required in an Exchange 2003 environment. For more information on Journaling. License Server - The License Server stores and validates software licenses. Install the License Server in a location that is always accessible to the Xtender server and set it up before installing EX (unless you intend to use the evaluation copy of EX). Chapter 1- Xtender 4.x Overview - 21

40 License Server The License Server stores and validates EX licenses EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 22 License Server During EX Server setup, you enter the machine name of the License Server that contains valid EX licenses. You can change license and configuration information anytime after installation. The license server stores and validates all LEGATO Xtender product licenses and is not specific to Xtender. The shown License Server Administrator allows association of permanent license keys with a particular product installation. Note: For instructions on how to install the license server and add a license, see Configure Your Ex Server in Chapter 2. Chapter 1- Xtender 4.x Overview - 22

41 Describing Optional EX Components Auditing Utility Xtract Search Plugin 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 23 Describing Optional EX Components Xtender includes the optional components in Table that enhance the usability of archived mail. If complete option is chosen all components are installed. Audit Utility - The Audit Utility is an optional component for use with Xtender. This utility monitors all searches run against mail not directly belonging to the searcher. This utility records all Administrator, Supervisor, and directed searches for audit purposes. Then, you can generate reports using included templates to view specific statistics regarding searches. The Audit Utility also logs any deleted messages or volumes and includes them in two reports (Deleted Message Report and Deleted Volume Report). Xtract - EX includes an management utility called Xtract that runs either from the EX server or mail server. Xtract manages messages in the Microsoft Exchange message store. You can run these actions manually, on a schedule, or on-demand in real-time. When you install Xtract on the EX server, you can use it to archive messages received by the mail servers before EX installation and can use it to delete archived messages from the mail servers. Xtract can run extraction tasks involving item types such as public folders, tasks, sticky notes, and calendar appointments. Search Plugin - The Xtender Search Plugin is client-side software that allows users and administrators to search messages archived by EX. The EX Search Plugin contains enhanced search functionality with the user-friendliness and quick accessibility of an MS Outlook function. Chapter 1- Xtender 4.x Overview - 23

42 Comparing EX and EXAE Features/Platforms EXAE EX Exchange Support a a Lotus Notes Support a a IM Support a Bloomberg Support a UNIX Sendmail Support a a Client search a Administrative Search a a Description Archives messages from Exchange and Lotus Notes/Domino mail servers. Archival of IM messages requires full EX release. Bloomberg archival requires full EX release. Sendmail archival available in both. Client machine searches requires full EX release. Administrative searches available in both products. Schedule-based Capture a a Scheduled tasks available in both products. Real-time Capture a Realtime capture (journaling) requires full product. Ensured Message Archival and Delivery a Validated (via auditing reports) archival available in EX. Policy-based Record retention a EXAE captures & archives mail in a single folder. Shortcut message support a a Shortcuts are supported in both version. Full-text indexing a a Full-text indexing are supported in both versions. PST file migration a a Migration and archival of PST data is in both. Message level restore Public Folder support a a a a The search client can restore specific messages. Archival and retrieval of public folders available in both. archive auditing/reporting a Auditing reports are available in EX EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 24 Comparing EX Archive Edition Features Also available, is LEGATO Xtender Archive Edition (EXAE), which is a subset of Xtender. It offers a variety of features designed specifically to help an organization reduce storage costs and increase message server availability by automatically migrating messages and attachments into a centralized message archive. By removing messages from the messaging server, EXAE allows organizations to keep message server sizes small, improving performance and reducing backup times. The slide lists the product features available within EXAE as compared to the full Xtender 4.5 release of the product. Chapter 1- Xtender 4.x Overview - 24

43 Exploration Chapter 1 Review: Xtender 4.x Overview Summary 2005 EMC Corporation. All rights reserved. Chapter 1 - Xtender 4.x Overview - 25 Chapter 1 Review: Xtender 4.x Overview What can you install on any server or client machine with Microsoft Outlook to enable fast and convenient EX searches from within these mail applications? What are three EX components required fro EX system functionality? Which three optional components enhance the usability of archived mail? What happens to volumes when they reach capacity or are idle for five days? Which LEGATO storage management product can you use with EX to enhance the storage capabilities of the server? What is the name of the mail-in database created by the EX listener for Lotus/Domino for journaling mail? Summary: Xtender is software that allows real-time capture of all messages and attachments and allows full text indexing for easy search and retrieval. Xtender enables employees to locate mail deleted from the message store and allows management to search across multiple employee message archives. It also assists with policy compliance and reduces discovery costs. The components required for EX system functionality are: the Xtender Server Software, the EX Administrator, and the Listener for Notes/Domino EX Exchange Journaling Utility (for Exchange 5.5)You enable message journaling using the General tab of the Mailbox Store properties in an Exchange 2000 environment. The audit utility, Xtract and the Xtender Search Plugin are optional components that add additional usability. Chapter 1- Xtender 4.x Overview - 25

47 Objectives Verify the system requirements. Configure the Xtender server. Perform pre-requisite setup tasks. Install Xtender components and Administrator. Add mailbox connectors EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 3 Chapter 2: Installing Xtender 4.x In this chapter you learn the steps involved in the Xtender installation process. Before installing Xtender, give careful thought to your EX implementation to accommodate your organization s specialized objectives. This chapter guides you through the pre- and post-installation steps necessary to establish an Xtender enterprise-level messaging system. Objectives After completing this chapter, you should be able to Verify the system requirements. Configure the Xtender server. Perform additional pre-requisite setup tasks. Install Xtender base and Administrator. Add mailbox connectors. Chapter 2 - Installing Xtender 4.X - 3

48 Verifying EX System Requirements 800 MHz Pentium Processor P-III (or higher) Minimum 512 MB System Memory (RAM) Minimum 8 GB free disk space for multiple NTFS partitions Dedicated system Member of the Exchange server's domain, not a workgroup Not a domain controller 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 4 Verifying EX System Requirements To optimize the performance of your EX system, LEGATO recommends that you dedicate a server primarily to EX with the addition of DiskXtender (versions 5.20, 5.30, or 5.40), and License Server, if applicable. This server must meet all minimum requirements and have carefully planned resources. Note: DX is processor intensive and you should not install it on a domain controller where it must authenticate users and perform other domain controller tasks. If using DX, do not set up the EX server as a domain controller. Supported mail environments are: Exchange 5.5 plus SP 1 or later Exchange 2000, 2003 Domino 4.66 or 5.02, 6.x or later New Listeners for AS400, AIX, Solaris, and Linux SMTP for Linux and Solaris Chapter 2 - Installing Xtender 4.X - 4

49 Creating Recommended EX Server Partitions Drive Function Format Note C: Operating System OS dependent D: EX installation drive NTFS EX system files and stored indexes E: EX container file storage drive NTFS DX 2000 extended drive Note: The drive letters above are not hard-coded and you can use any drive letter EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 5 Creating Recommended EX Server Partitions For highest performance, partition the EX server machine as indicated in the slide. When using DiskXtender 2000 to manage stored messages, partition the server as described in the slide. Placing the Xtender program files on the same partition as the DiskXtender 2000 extended drive causes software conflicts and possible data loss. By default, the partition with the most available empty space is selected as the storage drive. This includes network mapped drives also. Chapter 2 - Installing Xtender 4.X - 5

50 Sizing the EX Server Partitions Container File Partition Item a b c d e TOTAL # of Users Value Messages per user, per day Days per work week # of weeks mail will reside on the storage drive Average message size (KB) a*b*c*d*e = /1024 = /1024 = Equals (3 years) ,000,000 KB or 152,344 MB or 149 GB EX Installation Partition Multiply the Container File size by.2 = 29.8 GB 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 6 Sizing the EX Server Partitions You should configure the EX Server partitions to handle the total amount of archived messages. The larger the drives or partitions, the better the system performance. In addition, leaving plenty of room for growth ensures EX server reliability. Calculating the drive sizes helps to determine the hardware requirements necessary for the EX system. To determine the size of the EX Container File Storage drive and Installation drive (where EX stores indexes and system files), you multiply several messaging items together as shown in the slide. The reason that you multiply the container file size by.2 is that the indices add another 10%, and the system files add 10% to the total space required. Note: See the LEGATO Xtender System Guide for more information on sizing. Chapter 2 - Installing Xtender 4.X - 6

51 Exploration Lab 2-1: Sizing the EX Server Partitions 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 7 Lab 2-1 In this lab you consider an example Exchange environment and determine the appropriate EX Server container and installation partition sizes. Calculate and Review Your Exchange Environment Given the following: Company ABC has 150 users. Each user sends and receives an average of 25 messages each weekday. The average message size is 50 KB. 1. How many messages does Company ABC s Exchange server average each day? 2. How many messages does Company ABC s Exchange server average each week? 3. Approximately how much mail (in MB and in KB) is added to Company ABC s Exchange server each week? Calculate your EX Server Container Partition Size: Company ABC s policy is to save archives to the container partition for 2 years. How many weeks does ABC save archives? 1. How many weeks does ABC save archives? 2. What size should ABC make their EX Server Container partition ( GB).? Continued on next slide. Chapter 2 - Installing Xtender 4.X - 7

52 Exploration Lab 2-1: Sizing EX Server Partitions cont EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 8 Lab 2-1 continued In the continuation of this lab you consider an example Exchange environment and determine the appropriate EX Server and installation partition sizes. Calculate Your EX Server Installation Partition Size: Considering the previous calculations, determine the size of the EX server installation partition. What size should Company ABC make their EX Server installation partition (in GB)? Chapter 2 - Installing Xtender 4.X - 8

53 Configuring the Xtender Server Enable Windows 2000 Server with Service Pack 3 (or higher) with Internet Information Server 5.0 installed and SMTP service, or Windows 2003 Install Microsoft Message Queuing Install MS SQL Server 2000 (Enterprise or Standard edition) Service Pack 3 (or higher) Install the latest version of Microsoft Outlook and Adobe Acrobat Reader 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 9 Configuring the Xtender Server The slide shows the software you should install and configure on the EX server prior to installing the Xtender software. Note: Failing to meet these requirements before installing EX can lead to your system not functioning correctly. Chapter 2 - Installing Xtender 4.X - 9

54 Installing Microsoft Message Queuing Ensure that the EX Server is a member of a Windows 2000 or Windows 2003 domain before installing and configuring MSMQ. Install MSMQ to facilitate the archiving of messages. MSMQ holds message files in private queues created by EX until EX functions can process them. Modify MSMQ to ensure that the message files are NOT queued on the main operating system partition drive (which is the default) EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 10 Installing Microsoft Message Queuing For Xtender to work properly, you should install Microsoft Message Queuing (MSMQ) on the EX server after ensuring that the EX server is a member of a Windows 2000 or Windows 2003 domain. Message queuing facilitates the archiving of messages by holding message files in private queues created by EX until EX functions process them. It is important that the system does not queue the message files on the main operating system partition drive. After relocating MSMQ, you must reboot the system. MSMQ has the following characteristics: Characteristic Maximum Capacity Storage Locations Startup Errors Description 1.8 GB (2.6 GB with Advanced Server) Adjust for disk space and performance 2121 & 2124 errors at startup are corrected by adding the following registry key to the values listed below: 2121 & 2124 errors at startup are corrected by adding the following registry key to the values listed below: [HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft \MSMQ\Parameters\setup] "AlwaysWithoutDS"=dword: Chapter 2 - Installing Xtender 4.X - 10

55 Microsoft Message Queuing continued MSMQ holds message files in private queues created by EX until EX functions can process them. Modify MSMQ to ensure that the message files are NOT queued on the main operating system partition drive (which is the default). Insure that the EX Server is a member of a Windows 2000 or Windows 2003 domain before installing the MSMQ windows components EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 11 The following private queues are created in MSMQ by the installation of Xtender: Name ex10_incoming_queue ex10_incoming_queue_0 ex10_incoming_queue_1 ex10_incoming_queue_2 ex10_incoming_queue_3 ex30_rule_queue ex40_ vault ex50_index_queue ex80_volume_reinsert_queue ex90_outbound_queue Label Message Marshaller Message Marshaller_0 Message Marshaller_1 Message Marshaller_2 Message Marshaller_3 Rule Processor Message Archiver Message Indexer Volume Reprocessor Outbound Messages Chapter 2 - Installing Xtender 4.X - 11

56 Installing the MS SQL 2000 Server The database portion of Xtender and the Audit Utility make use of an MS SQL 2000 Server. Xtender uses this database when performing duplicate detection. Xtract uses this database when locating shortcuts. Shortcuts replace an actual message or attachment on the mail server with a link to the archived message on the EX container file storage partition. The Audit Utility stores audit events in a second SQL database on the SQL Server EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 12 Installing the MS SQL Server The database portion of Xtender and the Audit Utility make use of an MS SQL 2000 Server. The server is installed with SP 3 and Mixed Mode authentication. When the EX Message Center processes messages, it stores important message information such as the message ID, in an SQL database. EX uses this database when performing duplicate resolution and when locating shortcuts. During duplicate resolution, EX or Xtract scans through the SQL database to make sure that each archived message is unique. If EX encounters a duplicate message ID when searching the database, it does not archive the message. Note: Xtract includes the shortcut functionality. Shortcuts replace the actual message on the mail server with a link to the archived message on the EX container file storage drive. When you perform an administrator, supervisor, or directed search using one of the search applications, the Audit Utility stores an audit event in a SQL database on the SQL Server (you must install this utility for this to work). Xtract uses the information stored in this audit database to create reports of search actions taken. Note: A SQL database of 1 GB is approximately equivalent to 1 million messages. Chapter 2 - Installing Xtender 4.X - 12

57 Installing Outlook and Acrobat Reader Configure Outlook 2000 or Outlook 2003 as default mail reader client. Install Acrobat Reader on the EX server for indexing and searching Adobe PDF files EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 13 Installing Outlook and Adobe Acrobat Reader Outlook is required for MAPI functionality to enable you to check to ensure that it is being journaled and moved to the archive. The installation of Outlook also allows you to forward messages to the EX administrator, if necessary. Lotus Notes is required on the EX server to facilitate communication and authentication between Xtender and the Lotus Notes Server. In addition, many attachments use PDF format. For EX to index these attachments, you must install Adobe Acrobat Reader on the EX server. Note: You should disable virus scanning software on the EX installation and storage volumes. Chapter 2 - Installing Xtender 4.X - 13

58 Exploration Lab 2-2: Configure Your EX Server 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 14 Lab 2-2: Configure Your EX Server In this lab you configure your EX server by performing the following tasks: Verify the installation of Microsoft s Internet Information Services (IIS) for use with EX on your Windows 2003 Server. Verify the installation of SMTP services with your IIS install. Install Microsoft Message Queuing services. Change Message Queuing location. Install and Configure MS SQL Server 2000 on the EX server. Set the maximum RAM usage for the SQL Server. Chapter 2 - Installing Xtender 4.X - 14

59 Lab 2-2: Windows Component Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 15 Verify IIS Installation To verify the installation of IIS: 1. On your EX server, Select Start Settings Control Panel Add/Remove Programs. 2. Select Add/Remove Windows Components. 3. Select Application Server 4. Select Details. Chapter 2 - Installing Xtender 4.X - 15

60 Lab 2-2: Windows Component Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 16 Verify Installation of ASPNet, IIS, Message Queuing 1. Make sure to select ASP.NET, Enable network COM + access, IIS, Message Queuing. 2. Highlight IIS, then click Details. Chapter 2 - Installing Xtender 4.X - 16

61 Lab 2-2: Windows Component Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 17 Select IIS Manager and World Wide Web Services 1. Ensure that the Internet Information Services Manager is selected. 2. Select IIS, NNTP, SMTP. 3. Scroll down and select WWW Service, then click Details. Chapter 2 - Installing Xtender 4.X - 17

62 Lab 2-2: Windows Component Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select the Active Server Pages, and World Wide Web Service option. 2. Click OK, 3 times. 3. Click Next which will install the selected Windows Components. If prompted for the Windows 2003 CD-ROM use the location provided by your instructor. Chapter 2 - Installing Xtender 4.X - 18

63 Lab 2-2: MSMQ Configuration Setup 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 19 MSMQ Configuration setup 1. You should be still pointing to the Windows Components choices. 2. Highlight the Application Server and click Details. Chapter 2 - Installing Xtender 4.X - 19

64 Lab 2-2: MSMQ Configuration Setup cont EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 20 MSMQ Configuration Setup Scroll down and select the Message Queuing option. 1. Select Details, confirm Active Directory Integration and Common are selected. 2. Click OK, to close message queuing window. 3. Click OK to close the Application Server window 4. You should be at the Application Server level, select Next. 5. You will be prompted to insert either the Windows 2003 CD or navigate to the Windows 2003 installation directory to allow the Windows Components you have configured to be installed. Your instructor will guide you through this process. 6. After the installation click Finish. Chapter 2 - Installing Xtender 4.X - 20

65 Lab 2-2: MSMQ Configuration Setup continued 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 21 MSMQ Configuration Setup Change message queue location 1. Right-click My Computer and select Manage 2. Expand Services and Applications Message Queuing 3. Right click on Message Queuing, select Properties, the multi-tab display will appear. Chapter 2 - Installing Xtender 4.X - 21

66 Lab 2-2: MSMQ Configuration Setup 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 22 MSMQ Configuration Setup Part 2 Continued 1. Click the Storage tab, this indicates the location where the message queues are located. 2. Before changing this location for MSMQ, create a directory called <Drive:>\MSMQ\Storage where drive is the installation partition or extended drive for EX. Your instructor will tell you which drive letter to use. 3. On the Storage tab, change the path shown in the Message Files Folder field, the Message Logger field and Transaction Logger to reflect the extended drive partition or drive for EX. 4. Select OK, on the MSMQ Properties screen, you will be prompted to ensure that the security of the directory path is ok for files created in that folder, just select OK. 5. After that you will then be prompted to stop and start the Message Queuing Service, click Yes. 6. You will then be asked if you want to restart your server, Click Restart Now, and the computer will restart itself. Chapter 2 - Installing Xtender 4.X - 22

67 Lab 2-2: SQL Server 2000 Install Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 23 Install MS SQL Server 2000 Follow the steps below to set up the SQL 2000 Server properly for use with EX. Install the SQL Server with at least 10 Client Access Licenses, or acquire a Processor License. Ensure that you plan the EX server resources correctly to handle storage of indexes, message volumes, and databases in environments where mail traffic is high. Configure SQL Server to use no more than approximately 75% of the total RAM capacity of the machine. This is important because SQL Server and EX compete for system resources, and SQL Server s use of RAM can degrade EX performance. Ensure that the SQL Server is set up to use both Windows and SQL authentication. Chapter 2 - Installing Xtender 4.X - 23

68 Lab 2-2: Install Components 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 24 To install MS SQL Server 2000 on the EX server: 1. Log on with an account that has administrator privileges. 2. Insert the SQL 2000 Server CD or browse to the location supplied by the instructor and select the autorun.exe. 3. Select SQL Server Components. 4. Select Install Database Server. Note: You may be challenged by a warning box saying that this release of SQL Server SP2 and below is NOT compatible with this version of windows. Please ignore the warning by pressing the Continue button. Chapter 2 - Installing Xtender 4.X - 24

69 Lab 2-2: Computer Name 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Click Next on the welcome window 6. The Computer Name window appears. 7. Select Local Computer and click Next. 8. The Installation Selection window appears. Chapter 2 - Installing Xtender 4.X - 25

70 Lab 2-2: Installation Selection 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Create a new instance of SQL Server, or install Client Tools then click Next. 10. The User Information window appears Chapter 2 - Installing Xtender 4.X - 26

71 Lab 2-2: User Information 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x In the Name field enter Student or any name (the name is not used elsewhere). 12. In the Company field enter EMC /LEGATO and click Next. 13. On the Software License Agreement window click Yes. 14. The Installation Definition window appears Chapter 2 - Installing Xtender 4.X - 27

72 Lab 2-2: Installation Definition 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Server and Client Tools and click Next. 16. Click Next on the Instance Name window. 17. The Setup Type window appears. Just accept the defaults here. Click Next. 19. The Services Accounts window appears Chapter 2 - Installing Xtender 4.X - 28

74 Lab 2-2: Authentication Mode 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Mixed Mode (Windows Authentication and SQL Server Authentication). 22. Select Blank Password (not recommended in production) and click Next. 23. Click Next to Start Copying Files. 24. The choose Licensing Mode window appears Chapter 2 - Installing Xtender 4.X - 30

75 Lab 2-2: Licensing Mode 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Per Seat, enter 10 in the devices field and click Continue. Chapter 2 - Installing Xtender 4.X - 31

76 Lab 2-2: Completing the installation sequence 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Click Finish to complete the Setup 27. If the version of SQL 2000 was not at SP3a or higher then install the Service Pack according to your instructor s instructions. Chapter 2 - Installing Xtender 4.X - 32

77 Lab 2-2: Set the Maximum RAM Usage for the SQL Server 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 33 Set the Maximum RAM Usage for the SQL Server To set the maximum RAM usage for the SQL Server. Select Start Programs Microsoft SQL Server Enterprise Manager. Expand the SQL Server Group. Right-click your Extender Server and select Properties. Click the Memory tab. Select Dynamically configure SQL Server memory. Set the maximum to no more than 75% of the total RAM. Click OK. Close the Enterprise Manager. End of Lab 2-2 Chapter 2 - Installing Xtender 4.X - 33

78 Performing Additional Setup Tasks Create a service account. Install the license server. Configure journaling EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 34 Performing Additional Setup Tasks In addition to installing the software discussed previously, you should perform the additional setup tasks listed in the slide before installing Xtender. Chapter 2 - Installing Xtender 4.X - 34

79 Creating the Service Account Installation requires a service account that has sufficient permissions on the domain. In Windows 2000 or 2003, set up the account with the following attributes: Member of Domain Administrator group Log on locally Act as part of the operating system Log on as a service This account is the default EX Administrator and EX adds it to the administrative ExAdmin group created during setup EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 35 Creating the Service Account In Active Directory, set up the account as a member of Administrators and Domain Admins. This account becomes the default EX Administrator and EX adds it to the administrative ExAdmin group that EX creates during setup. Chapter 2 - Installing Xtender 4.X - 35

80 Installing the License Server Install the License Server in a location that is always accessible to the Xtender server and set it up before installing EX. During EX Server setup, enter the name of the License Server that contains valid EX licenses EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 36 Installing the License Server Purchase of any of Legato's messaging or Xtender products includes one or more licenses for that product. The license server contains an administrator interface that allows you to manage all licenses for all LEGATO products from one central location. The License Server runs on Windows 2000 or Windows To obtain a license, locate the machine ID of the EX server, then call EMC/LEGATO Technical Support at Technical Support generates a license based on your machine ID and sends you the license file to add to the license server. Chapter 2 - Installing Xtender 4.X - 36

81 Configuring Journaling For EX to work correctly, you must set up journaling on the Exchange server to forward messages to the mailbox designated as the EX Mailbox Connector. Journaling is configured using the Exchange System Manager for Exchange 2000 or Exchange EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 37 Configuring Journaling Through the use of journaling, you can designate at least one mailbox to receive copies of messages from configured mail servers. EX polls this mailbox and pulls messages into the EX Message Center, where it later bundles them into message volumes. The EX mailbox connector is the archiving mailbox connector in Exchange and uses the same active directory account name. To configure journaling in an Exchange 2003 environment, you must first enable journaling on all mailbox stores used with Xtender. Secondly, after installing Xtender on the EX_SERVER, you must configure a mailbox connector to indicate the appropriate journaling mailbox designated on the Exchange server. Chapter 2 - Installing Xtender 4.X - 37

82 Understanding & Configuring Journaling Exmailbox (MAPI Connection) Xtender Server Recipient Read Msg. ID and Header Info Exchange MTA Exchange Journaling Journaling Recipient Mailbox Record-keeping copy MS Exchange Server Message Queues Y Duplicate? (Check SQL DB) N Unmatched Rule Exists? N Policy Verify? (user list) Y Get Msg. Add to SQL DB Y N Delete Msg from Journaling Mailbox 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 38 Understanding Journaling Concepts The EX environment requires creation of at least one mailbox connector to enable communication between the EX server and mail servers. The mailbox connector is a mailbox that resides on a configured mail server and is designated to interact with the EX Journaling Utility. Administrators have the option to forward all received mail from configured mail servers to one mailbox connector, setup a mailbox connector on each mail server, or set up a mailbox connector for each mailbox store (Exchange 2000 or Exchange 2003 only). Mailbox connectors temporarily store messages for transfer to the EX Message Center and should never use a user account. In a Microsoft Exchange environment, EX retrieves messages from the connector mailboxes using the Messaging Application Program Interface (MAPI). The Xtender Data Source service (ex .exe) pulls messages from the connector mailboxes that the mail server communicates with, thereby facilitating the transfer of messages into the EX Message Center. You create the MAPI profile on the EX server in Outlook. Chapter 2 - Installing Xtender 4.X - 38

83 Creating a MAPI Profile MAPI is an API built into Microsoft Windows that allows different software applications to communicate to distribute mail. A MAPI profile is required to: Retrieve messages from a mailbox Access the Exchange Address Book Define the Windows service account, the Exchange Server, and the Exchange Mailbox Run Xtender applications 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 39 Creating a MAPI Profile Creating Notes Users In a Microsoft Exchange environment, EX retrieves messages from the connector mailbox using the Messaging Application Program Interface (MAPI). MAPI is an API built into Microsoft Windows that allows different software applications to communicate to distribute mail. Any application that is MAPI-enabled can communicate with any other program that is MAPI-enabled. A MAPI profile is required to retrieve messages from a mailbox, and to access the Exchange Address Book. A MAPI profile defines the Windows service account, the Exchange Server, and the Exchange Mailbox. In addition, a MAPI profile is necessary to run Xtender applications and the EX Administrator. Chapter 2 - Installing Xtender 4.X - 39

84 Installing EX Server and Administrator Installing the EX Server requires that you install the Xtender Base server components and the EX Administrator EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 40 Installing Xtender Server and Administrator To perform the installation of your EX System, log onto the EX_SERVER as the LEGATO_SERVICE account. EX uses the LEGATO_SERVICE account during installation to configure and launch the required EX Services in the control panel. It becomes the default EX Administrator. The setup adds the LEGATO_SERVICE account to the ExAdmin group it creates on the EX_SERVER. Chapter 2 - Installing Xtender 4.X - 40

85 Adding Mailbox Connectors You must set up a connecting mailbox in the Xtender Administrator for Xtender to collect mail from the Exchange Server s Archived mailbox EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 41 Adding Mailbox Connectors After setting journaling on all message stores affected by journaling and after installing Xtender Base with Administrator, the last step necessary to set up journaling in an Exchange 2003 environment is to add the mailbox connectors to the Xtender setup. This is done through the Xtender administrator. Note: Normally, you configure rules and retention periods before configuring connectors so that they are applied to all archived mail. For the purposes of this course, you create connectors and test journaling before creating rules and retention periods. Chapter 2 - Installing Xtender 4.X - 41

86 Verifying Journaling Prior to installing Xtender you must create a MAPI profile and verify that the LEGATO_SERVICE mailbox is journaling mail EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 42 Verifying Journaling You should ensure that you configure your Exchange 2000 or Exchange 2003 environment correctly by verifying that the system journals copies of all for your Exchange server into the LEGATO_SERVICE mailbox for collection by EX. Chapter 2 - Installing Xtender 4.X - 42

87 Exploration Lab 2-3: Perform Additional Setup Tasks Lab 2-4: Install the Xtender Server and Administrator Lab 2-5: Add Mailbox Connectors & Verify EX Functionality Chapter 2 Review: Installing Xtender 4.x Summary 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 43 Lab 2-3: Perform Additional Setup Tasks In this lab you Create the service account to use during install. Configure the service account with the appropriate permissions for use with your EX installation. Install the License Server from the AutoRun menu of the EX CD. Add an EX License to the License Server Administrator (optional). Configure journaling on your Exchange 2000 or Exchange 2003 mail server. Create a MAPI profile on your EX server. Verify journaling into the LEGATO_SERVICEX mailbox on your Exchange Server. Note: Your lab configuration will have multiple computers for your use, a domain controller / exchange system, and two other systems for use as EX server, and Xaminer if necessary. Chapter 2 - Installing Xtender 4.X - 43

88 Lab 2-3: Setup Tasks - Active Directory Users and Computers 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 44 Lab 2-3: Create the Service Account To create the service account: 1. Logon to the Domain/Exchange Controller computer as Administrator. 2. Select Start Programs Microsoft Exchange, then launch Active Directory Users and Computers. 3. Expand your domain in the tree view on left pane and right-click Users and select New User. 4. The New Object - User Window appears. Chapter 2 - Installing Xtender 4.X - 44

89 Lab 2-3: New Object-User Name 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x In the New-Object fill in the fields for First Name, and logon name. 4. Enter LEGATO_SERVICE in the User Logon and Name field. Click on Next. 5. In the second New Object User panel, enter the password, legato and de-select, User Must Change Password and select User Cannot change password, and Password never expires 6. Select Next to create the user. Chapter 2 - Installing Xtender 4.X - 45

90 Lab 2-3: New Object Exchange Mailbox 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Make sure the check box, Create an Exchange Mailbox, is selected. 8. Accept the default Mailbox Server, and Mailbox Store. 9. Select Next, then select FINISH. Chapter 2 - Installing Xtender 4.X - 46

91 Lab 2-3: Add service acct. to Domain Admins Group 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 47 Add the Service Account to the Domain Admins Group On the Domain Controller. To add the LEGATO_SERVICE account to the Domain Administrators group: 1. Select Start Programs Administrative Tools Active Directory Users and Computers. 2. In Active Directory Users and Computers, double-click the LEGATO_SERVICE account. 3. Select the Member Of tab and click Add. Chapter 2 - Installing Xtender 4.X - 47

92 Lab 2-3: Select Groups 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x On the sub-panel Select Groups, enter DomainAdmins, in the object name field, 5. Next click check names. 6. Click On the Domain Admins once to highlight it. 7. Click OK to exit the Select Groups window, this will add the line for Domain Admins to the Member of list. 8. Click OK to exit the Legato_Services Properties panel. 9. To further confirm membership, double click on the DomainAdmins group on the right side of the Users and Groups list, and if you select the Members Tab, you should see the user, Legato_Service as part of that list. Chapter 2 - Installing Xtender 4.X - 48

93 Lab 2-3: Grant Local Security Settings to Service Account 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 49 Modify the Local Security Policy on the EX Server establish the rights: Log on as a Service Act as Part of the Operating System Allow Log on Locally 1. Logon to the EX Server as Administrator. 2. To modify the local security policy on the Xtender Server: Select Start Administrative Tools Local Security Policy. 3. Expand Local Policies and select User Rights Assignments. 4. The User Rights assignments are listed on the right pane. Chapter 2 - Installing Xtender 4.X - 49

94 Lab 2-3: Select Users or Groups 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Right click on the policy, Act as part of the operating system, and select Properties. 6. Select Add User or Group, You will be prompted to enter the user in the name field, enter Legato_Service, click Check Names, and a matching name should be filled in. Click once on this name to highlight it.. Click OK. 7. Click OK to exit the panel for the Act as Part of the Operating System policy. 8. Repeat Steps 5 through 7 by selecting the following local security polices to apply: 9. Log on as a service, and Allow Log on locally, performing the same Add and selection steps. 10. Restart your server to initiate the changes to the new user and to apply the local security policy for your domain. 11. After restarting, log on as LEGATO_SERVICE to the your assigned domain to verify the changes. Remain logged on using this user for future exercises. Subsequent operations will be performed under this logon. Chapter 2 - Installing Xtender 4.X - 50

95 Lab 2-3: Install EMC/Legato License Server 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 51 Install the License Server To install the license server on your Extender Server: 1. Insure that you are logged on as Legato_Service before you begin the installation. 2. Insert the EX CD into your CD Rom Drive. Or locate the installation directory on your system, and run the Setup.exe program 3. Select Licensing Installation. Chapter 2 - Installing Xtender 4.X - 51

96 Lab 2-3: License Server Installation Options 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Click Next on the License Server Installation window. 4. Select Install new product from the License Server Installation Options window and click Next. The License Server License Agreement window appears. Chapter 2 - Installing Xtender 4.X - 52

97 Lab 2-3: License Server License Agreement 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Accept terms of agreement and click Next. The License Server Registration window appears Note: You must scroll to the end of the license text to click the Accept option. Chapter 2 - Installing Xtender 4.X - 53

98 Lab 2-3: License Server Registration 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Enter your assigned User name in the Customer Name field 7. Enter your assigned name in the Organization field and click Next. The License Server Service Account window appears. Chapter 2 - Installing Xtender 4.X - 54

99 Lab 2-3: License Server Service Account 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Enter LEGATO_SERVICE in the User Name field, and your Domain name in the Domain name field if it is not already filled in. It should be on the order of DOMAIN0X. For example here is shown DOMAIN Enter your Service Account password in the password field. 10. Enter your Service Account password in the Confirm Password field and click Next. 11. Review the information you have entered and click Finish to continue setup. 12. After the setup is completed, you are prompted either to click Start to launch the License Server Administrator or to click Exit to return to windows. Click Exit. Chapter 2 - Installing Xtender 4.X - 55

100 Lab 2-3: Exchange System Manager 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 56 Configure Journaling To configure journaling on your Exchange 2003 mail server: 1. Select Start Programs Microsoft Exchange System Manager to launch the Exchange System Manager 2. Expand Servers (your) Exchange Server First Storage Group. 3. Right-click Mailbox Store and select Properties. Chapter 2 - Installing Xtender 4.X - 56

101 Lab 2-3: Mailbox Store Properties Archive settings 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Archive all messages sent or received by mailboxes on this store and click Browse. 5. Enter the service account, Legato_Service, in the selection panel 6. Highlight the name and click Check Names. 7. Click OK. Chapter 2 - Installing Xtender 4.X - 57

102 Lab 2-3: Mail Box Select Recipient and User account 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x After selection of the Legato_Service, your settings should look close to this. 8. Click OK to apply this selection, then exit the Exchange Systems Manager. Chapter 2 - Installing Xtender 4.X - 58

103 Lab 2-3: Microsoft Exchange Settings Properties 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 59 Create a MAPI Profile To Create a MAPI profile on your EX server: 1. Right-click the Microsoft Outlook icon on your desktop and select Properties. The Mail window appears 2. Click Add... to create a new profile. The Microsoft Outlook Setup Wizard appears Chapter 2 - Installing Xtender 4.X - 59

104 Lab 2-3: Microsoft Outlook Setup Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Microsoft Exchange Server and click Next. 4. Accept the default name MS Exchange Settings for your profile and click Next. 5. Enter the name of the Exchange server in the Microsoft Exchange Server field and click Next. 6. Select No to indicate you do not travel with this computer and click Next. 7. Click Finish to exit the wizard, then click Close to exit Properties. Chapter 2 - Installing Xtender 4.X - 60

105 Lab 2-3: Exchange System Manager 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 61 Verify Journaling To verify journaling on your Exchange server: 1. Launch Microsoft Outlook and send a test message to UserX (X is your instructor assigned number.) 2. Launch the Exchange System Manager. The Exchange System Manager window appears 3. Expand Servers (your) Exchange Server First Storage Group Mailbox Store and select Mailboxes. 4. Verify that the LEGATO_SERVICE mailbox lists three messages: one from Outlook, one sent by LEGATO_SERVICE, and one journaled to LEGATO_SERVICE (the message you just sent to User1). End of Lab 2-3 Chapter 2 - Installing Xtender 4.X - 61

106 Lab 2-4: Xtender Installation Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 62 Lab 2-4: Install Xtender Server Install In this lab you install the Xtender Server. Install Xtender 1. Verify that SQL services are running. 2. Insert the CD into your CD Rom drive and the AutoRun initiates the set-up wizard. (Or navigate to the location indicated by your instructor and double-click the setup.exe.) The Installation Wizard for Xtender appears. 3. Select the option Product Installation. 4. Select the option Xtender Server Install. Chapter 2 - Installing Xtender 4.X - 62

107 Lab 2-4: Xtender-InstallShield Wizard 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Click Next. 6. Click Accept on the Software License Agreement window.. Chapter 2 - Installing Xtender 4.X - 63

108 Lab 2-4: : Choose Destination Location 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Change the destination folder to < Install Drive>:\Program Files\OTG\ Xtender and click Next. Note: For performance reasons, do not install the Xtender Base with Administrator on the operating system partition. Chapter 2 - Installing Xtender 4.X - 64

110 Lab 2-4: Xtender Installation Options 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Complete, then Click Next to continue with the new installation. (Unless you are installing selected components only). Chapter 2 - Installing Xtender 4.X - 66

111 Lab 2-4: Xtender License 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Select Install a 30-day evaluation license. Click Next. Chapter 2 - Installing Xtender 4.X - 67

113 Lab 2-4: Service Account Information 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Enter LEGATO_SERVICE in the User Name field, the Domain field will be filled in, and enter legato in the Password field. Click Next. Chapter 2 - Installing Xtender 4.X - 69

114 Lab 2-4: Microsoft SQL 2000 Server Selection 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Enter the name of your EX server in the SQL Server Name field for the Xtender Server and also Xtender Audit. 14. Enter Xtender in the Database Name field and click Next. Chapter 2 - Installing Xtender 4.X - 70

115 Lab 2-4: Select Container File Path 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Enter the location for the container files (Example: Container Drive:\ Xtender ) Note: For performance reasons, do not install the container files on the operating system partition or the Xtender application partition. Chapter 2 - Installing Xtender 4.X - 71

116 Lab 2-4: Xtender Configuration Container Size 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Set the Container File Size to 10 MB, the Media type to HARD_DRIVE and Data Compression to Enabled. Click Next. Chapter 2 - Installing Xtender 4.X - 72

117 Lab 2-4: Administrator Account 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Enter Administrator@<whatever your domain name is> in the field and click Next. Chapter 2 - Installing Xtender 4.X - 73

118 Lab 2-4: Xtender Setup Finished 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Click Install to complete the Xtender SERVER install. 19. After installation you will be prompted to reboot your EX server. Click Yes. End of the 2-4 Lab Chapter 2 - Installing Xtender 4.X - 74

119 Lab 2-5: Xtender Administrator 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 75 Add Mailbox Connectors & Verify EX Functionality In this lab you Logon to the Xtender Administrator and select the EX Server you just installed. Create an EX Mailbox Connector to access the LEGATO_SERVICEX account mailbox on the Exchange server. Verify EX functionality. Starting Xtender Administrator 1. Select Start Programs Xtender Xtender Administrator, you will be prompted for which EX server you are using. Select your server and click OK. You should only have to do this the first time. 2. Next the Choose Profile window appears. Select your profile and click OK 3. Expand the server, with the plus sign, then right-click the Vault and select the vault Properties, then select the Connection Mailboxes tab. Chapter 2 - Installing Xtender 4.X - 75

120 Lab 2-5: Vault Properties Add Exchange Mailbox 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Click Add Exchange Mailbox, you will be prompted for the name of your Exchange Mailbox. Chapter 2 - Installing Xtender 4.X - 76

121 Lab 2-5: New Exchange Connector Mailbox 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x Click Mailbox and select LEGATO_SERVICE mailbox from the list. Click OK to exit the New Exchange Connector Mailbox window. 6. Click OK to exit the Vault Properties Vault window. Chapter 2 - Installing Xtender 4.X - 77

122 Lab 2-5: Xtender Administrator 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x To activate changes, select Activate Changes from the Options menu. Chapter 2 - Installing Xtender 4.X - 78

123 Lab 2-5: Computer Management-Private Queues 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 79 Verify EX Functionality To verify EX Functionality: 1. Right-click My Computer and choose Manage. Expand Services and Applications Message Queuing and choose Private Queues. Expand the window so that you can see the number of messages in each queue. 2. After a few moments, you should see two messages enter the queue labeled Message Marshaller. Periodically press F5 to refresh this screen. You should see these two messages move through multiple queues until they reach the Message Archiver, and then move to the EX Message Center. 3. In the Xtender Administrator, you should now see two messages residing in a newly created volume. Chapter 2 - Installing Xtender 4.X - 79

124 Lab 2-5: New Volume with Two Messages 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 80 Message folder layout shows stored messages. End of Lab 2-5. Chapter 2 - Installing Xtender 4.X - 80

125 Chapter 2 Review 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 81 Installing Xtender 4.x 1. What is the function of Microsoft s Message Queuing in relation to EX? 2. Which version of MDAC and XML Parser does EX require to operate correctly? 3. How many SQL Client Access licenses does EX require? (Minimum) 4. Which three local security policies must you enable on the EX_SERVER for the LEGATO_SERVICEX account? 5. Where do you enable archiving? Chapter 2 - Installing Xtender 4.X - 81

126 Summary 2005 EMC Corporation. All rights reserved. Chapter 2 - Installing Xtender 4.x - 82 Summary In this chapter you learned the following: Xtender requires a partition for the installation and a partition for storage. Calculating drive sizes using a provided formula enables you to determine the hardware requirements. EX requires the following software components: Windows 2000 Server with Internet Information Server 5.0 installed and SMTP service enabled. Microsoft Message Queuing MS SQL Server 2000 (Enterprise or Standard edition) Service Pack 2 MDAC 2.6 installed with Service Pack 1 XML Parser 3.0 installed License Server Additional setup tasks include creating a service account, installing the license server, and configuring message archiving. Mailbox connectors allow Xtender to collect mail from the EX Listener for Notes/Domino Mail-in DBExchange server s archived mailbox. Chapter 2 - Installing Xtender 4.X - 82

129 Administering Xtender Chapter 3 Chapter EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 2 Using the Xtender Administrator In this chapter you learn how to use the Xtender 4.X Administrator. The Xtender Administrator provides a Windows-like interface that allows you to easily view and manage the EX Message Center and provides easy organization of archived messages. Chapter 3 - Administering Xtender - 2

130 Objectives Navigate the EX Administrator. Manage messaging data EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 3 Objectives After completing this chapter, you should be able to Navigate the EX Administrator. Manage messaging data. Chapter 3 - Administering Xtender - 3

131 Navigating The EX Administrator The Xtender Administrator: Provides access to local or remote EX servers and their associated Message Centers. Organizes archived mail, sets rules, enables directed search access, and configures retention schedules EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 4 Navigating the Xtender Administrator The Xtender Administrator provides access to local or remote EX servers and their associated Message Centers. You can use the EX Administrator to organize archived mail, manage CD-R media (if used), set rules and directed search access, and configure retention schedules. Upon successful connection to an EX server, the EX Administrator displays the Message Center view with all EX objects displayed in a tree-like structure. The tree structure contains a server node with one secondary node, the data vault. This vault can contain one or more cabinets that, in turn, contain folders that hold message volumes. This filing structure allows for a greater amount of control and granularity when organizing archives. Each time you start the EX Administrator, it prompts you to connect to an EX server. Chapter 3 - Administering Xtender - 4

132 Using the EX Administrator Toolbar The toolbar contains buttons that provide quick access to many EX Administrator commands and features EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 5 Using The EX Administrator Toolbar The toolbar contains buttons that provide quick access to many EX Administrator commands and features: Allows you to connect to an EX server. Allows you to disconnect from the currently connected EX server. Displays the EX Administrator in Message Center view. The drop-down menu allows you to choose either the Month or Volume view. Displays the EX Administrator in Devices view, which is applicable only when using a a CD-R installation. Displays the EX Account Information dialog box, where administrator account information is specified and supervisor groups are defined. Displays the Lightweight Directory Access Protocol (LDAP) info dialog box. Displays the EX Event Information dialog box, where information about EX specific events are displayed. Displays the EX License Information dialog box, which is used to change or upgrade licensing. Displays the EX Services Information dialog box, which allows you to view and stop or start EX services. Chapter 3 - Administering Xtender - 5

133 Using the EX Administrator Menu Bar 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 6 Using The EX Administrator Menu Bar The menu bar contains a list of menus with commands that allow you to connect or disconnect to an EX server, view information about the EX server, change EX server options, and access online help. Note: The EX Administrator relies strongly on the use of shortcut menus invoked by a right-button mouse click. Many functions are only available using these shortcut menus. Chapter 3 - Administering Xtender - 6

134 Viewing and Saving Changes When making any changes in the EX Administrator, you must activate changes to force them to take effect immediately. The Reload Configuration option refreshes the Administrator to show the currently saved configuration EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 7 Viewing and Saving Changes After almost any change in the EX Administrator, you must activate changes to force them to take effect immediately. When you perform a task for the first time in a session with the Administrator, or after changes were last activated, a prompt displays to remind you to again activate changes. However, subsequent tasks in the same session do not prompt you, so activate changes even if you do not receive a prompt. If you do not need to reflect changes immediately, EX activates changes when you close the EX Administrator. The Reload Configuration option, refreshes the Administrator to show the currently saved configuration. Chapter 3 - Administering Xtender - 7

135 Managing Messaging Data Server Vault Cabinets Folders Volumes 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 8 Managing Messaging Data Xtender uses logical containers to organize and manage messages within the Administrator. These containers include: Server Vault Cabinets Folders Volumes Chapter 3 - Administering Xtender - 8

136 Identifying the Server Component The server is the top-level component of the EX Message Center. It is labeled with the Windows 2000 name of the EX server host. It contains one Vault that stores information EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 9 Identifying the Server Component The Server is the top-level component of the EX Message Center. EX labels the server with the Net bios server name of the EX server host and contains one Vault containing information. Chapter 3 - Administering Xtender - 9

137 Configuring the Vault Collects all data for EX processing. You can configure additional mailbox connectors, encryption, and compression for message volumes at this level. You can apply collection, exclusion, and action rules at the vault level EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 10 Configuring the Vault The Vault object is the second-level component of the EX Message Center, located beneath the Server object. This vault collects all data for EX to process and contains Cabinets. You can configure encryption, message volume compression, and additional mailbox connectors at the vault level. Note: You can apply rules at the vault level to collect, exclude, or forward mail that matches specified message attributes, but LEGATO recommends that you apply rules at a cabinet or folder level for more efficient organization. Applying rules improperly at the vault level can result in uncollected mail. Chapter 3 - Administering Xtender - 10

138 Configuring Encryption To edit encryption properties: 1. Right-click on the Vault, and select Properties. The Vault Properties dialog box appears. 2. Click on the Encryption/Compression tab. 3. Select the Encryption Algorithm from the drop down menu EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 11 Configuring Encryption The Encryption/Compression tab of the vault properties allows you to configure encryption and compression. Encryption works to add security to archived items as EX bundles them into volumes. This ensures that no one can read volumes outside the EX system, thereby increasing the security of the archived data. Encryption is available using FAST (64-bit), ICE-Key (64-bit), and ICE-Key (128- bit) encryption types. EX s default encryption setting is Disabled. FAST encryption provides security based on 64-bit blocks of information. The encryption key must use 8 characters exactly. ICE (64-bit) encryption provides security based on 64-bit blocks of information. With ICE, security relies on the key being kept secure, unlike other encryption programs that rely on mathematical properties within the key. ICE 64-bit uses a key of 8 characters exactly. After this key is set, the encryption algorithm converts information to ciphertext and only converts it back to its original state (plaintext) when you provide the key for decrypting. ICE (128-bit), alternatively called ICE-2, is a variant of ICE 64-bit. It encrypts information based on 16 character keys. Longer keys ensure a higher level of security, as they are much harder to decrypt. Chapter 3 - Administering Xtender - 11

139 Enabling & Disabling Compression When compression is enabled on the Vault, EX compresses all messages as they are processed by the Message Center EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 12 Enabling and Disabling Compression When you enable compression on the Vault, the Message Center compresses all messages as it processes them. This can mean a considerable savings in terms of how much disk space message information requires. Compression does not effect index or database size. Enabling or disabling compression closes any open volumes and opens new encrypted or unencrypted volumes for subsequently received messages. Chapter 3 - Administering Xtender - 12

140 Configuring Cabinets You can apply rules at the cabinet level to collect, exclude, or forward mail that matches specified message attributes. You can also set index properties at the cabinet level EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 13 Configuring Cabinets The Cabinet object is the third-level component of the EX Message Center. Located beneath the Vault, it can contain multiple folders. You apply rules to collect, exclude, or forward mail that matches specified message attributes, and can also set index properties at the cabinet level. You can add, copy, or delete cabinets and add folders. You also perform attachment indexing configuration at the cabinet level. Note: Evaluation licenses limit certain functions, such as the ability to create multiple cabinets. Chapter 3 - Administering Xtender - 13

141 Configuring Folders Apply rules at the folder level to collect, exclude, or forward mail that matches specified message attributes. Define retention periods to retain message volumes for a certain period of time at the folder level EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 14 Configuring Folders The Folder object is the fourth-level component of the EX Message Center. Located within a Cabinet, it contains Volumes. You can apply Collection, Exclusion, and Action rules at the folder level to collect, exclude, or forward mail that matches specified message attributes. You can also add, copy or delete folders and configure retention periods to retain volumes within them for a specific period of time. Retention periods define the period of time EX retains message volumes. Administrators can manually remove the applicable message volumes after the retention period passes. Chapter 3 - Administering Xtender - 14

142 Identifying Volumes A message volume is the lowest-level object in the EX Message Center hierarchy. Volumes are organized into month objects based on the received date of the message. Volumes contain data and classification information EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 15 Identifying Volumes Volumes contain data and classification information and Xtender organizes them into month objects based on the received date of the message. A Message Volume is the lowest-level object in the EX Message Center hierarchy. EX organizes volumes in months according to their creation date. Volumes contain data and classification information (classification rules, properties used to create the file, and Vault, Cabinet, Folder, and Month names), and EX copies them to the Container File Storage Drive as container files (*.emx) when they reach capacity. Message volumes include all relevant Message Center information and you can easily add them to any EX Message Center to restore data, with no loss of data or need to convert files. Chapter 3 - Administering Xtender - 15

143 Storing Volumes as Container Files EX moves volumes that reach capacity or are idle for five days to the Storage Drive as container files (*.emx) EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 16 Storing Volumes as Container Files When volumes reach capacity or are idle for five days EX moves them to the Storage Drive as container files (*.emx). Because EX uses this extension for all container files, they are portable to any Message Center without data loss or file conversion. EX also uses container files when restoring a Message Center. You can easily upgrade container files created with previous versions of EX to take full advantage of the latest release features. Chapter 3 - Administering Xtender - 16

144 Managing Volumes You can view and manage message volumes in two different ways, using either the Volume or Month view EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 17 Managing Volumes You perform all functions related to managing message volumes in the Message Center view pane, which is the top pane on the right side of the EX Administrator window. You can view and manage message volumes two different ways, using either the View by Volume or View by Month. Chapter 3 - Administering Xtender - 17

145 Month View Functions In this view: EX collects messages into message volumes and organizes them by the month received. EX closes Message volumes after they reach the defined capacity or are idle for five days. You can re-index message data, remove monthly indexes, and dispose of all monthly data to save disk space EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 18 View by Month Functions EX collects messages received by the Message Center into message volumes, which it then organizes by the month of creation. This is the original creation date for the message, not the date when the EX processes them and places them into a message volume. Message volumes close after they reach the allotted capacity or are idle for five days. As a result, the number of volumes created during a given month can vary depending on the total message volume for the system. You should reindex message data, remove monthly indexes, or dispose of all monthly data to save disk space. Chapter 3 - Administering Xtender - 18

146 Month View Columns Year/Month Total Volumes Total Msgs Total Size (MB) Months to Retain Volumes Re-indexing Month Object Creation date for the month object in year month format Total number of volumes created for the displayed month Total number of messages archived for the displayed month Volume size Message retention period Total number of volumes left to Re-index 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 19 View by Month Columns The table in the slide contains an explanation for each column displayed in the Month View: Chapter 3 - Administering Xtender - 19

147 Re-indexing Data Sometimes, it is necessary to totally re-index all the data for a particular month EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 20 Re-indexing Data If monthly indexes are missing, this option returns all indexes for a given month. You must also reindex if you have previously removed the index and you want to restore the index for searching. Note: Re-index only when necessary as it takes some time. Chapter 3 - Administering Xtender - 20

148 Re-indexing Corrupt Indexes 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 21 Re-indexing Corrupt Indexes If searches against archived message data produce errors due to corrupt data, re-indexing particular indexes can correct the problem. Corrupt indexes are identified either during searching or through the corrupt status icon in the Xtender administrator. Chapter 3 - Administering Xtender - 21

149 Removing Monthly Indexes 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 22 Removing Monthly Indexes Indexes can become quite large for individual months and use a large amount of disk space. Backing up indexes for past months and removing them from the local hard drive can save space. If it becomes necessary to search the removed indexes, copy them back to the local drive from the backup. EX removes the index information from the \Program Files\OTG\ Xtender\ Vault_Index \IndexDir\ Vault_Index_cabinet_folder subdirectory of the EX install directory where cabinet is the name of the cabinet and folder is the name of the folder the index refers to. Chapter 3 - Administering Xtender - 22

150 Disposing of Monthly Data 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 23 Disposing of Monthly Data To save room in the database and index directories, you can periodically dispose of the monthly data. Although the confirmation message indicates permanent destruction of the data, this does not remove the actual message volumes. EX places them in Lost and Found storage for later restoration, if necessary. Note: The disposal of monthly data fails if there any open volumes exist in the month object. Close any open volumes before proceeding. Chapter 3 - Administering Xtender - 23

151 Permanently Removing Volumes 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 24 Permanently Removing Volumes To permanently remove the volumes associated with the removed monthly data, you must physically delete the folder from the Storage drive where they reside. For example, if the removed monthly data is from March 2003, EX stores the volumes on the Storage drive in a folder named Vault_(Cabinet Name)_(Folder Name)_ as shown in the slide. Chapter 3 - Administering Xtender - 24

152 Volume View Functions 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 25 View by Volume Functions The Message Center s View by Volume allows you to close or dispose volumes and restore Lost and Found volumes to the system. When upgrading to EX v. 4.4 or later, you must upgrade the older volumes created with previous versions of EX. Chapter 3 - Administering Xtender - 25

153 Volume View Columns 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 26 Volume View Columns Shows most recent Archived messages: Folder - Indicates a volume that is online or available, or a volume that is offline or unavailable Year/Month - Displays the creation date for the volume in year / month format (example: February 2002 displays as ). Volume Name - Displays the volume name. This name is based on the exact time when the volume was first created. Messages - Indicates the number of messages included in the volume. Size (MB) - Indicates the size, in megabytes, of the volume. Status - If the volume is still receiving messages and hasn t reached capacity, it displays Open. If a reindex request is submitted, the status displays Re-index pending. Start Date - Indicates the date and time the volume was opened. End Date - Indicates the date and time the volume was closed, or if the volume is currently open, the date and time of the last archived message. Chapter 3 - Administering Xtender - 26

154 Closing Volumes To close an open volume: In the Volume view pane, right-click on the volumes you want to close and select Close Volume from the shortcut menu that appears EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 27 Closing Volumes The Volume view allows you to close any open volume manually. Closing a volume before it reaches capacity forces a new volume to start when EX processes new messages. You cannot re-open volumes that you close manually. You can still view the data, but you cannot add additional s to that volume. When a volume is closed it shows nothing in the status column. Other possible statuses are: Indexing Re-indexing Open Recording Record pending Record Failed Chapter 3 - Administering Xtender - 27

155 Restoring Volumes To restore a volume: 1. Right-click the Volumes you want to add and select Add Volume. 2. From the Options menu, select Activate Changes EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 28 Restoring Volumes From the Message Center s Volume view, with the server selected, the Lost and Found view allows you to add previously removed volumes to the active archive. This is useful when restoring a Message Center or when adding message volumes created by other EX servers. In addition, after an upgrade, you must restore all message volumes created with the previous version of EX. Chapter 3 - Administering Xtender - 28

156 Restoring Volumes (cont.) The status column displays Re-Index Pending for all volumes where EX is in the process of adding the index information. As volumes restore, the indexes and database update to include the restored volume s information EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 29 Restoring Volumes (cont.) The selected volumes automatically move to the correct folder and cabinet. If the folder or cabinet does not already exist, Ex automatically creates it to match the previous archive configuration. The status column displays Re-Index Pending for all volumes waiting addition. As volumes restore, the indexes and database update to include their information. Chapter 3 - Administering Xtender - 29

157 Upgrading Volumes To take full advantage of increased search speed and database improvements included in version 4.3 or later, it is necessary to upgrade legacy volumes. Legacy volumes include versions EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 30 Upgrading Volumes If you upgrade a previous version of EX to Xtender 4.4, EX stores all message volumes created with versions of EX lower than 4.3 in a Legacy object (the date for both the month and volumes display simply as Legacy). This makes it clear that these volumes were created with a previous version. To take full advantage of increased search speed and database improvements included in v. 4.3, it is necessary to upgrade legacy volumes. Although this process is sometimes lengthy, depending on how many legacy volumes exist, the simple improvements in performance and space savings make the upgrade worthwhile. Chapter 3 - Administering Xtender - 30

158 Upgrading Volumes (cont.) To upgrade a volume: Select a Legacy volume and choose Upgrade from the right-click menu. The Upgrade dialog box reminds you that the upgrade process can take a long time EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 31 Upgrading Volumes (cont.) The status in the volume view shows Upgrade Pending until EX begins upgrading the volume. As the upgrade progresses, a new message volume opens to hold the reprocessed messages. The Year/Month date for the new volume reflects the date the reprocessed messages were originally sent. EX bases the volume name, however, on the exact message reprocessing time. For example, the Year/Month date might show as the original sent date of the messages, but the actual volume name might reflect the reprocessed date of Chapter 3 - Administering Xtender - 31

159 Exploration Lab 3-1: Working with Volumes 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 32 Lab 3-1: Working with Volumes In this lab you work with volumes in the EX Message Center and complete the following tasks: Close an open volume. Remove a monthly index and reindex monthly data. Dispose monthly data. Restore monthly data from Lost & Found. Move and return a container file. (Optional) Add a volume from another EX Server. Chapter 3 - Administering Xtender - 32

160 Lab 3-1 : Volume View 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 33 Close an Open Volume To close an open volume: 1. Open the EX Administrator and highlight Index or Archive in the tree view, then click View Message Center and select View by Volume. 2. Right-click the volume and choose Close Volume. The volume s status changes to Record Pending and then goes blank. Chapter 3 - Administering Xtender - 33

161 Lab 3-1 : Closing the Volume 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender Verify the volume is stored as a container file (.emx) on the EX storage partition by looking in <Container Drive>:\ Xtender for the.emx file in the folder Vault_Index_Archive_Volume Year & Month. Chapter 3 - Administering Xtender - 34

162 Lab 3-1 : Removing the Monthly Index 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 35 Remove a Monthly Index and Re-index Monthly Data In this section, you remove and re-index monthly data. To remove a monthly index: 1. Click View Message Center and select View by Month. 2. Right-click the month and choose Remove Monthly Index. The EX Administrator warns you that the full-text index will be destroyed for the monthly data. 3. Choose Yes. Chapter 3 - Administering Xtender - 35

163 Lab 3-1 : Reindexing Data 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 36 To re-index monthly data: 1. Right-click the month and select Re-index Monthly Data. The EX Administrator warns you that re-indexing data can take a long time. Choose Yes. 2. Click the Cabinet Index and note that the column Volumes Re-Indexing increases from 0 to 1. Chapter 3 - Administering Xtender - 36

164 Lab 3-1 : Dispose Monthly Data 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 37 Dispose Monthly Data To dispose monthly data: 1. Right-click the month and choose Dispose Monthly Data. The EX Administrator warns you that the monthly data will be permanently destroyed. Choose Yes. The volume disappears from the Message Center view. 2. Select the Server in the left-hand tree view. 3. Click the View Message Center View and choose View by Volume. Chapter 3 - Administering Xtender - 37

166 Lab 3-1 : Add Volume 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 39 Restore Monthly Data from Lost and Found To restore monthly data from lost and found: 1. In the Lost and Found, right-click the volume and select Add Volume. You are prompted to activate changes and the volume disappears from the Lost and Found. 2. Select Options Activate Changes. 3. Expand the folder Server Vault Index Archive in the left-hand tree view. The volume returns with the status Re-index Pending. Chapter 3 - Administering Xtender - 39

167 Lab 3-1 : Container File 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 40 Move and Return a Container File In this section, you move and return a container file. To move a container file: 1. Navigate to <Container drive>:\ xtender, expand the folder Vault_Index_Archive_VolumeYear&Month, right-click the.emx file, and choose Cut. 2. Right-click on the desktop and select Paste. The.emx file moves from the directory to your desktop. In the EX Message Center, a red X appears over the volume s folder icon indicating the volume is no longer available. (This can take a few minutes.) Chapter 3 - Administering Xtender - 40

168 Lab 3-1 : Unavailable Volume 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 41 To return the container file to the EX Message Center: 1. In <Container Drive>:\ Xtender, delete the folder Vault_Index_Archive_VolumeYear&Month. 2. Right-click the.emx file on your desktop and select Cut and then Paste it into the <Container Drive>:\ Xtender. After a few moments you should see two things happen. First, the folder you just deleted from <Container Drive> e:\ xtender is re-created and then the.emx file automatically moves into it. Secondly, the red X disappears from the volume in the EX Message Center indicating the volume is once again available. Chapter 3 - Administering Xtender - 41

169 Lab 3-1 : Add Volume 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 42 (Optional) Add a Volume from Another EX Server To add a volume from another EX server: 1. Obtain one or more container files (.emx) from a location indicated by the instructor. 2. Copy these files into <Container Drive>:\ Xtender. After a few moments, these.emx files automatically move into new or existing folders in <Container Drive>:\ Xtender. 3. In the EX Message Center, select the Server in the left-hand tree view. Click View Message Center and choose View by Volume. The volumes now appear in Lost and Found. 4. Right-click the volume and choose Add Volume. 5. If prompted, select Options Activate Changes. 6. Select the folder Archive in the left-hand tree view. The volumes appear in the EX Message Center with the status of Re-index Pending. End of Lab 3-1. Chapter 3 - Administering Xtender - 42

170 Exploration Chapter 3 Review: Administering Xtender 4.x Summary 2005 EMC Corporation. All rights reserved. Chapter 3 - Administering Xtender - 43 Summary Volumes contain data and classification information (classification rules, properties used to create the file, and Vault, Cabinet, Folder, and Month names), and EX copies them to the Container File Storage Drive as container files (*.emx) when they reach capacity. Encryption works to add security to archived items as they EX bundles them into volumes. When you enable compression on the Vault, the Message Center compresses them as it processes them. To permanently remove volumes you must physically delete the folder from the storage drive. Two different views are available: month view and volume view. Removed volumes reside in Lost and Found. You can restore them by adding the volume. Services are created during the installation of EX to perform specific server functions: Xtender Data Source (ex .exe) Xtender Archive (exarchive.exe) Xtender Indexer (exindex.exe) Xtender Administration (exadmin.exe) Xtender Query (exquery.exe) Xtender Address Rule (AddrRule.exe)EX Message Exchange (EXExchangeMgr.exe) Chapter 3 - Administering Xtender - 43

173 Understanding Rules, Retention and Process flow Chapter 4 Chapter EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 2 Chapter 4: Understanding Rules, Retention, and Process Flow In this chapter you learn how to create mail rules and retention periods on cabinets and folders created through the EX Administrator. This feature allows you to efficiently organize your archives and media. It also maps Xtender process flow. Chapter 4 - Understanding Rules, Retention and Process flow - 2

174 Objectives Objectives Understand rules and retention periods. Use expression operators. Set retention periods. Map Xtender process flow EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 3 Objectives After completing this chapter, you should be able to Understand rules and retention periods. Use expression operators. Set retention periods. Map Xtender process flow. Chapter 4 - Understanding Rules, Retention and Process flow - 3

175 Understanding Rules & Retention Periods Set up rules and retention periods before configuring journaling on the mail server. Apply rules to limit message collection, otherwise, EX collects all messages by default. Set retention periods to allow you to track how long volumes exist on your system and to meet legal retention requirements. Set rules at the cabinet or folder level for more efficient organization EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 4 Understanding Rules and Retention Periods Mail rules and retention periods, set for cabinets and folders created through the EX Administrator, allow you to efficiently organize your archives and media. You should set up rules and retention periods before configuring journaling on the mail server. Retention periods allow you to track how long volumes exist in your system, meet legal retention requirements, and delete volumes at the end of the retention period. Rules allow you to control which messages EX archives. If you do not configure any rules, EX archives all messages. Rules are executed in the following order: Exclusion Collection Action Chapter 4 - Understanding Rules, Retention and Process flow - 4

176 Defining Exclusion Rules Exclusion rules allow you to specify which messages are excluded from collection. When a message matches the conditions of an Exclusion Rule, it is not collected. You can set Exclusion rules for domain names, specific addresses, and keywords EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 5 Defining Exclusion Rules Exclusion rules allow you to specify which messages EX excludes from archiving. When a message does not match the conditions of an Exclusion Rule, the associated container object (vault, cabinet, or folder) collects it. You can set exclusion rules for domain names, specific addresses, and keywords. For example, if you do not want to collect mail to resource mailboxes, such as conference rooms, you can create an exclusion rule that includes those specific mailboxes. However, exclusion rules exclude any message sent to the specified mailbox, including messages that are sent to more than one address. For example, if you create a rule to exclude any message sent to [email protected], and a message is sent to [email protected] and [email protected], EX does not collect the message. Chapter 4 - Understanding Rules, Retention and Process flow - 5

177 Defining Collection Rules When a message matches the conditions of a Collection Rule it is collected. Set collection rules for domain names, specific addresses, or keywords EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 6 Defining Collection Rules Collection rules allow you to specify which messages EX collects. When a message matches the conditions of a Collection Rule, the associated Xtender container object (vault, cabinet, or folder) collects it. If there is no match, EX does not collect the message. You can set collection rules for domain names, specific addresses, and keywords. Setting rules at the cabinet or folder level provides for more efficient organization. If you set a collection rule, you should create a complementary collection rule to capture any missing mail if you want to ensure that all mail is collected in at least one container object. Chapter 4 - Understanding Rules, Retention and Process flow - 6

178 Identifying Action Rules Action Rules apply only to messages collected by EX. Auto-Forward is the only applicable Action Rule. All messages that match the Auto-Forward rule are forwarded to the specified address EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 7 Identifying Action Rules When you apply an Action Rule to an Xtender container object (vault, cabinet, or folder), EX then applies the rule to all messages collected by that container object. Auto-forward is the only applicable Action Rule. If you activate the auto-forward rule, all messages in the vault, cabinet, or folder with the Action Rule forward to the address you specify. Chapter 4 - Understanding Rules, Retention and Process flow - 7

179 Defining Unmatched Rules When the unmatched message rule is applied, Xtender catches any messages that do not match any other rules (and therefore are not archived to any other folder). An unmatched message rule can be applied at either a folder or cabinet and only applies to that level in the tree EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 8 Defining Unmatched Rules When the unmatched message rule is applied, Xtender catches any messages that do not match any other rules (and therefore are not archived to any other folder). Applying an unmatched message rule at the folder level only applies to that level in the tree. For example, suppose there are two cabinets and the first cabinet has a folder with the unmatched message rule. If a message does not go into the second cabinet, that does not mean it is archived by the first cabinet. The catch-all in this case only catches all messages that are not archived by the other folders in the first cabinet. A cabinet can also contain an unmatched message rule. In this case, if a message is not archived in any other cabinet, it is archived in all folders under that cabinet (provided none of those folders contain an exclusion rule that matches the message). Note: The unmatched message rule is designed to check the collection and exclusion rules applied to other cabinets and folders. Cabinets and folders using an unmatched rule are not necessarily meant for archiving purposes in a production environment. Chapter 4 - Understanding Rules, Retention and Process flow - 8

180 Creating a Keyword Rule Focus or expand your search by creating keyword rules EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 9 Creating a Keyword Rule Focus or expand your search by creating keyword rules. When creating searches or keyword rules in EX, you can use expression operators to further focus your results. Because EX indexes messages and their attachments during processing, these operators find occurrences of the rule both in messages and attachments. Only attachments selected for indexing apply. Chapter 4 - Understanding Rules, Retention and Process flow - 9

181 Understanding Rule Hierarchy: Example 1 EX Journaling Mailbox Rule Collected - Vault Cabinet Not Recommended Exclude all Legato.com mail Not Recommended All Mail All but Legato.com mail Folder Collect all mail to/from [email protected] Do Not Do This No mail is collected 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 10 Understanding Rule Hierarchy This series of slides gives a graphical representation of rule hierarchy. Example 1 The slide illustrates what happens if an exclusion rule is applied. In most cases, exclusion rules are not recommended because they are often applied incorrectly. In this example, an exclusion rule is applied at the cabinet level that makes the rule applied at the folder level ineffective. The mail at the folder level can never include mail that meets the rule criteria, so no mail is collected. Chapter 4 - Understanding Rules, Retention and Process flow - 10

182 Understanding Rule Hierarchy: Example 2 EX Journaling Mailbox Rule Collected - Vault Cabinet Not Recommended Not No rule Recommended All Mail All Mail Folder No rule Do Not Do This All Mail No rule All Mail Folder 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 11 Example 2 In this example, no rules exist. Because two folders exist, two complete, duplicate archives are created that consist of all mail and storage space is affected. Chapter 4 - Understanding Rules, Retention and Process flow - 11

183 Understanding Rule Hierarchy: Example 3 EX Journaling Mailbox Rule Collected - Vault Not Recommended All Mail No rule All Mail Cabinet Folder Exclude all Legato.com mail All but Legato.com mail * Folder Unmatched rule All unmatched mail (Legato.com)l 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 12 Example 3 In this example, one folder excludes all mail coming from the domain Legato.com. The unmatched rule on the second folder then collects all mail that failed to match the first folder, in this case all mail from Legato.com. Chapter 4 - Understanding Rules, Retention and Process flow - 12

184 Understanding Rule Hierarchy: Example 4 EX Journaling Mailbox Rule Collected - Vault Not Recommended All Mail No rule All Mail Cabinet Folder 5 yrs. Collect all_co Mail (Dist. Grp.) All all_co mail Folder 3 yrs. Collect broker Mail (Dist. Grp.) All broker mail 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 13 Example 4 In this example, mail is segregated at the folder level using two separate rules applied to a distribution group. There is some duplication between the two folders, but it enables the administrator to apply retention periods of differing duration to each folder, possibly meeting a company or regulatory policy requirement. Chapter 4 - Understanding Rules, Retention and Process flow - 13

185 Understanding Rule Hierarchy: Example 5 EX Journaling Mailbox Rule Collected - Vault Not Recommended All Mail No rule All Mail Cabinet Folder Collect all_home Mail (Dist. Grp.) Any all_home mail Folder Collect (keyword) Action: Fwd. Fwd. any mail that matches keyword 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 14 Example 5 In Example 5, a rule is applied in one folder to collect a subset of mail from a distribution group. At the second folder, an action rule is applied that forwards any mail matching the specified key word to the Administrator. The Administrator can use this technique to specify keyword rules for a particular group, such as a broker or dealer group, and if mail contains words matching the criteria, it is forwarded. Chapter 4 - Understanding Rules, Retention and Process flow - 14

186 Understanding Rule Hierarchy: Example 6 EX Journaling Mailbox - Vault Not Recommended All Mail Cabinet Collect all Domestic Mail All Domestic Mail Cabinet Collect all EMEA Mail All EMEA Mail Folder No Rule All Domestic Mail Folder No Rule All EMEA Mail Rule Collected Folder Collect to/from HR in EMEA Rule All Mail to/from HR in EMEA Collected 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 15 Example 6 In this example, there are two cabinets. The first cabinet has a collection rule that collects all domestic mail (using a distribution group). The folder within this cabinet has no rule and collects all domestic mail. In the second cabinet, only mail from the distribution group EMEA mail is collected. The first folder has no rule and collects all EMEA mail. The second folder has a collection rule that collects only mail to or from HR in EMEA. Chapter 4 - Understanding Rules, Retention and Process flow - 15

187 Understanding Rule Hierarchy: Example 7 EX Journaling Mailbox - Vault Not Recommended All Mail Cabinet Collect all Domestic Mail All Domestic Mail * Cabinet Unmatched Rule All Unmatched Mail Folder No Rule All Domestic Mail Folder No Rule All Unmatched Mail Folder Collect all domestic HR mail All domestic Mail to/from HR Rule Collected Rule Collected 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 16 Example 7 In this final example, there are two cabinets. The first cabinet has a collection rule that collects all domestic mail (using a distribution group). The first folder within this cabinet has no rule and collects all domestic mail. The second folder has a collection rule that collects all domestic mail to or from HR. The second cabinet has an unmatched rule, so collects all mail not collected by the first cabinet (in this case, all non-domestic mail). The folder within this cabinet has no rule, and thus collects all mail not collected under the first cabinet. Chapter 4 - Understanding Rules, Retention and Process flow - 16

188 Using Expression Operators AND Word Stem OR Parenthesis NOT Significant Characters Proximity-based Operators Insignificant Characters Wildcard Punctuation Characters 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 17 Using Expression Operators EX reserves some words as expression operators. To use these words as regular words in a search, you must precede them with an underscore (_). For example, if you want to find the exact phrase trade closed and finished, enter trade closed _and finished as the search phrase. The underscore before the word and is necessary because EX reserves it as an expression operator. Note: You can use these expression operators both in content filtering rules and in EX search utilities. Chapter 4 - Understanding Rules, Retention and Process flow - 17

189 AND Examples of acceptable syntax using AND are: *.pdf AND *.doc trade AND closed trade AND closed AND management Note: Simply entering trade closed in a search field or keyword does not find all messages where the words trade and closed both occur. It only returns messages that include the exact phrase trade closed EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 18 AND EX uses the expression operator AND in a search or keyword rule to find all items that include both of the terms. Chapter 4 - Understanding Rules, Retention and Process flow - 18

190 OR Examples of acceptable syntax using OR are: *.pdf OR *.doc trade OR closed trade OR closed OR management To alter the order of how it is processed, this example is changed through the use of parenthesis EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 19 OR The expression operator OR sets up an exclusive search or keyword rule. See Parenthesis on page 4-23 for more information. Chapter 4 - Understanding Rules, Retention and Process flow - 19

191 NOT Examples of acceptable syntax using NOT are: *.pdf NOT *.doc trade NOT closed 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 20 NOT The expression operator NOT sets up a search or rule where one term occurs but not the other. Chapter 4 - Understanding Rules, Retention and Process flow - 20

192 Proximity Based Operators Examples: Word based: trade /8/ closed finds messages and attachments that contain the words "trade" and "closed" within 8 words of each other. Paragraph based: trade \8\ closed finds attachments that contain the words "trade" and "closed within 8 paragraphs of each other. Order based: trade... closed returns attachments where the word "trade" is followed by the word "closed." Proximity within the attachment does not matter, only which word comes before the other EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 21 Proximity Based Operators You can set up proximity based searches using three different methods. The first method is based on proximity within a number of paragraphs (which works only for attachments), another is based on the proximity within a certain number of words, and the last method is order-based. Note: When using the order-based rule, a space must come before and after the ellipsis (...) for it to work correctly. Chapter 4 - Understanding Rules, Retention and Process flow - 21

193 Wildcard Examples (* or!): *.doc returns any message with a doc formatted attachment or with reference to a.doc file in the message itself. D!ing returns any message or attachment containing words that begin with d and end with ing, such as dividing, divesting, directing, damaging, etc. trade NOT manag* returns any message or attachment that includes the word "trade" but not any variant on "manage" EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 22 Wildcard You can use the * wildcard character by inserting it into searches or keyword rules to broaden the number of possibilities. Note: Remember that words in the index are truncated to 20 characters and that search strings are also truncated to 20 characters. Wildcard searches for trailing portions of long indexed strings longer than 20 characters might not return intended results. Chapter 4 - Understanding Rules, Retention and Process flow - 22

194 Parenthesis Examples: trade AND (closed OR management) returns all messages and attachments containing both trade and closed, as well as those containing trade and management. *.pdf NOT (*.doc OR *.txt) returns messages that have pdf attachments as long as there are no doc or txt attachments in the same message. In addition, no messages with doc or txt are collected EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 23 Parenthesis changes the order that EX processes the syntax. Under normal operation, EX processes syntax from left to right. Therefore, a rule that states trade AND closed OR management initially satisfies the first section of the syntax. EX sets aside all messages and attachments containing both trade and closed as possible search results. Then it moves to the second half of the syntax, returning all messages and attachments that contain management. Therefore, the final results set contains both messages that contain the words trade and closed, and those that contain management. Chapter 4 - Understanding Rules, Retention and Process flow - 23

195 Significant Characters Significant characters include: 0-9, A-Z, a-z, and the international character set. Examples: 5% returns messages and attachments with "5%" but not "15%". p&l returns messages and attachments with "p&l" but not "gap&loss". $ returns messages and attachments with "$" but not "$5" EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 24 Significant Characters The use of significant characters allows you to further refine a search. EX indexes significant characters ($-_%&@, 0-9, A-Z, a-z, and international character set) as standard alphanumeric characters. You can search for these characters if they are included as part of a word, or if they are a word by themselves. Chapter 4 - Understanding Rules, Retention and Process flow - 24

196 Insignificant Characters Insignificant characters include / and are treated as white space. Examples: P/l or pl returns "pl" and "p/l" and "p'l" but not "p l". Profit/loss or profitloss returns "profitloss" and "profit/loss" but not "profit loss". Cents/share or centsshare returns "centsshare" and "cents/share" and "cents'share" but not "cents share" EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 25 Insignificant Characters EX does not index insignificant characters ( / ), and automatically removes them from a search string. You cannot use these characters when they occur alone (not as part of a word). When filtering for a word that includes one of these characters, whether you include the character in the rule syntax or not produces the same result. The search does not differentiate between these characters. Searching for any single insignificant character returns no results. Chapter 4 - Understanding Rules, Retention and Process flow - 25

197 Punctuation Characters Punctuation characters are treated as white space and include: Examples: ~!#^*()=+[]{}\ ;:",<>? a+b or a b returns "a+b" and "a~b" and "a!b" and "a:b" and "a b", etc. stop=halt returns "stop=halt" and "stop halt" and "stop halt", etc. test. returns "test" and "test." and "test#" and "test\", etc. company.com returns "company.com" but not com" or "company~com". "company 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 26 Punctuation Characters EX does not index punctuation characters (~!#^*()=+[]{}\ ;:",<>?) and treats them the same as white space. You cannot search these characters when they occur alone (not as part of a word). The search does not differentiate between these characters. Searching for any single punctuation character returns no results. EX treats the period as a punctuation character, and produces the same search results as other punctuation characters, unless a period occurs within a word. When a period occurs within a word, EX treats it like an alphanumeric character. Chapter 4 - Understanding Rules, Retention and Process flow - 26

198 Working with Reserved Words The following words are reserved: After And Before Except GE IN Label Not Or To XOR To use a reserved word in a query, precede the word with an insignificant character such as a single quote ( ) EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 27 Working with Reserved Words Unintentional use of reserved keywords (AFTER, AND, BEFORE, EXCEPT, GE, IN, LABEl, LE, NOT, OR, TO, XOR) can lead to unexpected results. Always use an insignificant character such as a single quote before reserved keywords when you want to search for them literally. Chapter 4 - Understanding Rules, Retention and Process flow - 27

199 Keyword Bang Rules Bang Rule!problem!problem*!problem OR issue!(problem OR issue) AND resolved!invoice???!inv*!invoice AND purchase! invoice AND purchase Finds messages that contain... problem problem, problems, problematic, etc either problem or issue both resolved and either problem or issue invoice followed by three characters any word that begins with inv both invoice and purchase the exact string: invoice and purchase 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 28 Keyword Bang Rules Using regular keyword rules for content filtering can impact system performance because EX must first index every message and attachment. Keyword bang rules do not use the full text indexer, impact performance less than other keyword rules, and do not search within attachments. They begin with an exclamation point (!) and are used only for content filtering rules. The following defines Bang Rule grammar and syntax: Acceptable Operators: AND OR NOT IN () Acceptable Wildcard Characters: *? * matches any number of characters? matches any single characters Case Sensitivity: All rules are case-insensitive Quoted Strings & special characters: EX treats single and double quote characters identically, and searches for strings containing spaces or any of the following special characters: \ : ;,.!? Chapter 4 - Understanding Rules, Retention and Process flow - 28

200 Keyword Bang Rules (cont.) Bang Rule! invoice AND purchase order Finds messages that contain... invoice and the exact string purchase order!not (problem OR issue)!personal IN xvsubject!(personal OR private) IN xvsubject!( Read: OR Not Read: ) IN xvsubject![*.jpg] IN xvattach![secret*] IN xvattach neither problem nor issue personal in the message subject personal or private in the message subject Read: or Not Read: in the message subject (read receipts) attached.jpg files attached files whose names begin with secret 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 29 Keyword Bang Rules (cont.) Message Field Names The IN operator uses the following message fields to apply a rule to a specific message field. xvsubject xvbody. xventryid xvdate xvsubject xvxpriority xvattach Attachments: For bang rules based on attachments (xvattach), you must contain attachment names in square brackets. To create a keyword rule: Access the Rules tab in the properties for a vault, cabinet, or folder. Right-click in the Exclusion or Collection area and select Create Rule Keyword (s) from the shortcut menu. Enter the keyword or keywords in the Keyword (s) text box click Apply and OK, then activate the changes on the Message Center View. Chapter 4 - Understanding Rules, Retention and Process flow - 29

201 Setting Retention Periods To set a retention period: 1. Right click a folder and select Properties. 2. Select the General tab. 3. Edit the Months to Retain value. 4. Select OK to apply the changes and return to the Message Center view EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 30 Setting Retention Periods You apply retention periods to a folder to define how long to retain message volumes contained in that folder before the administrator can choose to delete them. This is especially helpful when legal retention laws require that an entity save messages for a certain period of time. Management of the message store and using retention periods can assist administrators by providing a visible reminder to remove outdated message volumes. Choosing zero as the number of months to retain keeps message volumes indefinitely. If you want to apply different retention periods to groups of mail, create a different folder for each group and apply the corresponding retention period to that folder. Chapter 4 - Understanding Rules, Retention and Process flow - 30

202 Using Retention Periods 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 31 Using Retention Periods The Message Center Month view contains a Months to Retain column. After a you set a retention period, this column displays the number selected in the Folder Properties dialog box plus one. This is because EX automatically adds an additional month to include the one in which you set retention. Some important facts to note about retention periods include the following: If a cabinet contains multiple folders that have different retention periods, the retention period column at the cabinet level reflects the largest value present. For easier retention monitoring, use consistent retention periods for all folders within a cabinet. If your Xtender system includes message volumes created with previous versions of EX that you have not upgraded, EX stores them in the Legacy month object. Because EX does not understand a month for Legacy volumes, you cannot set retention periods for them. To use retention with Legacy volumes, you must upgrade them. Note: Retention periods are for tracking purposes only. Xtender does not delete archives when the retention period reaches zero. Chapter 4 - Understanding Rules, Retention and Process flow - 31

203 Removing Outdated Volumes To dispose of monthly data: 1. In the Message Center Month view, right-click on the months you want to dispose of and select Dispose Monthly Data. The month data is disposed of and volumes are moved from active storage to Lost and Found storage. 2. Delete the folder from the Storage drive EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 32 Removing Outdated Volumes After a retention period passes, the Months to Retain column displays as zero, signaling that you can remove the volumes contained in that folder. Remove both the monthly data and the individual message volumes. Chapter 4 - Understanding Rules, Retention and Process flow - 32

204 Exploration Demonstration: Creating Rules Lab 4-1: Create Rules. Demonstration: Setting Retention Periods Lab 4-2: Set Retention Periods 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 33 Lab 4-1: Create Rules 10 minutes In this lab you Create and test an exclusion rule based on a specific address. Create and test a collection rule based on a keyword with an auto forward action rule. Chapter 4 - Understanding Rules, Retention and Process flow - 33

205 Lab 4-1: Folder Properties 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 34 Create and Test an Exclusion Rule To create an exclusion rule based on a specific address. 1. Open the Xtender Administrator. 2. Right-click the folder Archive and select Properties. 3. Select the Rules tab and right-click in the Exclusion field. 4. Select Create Rule Specific Address from the shortcut menu Chapter 4 - Understanding Rules, Retention and Process flow - 34

206 Lab 4-1: Address Rules 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Enter UserX in the User Address field and select To: or From: in the Address Qualifier field. Click OK. 6. Click OK again and then select Options Activate Changes. 7. On the desktop of the EX server, right-click My Computer Manage and expand Services and Applications Message Queuing and choose Private Queues. 8. Open Outlook and send a message to UserX.It should immediately journal into the LEGATO_SERVICE inbox on the Exchange Server and wait to move to the EX queues. Watch the message leave the inbox, but fail to enter the EX queues and the EX Message Center. 9. To test that other non-excluded messages still enter the EX Message Center, send a message to ManagerX Manager and follow it through the EX queues into the EX Message Center. Chapter 4 - Understanding Rules, Retention and Process flow - 35

207 Lab 4-1: Folder Properties Delete Rule 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 36 Create and Test a Collection Rule with an Action Rule To create a collection rule based on a keyword: 1. Right-click the Folder Archive and select Properties. 2. From the Folder properties, select the Rules tab and right-click the Exclusion rule you previously created. 3. Choose Delete Rule. Chapter 4 - Understanding Rules, Retention and Process flow - 36

208 Lab 4-1: Folder Properties Create Rule 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Right-click in the Collection field and select Create Rule Keyword(s) from the shortcut menu. Chapter 4 - Understanding Rules, Retention and Process flow - 37

209 Lab 4-1: Keyword Field 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Enter Tuba in the Keyword field. Click OK. Chapter 4 - Understanding Rules, Retention and Process flow - 38

210 Lab 4-1: Create Auto-Forward Rule 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 39 To create an Auto-Forward Action Rule: 1. Right-click in the Action field and select Create Rule Auto Forward from the shortcut menu. Chapter 4 - Understanding Rules, Retention and Process flow - 39

211 Lab 4-1: Auto Forward Rule Address 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Enter ManagerX in the Auto Forward field. Click OK. 3. Click OK again and select Options Activate Changes. Chapter 4 - Understanding Rules, Retention and Process flow - 40

212 Lab 4-1: Computer Management 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 41 To test the collection and auto forward action rules: 4. Open the Exchange System Manager, click on Mailboxes in your assigned Mail Store and note the number of messages. (in the Domain Controller) 5. Open Outlook and send a message to UserX with the subject Tuba. Watch the message leave the inbox, enter the EX queues (notice that this time a message goes to the Outbound Messages queue which indicates message forwarding) and then enter the EX Message Center. (in the Extender Server) Chapter 4 - Understanding Rules, Retention and Process flow - 41

213 Lab 4-1: Exchange System Manager-Message Numbers 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow To check message forwarding, open the Exchange System Manager, click on Mailboxes in your assigned Mail Store and watch the number of ManagerX s messages. They should increase by To prepare for the next lab, clean out the rules by selecting the Rules tab, right-clicking on the rules in the collection and action fields and selecting Delete Rule. Click OK. 8. Click OK again and then select Options Activate Changes. End of Lab 4-1 Chapter 4 - Understanding Rules, Retention and Process flow - 42

214 Lab 4-2: Folder Properties 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 43 Lab 4-2: Set Retention Periods 5 minutes In this lab you set a folder s retention period. To set a folder s retention period: 1. Right-click the Archive folder and select Properties. 2. In the Folder properties General tab, set the Months to Retain to 36 Months (3 years). After a few moments, the new retention setting takes effect in the EX Message Center. Chapter 4 - Understanding Rules, Retention and Process flow - 43

215 Lab 4-2: Retention 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Right-click on the Server in the left-hand tree view and select Reload Configuration. 4. Expand the view and select the Archive folder. 5. Switch to the View by Month and notice the Months Remaining field now reads correctly to reflect 37 months to reflect your setting plus one month for the current month. End of Lab 4-2 Chapter 4 - Understanding Rules, Retention and Process flow - 44

216 Mapping Xtender Process Flow 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 45 Mapping Xtender Process Flow When you install EX it creates several services to perform server functions. The following section describes the specific functions that each of the following services perform on EX: Xtender Data Source (ex .exe) Xtender Archive (exarchive.exe) Xtender Indexer (exindex.exe) Xtender Administration (exadmin.exe) Xtender Query (exquery.exe) Xtender Address Rule (AddrRule.exe) EX Message Exchange (EXExchangeMgr.exe) EX Extract Service (ExXtractService.exe ) Legato Xtender HealthCheck (exhealthcheck.exe) If this was a complete install additionally: Xtender Audit ( exauditmgr.exe ) Xtract Service (ExXtractService.exe ) Chapter 4 - Understanding Rules, Retention and Process flow - 45

217 EX Data Source (ex .exe) exaddrrule.exe EX Journaling Mailbox 2 ex .exe EXExchang box.exe SQL Database Rule Cache (.xrc) Mail Server Incoming Queue (Msg, Marshaller) Filepath = Vault\DropDir\MailboxFolder EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Data Source (ex .exe) 1. In a Lotus Notes/Microsoft Exchange environment, the EX Data Source service (ex .exe) pulls messages from the journaling Mail-In DBmailboxes on the mail server and performs the following mail classification steps: 2. Ex .exe kicks off ExExchang box.exe at startup. 3. ExExchang box.exe polls the journal Mail-In DBmailboxes in Notes/Exchange every 60 seconds by default. 4. When it finds messages it checks the message ID against the SQL database looking for duplicates. Additionally, it compares the message sender/recipient against the rule cache. 5. If the message is a duplicate, does not match a collection rule, or matches an exclusion rule, it is discarded. Note: If an unmatched rule exists in either a cabinet or folder, mail is not checked against the rule cache at this time. If the message is unique and to be archived, it is added to the SQL database and is pulled into the incoming queue. When a message is brought into the incoming queue, it is pulled to the Xtender\ Vault\DropDir\Mailbox folder as a EX-ID msg file. There is one mailbox folder for each EX connection mailbox. 6. After the message is pulled into the queue, it is removed from the journaling mailbox. Chapter 4 - Understanding Rules, Retention and Process flow - 46

218 EX Data Source (ex .exe) (cont.) ex .exe exaddrrule.exe Incoming Queue (Msg, Marshaller) 7 Incoming Queues (Msg. Marshaller 0,1,2,3) 9 Rule Queue Distribution Cache (.dlc) 8 Filepath = MsgCenter\DailyFolder\Unpack Queues Unpack Folder = MessageID.dir EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Data Source (ex .exe) (Cont.) 7. The data source service moves the messages from the mailbox folder to the MsgCenter. The MsgCenter contains one folder for each day s mail. This folder contains the messages not yet written to container files (*.emx) and up to four incoming/unpack queues. When a message reaches one of these queues it is unpacked into its own.dir file which temporarily resides in that day s folder. The daily folder is deleted when all messages within it have been written to container files. 8. Contained within the messages. access file, a field stores the messages distribution list membership, if applicable (distribution list membership is handled by the Address Rule service). 9. Next, the messages enter the rule queue. The rule queue determines in which archive folder the message belongs. A message can belong to multiple folders. Note: If EX has a problem processing a message, this service deposits the messages in question in either the Vault\BadDir or the MsgCenter\BadDir folder, where the administrator can review them. Chapter 4 - Understanding Rules, Retention and Process flow - 47

219 Xtender Archive (exarchive.exe) Rule Queue 10 exarchive.exe When a volume is closed, the exarchive.exe service records the contents of the volume to a.emx file which is written to the container drive (or DX extended drive) and removes it from the StorageDir. Archive Queue.emx Container or Extended Drive Filepath = Vault_Cabinet_Folder\StorageDir\Month\Volume EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Archive (exarchive.exe) The Xtender Archive service (exarchive.exe) monitors message volumes and is responsible for assigning messages to the appropriate folders: 10. The rule queue passes a message to the archive queue, one time for each folder it is archived to. The EX Archive service then creates a pointer to that message (still residing in the MsgCenter) in the appropriate volume in each folder, for example: Xtender\ Vault_Index_Archive\StorageDir\month\volume. If an existing volume is not large enough, exarchive.exe closes the existing volume and creates a new one. When volumes are closed, reach their allotted capacity, or are idle for five days, EX writes the messages they refer to in the MsgCenter, to the container drive (or extended drive if using DX) as container files (*.emx files). After a volume is recorded to a container file and that file is verified as accurate, the EX Archive Service removes the corresponding StorageDir files. This service also communicates with the DiskXtender Software Developer s Kit (SDK), if you use DiskXtender with EX. Chapter 4 - Understanding Rules, Retention and Process flow - 48

220 Xtender Indexer (exindex.exe) exindex.exe Archive Queue 11 Index Queue xvlt xvlt Pre-Indexing a. Pull files from queue, check current index size b. Append xvlt to.txvlts for indexing c. Create Index folders Vault_Cabinet_Folder\Month\Number d. Update volumes.txt (volumes in this index) e. Rename.txvlts to.xvlts every IndexIterationTime Indexing f. Index messages in.xvlts Post-Indexing g. Delete.xvlts & MsgCenter dirs Filename = Vault_Cabinet_Folder_Month_Number.txvlts Filepath = Vault_Cabinet_Folder\Month\Number Unpack Folder = MessageID.dir EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Indexer (exindex.exe) The Xtender Indexer service (exindex.exe) performs full-text indexing of messages and attachments. 11. The Archive queue passes each message to the Index queue where the Index service will: 12. Pull the files from the queue and check the current index size. 13. Read from the message queue and append to.txvlts for indexing. 14. Create Index folders vault_Index\IndexDir\Vault_Cabinet_Folder\Month\Number. 15. Update volumes.txt (volumes in this index). 16. Rename.txvlts to.xvlts every IndexIterationTime (default: 10 minutes). 17. Index messages in.xvlts. When the index reaches 450MB, create 001 folder and index. 18. Delete.xvlts and MsgCenter dirs. Chapter 4 - Understanding Rules, Retention and Process flow - 49

221 Xtender Indexer (exindex.exe) exindex.exe Archive Queue 11 Index Queue xvlt xvlt Pre-Indexing a. Pull files from queue, check current index size b. Append xvlt to.txvlts for indexing c. Create Index folders Vault_Cabinet_Folder\Month\Number d. Update volumes.txt (volumes in this index) e. Rename.txvlts to.xvlts every IndexIterationTime Indexing f. Index messages in.xvlts Post-Indexing g. Delete.xvlts & MsgCenter dirs Filename = Vault_Cabinet_Folder_Month_Number.txvlts Filepath = Vault_Cabinet_Folder\Month\Number Unpack Folder = MessageID.dir EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 50 The Indexer can index the following types of attachments: Type Adobe Acrobat PDF dbase III Plus and IV/MS FoxPro Microsoft PowerPoint Microsoft Word for Windows Microsoft RTF (Rich Text Format) Word Perfect ASCII text Microsoft Excel Microsoft Word for DOS Microsoft Works for Windows Microsoft Office XP (Word, Excel, etc.) 2.X 5.x NA 3,4,95,97, 2000, ,2,6,95,97, 2000, 2003 NA 4.2, 5, and 5.1, 6.0, 7.0, 8.0, 9.0, and Word Perfect for Windows NA 2,5,95,97, 2000, 2003 All versions 3,4, and 95 (4.5) NA Versions Supported Chapter 4 - Understanding Rules, Retention and Process flow - 50

222 Xtender Indexer (exindex.exe) exindex.exe Archive Queue 11 Index Queue xvlt xvlt Pre-Indexing a. Pull files from queue, check current index size b. Append xvlt to.txvlts for indexing c. Create Index folders Vault_Cabinet_Folder\Month\Number d. Update volumes.txt (volumes in this index) e. Rename.txvlts to.xvlts every IndexIterationTime Indexing f. Index messages in.xvlts Post-Indexing g. Delete.xvlts & MsgCenter dirs Filename = Vault_Cabinet_Folder_Month_Number.txvlts Filepath = Vault_Cabinet_Folder\Month\Number Unpack Folder = MessageID.dir EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 51 Occasionally, indexes can become corrupted. To find and rebuild corrupt indexes uses the following command: chkidx -u The indexer uses the following registry values: Registry Value IndexInterationTime MaxMBPerIndex 10 Minutes 450 MB Default Settings Chapter 4 - Understanding Rules, Retention and Process flow - 51

223 EX Administration (exadmin.exe) Allows you to perform the following tasks through the EX Administrator program: Create and delete cabinets and folders, which are used in message archiving classification. Retrieve operating statistics for volumes, indexes and general system parameters. Configure a number of Xtender options including encryption, index archiving, and system accounts. View the Xtender event log EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Administration (exadmin.exe) The Xtender Administration service (exadmin.exe), allows you to perform the tasks listed in the slide through the EX Administrator program. Create and delete cabinets and folders, which are used in message archiving classification. Retrieve operating statistics for volumes, indexes and general system parameters. Configure a number of Xtender options including encryption, index archiving, and system accounts. View the Xtender event log. Chapter 4 - Understanding Rules, Retention and Process flow - 52

224 EX Administration (exadmin.exe) (cont.) Configure communication with the License Server to determine EX license validity. Configure journaling with Microsoft Exchange servers. Perform administrator account authentication using Windows NT and Active Directory security. Assign access rights for directed searches and create mail collection and exclusion rules EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 53 EX Administration (exadmin.exe) (cont.) In addition to the tasks listed in the previous slide, the EX Administrator service performs the tasks listed above. Chapter 4 - Understanding Rules, Retention and Process flow - 53

225 Xtender Query (exquery.exe) 1. When a search tool is opened, exquery.exe determines who is requesting the query and what they are authorized to search. 2. When a search is initiated, the search tool talks to exquery.exe which spawns the xvsrch.exe process. 3. The xvsrch.exe process checks against the indexes for results. 4. The results are returned to exquery.exe which returns all hits in the search tool EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Query (exquery.exe) The Xtender Query service (exquery.exe) performs user authentication and search tasks. The EX Search Plugin and Web Search client use this service. Chapter 4 - Understanding Rules, Retention and Process flow - 54

226 Xtender Address Rule (exaddrrule.exe) 1. Runs at service startup and communicates with the Exchange address book. Distribution Cache (.dlc) 1 2 EXAddrRule.exe 3 SQL Database 2. Builds the distribution cache. Mail Server Rule Cache (.xrc) 3. Builds the address rule cache. Note: This can take several hours. EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Address Rule (AddrRule.exe) The Xtender Address Rule service is also known as the policy engine. It builds the distribution lists and address rule caches, enumerates all addresses in all distribution lists, and evaluates messages against address rules. This service runs at startup and can take several hours. The following table shows details of the Distribution List cache. Characteristic Location Built Rebuilt Registry Setting Startup Messages At service startup Every 24 hours (by default) Description EmmailXtender\ Xtender.dlc HKLM\SOFTWARE\OTG\ Xtender\RuleRefreshFr equency1440(d)refresh rule cache interval (mins) Initializing Policy Engine Policy Engine initialized Initializing Policy Engine in background Background policy engine initialized and swapped in for use Chapter 4 - Understanding Rules, Retention and Process flow - 55

227 Xtender Address Rule (exaddrrule.exe) 1. Runs at service startup and communicates with the Exchange address book. Distribution Cache (.dlc) 1 2 EXAddrRule.exe 3 SQL Database 2. Builds the distribution cache. Mail Server Rule Cache (.xrc) 3. Builds the address rule cache. Note: This can take several hours. EX Server 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 56 The following table shows details of the Rule cache. Characteristic Location Built Rebuilt Registry Setting EmmailXtender\RuleCacheFiles\*.xrc At service startup Every 24 hours (by default) Description HKLM\SOFTWARE\OTG\ Xtender\RuleRefreshFr equency1440(d)refresh rule cache interval (mins) Chapter 4 - Understanding Rules, Retention and Process flow - 56

228 EX Message Exchange (ExExchangeMgr.exe) Creates and sets up the Xtender address book entry EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow Xtender Message Exchange (ExExchangeMgr.exe) The Message Exchange service is an Exchange-only service that creates and sets up the Xtender address book entry called Xtender. It uses this contact to resolve shortcuts. Chapter 4 - Understanding Rules, Retention and Process flow - 57

229 Exploration Chapter 4 Review: Xtender 4.x Rules and Retention Periods Summary 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 58 Chapter 4 Review: Understanding Rules, Retention, and Process Flow What happens when a message does not match the conditions of an Exclusion Rule? What happens when a message matches the conditions of a Collection Rule? When creating content filtering rules, when would you use a keyword rule and when would you use a keyword bang rule? If you want to find messages that have the words Xtender and DiskXtender within 8 words of each other what should you enter as your keyword rule? What must you do to completely remove an outdated volume when the retention period expires? Chapter 4 - Understanding Rules, Retention and Process flow - 58

230 Exploration Chapter 4 Review: Xtender 4.x Rules and Retention Periods Summary 2005 EMC Corporation. All rights reserved. Chapter 4 - Understanding Rules, Retention and Process flow - 59 Summary In this chapter you learned the following: Rules, set for cabinets and folders created through the EX Administrator, allow you to collect, exclude, or forward mail that meets rule criteria. Exclusion rules allow you to specify which mail NOT to collect. You should use exclusion rules carefully. Collection rules allow you to specify which messages EX collects and can help you to organize mail. Action rules automatically forward mail meeting the rule criteria to the address you specify. Keyword rules use standard Boolean (expression) operators and can further refine your searches. Keyword bang rules are useful when you do not want to search attachments or when you do not want to impact performance. Retention periods define how long to retain message volumes but are a reminder only. They do not automatically remove volumes. Chapter 4 - Understanding Rules, Retention and Process flow - 59

233 Searching the Message Center Chapter 5 Chapter EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 2 Searching the Message Center In this chapter you learn to use Xtender (EX) Web Search, a Web site that provides client access to the Xtender Message Center using a Web browser. In addition you learn how to use Xtender (EX) Search Plugin, an add-on module for use with Microsoft Outlook Corporate Version, 2000, 2003 or XP (Service Pack 2 required). Chapter 5 - Searching the Message Center - 2

234 Objectives Use the EX Web Search interface to search the Message Center. Install and use the Xtender Search Plugin to search the Message Center EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 3 Objectives After completing this chapter you should be able to Use the EX Web Search Interface to search the Message Center. Install and use the Xtender Search Plugin to search the Message Center. Chapter 5 - Searching the Message Center - 3

235 Using the EX Web Search Interface To log into EX Web Search: 1. Enter in the browser address window. 2. Choose English and click Set Language EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 4 Using the EX Web Search Interface The Set Language page creates a cookie on your local machine, so that the page appears only the first time you start the EX Web Search. To change the language: Close the web browser if it is currently open. Open Windows Explorer and navigate to your Cookies directory, usually located under \Documents and Settings on the main OS drive. Delete the cookie username@ xtender(1).txt where username is the name of the local user. Re-open the web browser. The Choose the Desired Language page appears. Choose the correct language from the drop-down menu. Chapter 5 - Searching the Message Center - 4

236 Using the EX Web Search Interface (cont.) 3. On the User Authentication page, enter your address in the Address text box. 4. Enter your password in the Password text box. 5. Select the verification option (MAPI) EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 5 Using the Web Search Interface (cont.) MAPI authentication is typical for Exchange. When using MAPI authentication, enter the Exchange password used to log into the specified mailbox. When using Notes authentication, enter the Notes password used to log into the specific mailbox. IMAP4 and POP3 are two of the other choices in the drop-down menu and require the password that accompanies the mail client mailbox specified. The last option is available is Admin. When you use Admin authentication (defined by being a member of the EX admin group), enter the Windows password that matches the Windows user name specified. Chapter 5 - Searching the Message Center - 5

237 Creating Basic Searches 1. Enter the search criteria in the search criteria text boxes. 2. Click the Basic Search Button to start the search process EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 6 Creating Basic Searches The Xtender Web Search supports basic and advanced search queries that provide quick access to stored messages. EX automatically scans all messages received by the EX Message Center and creates a full text index. When EX receives a search query, it compares the search criteria to the existing index and finds the location of each message that matches the given criteria. Chapter 5 - Searching the Message Center - 6

238 Creating Advanced Searches 1. Click the Advanced Settings option at the top of the EX Web Search window. 2. Specify the settings that match your search needs. 3. Click Set Choices EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 7 Creating Advanced Searches The Advanced Search Options allow you to further refine a search according to importance level, attachment name, sensitivity level, and size. Chapter 5 - Searching the Message Center - 7

239 Performing Administrative Searches The choices available in the drop-down list are determined by the type of user currently using the search and the user's authentication clearance EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 8 Performing Administrative Searches Xtender includes three types of administrative searches: Administrator, Supervisor, and Directed Search. EX Web Search uses Microsoft Windows authentication to verify administrator privileges. With authenticated administrator privileges, the user can search all messages sent or received by any user. EX authenticates supervisors based on the supervisor groups defined in the Xtender Administrator. Supervisor groups permit an authorized user to search certain defined user mailboxes. You base directed searches on permissions set through the EX Administrator that defines certain users as having the right to search all messages archived to the selected cabinet or folder. Chapter 5 - Searching the Message Center - 8

240 Encountering Corrupt Indexes Web Search Search Plug-in 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 9 Encountering Corrupt Indexes When you perform a search against an index that Xtender identifies as corrupt, the message shown in the slide appears. If you want to continue a search against corrupted indexes, the result set is not complete. To obtain a complete result set, you must first re-index those indexes identified as corrupt in the Xtender administrator. The administrator provides a command to re-index only the corrupt indexes instead of all indexes for that month. Chapter 5 - Searching the Message Center - 9

241 Viewing Unavailable Messages You cannot directly access unavailable messages. Selecting an unavailable message displays information about the message ID, which the system administrator requires to restore the message EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 10 Viewing Unavailable Messages Search results return hits that include both available and unavailable messages. Offline or unavailable volumes return a message status of unavailable (for example: lost and found). This usually occurs when a DVD/CD/ or tape is not currently in the jukebox. The icon displayed with the message indicates its online or offline status. Chapter 5 - Searching the Message Center - 10

242 Installing the Xtender Search Plug-in An add-on module Works from within Outlook Adds one icon to Outlook s Toolbar Adds one command to the Tools menu Multiple search plugins can run at once to enable multiple searches Xtender Search 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 11 Installing and Using the Xtender Search Plugin Xtender (EX) Search Plugin is an add-on module for use with Microsoft Outlook Corporate version 2000 or 2003 or XP (Service Pack 2 required) Lotus Notes. You must also install Internet Explorer 5.5 Service Pack 2 or 6.x on the computer. This full text search tool works from within Microsoft (MS) Outlook or Lotus Notes permitting users to search and retrieve archived messages from Xtender. Installing the Search Plugin adds a command to the Actions Menu two buttons to MS Outlook s Toolbar and two commands to the Tools menu. The MAPI profile that you specify for use with the Search Plugin determines the scope of messages that you can search. Note: When installing the Xtender Search Plugin on a Windows 2000 machine, the user must have local Administrator rights. Note: Xtender can run multiple instances of the search plugin exsearch.exe to allow one user to perform multiple queries at the same time. Chapter 5 - Searching the Message Center - 11

243 Starting the Search Plug-in 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 12 Starting the Search Plugin The first time you start the Outlook Plugin, the Choose Profile dialog box might appear, or if it detects a default profile, the Configuration Options dialog box appears. The Choose Profile dialog box allows you to select the MAPI profile EX uses to run the majority of the Xtender searches. In addition, the profile indirectly provides information about the type of searches the EX authorizes the user to perform. An administrative MAPI profile allows the logged in user to search all archived messages in the EX archives. Using the administrative ID allows the logged in user to search all archived messages in the EX archives. Before using the Search Plugin the first time, you must configure an authentication method, add an Xtender server to the Server list. You can also set default parameters for your search results. Chapter 5 - Searching the Message Center - 12

244 Performing a Basic Search Messages are sorted by clicking on a column heading. The status bar on the bottom of the search window indicates the progress of the task and the number of items found matching the search EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 13 Performing a Basic Search Xtender Search Plugin supports basic and advanced search queries. As the EX Message Center receives messages, it automatically generates a full text index. Subsequently, when EX receives search queries, EX compares the query criteria with the existing index and returns a list of hits to the user. Chapter 5 - Searching the Message Center - 13

245 Performing an Advanced Search Select the More Choices tab and enter additional options to create an advanced search EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 14 Performing an Advanced Search The More Choices tab in the Search Plugin allows you to design a more advanced type of search. This tab allows you to expand a search to include such things as importance and sensitivity levels, and filter for specific attachment names. Chapter 5 - Searching the Message Center - 14

246 Performing an Administrative Search To perform an Administrative Search select Admin from the Search Type drop down menu EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 15 Performing an Administrative Search Xtender includes three types of administrative searches: Administrator Supervisor Directed The Search Plugin uses Microsoft Windows challenge and response authentication to verify Administrator privileges. After the program verifies the user as an EX administrator, it is possible for the user to search all messages sent or received by any user. Supervisor searches authenticate based on the supervisor groups defined in the Xtender Administrator. Directed searches base authentication on permissions set through the EX Administrator, which define certain users as having the right to search all messages archived to the selected cabinet or folder. Chapter 5 - Searching the Message Center - 15

247 Legal Discovery Search Major Components of Legal Discovery Search Owner Search Automated PST/NSF output Wildcard Search 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 16 Legal Discovery Search Major Components of Legal Discovery Search Owner Search Automated PST/NSF output Wildcard Search Chapter 5 - Searching the Message Center - 16

248 Legal Discovery Search - Owner Search Owner search Find all mail for one or more people by selecting a mailbox New Mailbox button added to the search plug-in 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 17 Overview and Benefits: Legal Discovery Search To better support administrative users, the Search Plug In requires a simple mechanism that: Searches for mail TO or FROM a user or users Exports resulting mail items to separate PST/NSF container files by owner Ability to limit PST/NSF file size Currently the administrative user performs the above tasks manually. This becomes increasing difficult as the number of users and/or messages increases. This feature solves this problem by Simplifying User (owner or mailbox) search and output of results Providing the ability to search for messages between individuals and organizations Enabling unattended search and export Limiting PST/NSF file size when exporting messages Using the Owner search Clicking the Mailbox button Displays the GAL like the SENT TO and FROM buttons. The GAL dialog will allow the end user to select one or more entries The selections made in the GAL dialog box will be populated into the edit field. The edit field will contain a semi-colon separated list of mailboxes Mail hits returned All mail to, from, cc, bcc or discovered for the mailbox For each mailbox selected Chapter 5 - Searching the Message Center - 17

249 Legal Discovery Search - Automated PST/NSF output(cont.) Automatic Mode The end user will initially interact with the feature via a toggle on the Search Plug In called Export Results EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 18 Legal Discovery Search - Automated PST/NSF output Automated PST/NSF output Separate files for each owner An owner is: Any message where the mailbox is in the to, from, cc, or bcc Discovered messages via Xtract Messages will be output to multiple PST/NSF files For example: Message X is sent from user A to user B PST for user A will contain message X PST for user B will contain message X Allows manual or automatic output of search results PST Manual and Automatic Output Automatic mode Requires the end user to pre-configure a handful of options that control the container file(s). The Search Plug In will automatically generate one or more container files based on the search results that are populated in the hits list box. Manual mode The end user performs a search Selects one or more hits from the results hit list Selects a right click menu option Copy Selected Messages to Container File(s). A dialog box appears that prompts the user for container file options. The Search Plug In will generate the container file(s) based on the settings. Chapter 5 - Searching the Message Center - 18

250 Legal Discovery Search - Automated PST/NSF output Automatic Mode (cont) When Export Results is checked container files will be created when the user hits Find Now. The container files will be created using the settings in the Container Options Page. The end user can access these through the Tools->Options menu. The page will prompt the user for: The PST/NSF container file can be broken up by: Owner/mailbox name Maximum container size This page will enforce container file limitations regarding the maximum size and number of items. It will do so by checking the installed mail client version. For instance Outlook2000 imposes a 2GB limit to PST files, while Outlook2003 has a limit of 4GB. Maximum messages/container An output directory for the container files A file prefix for each container file created What type of container files to create (PST/NSF) EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 19 Legal Discovery Search - Automated PST/NSF output When Export Results is checked container files will be created when the user hits Find Now. The container files will be created using the settings in the Container Options Page. The end user can access these through the Tools->Options menu. The page will prompt the user for: The PST/NSF container file can be broken up by: Owner/mailbox name Maximum container size This page will enforce container file limitations regarding the maximum size and number of items. It will do so by checking the installed mail client version. For instance Outlook2000 imposes a 2GB limit to PST files, while Outlook2003 has a limit of 4GB. Maximum messages/container An output directory for the container files A file prefix for each container file created Chapter 5 - Searching the Message Center - 19

251 Legal Discovery Search - Automated PST/NSF output (cont.) Container Options Page 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 20 Manual Mode The end user performs a search Selects one or more hits from the results hit list Selects a right click menu option Copy Selected Messages to Container File(s) A dialog box appears that prompts the user for container file options. The Search Plug In will generate the container file(s) based on the settings. The container file options dialog will be displayed, allowing the user to configure the output parameters. Chapter 5 - Searching the Message Center - 20

252 Legal Discovery Search - Automated PST/NSF output Manual Mode Container Options 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 21 Shows container size options. Chapter 5 - Searching the Message Center - 21

253 Legal Discovery Search - Automated PST/NSF output Results Both modes of operation will not notify the end user as errors are encountered. A dialog box will be displayed at the end of the operation that will communicate the container files created as well as any errors encountered EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 22 Results Both modes of operation will not notify the end user as errors are encountered. A dialog box will be displayed at the end of the operation that will communicate the container files created as well as any errors encountered Chapter 5 - Searching the Message Center - 22

254 Legal Discovery Search - Automated PST/NSF output Output file naming convention <output_dir>\<file_prefix><owner_name>_<sequential_number><extension>. Output Directory: Drive letter and path name. Relative paths are not supported. File Prefix: Valid filename characters only. Owner Name: Appended when the user is separating messages by owner only. The value corresponds to an entry in the Mailbox edit field of the Search Plug In for Automatic mode of operation. For Manual Mode this value is an address in a message. Sequential Number: A three digit number starting at 1 with increments of 1. This value is used during max_size or max_items rollovers to distinguish one container file from the next. Extension Depending on the container file type will be either.pst or.nsf EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 23 Output file naming convention <output_dir>\<file_prefix><owner_name>_<sequential_number><extension>. Output Directory: Drive letter and path name. Relative paths are not supported. File Prefix: Valid filename characters only. Owner Name: Appended when the user is separating messages by owner only. The value corresponds to an entry in the Mailbox edit field of the Search Plug In for Automatic mode of operation. For Manual Mode this value is an address in a message. Sequential Number: A three digit number starting at 1 with increments of 1. This value is used during max_size or max_items rollovers to distinguish one container file from the next. Extension Depending on the container file type will be either.pst or.nsf. Chapter 5 - Searching the Message Center - 23

255 Legal Discovery Search - Wildcard Search Wildcard Search New functionality added to the search plug-in Enables users to include wildcards in an address search expression. Users can specify partial words with wildcard tokens Can use SMTP or Canonical address Example: SMTP: *user*@*smtpdomain* and *@*smtpdomain* *displayname* *<*@*smtpdomain*> Canonical: cn=*user*/o=*org* cn=*user*/o=*org*/ou=*org. unit* *Display Name* *</o=*org*> 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 24 Legal Discovery Search - Wildcard Search Wildcard Search New functionality added to the search plug-in Enables users to include wildcards in an address search expression. Users can specify partial words with wildcard tokens Can use SMTP or Canonical address Example: SMTP: *user*@*smtpdomain* and *@*smtpdomain* *displayname* *<*@*smtpdomain*> Canonical: cn=*user*/o=*org* cn=*user*/o=*org*/ou=*org. unit* *Display Name* *</o=*org*> Chapter 5 - Searching the Message Center - 24

256 Legal Discovery Search - Wildcard Search SMTP Address Examples Expression *@legato.com *@*.legato.com *@legato.* *@*legato* *joe*@* *joe*@legato* *joe*@legato.* *joe*@*.legato* *doe* *<*@legato*> Description All users in legato.com All users in sub-domains of legato.com. All users in any top level domains of legato. All users in ant top level and any subdomains of legato SMTP username contains: joe All domains. SMTP username that contains joe and SMTP domain that starts with legato. SMTP username contains: *joe* and has a top level domains of legato. SMTP username contains: *joe* in all sub-domains of legato. Display names containing doe and domain names starting with legato. [email protected] [email protected] Examples [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] John Doe <[email protected]> 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 25 Legal Discovery Search - Wildcard Search SMTP Address Examples Chapter 5 - Searching the Message Center - 25

257 Legal Discovery Search - Wildcard Search Microsoft Exchange or Notes Canonical Address Examples: cn=*joe*/o=*legato* cn=*joe*/o=*legato*/ou=*na-mail* cn=*john*/o=* *John* <cn=*/o=*/ou=*> User names containing joe at the same time as organization names contains: Legato User names contain: joe Org. name contains: Legato Org. unit name contains: namail User name contains: john All organization and organizational units Display name contains: John All organization and organizational units NOTES:cn=JoeD/o=legato inc. EX:/o=Legato Inc./ou=namail/cn=recipients/cn=JoeDoe EX:/o=Legato Inc./ou=pamail/cn=recipients/cn=JoeDell NOTES:cn=JoeD/o=legato inc./ou=na-mail EX:/o=Legato Inc./ou=namail/cn=recipients/cn=JoeDoe EX: Doe </o=legato Inc/ou=namail/cn=recipients/cn=johnd> NOTES: Doe </cn=johnd/o=legato> NOTES: Doe </cn=johnd/o=legato/ou=namail> EX: John Doe </o=legato Inc/ou=namail/cn=recipients/cn=johnd> NOTES: John Doe </cn=johnd/o=legato> NOTES: John Doe </cn=johnd/o=legato/ou=na-mail> 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 26 Legal Discovery Search - Wildcard Search examples Chapter 5 - Searching the Message Center - 26

258 Legal Discovery Search - Wildcard Search Examples Continued: *John* <cn=*/o=*legato*/ou=*> Display name contains: John Organization name contains: Legato EX: John Doe </o=legato Inc/ou=namail/cn=recipients/cn=johnd> NOTES: John Doe </cn=johnd/o=legato> NOTES: John Doe </cn=johnd/o=legato/ou=na-mail> *John* Display name contains John EX: John Doe </o=legato Inc/ou=namail/cn=recipients/cn=johnd> NOTES: John Doe </cn=johnd/o=legato> NOTES: John Doe </cn=johnd/o=legato/ou=na-mail> cn=*john* *John* <cn=*/o=*legato*/ou=*> Invalid syntax EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 27 Legal Discovery Search - Wildcard Search Chapter 5 - Searching the Message Center - 27

259 Legal Discovery Search - Wildcard Search Search expression rules expression inside quotes ( ) is treated as a display name search Searches against SMTP address forms must contain the at token (@) For canonical names wildcarding is available for one or more of the fields; the user must specify which field (username, organization, organization unit, etc) is to be searched. This is done by supplying the field name followed by an equals sign. Multiple wildcards within one address specification are allowed. If more than one address is specified in a search they must be separated by a semicolon (;). White space is optional and used for readability EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 28 Legal Discovery Search - Wildcard Search Search expression rules expression inside quotes ( ) is treated as a display name search Searches against SMTP address forms must contain the at token (@) For canonical names wildcarding is available for one or more of the fields; the user must specify which field (username, organization, organization unit, etc) is to be searched. This is done by supplying the field name followed by an equals sign. Multiple wildcards within one address specification are allowed. If more than one address is specified in a search they must be separated by a semicolon (;). White space is optional and used for readability. Chapter 5 - Searching the Message Center - 28

260 Legal Discovery Search - Wildcard Search Search expression rules A search that specifies both a display name and an address expression, angle brackets (<>) must enclose the address expression portion. Invalid example: soma* *nat*@legato.com Valid example: soma* <*nat*@legato.com> This indicates a search for one person having soma in his display name and an address form containing nat in the username in the legato.com domain EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 29 Legal Discovery Search - Wildcard Search Search expression rules A search that specifies both a display name and an address expression, angle brackets (<>) must enclose the address expression portion. Invalid example: soma* *nat*@legato.com Valid example: soma* <*nat*@legato.com> This indicates a search for one person having soma in his display name and an address form containing nat in the username in the legato.com domain Chapter 5 - Searching the Message Center - 29

261 Legal Discovery Search - Wildcard Search (cont) How it works A new table, Domains, is added to the Message center database Holds domain names of addresses A new column, DomainId, is added to Address table. Address Id Table Address 1 EX: Alana Gaymon </o=legato/ou=namail/cn=recipients/cn=alana> 2 3 SMTP: Pedro Martinez <[email protected]> NOTES: David Ortiz </cn=dortiz/o=redox/ou=boston> DomainId Domains table DomainI Domain d1 /o=legato/ou=na-mail 2 hotmail.com 3 /o=redsox/ou=boston 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 30 How it works A new table, Domains, is added to the Message center database Holds domain names of addresses A new column, DomainId, is added to Address table. Query Address and Domains tables to find all the addresses that match a domain expression. Keys are read from the database, and built in an array internally. Batches of ISYS queries are executed using the Keys to find matching hits in an index. The above task is done for each index. Chapter 5 - Searching the Message Center - 30

262 Legal Discovery Search - Wildcard Search (cont) Database upgrade utility Ex46SR1Fix.exe, In utilities directory on CD. In order to get accurate results, a utility needs to be run on the database. Only needs to be run from the date 4.6SR1 was installed EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 31 Legal Discovery Search - Wildcard Search (cont) Database upgrade utility Ex46SR1Fix.exe, In utilities directory on CD. In order to get accurate results, a utility needs to be run on the database. Only needs to be run from the date 4.6SR1 was installed. Chapter 5 - Searching the Message Center - 31

263 Legal Discovery Search - Wildcard Wildcard Search Performance Data Number of Volumes 49 Total Number of Messages > 2.5 Million Total Number of Addresses > 18 Million Avg. Number of Messages/Volume Query Address matched ISYS queries / Index Avg. Time taken / Volume Total Time taken DB Time (in ms) From: *@*yahoo.com* To: *@*hotmail.com* From: To: :02:20 02:00: From: *@yahoo.com To: *@hotmail.com From: 3179 To: :00:42 00:35: From: *@yahoo.com From: :00:27 00:22: From: To: *@hotmail.com From: To: :00:28 00:23: From: ""Mike Ungefeh*" <*@yahoo.com> From: 1 To: :00:01 00:00: From: "Mike Ungefeh*" From: 1121 To: :00:18 00:15: EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 32 Legal Discovery Search Wildcard Output display shows the results of a wildcard search. Chapter 5 - Searching the Message Center - 32

264 Removing Duplicates Select View Remove Duplicates to remove all duplicate messages from the results list EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 33 Removing Duplicates If EX archives the same message to more than one message volume, EX displays duplicate messages in the search results. Select View Remove Duplicates to remove all duplicate messages from the hit list. Note: Removing duplicates only removes them from the search results page, but does not delete the messages from either the mail server or EX server. Chapter 5 - Searching the Message Center - 33

265 Deleting Messages from the Archive Delete Selected Messages from Archive is only available to users with administrator privileges EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 34 Deleting Messages from the Archive EX completely removes messages marked for deletion from the EX archives and renders them unavailable for searches and restoration. Note: If you store archived message volumes on write-once media, delete requests fail. Chapter 5 - Searching the Message Center - 34

266 Exploration Lab 5-1: Configure the Search Plugin Demo: Performing Basic and Administrative Search Tasks Lab 5-2: Perform Basic and Administrative Search Tasks 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 35 Lab 5-1: Configure the Search Plug-in 5 minutes In this lab you configure the Search Plugin. Chapter 5 - Searching the Message Center - 35

267 Lab 5-1: Configuration Options 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 36 Configure the Search Plugin To Configure the Search Plugin: 1. In Microsoft Outlook, click Xtender Search on the MS Outlook toolbar or select Xtender Search from the Tools Menu in Microsoft Outlook. 2. The first time you start the Outlook Plugin, the Choose Profile dialog box might appear. 3. Click OK to accept the default profile. The Configuration Options dialog box appears. 4. Select the Authentication tab. When using the Outlook Search Plugin, MAPI is the default. The specified MAPI profile automatically provides the username and password. 5. Select the Server tab. 6. Click Add. Chapter 5 - Searching the Message Center - 36

268 Lab 5-1: Xtender Server Definition 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center Click Discover Xtender Servers for a list of available servers and select your EX_Server from the pull-down menu. 8. Click OK. 9. Select the Search tab. Chapter 5 - Searching the Message Center - 37

269 Lab 5-1: Search Tab 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center Enter the search options for your preferred environment and click OK. End of Lab 5-2 Chapter 5 - Searching the Message Center - 38

270 Lab 5-2: Perform Basic and Administrative Search Tasks Prepare the archive for searching. Perform a basic search. Perform an administrative search. Delete a message from the archive EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 39 Perform Basic and Administrative Search Tasks In this lab you: Prepare the archive for searching. Perform a basic search. Perform an administrative search. Delete a message from the archive. Prepare the Archive for Searching Before you can perform any searches, you must create several messages on which to search, and ensure that they are archived. To prepare the archive for searching: 1.Select Start Shutdown Log off LEGATO_SERVICE 2.Enter the logon name UserX and enter the password, legato. Click OK. 3.Launch Outlook. You are prompted to configure a profile for UserX. See Create a MAPI Profile in chapter 2. 4.Send three new messages to ClientX: one with the subject Clarinet, one with the subject Flute, and one with the subject Oboe. Include an attachment (as directed by your instructor) with the message called Oboe. 5.Log off UserX and log back in as LEGATO_SERVICE. 6.Watch the EX queues and EX Message Center to ensure that EX archives all three messages. Chapter 5 - Searching the Message Center - 39

271 Lab 5-2: Search Type 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 40 Perform a Basic Search To perform a basic search: 1. Launch Outlook and click Xtender Search. 2. In the Search Type pull-down menu, select User Chapter 5 - Searching the Message Center - 40

272 Lab 5-2: Search Results 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center In the Search for the Word(s) field, enter Tuba. 4. Click Find Now. The search should return the message with the subject Tuba you sent from LEGATO_SERVICE to UserX earlier Chapter 5 - Searching the Message Center - 41

273 Lab 5-2: Admin Search Type 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 42 Perform an Administrative Search To perform an administrative search: 1. Click New Search. 2. In the Search Type pull-down menu, select Admin Chapter 5 - Searching the Message Center - 42

274 Lab 5-2: Searches From UserX 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center In the From field, enter UserX. 4. Click Find Now. The search should return all three messages you sent from UserX to ClientX. Note: If the search fails to return these messages, EX is likely still indexing them. Wait a few moments and try the search again. 5. Double-click the message with the subject Clarinet. View the message and then close it. Chapter 5 - Searching the Message Center - 43

275 Lab 5-2: Search Results 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 44 Delete a Message from the Archive To delete a message from the archive: 1. Click New Search. 2. In the Search for the Word(s) field, enter Flute. 3. Click Find Now. The search should return the message with the subject Flute. Note: If the search fails to return these messages, EX is likely still indexing them. Wait a few moments and try the search again. Chapter 5 - Searching the Message Center - 44

276 Lab 5-2: Delete Selected Message from Archive 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center Right-click this message and select Delete Selected Message from the Archive. 5. Click Yes to confirm your selection. This message is deleted from the archive. Chapter 5 - Searching the Message Center - 45

277 Lab 5-2: No Matches Found 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center Confirm that the message is deleted by searching again. a. Click New Search. b. In the Search for the Word(s) field, enter Flute. c. Click Find Now. The search returns no matches. End of Lab 5-3 Chapter 5 - Searching the Message Center - 46

278 Exploration Chapter 5 Review: Searching the Message Center Summary 2005 EMC Corporation. All rights reserved. Chapter 5 - Searching the Message Center - 47 Chapter 5 Review: Searching the Message Center How do you change the language used by the EX Web Search Interface? What does EX create automatically as the EX Message Center receives messages? Which permission level must you have to delete messages from the EX archive using the search plugin? Summary In this chapter you learned the following: Xtender (EX) Web Search, is a Web site that provides client access to the Xtender Message Center using a Web browser and MAPI authentication. You can create basic or advanced searches to meet your search needs. Administrative searches use supervisor groups in which you set authorization for Administrator, Supervisor, or Directed searches. Search results return hits for both available and unavailable messages, which usually indicate that the requested media is offline. Xtender (EX) Search Plugin, is an add-on module for use with. Microsoft Outlook Corporate, 2000, 2003 or XP (Service Pack 2 required. It places an icon in the Outlook client.) Chapter 5 - Searching the Message Center - 47

281 Using Xtract Chapter 6 Chapter EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 2 Chapter 6 Using Xtract In this chapter you learn how to use Xtract to assist in the management of messages within the message store of Microsoft (MS) Exchange servers or Lotus Notes Mail files. You learn the two installation options for EX-XT that effect the level of functionality available. Chapter 6 - Using Xtract - 2

282 Objectives Understand Xtract. Prepare for and install Xtract. Install shortcut and OWA support. Access and set up Xtract. Configure tasks EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 3 Objectives After completing this chapter, you should be able to Understand Xtract. Prepare for and install Xtract. Install shortcut and OWA support. Access and set up Xtract. Configure tasks. Chapter 6 - Using Xtract - 3

283 Understanding Xtract Xtract aids in the administration of the server's message store. The following tasks are available in Xtract: Archive Shortcut Deletion Search Analysis 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 4 Understanding Xtract The primary objective of Xtract is to aid in administration of the server s message store. Xtract analyzes and searches for messages within the Lotus Notes server mail filesmail server message stores on the Exchange server. When you install Xtract on an Xtender server, it provides powerful archival, deletion, and shortcut functions as well. All tasks in EX-XT are based on default settings unique for each task, although you can choose new settings when you create a new task. You can run all tasks immediately or automate them by saving the settings and scheduling tasks to run later on a recurring basis. Extract runs as an application, not a service. If you log out, a scheduled job will not run. The tasks available in Xtract are: Archive Shortcut Deletion Search Analysis Chapter 6 - Using Xtract - 4

284 Preparing for and Installing Xtract Meet or exceed Xtract minimum requirements. If install Complete is selected for the server then it is installed at once with the server separate install may not be required. Install Xtract. Install the shortcut forms on the Exchange servers. Install the shortcut COM-Add In if not installing the search plugin. Install Outlook Web Access (OWA) support EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 5 Preparing for and Installing Xtract To prepare for and install Xtract, perform the tasks in the slide in the order listed. Note: Extract works with the actual mail files. Xtender works with a journaled or copied file. To understand how best to install Xtract, you should understand: Xtract functions Shortcutting Chapter 6 - Using Xtract - 5

285 Identifying Xtract Functions Archive Task Shortcut Task Delete Task Search Task Analysis Task Xtract Functions on the EX Server Xtract Functions on the Exchange Server 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 6 Identifying Xtract Functions Xtract is commonly installed on the EX server to provide access to all available tasks. When installed on an Xtender server, it provides powerful archival, deletion and shortcut functions as well as the search and analysis tasks. When you install Xtract on a mail server you can use it for analyzing and searching for messages within the mail server message stores only. Chapter 6 - Using Xtract - 6

286 Defining Shortcutting 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 7 Defining Shortcutting The Xtract shortcut task deletes messages from Exchange and replaces them with pointers to those messages in the Xtender archive. These pointers are called shortcuts. These shortcuts, visible in Outlook/Notes, allow users to retrieve their messages from EX to Exchange/Notes by double-clicking or opening the shortcut of the Notes/Xtract attachment within the shortcut. By default, shortcuts include message attachments and optionally include the message body. Additionally, you can configure Xtract to pre-pend (Archived) to the message subject of the shortcut. You can enable shortcuts for On-line Web Access (OWA) through another selection in the shortcut task and with the installation of an optional utility on Exchange. Chapter 6 - Using Xtract - 7

287 Defining Shortcutting 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Defining Shortcutting The Xtract shortcut task deletes messages from the Domino server and replaces them with pointers to those messages in the Xtender archive. These pointers are called shortcuts. These shortcuts, visible in Notes, allow users to retrieve their messages from EX to Notes by doubleclicking or opening the shortcut of the Notes attachment within the shortcut. By default, shortcuts include message attachments and optionally include the message body. Additionally, you can configure Xtract to pre-pend (Archived) to the message subject of the shortcut. Chapter 6 - Using Xtract - 8

288 Installing Shortcut and OWA Support To enable shortcut resolution in EX, perform the following three steps: 1. Create a public organizational forms library on the Exchange server. 2. Install the EX Exchange forms for shortcut resolution. 3. Install EX OWA support on the Microsoft Exchange Server (for shortcut resolution in the Outlook Web Access client). 4. Reboot the Exchange server EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 9 Installing Shortcut and OWA Support To enable shortcut resolution for Microsoft Outlook users, you should create a public organizational forms library and install EX shortcut forms on the Exchange server. When a user first resolves a shortcut in Outlook, the form (exscfs.exe) downloads to the client: \Documents and Settings\User\Local Settings\ Application Data\Microsoft\FORMS\ IPM.Note on.exshortcut In addition, if using Outlook Web Access (OWA) to access , it requires the installation of an additional utility on the Exchange server to enable users to view shortcut messages and their attachments using OWA. Chapter 6 - Using Xtract - 9

289 Creating a Public Organizational Forms Library 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 10 Creating a Public Organizational Forms Library For shortcut resolution to work properly, you must install a shortcut form into the organization forms library on the Exchange server so that it transparently transfers to client computers. Exchange 5.5 creates a default organizational forms library, but Exchange 2000 does not. Yet, you might have previously configured a forms library for use with other software If you do not have a forms library in place, From the Exchange system manager, expand the Administrative group object and expand the Folders object. Right-click on the Public folders object and select View system. Right-click on Eforms registry. Select New Organizational form. Create a new organizational form. Modify the permissions: right-click the new library Properties Permissions and click Client permissions. Add the EX service account as an Owner for the library. Chapter 6 - Using Xtract - 10

290 Installing Shortcut Forms for Exchange In Outlook, select the Tools menu, then Options enable the Other tab Advanced Options Custom Forms Manage Forms EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 11 Installing Shortcut Forms for Exchange After you create a public organization forms library you can install the shortcut form for Exchange. You install this form in the organization forms library so that it transparently transfers to client computers. A user who has owner permissions in the Organizational Forms Library must install the shortcut form manually on the EX server, where it transfers throughout the organization. Chapter 6 - Using Xtract - 11

291 Installing Outlook Web Access Support 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 12 Installing Outlook Web Access Support When you install Outlook Web Access support on the Exchange server, users can restore messages and attachments converted to shortcuts by Xtract (with the OWA Enabled checkbox selected) to the mailbox by opening them. Users can then access the restored messages directly from OWA. To install OWA support: 1. On the AutoRun or setup.exe program select the option under Exchange Add-Ins, selecting support for Exchange 5.5, or Exchange 2000/ The account you use to install OWA support and to configure the user account must have the following permissions: Member of the Schema Admins Group Member of the Exchange Domain Servers Group The System Mailbox rights should allow the user full mailbox access. The System Mailbox rights should allow SELF full mailbox access and associated external account access. Chapter 6 - Using Xtract - 12

292 Exploration Lab 6-1: Create a Public Organizational Forms Library Lab 6-2: Install a Shortcut Form Lab 6-3: Install Outlook Web Access Support 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 13 Lab 6-1: Install Xtract In this lab you install Xtract on your EX Server. Chapter 6 - Using Xtract - 13

293 Lab 6-1: Properties 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 14 Lab 6-2: Create a Public Organizational Forms Library In this lab, the you will : Create a public organizational forms library on your Exchange server. Grant the LEGATO_SERVICE account Owner permissions to create new shortcut forms. Create a Public Organizational Forms Library To Create a public organizational forms library on your Exchange server: 1. Launch Exchange 2003 System Manager on your mail server and expand Folders. 2. Right click on the Public Folders and choose View System Folders from the right-click menu. 3. Right click on EFORMS REGISTRY and select New Organizational Form. The Properties Window appears. Enter Forms Library in the Name field. 4. Select English (USA) from the E-Forms language drop-down and click OK to return to the Exchange System Manager window. The newly created Forms Library appears under EFORMS REGISTRY Chapter 6 - Using Xtract - 14

294 Lab 6-1: Exchange System Manager 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 15 Exchange Systems Manager View 1. Select Start Programs Exchange Exchange Systems Manager Note the visibility of the Forms Library in this view. Chapter 6 - Using Xtract - 15

295 Lab 6-1: Forms Library Properties 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 16 Grant Owner Permissions The LEGATO_SERVICE account must have Owner permissions on this new Forms Library to create shortcut forms there. To grant the LEGATO_SERVICE account Owner permissions: 1. Right-click the new Forms Library and select Properties from the menu. The Forms Library Properties window appears. 2. Select the Permissions tab and click Client Permissions. The Client Permission window appears Chapter 6 - Using Xtract - 16

296 Lab 6-1: Client Permission 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Click Add. 5. Select LEGATO_SERVICE from the Exchange Address Book and click OK. The Client Permission window appears. Chapter 6 - Using Xtract - 17

297 Lab 6-1: Client Permissions 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the LEGATO_SERVICE account and from the Rules drop-down field select Owner. 7. Click OK to exit the Client Permission window. 8. Click OK to exit the Forms Library Properties window. 9. Close the Exchange 2003 System Manager. End of Lab 6-2 Chapter 6 - Using Xtract - 18

298 Lab 6-2: Options 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 19 Lab 6-3: Install a Shortcut Form In this lab, install a Shortcut Form for Exchange. Install a Shortcut Form To Install a Shortcut Form for Exchange: 1. Open Outlook 2000 on the EX server using LEGATO_SERVICE. This Exchange server owns the Public Organizational Forms Library and has access to all address books and distribution lists supported by EX and Xtract. 2. From the Tools menu, select Options. The Options window appears. Select the Other tab and click Advanced Options. The Advanced Options window appears Chapter 6 - Using Xtract - 19

301 Lab 6-2: Forms Manager 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Ensure that you set both sides of the dialog box to Forms Library. The LEGATO Service account you use to access your Outlook program must have Owner rights on the Forms Library you create to install new forms. 6. Click Install. The Open window appears Chapter 6 - Using Xtract - 22

302 Lab 6-2: Open 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Click the drop-down arrow to the right of the Look in field and browse to the Xtender Exchange Forms directory to access the available forms. 8. Select ExShortcut.fdm and click Open. The Form Properties window appears Chapter 6 - Using Xtract - 23

303 Lab 6-2: Install the Shortcut Form 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Click OK to install the Shortcut Form. 10. Close all windows. The shortcut form is now installed and transparently transfers to each client when the client accesses messages replaced by shortcuts. After the form transfers to the client machine, it manages the restoration of requested shortcut messages to the client mailbox. End of Lab 6-3 Chapter 6 - Using Xtract - 24

304 Lab 6-3: Xtender OWA InstallShield Wizard 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 25 Lab 6-4Install Outlook Web Access Support In this lab you will install Outlook Web Access Support on your Exchange Server. If you install OWA support on a Microsoft Exchange 2003 server, the account you use must have the following permissions: The user must belong to the Schema Admins group. The user must belong to the Exchange Domain Servers group. The System Mailbox rights should allow the user Full mailbox access. The System Mailbox rights should allow SELF full mailbox access and associated external account. Note: The permissions above are absolutely necessary to install OWA support. Consult your instructor for assistance if necessary. Install Outlook Web Access Support To Install Outlook Web Access Support: 1. Insert the Xtender CD into the drive of the Exchange server or from the Exchange server browse to the location indicated by your instructor. 2. Double-click SetupOWA2K.exe.The Xtender OWA - InstallShield Wizard appears. 3. Click Next. The License Agreement appears Chapter 6 - Using Xtract - 25

305 Lab 6-3: License Agreement 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select I accept the terms in the license agreement and click Next. 5. A dialog box appears indicating that this install requires a reboot. Click Next. Chapter 6 - Using Xtract - 26

306 Lab 6-3: Reboot Message 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Enter the domain administrator username and password and click Validate User. 7. Click OK once the user is validated and then click Next. 8. The Destination Folder window appears. Click Next to accept the default destination directory for the install. Chapter 6 - Using Xtract - 27

307 Lab 6-3: User Account Configuration 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Click Install to begin the installation. 10. Click Finish. 11. Select Yes to restart your system. End of Lab 6-4 Chapter 6 - Using Xtract - 28

308 Accessing and Setting Up Xtract After the Xtract program is installed, you can access it through the Windows Start Menu EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 29 Accessing and Setting Up Xtract After you configure Xtract for use, and open and close Xtract during a session, you can access Xtract at any time using an icon in the Windows task bar. Chapter 6 - Using Xtract - 29

309 Setting up Xtract Options 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 30 Setting Up Xtract Options The first time you launch Xtract, the program prompts you to designate a License Server and select a default mail (MAPI) profile. You also set configuration options such as task priority and program directories. Chapter 6 - Using Xtract - 30

310 Selecting the MAPI Profile 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 31 Selecting the MAPI Profile The Choose Profile dialog box allows you to select the MAPI profile for the default administrator that will run the majority of the Xtract tasks. The Profile selected must use a Primary Windows Account that is part of the Local Admins Permissions Group. Chapter 6 - Using Xtract - 31

311 Configuration Options in Xtract 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 32 Modifying Configuration Options in Xtract In the Xtract Administrator, select Options Configuration Properties to display the Configuration Options dialog box if it is not already displayed. Configuring the License Server On the License Server tab select Browse to locate the appropriate license server and click OK. Configuring Tasks The Default Task Settings tab of the Configuration Options dialog box allows you to configure task settings that Xtract uses as the basis for all new tasks. Xtract saves the settings you configure as default settings and automatically populates any new task with these default values. This facilitates automatic configuration of some options.you can change individual settings when configuring a new task without affecting these default settings. Chapter 6 - Using Xtract - 32

312 Understanding Xtract Tasks The five tasks in Xtract (archive, shortcut, delete, search, and analysis) act upon the Exchange Message Stores, not the Xtender archives. Each task selects messages based upon the criteria chosen. Other configuration options are available for each task EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 33 Understanding Xtract Tasks Xtract tasks are configured through the use of tabs that contain selection criteria. Some of these tabs are the same across all tasks. Some are only available for a specific task. Table explains the selection criteria that is common to all tasks Message Content - Word Matching, Originator/Recipients, Message Size, Search Hits, Read Items, Sensitivity, Deleted Items Data Settings - Date Matching Parameters, Date Based Upon criteria Item Types - Selected Item Types (Mail, Contacts, Appointments, etc.) Folder Settings - Typical Folders (Inbox, Outbox, etc.), Other Data Folders (Calendar, Contacts, Journal & Notes) Scheduling - Task Name, Task Frequency, Task Run Time Profile - MAPI Profile Mailboxes - Exchange Servers, User Mailboxes Public Folders - Public Folders PST Selection - PST Files Logging - Log Enabling, Log Message Level Chapter 6 - Using Xtract - 33

313 Understanding Xtract Tasks The five tasks in Xtract (archive, shortcut, delete, search, and analysis) act upon the Exchange Message Stores, not the Xtender archives. Each task selects messages based upon the criteria chosen. Other configuration options are available for each task EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 34 Tab Shortcut Deletion Analysis Settings Shortcut Task Run Mode (Simulation), Xtender Integration Deletion Task Run Mode (Simulation), Xtender Integration Analysis Task Options Selection Criteria Both the Shortcut and Deletion tasks include the Simulation run mode which simulates the mail output without the action actually taking place. Chapter 6 - Using Xtract - 34

314 Configuring the Archival Task 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 35 Configuring the Archival Task The Archive Task examines the messages in selected mailboxes to determine which messages meet the criteria specified in the task settings and do not already exist in the EX archive. In an MS Exchange environment, you can also set up the Archive task to examine public folders or pst files to archive messages and other item types to the EX archive. In a Notes messaging environment, you can also set up the Archive task to archive NSF files. When Xtract detects eligible messages and items, it moves them to the Xtender Message Center. Then Xtender adds the messages to message volumes and stores them in the permanent archive. The Archive Task is used when initially installing Xtender. This task archives messages residing on an server that are sent or received before EX installation. This permits you to take advantage of EX features with old messages residing on your system. You can configure an Xtract archive task to archive all the messages during non-working hours. This type of batch scheduling is especially useful when you need to archive messages contained in public folders or pst files, because Xtender cannot archive from public folders and pst files. The Archive task pulls mail to archive into the Install_Dir:\\ Xtender\Payload directory. From there they enter the EX private queues Chapter 6 - Using Xtract - 35

315 Configuring the Shortcut Task 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 36 Configuring the Shortcut Task The Shortcut task removes messages on the mail server and replaces them with shortcuts, a type of placeholder, that take up less space on the server. The settings available in the task determine how Xtract creates shortcuts. The Shortcut task also allows administrators to restore original messages, which Xtract moves to the EX Message Store and replaces with shortcuts, back to the mail servers. You can run the Shortcut task in simulation mode to test your task configuration. Chapter 6 - Using Xtract - 36

316 Configuring the Delete Task 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 37 Configuring the Delete Task The Delete Task removes messages from the mail server to help administrators manage the size of their mail servers information store. In addition, a Delete task used with Exchange servers, can delete item types such as appointments, tasks, and notes. The delete task removes all items selected during task configuration from mailboxes, public folders, and *.pst files. When administrators run a Delete task they can verify whether or not messages already exist within the Xtender SQL database before deleting them. Simulation mode is important if you want to test the results before actually running the task. For example, if you want to configure the delete task to run to rid the system of virus s, running the task in simulation mode can help you to ensure that it is deleting only the messages you want to delete. Chapter 6 - Using Xtract - 37

317 Configuring the Search Task 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 38 Configuring the Search Task When an administrator runs a Search Task, the Xtract system scans the specified mail servers to determine if specified items messages meet the criteria established in the task. After returning search hits in the Task Window, you can view messages and other items using the default mail client, or you can completely remove them from the mail server. Chapter 6 - Using Xtract - 38

318 Configuring the Analysis Task 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 39 Configuring the Analysis Task The Analysis Task examines the mail server message store according to criteria set during the task configuration. The data returned charts the contents of the server, average message size, total message count, attachment information, and the age of message volumes. Chapter 6 - Using Xtract - 39

319 Exporting Task Results to a CSV File 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 40 Exporting Task Results to a CSV File After you run a task and the task window displays, you have the option to export the results to a CSV (Comma Separated Value) file. Exporting task results as a CSV file allows you to view the results as a Microsoft Excel spreadsheet. Chapter 6 - Using Xtract - 40

320 Using Task Result Charts 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 41 Using Task Result Charts After running a task, the results display in a task window. All tasks except for the Search Task include the option of viewing charts in the right-click shortcut menu. When you choose the View Chart option, the task s default chart appears. The menu options available while viewing a chart allow you to print charts and view different types of charts. Chapter 6 - Using Xtract - 41

321 Scheduling Tasks 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 42 Scheduling Tasks Depending on the choice that you select on the Scheduling tab when configuring a new task, a task can run immediately, at a scheduled time, or manually. You can view and manage scheduled tasks through the Scheduled Tasks dialog box. This dialog box also displays currently running tasks, but removes them after the task completes (as long as the task is not scheduled for a future recurrence and is not manual). Chapter 6 - Using Xtract - 42

322 Exploration Demo: Performing Xtract Shortcut and Deletion Tasks Lab 6-4: Perform Xtract Shortcut and Deletion Tasks Chapter 6 Review: Using Xtract Summary 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 43 Perform Xtract Shortcut and Deletion Tasks In this lab you: Perform a shortcut task in Xtract. Perform a deletion task in Xtract. Chapter 6 - Using Xtract - 43

323 Lab 6-4: License Server Information 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 44 Perform a Shortcut Task in Xtract To perform a shortcut task in Xtract: 1. Start Xtract by selecting Start Programs Xtract Xtract for Exchange. Chapter 6 - Using Xtract - 44

324 Lab 6-4: Xtract Welcome Screen 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract At the Xtract Welcome Screen, click OK. 3. You are prompted to select a MAPI profile. After selecting the profile, the Configuration Options screen appears again. Click Cancel. Chapter 6 - Using Xtract - 45

325 Lab 6-4: Shortcut Tab 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the Shortcut tab and enable Remove Message Body. Disable Simulation Mode. Chapter 6 - Using Xtract - 46

326 Lab 6-4: Shortcut Task Dialog Message Content Tab 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the Message Content tab and select the following criteria: Subject Oboe & From UserX. Chapter 6 - Using Xtract - 47

327 Lab 6-4: Shortcut Task Dialog Date Settings Tab 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the Date Settings tab and enable Use all dates. Chapter 6 - Using Xtract - 48

328 Lab 6-4: Shortcut Task Dialog Mailbox Tab 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the Mailbox tab and enable the checkbox for your Exchange server, then select the mailbox for ClientX. 9. Click OK, then click OK again. The shortcut task should now run and produce the following results window. You should see one shortcut message. Chapter 6 - Using Xtract - 49

329 Lab 6-4: Shortcut Task Results Window 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract To see the shortcut message, log off LEGATO_SERVICE and log onto your EX_Server as Client1 (password: legato). Chapter 6 - Using Xtract - 50

330 Lab 6-4: Outlook Inbox 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract After you log in as Client1, launch Outlook (you are prompted to create a profile from ClientX). You should see a shortcut message in your inbox as indicated by a message icon with an arrow Chapter 6 - Using Xtract - 51

331 Lab 6-4: Message 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract To resolve the shortcut message and return it to Exchange from the EX Archive, double-click the message. The message should now return to normal. Chapter 6 - Using Xtract - 52

332 Lab 6-4: Deletion Task Dialog 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 53 Perform a Deletion Task in Xtract To perform a deletion task in Xtract: 1. Log into your EX_Server as LEGATO_SERVICE. 2. Open Xtract and click the Deletion Task button. The Deletion task dialog displays Chapter 6 - Using Xtract - 53

334 Lab 6-4: Deletion Task Dialog Message Content Tab 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the Message Content tab and choose the following criteria: Subject Oboe Tuba From UserX. Chapter 6 - Using Xtract - 55

335 Lab 6-4: Deletion Task Dialog Date Settings Tab 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the Date Settings tab and enable the checkbox for Use all dates. Chapter 6 - Using Xtract - 56

336 Lab 6-4: Deletion Task Dialog Mailbox Results Window 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract Select the Mailbox tab and enable the checkbox for your Exchange server, then select the mailbox for ClientX. 7. Click OK, the click OK again. Chapter 6 - Using Xtract - 57

337 Lab 6-4: Deletion Task Results Window 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract The Deletion task should now run and produce the following results window. You should see that one message is deleted. To confirm that the message is deleted, log off LEGATO_SERVICEX and log onto your EX_Server as ClientX (password: lgto) check for the message oboe in the Manager s inbox. Chapter 6 - Using Xtract - 58

338 Lab 6-4: Outlook Inbox 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract After logging in as ClientX, launch Outlook. In the inbox you should see that the message is now gone End of Lab 6-5. Chapter 6 - Using Xtract - 59

339 Chapter 6 Review 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 60 Chapter 6 Review: Using Xtract What is the primary objective of Xtract? 1. Which feature does Xtract include which places pointers in Exchange/Notes to archived messages in EX? 2. What is the purpose of the Archive Task? 3. What is the purpose of the Analysis Task? Chapter 6 - Using Xtract - 60

340 Summary 2005 EMC Corporation. All rights reserved. Chapter 6 - Using Xtract - 61 Summary The primary objective of Xtract is to aid in administration of the server s message store. Its main functions when installed on a mail server include analyzing and searching for messages within the mail server message stores. Xtract functions are more extensive when installed on the EX server, but can also be used for analyzing and searching for messages within the mail server message stores only. Shortcutting deletes the message from Exchange and replaces it with a pointer to the messages in a storage location. This helps administrators to utilize space more effectively and still enables users to locate mail. When you install Outlook Web Access support on the Exchange server, messages and attachments that Xtract converts to shortcuts (with the OWA Enabled checkbox selected) restore to the mailbox when the user attempts to open them. The user can then access these messages directly from OWA. The Default Task Settings tab of the Configuration Options dialog box allows you to configure task settings that Xtract uses as the basis for all new tasks. After a task is run and the task window displays, you have the option to export the results to a CSV (Comma Separated Value) file. This allows you to view the results as a Microsoft Excel spreadsheet. Depending on the choice that you select on the Scheduling tab when configuring a new task, you can run a task immediately, at a scheduled time, or manually. After running a task, the results display in a task window. All tasks except for the Search Task include the option of viewing charts in the right-click shortcut menu. Available task types are: Archive, Shortcut, Deletion, Search, Analyze Chapter 6 - Using Xtract - 61

343 Managing Xtender Chapter 7 Chapter EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 2 Managing Xtender In this chapter you learn several actions that an EX administrator can take to better manage the EX system. These include setting up and using supervisor groups and directed searches, changing system configuration, handling messages skipped by EX, as well as employing EX services and events. Chapter 7 - Managing Xtender - 2

344 Objectives Understand EX system management. Assign archive permission levels. Manage unprocessed messages. Change the EX system configuration EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 3 Objectives After completing this chapter, you should be able to Understand EX system management. Assign archive permission levels. Manage unprocessed messages. Change the EX system configuration. Chapter 7 - Managing Xtender - 3

345 Understanding EX System Management There are several actions that an EX administrator can take to better manage the EX system. Assign archive permission levels. Manage unprocessed messages. Change the system configuration EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 4 Understanding EX System Management An EX administrator can take several actions to better manage the EX system. These include setting up and using supervisor groups and directed searches, as well as changing system configuration. Information regarding how to handle unprocessed messages as well as employing EX services and events, is also very helpful. Chapter 7 - Managing Xtender - 4

346 Assigning Archive Permission Levels User access only to user's own mail Supervisor Group access to mail assigned in specific group Directed Search access to all mail in an assigned cabinet or folder Administrator access to all archived mail in the EX server (member of the local EXAdmin Group) 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 5 Assigning Archive Permission Levels There are four different levels of access to the archives. The user level is the default for all searches and allows the user access to his or her own archived mail. Supervisory groups allow a user access to all mailboxes defined in that group. Directed search access permission is applied at the cabinet or folder level and allows access to all archived mail under that cabinet or folder. EX administrators are defined in the ExAdmin security group on the EX server and administrators have access to all archived . This section discusses supervisory groups and directed searches. Chapter 7 - Managing Xtender - 5

347 Creating Supervisor Groups EX administrators define Supervisor Groups To authorize certain users to search and view messages of other selected users. To allow managers to review the messages of their subordinates. EX uses the Auditing Utility to audit all supervisor viewing and searching EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 6 Creating Supervisor Groups EX administrators define Supervisor Groups to authorize certain users to search and view messages of other selected users. This allows managers to review the messages of their subordinates. The Auditing Utility allows you to audit all searching and viewing done by a supervisor. Note: Audit cannot produce reports that include searches done before EX Audit installation. If you intend to audit supervisor searches, you should install EX Audit immediately following supervisor group set up. Designated supervisors can view all new messages processed by EX for the newly created supervisor group. They cannot search or view pre-existing messages stored by EX unless you reprocess the indexes. After you create a supervisor group, the defined supervisors can use either the Web Search or Search Plugin to monitor messages sent to and from defined subordinates. Because you define both Supervisors and Users using the Address Book, you can select entire distribution lists rather than specific users when creating Supervisor Groups. These distribution lists are expanded, which means that specifying a distribution list allows access to all messages sent to the distribution list, as well as messages sent to the individual members of the distribution list. The reverse is also true. If a user is a member of a distribution list, searching for messages to a user returns messages sent to that user as a member of a distribution list. Chapter 7 - Managing Xtender - 6

348 Configuring Directed Search Permissions Defined administrators can search archived messages in a specified cabinet or folder. EX administrators can specify who has permission to view certain messages. Each folder and cabinet has a Directed Search tab EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 7 Configuring Directed Search Permissions Directed searches allow defined administrators to search archived messages contained within a specified cabinet or folder (using the Web Search or Search Plug-in). Used in combination with supervisor and administrator searches, EX administrators can specify who has permission to view certain messages. Note: Similar to Supervisor Groups, you can grant distribution groups directed search permissions instead of a specific user. The EX Audit Utility audits directed searches. It cannot, however, produce reports for directed searches performed before EX Audit installation. If you intend to audit directed searches, install Audit immediately after you configure directed searches. Chapter 7 - Managing Xtender - 7

349 Exploration Demonstration: Creating and Using a Supervisor Group Lab 7-1: Create and Use a Supervisor Group Demonstration: Setting up and Using Directed Search Access Rights Lab 7-2: Set up and Use Directed Search Access Rights 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 8 Lab 7-1: Create and Use a Supervisor Group 20 minutes In this lab you create and use a Supervisor Group. Chapter 7 - Managing Xtender - 8

350 Lab 7-1: Xtender Account Information 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 9 Create a Supervisor Group To create a supervisor group: 1. In the EX Administrator, open the view menu and select Account Info or click the Account Info button on the toolbar. The Account Information window displays. In the Supervisor Group area, click Add. Chapter 7 - Managing Xtender - 9

351 Lab 7-1: Edit Group Group Name 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender In the Group Name text box, enter Managers. 4. Click Add on the right of the Supervisors field to define the Supervisors in the Managers Group. You are authorizing the users specified here to search and view other users mailboxes. Chapter 7 - Managing Xtender - 10

352 Lab 7-1: Exchange Address Book 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender Select ManagerX from the address list and click Add, then OK to close the Exchange Address book window. Chapter 7 - Managing Xtender - 11

353 Lab 7-1: Edit Group Add Supervisors 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender Click Add next to the Users field. The Exchange Address Book appears. Chapter 7 - Managing Xtender - 12

354 Lab 7-1: Exchange Address Book User Added 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender Select UserX from the address list. 8. Click Add then click OK to exit the Exchange Address book. The Edit Group window appears Chapter 7 - Managing Xtender - 13

356 Lab 7-1: Xtender Account Information 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender Click OK to exit Xtender Account Information. 11. Select Activate Changes to complete the Supervisor Group. Chapter 7 - Managing Xtender - 15

357 Lab 7-1: Xtender Search Website 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 16 Use a Supervisor Group To use a Supervisor Group: 1. Load the Xtender search website by clicking the Internet Explorer icon on the desktop and entering 2. Select English from the drop-down menu and click Set Language. Chapter 7 - Managing Xtender - 16

358 Lab 7-1: User Authentication 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender At the User Authentication screen, enter ManagerX, the password, and choose MAPI. Chapter 7 - Managing Xtender - 17

359 Lab 7-1: UserX Message 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender In the Search Type pull-down menu, choose Manager. 5. In the To field, enter UserX. 6. Click Basic Search. 7. The search should return no messages. This is because Supervisor Groups are NOT retroactive. Only messages archived after the activation of the group are available to the supervisor. 8. Launch Outlook. Send a message to UserX. 9. After the message enters the EX Message Center and is indexed, perform a supervisor group search with ManagerX again by repeating Steps 4 through Click Basic Search. You should see the message you just sent to userx. End of Lab 7-1 Chapter 7 - Managing Xtender - 18

360 Lab 7-2: Cabinet Properties- Vault_Accounting 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 19 Lab 7-2: Set up and Use Directed Search Access Rights 10 minutes In this lab you set up and use a Directed Search. Set up Directed Search Access Rights To set up Directed Search Access Rights: 1. In the EX Administrator, right-click the Archive folder. 2. Select Properties. 3. Select the Directed Search Access Rights tab. 4. Right-click and select Add. Chapter 7 - Managing Xtender - 19

361 Lab 7-2: Exchange Address Book 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender Select ManagerX and click Add. 6. Click OK to exit the Exchange Address book. ManagerX now has access to all archived mail within the Archive folder. Chapter 7 - Managing Xtender - 20

362 Lab 7-2: User Authentication 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 21 Use Directed Search Access Rights To use Directed Search Access Rights: Load the Xtender search website by clicking the Internet Explorer icon on the desktop and by selecting 1. At the User Authentication screen, enter ManagerX, the password, and choose MAPI Chapter 7 - Managing Xtender - 21

363 Lab 7-2: Messages to ClientX 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender In the Search Type pull-down menu, choose <Archive>. 4. In the To field, enter ClientX, then click Basic Search. The search returns all messages sent to ClientX. End of Lab 7-2 Chapter 7 - Managing Xtender - 22

364 Managing Unprocessed Messages If a problem occurs with a message during the transfer from the mailbox connector to the EX Message Center, EX places the message in a \BadDir directory EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 23 Managing Unprocessed Messages When EX encounters a problem with a message during the transfer from the mailbox connector to the EX Message Center, EX stores the message in one of the \BadDir directories of the EX installation directory. On the EX installation drive, EX creates a folder for each cabinet and folder that contain a corresponding \BadDir folder. To reprocess messages, remove them from the \BadDir directory. Unprocessed messages are sometimes the result of future dates, encrypted messages, or messages that contain foreign characters. It is good practice to look at the contents of the \BadDir directories occasionally to watch for unprocessed messages. Chapter 7 - Managing Xtender - 23

365 Reprocessing Messages 1. Examine the unprocessed message. 2. Fix the problem. 3. Move (do not copy) the message files located in the \BadDir directory to the IIS SMTP incoming message drop directory C:\Inetpub\Mailroot\ Drop EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 24 Reprocessing Messages Determine the problems associated with any unprocessed messages and fix them. If EX considers a message incomplete, corrupt, or invalid, it is put into one of the \BadDir directories located in the EX installation directory. For example, if a message has a future date associated with it, Xtender cannot process it. Move (do not copy) the message files located in the \BadDir directories to the IIS SMTP incoming message drop directory (usually C:\Inetpub\Mailroot\Drop). Message file extensions are.mapi.notes or.smtp, depending on the messaging environment. EX reprocesses the messages copied to this directory and archives them accordingly. Chapter 7 - Managing Xtender - 24

366 Changing the EX System Configuration Adjust the extended container path and file size. Change the Media type. Alter the Data Source settings. View and edit folder properties. Edit account information. Switch MAPI profiles. Change license configuration EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 25 Changing the EX System Configuration This section explains how to use the EX Administrator to change the EX system configuration. The slide lists several actions you can perform through object properties. Chapter 7 - Managing Xtender - 25

367 Adjusting Container Path and Size 1. Right-click the EX server item and select Properties. 2. Enter a new path. 3. Enter the new container file size EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 26 Adjusting Container Path and Size To change the path for volume storage and adjust the maximum capacity for message volumes use the server properties page. It is necessary to change the container path if the storage drive that you use to store volumes reaches capacity. Chapter 7 - Managing Xtender - 26

368 Changing the Media Type 1. Right-click the EX server item and select Properties. 2. Select a new Media Type from the drop down menu EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 27 Changing the Media Type It is possible to change the type of media you use as backup repositories for message volumes. A media type change includes the following different options: Install and configure DiskXtender 2000 (DX2000) before upgrading from hard disk to any type of media, ensure that the settings established in the Computer Properties dialog box specify the DX2000 drive and the correct container file size. Note: Multiple retention periods for Centera are supported when using Xtender with DiskXtender v5.5. This feature allows seamless setup of Xtender retention settings (across multiple folders, if they exist) in DiskXtender at the move group level. For more information, refer to the DiskXtender 5.5 documentation. Chapter 7 - Managing Xtender - 27

369 Altering Data Source Settings To view and edit General Vault Properties: 1. Right-click the Vault and select Properties from the shortcut menu. 2. Edit the properties to better meet the needs of your environment EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 28 Altering Data Source Settings The Vault properties control the frequency with which EX polls the mailbox connector and transfers messages into the Message Center. To limit the number of messages that collect in the mailbox connector and to better manage space usage on the mail server, set the polling time to a low number. Property Data Source Poll Time Archive Process Poll Time Indexer Process Poll Time File Maturity Time Description How frequently the Ex server checks the data source (EX mailbox) for new messages. How frequently the EX server archives new messages How frequently the Ex server indexes new messages The minimum interval between the time that EX detects a message in the data source and the time it pulls the into the Message Center (xvlts and txvlts). Chapter 7 - Managing Xtender - 28

370 Viewing and Editing Folder Properties To view and edit Folder Properties: 1. Right-click on a folder and select Properties from the shortcut menu. 2. Edit the properties to better meet the needs of your environment EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 29 Viewing and Editing General Folder Properties The General tab of Folder Properties allows you to view general information about the folder you have selected. It also allows you to create or edit the folder s description, disable archiving and set retention periods. Property Vault Name Data Type Description Disable Archive Months to Retain Description Specifies the Vault as the vault in which the folder is contained Type of data the vault contains ( data) Description of the folder Enable the Disable Archive checkbox disables collection for the folder Specifies the number of months that volumes in that folder are marked for retention. No No Yes Yes Yes Editable Chapter 7 - Managing Xtender - 29

371 Editing Account Information To view or edit EX Account Information: 1. From the View menu, choose Account Info. 2. Edit the properties to better meet the needs of your environment EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 30 Editing Account Information The Account Information dialog box allows the administrator to edit the EX Administrator account, define the authenticating mail server for the Administrator s account, and define Supervisor Groups. Warning: The Service Account User, set up during EX installation, is an integral part of the authentication between EX and the server. Erroneous changes to the service account can cause some EX services to terminate due to authentication problems. Please ensure that any service account that you specify in this dialog box has at least local administrative rights Chapter 7 - Managing Xtender - 30

372 Switching MAPI Profiles To select a new MAPI profile: 1. From the Options menu, choose Select MAPI Profile. 2. Select a profile from the Profile Name drop-down list or select New to create a new MAPI profile EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 31 Switching MAPI Profiles When using EX with Microsoft Exchange, you use a MAPI profile to establish connection with the Exchange servers. You select a MAPI profile when you first install the product, but you can select a new MAPI profile to use as the EX default from theoptions menu. Note: Please note that the MAPI profile that displays in the Profile Name field when you open the dialog box is always the default MAPI profile set on local machine. It is NOT necessarily the MAPI profile that EX is currently using. Chapter 7 - Managing Xtender - 31

373 Changing License Configuration To view or edit EX license information: From the View menu, choose License Info EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 32 Changing License Configuration The Xtender License Information dialog box allows you to view licensing information, change the referenced license server, or upgrade from an evaluation license. Chapter 7 - Managing Xtender - 32

374 Using Events To view or edit EX Event information: From the View menu choose Events EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 33 Using Events The Xtender Event Information dialog box allows you to view or clear EX informational, warning, and error events and to send selected events to a specified account. Double-click an event to view it. The Event Details dialog box displays the category, severity, date of event, and event data. You can copy and paste event data into any other application, if needed. Chapter 7 - Managing Xtender - 33

375 Managing Xtender Services To view or change EX service status: From the View menu, choose Services Info EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 34 Managing Xtender Services The Xtender Services Information dialog box allows you to view EX Windows service status and to start and stop these services. Right-click any service to stop or start it. Click once on any column header to reorder the services list based on the column you choose. Note: You cannot stop the ExAdmin service from the Service Information dialog box. You must use the Windows Services to stop or start this service. Chapter 7 - Managing Xtender - 34

376 Health Check Tool The Health Check Tool provides the following functionality: Check if all the messages are archived Check if all the previously archived messages are in a Good state or Corrupt (corrupt index or missing message). Allow the users to validate a corrupt month and index Allow the users to rebuild a corrupt month or index. Confirm whether all the messages were archived for each month, index, and volume EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 35 Health Check Tool provides the following functionality: Check if all the messages are archived Check if all the previously archived messages are in a Good state or Corrupt (corrupt index or missing message). Allow the users to validate a corrupt month and index Allow the users to rebuild a corrupt month or index. Confirm whether all the messages were archived for each month, index, and volume Chapter 7 - Managing Xtender - 35

377 Health Check Tool Heath Check Tool consists of a GUI that interacts with the ExHealthChk.exe service EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 36 Heath Check Tool interacts with the ExHealthChk.exe service. Adds a UI to Existing utilities MsgIdChecker Checks for the existence of a given MsgId in a volume. ChkIdx Used to validate indexes and mark them for re-indexing if they are corrupt. ChkVol Verifies that archived messages in the volume are present in the index. Checks that message in SQL are present in the volume IdxDocList Gets a list of documents in an index Can be launched from the Administrator or from the command line. Chapter 7 - Managing Xtender - 36

378 Health Check Tool Operations Performed Verify Index Checks the current Index (chkidx, chkvol v, idxdoclist -v) if an index is selected. Disabled if month or vault is selected in tree view. Verify All Verifies all Indexes for a month. (chkidx, chkvol v, idxdoclist -v) Rebuild Index rebuilds the current Index if it is corrupt/missing message (chkidx -u) if an index is selected. Disabled if month or vault is selected in tree view. Rebuild All Rebuilds all Indexes that are corrupt or missing messages in the month. (chkidx -u) Document Report Gets list of all documents in the selected index (IdxDocList d) or in selected month. Message Check Checks a message against an index (MsgIdChecker m) Remove Id if not assigned column (MsgIdChecker r) Log file save log file, clear log file EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 37 Operations that can be performed Verify Index Checks the current Index (chkidx, chkvol v, idxdoclist -v) if an index is selected. Disabled if month or vault is selected in tree view. Verify All Verifies all Indexes for a month. (chkidx, chkvol v, idxdoclist -v) Rebuild Index rebuilds the current Index if it is corrupt/missing message (chkidx -u) if an index is selected. Disabled if month or vault is selected in tree view. Rebuild All Rebuilds all Indexes that are corrupt or missing messages in the month. (chkidx -u) Document Report Gets list of all documents in the selected index (IdxDocList d) or in selected month. Message Check Checks a message against an index (MsgIdChecker m) Remove Id if not assigned column (MsgIdChecker r) Log file save log file, clear log file. Chapter 7 - Managing Xtender - 37

380 Exploration Chapter 7 Review: Managing Xtender Summary 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 39 Chapter 7 Review: Managing Xtender Which utility allows you to audit all searching and viewing done by a supervisor? 1. What is the purpose of a directed search? 2. Where is the message stored when EX encounters a problem with it during the transfer from the mailbox connector to the EX Message Center? 3. Where would you set the minimum interval between the time that EX detects a message in the data source and the time it pulls the into the Message Center? 4. Name five functions that the HealthCheck tool allows you to perform. Chapter 7 - Managing Xtender - 39

381 Exploration Chapter 7 Review: Managing Xtender Summary 2005 EMC Corporation. All rights reserved. Chapter 7 - Managing Xtender - 40 Chapter 7 Summary: Managing Xtender In this chapter you learned the following: Actions that an EX administrator can take to better manage the EX system are: Assign archive permission levels. Manage unprocessed messages. Change the system configuration. EX administrators define Supervisor Groups to authorize certain users to search and view messages of other selected users. This allows managers to review the messages of their subordinates. EX audits all searching and viewing done by a supervisor through the use of the Auditing Utility. Directed searches allow defined administrators to search archived messages contained within a specified cabinet or folder (using the Web Search or Search Plug-in). When EX encounters a problem with a message during the transfer from the mailbox connector to the EX Message Center, it stores that message in one of the \BadDir directory of the EX installation directory. To reprocess messages, remove them from the \BadDir directory. The Xtender Event Information dialog box allows you to view or clear EX informational, warning, and error events and to send selected events to a specified account. Chapter 7 - Managing Xtender - 40

384 Using the Xtender Audit Utility Chapter 8 Chapter EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 2 Using the Xtender Audit Utility In this chapter you learn the Xtender Audit Utility used to process audit records for all searches that non-owners run against messages. Chapter 8 - Using the Xtender Audit Utility - 2

385 Objectives Copyright 2005 EMC Corporation. Do not Copy - All Rights Reserved. Objectives Understand Audit Utility functionality. Understand the Audit Utility system requirements. Install the Audit Utility. Launch the Audit Utility. View and create EX audit reports. Export audit reports EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 3 Objectives After completing this chapter, you should be able to Understand Audit Utility functionality. Understand the Audit Utility system requirements. Install the Audit Utility. Launch the Audit Utility. View and create EX audit reports. Export audit reports. Chapter 8 - Using the Xtender Audit Utility - 3

386 Xtender Audit Utility Overview User 3 User 2 User 1 User 4 Records searches where the searcher is not the owner of the mail. User 3 User 2 User 1 Records deleted messages and volumes EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 4 Xtender Audit Utility Overview Xtender Audit processes audit records for all searches that an administrator or user runs against messages not belonging to them, as well as for any deleted messages or volumes. EX includes five report templates with the utility, but users can also use their own report templates to produce reports with additional information. Auditing discourages unauthorized viewing and deletion of users messages. Note: The Xtender Audit can only produce reports for searches and deletions that someone performs after installation. This is why LEGATO recommends you install the auditing utility immediately after installing Xtender. Chapter 8 - Using the Xtender Audit Utility - 4

387 EX Audit System Requirements The following represent the requirements necessary for the Audit Utility to function properly. Install EX Audit on a configured Xtender server. Establish access to a SQL 2000 (Standard or Enterprise). Ensure the availability of three SQL Server Client Access Licenses (CALS). Install Crystal Reports as a separate application if using user-created templates for reports EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 5 EX Audit System Requirements The slide lists Xtender Audit system requirements. Chapter 8 - Using the Xtender Audit Utility - 5

388 Exploration Lab 8-1: Install EX Audit 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 6 Lab 8-1: Install EX Audit 5 minutes In this lab you install EX Audit. Chapter 8 - Using the Xtender Audit Utility - 6

389 Launching the Audit Utility Select Programs Xtender Audit Reports EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 7 Launching EX Audit After installing EX Audit, you can locate it in the Xtender program group. Chapter 8 - Using the Xtender Audit Utility - 7

390 Using EX Audit Reports 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 8 Viewing and Creating EX Audit Reports Audit reports discourage unauthorized viewing and deletion of messages by tracking when administrators view and access messages sent to other users and by tracking messages and volumes deleted from the EX message store. After installing EX Audit, each supervisor, administrator, or directed search logs information about the search or deletion to the private message queue. After a delay of approximately one minute, EX transfers message information into the SQL database created by EX Audit. The slide lists the five types of reports available. You can also run and view audit reports client workstations if you install EX Audit remote client on these machines. In addition, users can create their own report templates. Chapter 8 - Using the Xtender Audit Utility - 8

391 Monitoring Message Deletion 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 9 Monitoring Message Deletion EX Audit monitors deleted messages. Deleted Message audit reports show the deletion date, the administrator who deleted the message, limited message header information (From, Received, and Subject), and the volume name for that message. Chapter 8 - Using the Xtender Audit Utility - 9

392 Exploration Demonstration: Creating a Deleted Message Report Lab 8-2: Create a Deleted Message Report 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 10 Create a Deleted Message Report 10 minutes In this lab you create a deleted message report. Note: Any message deletion performed before the installation of the EX Audit component (such as the message deleted in Lab 5-3) will not show up in the Audit reports. To create a deleted message report, you must first delete another message. Chapter 8 - Using the Xtender Audit Utility - 10

393 Lab 8-2: Search Type 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 11 Delete a Message From the Archive To delete a message from the archive: 1. Launch Outlook and click the Xtender Search button 2. In the Search Type pull-down menu, choose Admin. Chapter 8 - Using the Xtender Audit Utility - 11

394 Lab 8-2: Xtender Search - Results 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility In the Search for the Word(s) field, enter Clarinet. 4. Click Find Now. The search returns the message with the subject Clarinet sent from UserX to ClientX Chapter 8 - Using the Xtender Audit Utility - 12

395 Lab 8-2: Delete Message 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility Right-click this message and choose Delete Selected Message from Archive. Click Yes at the confirmation dialog. This message is now deleted from the archive and the action is logged in the Audit database. Chapter 8 - Using the Xtender Audit Utility - 13

396 Lab 8-2: Audit Reports 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 14 Create a Deleted Message Report To create a deleted message report: 1. Launch Audit Reports from the Xtender Programs menu. The Audit Reports window appears. Chapter 8 - Using the Xtender Audit Utility - 14

397 Lab 8-2: Audit Reports Open File 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility Select Open from the File menu. The Select Report window appears. Chapter 8 - Using the Xtender Audit Utility - 15

398 Lab 8-2: Select Report Deleted Message Report 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility Select Deleted Message Report and click OK. Chapter 8 - Using the Xtender Audit Utility - 16

399 Lab 8-2: Report Options 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility Enter UserX in the Mail Sent By field and click Create Report. Chapter 8 - Using the Xtender Audit Utility - 17

400 Lab 8-2: Deleted Message Report 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 18 The message you just deleted is listed in the displayed report. End of Lab 8-2 Chapter 8 - Using the Xtender Audit Utility - 18

401 Monitoring Deleted Volumes 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 19 Monitoring Deleted Volumes EX Audit allows you to monitor deleted volumes. Deleted Volumes audit reports show the deleted volume date, the administrator who deleted the volume, the volume start and end dates, the record set number, number of messages included in the volume, and the volume s folder path. Chapter 8 - Using the Xtender Audit Utility - 19

402 Monitoring Access to a Specific Message 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 20 Monitoring Access to a Specific Message It is possible to monitor the users who access a specific message by supplying the message ID in the Audit Administrator. Chapter 8 - Using the Xtender Audit Utility - 20

403 Monitoring Messages Accessed by a User 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 21 Monitoring Messages Accessed by a User The Messages Accessed by a User report shows all messages that were either viewed or returned as search hits for a specific administrative user. This type of report is especially helpful in monitoring the actions of specific administrators, to ensure that all searching and viewing is job related. Chapter 8 - Using the Xtender Audit Utility - 21

404 Monitoring Total Administrative Searches 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 22 Monitoring Total Administrative Searches for a Specific User Use the User Accessed by Other Users report to view all of the administrative users who run searches against a specific individual. Chapter 8 - Using the Xtender Audit Utility - 22

405 User-created Reports To use unique report templates using Crystal Reports: 1. Install Crystal Reports and create the report. 2. Launch Audit Reports and select Open from the file menu. 3. Click Browse to select the location for the alternate templates EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 23 Creating Custom Reports It is also possible to use report templates not included with the EX Audit Utility. To use other templates, make sure that you install Crystal Reports. For information about how to create templates in Crystal Reports, refer to the Crystal Reports documentation. Chapter 8 - Using the Xtender Audit Utility - 23

406 Exporting Audit Reports Exporting a report to an application Exporting a report to disk Exporting a report to an Exchange folder Exporting a report using Microsoft Mail (MAPI) Exporting a report to Lotus Notes 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 24 Exporting Audit Reports You can export audit reports in a variety of different formats and output options. Formats include examples such as: PDF, CHR, CSV, DOC, and DIF. The use of Crystal Reports from Seagate Technology LLC further enhances report export. Xtender does not provide Crystal Reports and you must purchase this product separately. After deciding which format you want to use, you have the options for exporting the report listed in the slide. Chapter 8 - Using the Xtender Audit Utility - 24

407 Exporting a Report to an Application 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 25 Exporting a Report to an Application You can export a report directly to an application from the Report View window. If you establish a file association on your computer (if you configure files with.doc extensions to open in Microsoft Word, for example), the report opens within the associated application. If not, the system prompts you to choose an application to use to open the report. Chapter 8 - Using the Xtender Audit Utility - 25

408 Exporting a Report to Disk 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 26 Exporting a Report to Disk You can export reports of any format to a file on the hard disk or a network location. Chapter 8 - Using the Xtender Audit Utility - 26

409 Exporting a Report to an Exchange Folder 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 27 Exporting a Report to an Exchange Folder You can export a report to a specific Exchange folder. The MAPI profile that you use must have access rights to the folder that you export to for this to work. For example, you could use this function to export a report to your Inbox, a specific personal folder, or a Public Folder. Chapter 8 - Using the Xtender Audit Utility - 27

410 Exporting a Report Using MAPI 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 28 Exporting a Report Using Microsoft Mail (MAPI) Use MAPI to a report as an attachment to a specific address. Chapter 8 - Using the Xtender Audit Utility - 28

411 Exporting a Report to Lotus Notes 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 29 Exporting a Report to Lotus Notes You can export a report to a specific Notes database. You are prompted to choose a Notes database and are prompted for a Notes password. Chapter 8 - Using the Xtender Audit Utility - 29

412 Exploration Chapter 8 Review: Using the Xtender Audit Utility Summary 2005 EMC Corporation. All rights reserved. Chapter 8 - Using the Xtender Audit Utility - 30 Chapter 8 Review: Using the Xtender Audit Utility What are the requirements necessary to install the Audit Utility on your EX Server? After installing EX Audit, each supervisor, administrator, or directed search logs information about the search or deletion to the private message queue. Where is message information transferred to after a delay of approximately one minute? Name the destinations available when exporting a report. Summary Xtender Audit processes audit records for all searches that a non-owner runs against messages, as well as for any deleted messages or volumes. You can install EX Audit on a configured Xtender server or on remote workstations running Windows 2000 or 2003 Licenses (CALS) for EX. There are 5 report types available, including: Deleted Messages Report Deleted Volumes Report Users Accessing a Message Messages Accessed by a User User Accessed by Other Users You can export audit reports in a variety of different formats and output options. The use of Crystal Reports from Seagate Technology LLC further enhances report export. Chapter 8 - Using the Xtender Audit Utility - 30

414 A Account information, editing 7-30 Action rule create and test, lab 4-36 create, lab 4-43 identifying 4-7 AddrRule.exe, service 4-55 Administration service 4-52 Administrative search basic, lab 5-39 perform, lab 5-42 performing 5-8 search plug-in 5-15 specific user, monitoring 8-22 Administrator install, lab 2-76 menu bar, explainer 3-6 navigating 3-4 toolbar, table 3-5 Adobe Acrobat Reader, installing 3-13 Archive deleting messages 5-34 permission levels 7-5 service 4-48 Archive information store defined 1-5 Archiving configure, lab 2-57 defined 1-5 verify, lab 2-62 verifying, explained 2-42 Attachments supported, listed 4-50 Audit utility administrative searches, monitoring 8-22 deleted volumes, monitoring install, lab 8-19 launching 8-7 message deleting, monitoring 8-9 messages accessed by user 8-21 overview 8-4 Index reports, exporting 8-24 reports, using 8-8 specific messge access, monitoring 8-20 system requirements 8-5 B Basic search perform, lab 5-40 Business objectives archiving mail policy compliancce 1-19 meeting 1-15 message stores, managing 1-17 reducing discovery costs 1-20 search capabilities, enhancing 1-18 C Cabiner components 3-13 Collection rules create and test, lab 4-36 defining 4-6, 4-8 Components optional, described 1-23 required 1-21 Compression enabling and disabling 3-12 Configuring EX server lab 2-14 Container changing path and size 7-26 Container file move and return, lab 3-40 volumes, stored as 3-16 CSV, exporting task results to file 6-39 EMC Xtender 4.x Administration for MS Exchange Index 1

415 D Data source settings, changing 7-28 Delete, message (lab) 5-44 Deleted message report, creating (lab) 8-10 Deleted volumes, monitoring 8-19 Deleting messages from the archive 5-28 Deletion task perform, lab 6-41 Directed search performing 7-7 setting up, lab 7-19 Duplicate messages, removing 5-33 E data source, service Xtender 4-46 components, optional 1-23 components, required 1-21 configuration, changing 7-25 defining 1-4 diagramming architecture 1-14 functionality, verify (lab) 2-86 search plug-in, installing 5-11 server partitions, sizing 2-6 server, configuring 2-9 services, managing 7-34 setup, additional tasks 2-34 system requirements 2-4 terms, defined 1-5 web site, published 1-14 EmaiXtender Administrator install, lab 2-63 installing Xtender base, install (lab) Xtender server, installing Xtract accessing 6-28 configuring tasks 6-32 deletion task, lab 6-52 EX, component 1-13 functions on each server 6-6 functions, identifying 6-6 install, lab 6-12 installing 6-5 preparation and installation steps 6-5 purpose, explained 6-4 setting up options 6-29 shortcut and OWA support, installing 6-8 Xtract default settings analysis task 6-38 archival 6-34 delete task 6-36 search task 6-37 shortcut task 6-35 Encryption configuring, explained 3-11 Events, viewing 7-33 EX audit. See also Audit Utility Exchange message store defined 1-5 Exclusion rules create, lab 4-33 defining 4-5 ExExchangeMgr.exe, service 4-57 Expression operators AND, explained 4-18 insignificant characters 4-25 keyword bang rules, listed 4-27 NOT, explained 4-20 OR, explained 4-19 parenthesis, explained 4-23 proximity-based, explained 4-21 punctuation characterss 4-26 significant characters 4-24 using 4-17 wildcard, explained 4-22 F Folder component 3-14 editing properties 7-29 viewing properties 7-29 Folder properties table 7-29 EMC Xtender 4.x Administration for MS Exchange Index 2

416 I IIS verify installation, lab 2-14 Indexer, service 4-49 Indexing configuring 3-12 statistics, using 3-13 Information store defined 1-5 Insignificant characters, expression operator 4-25 Installation checklist 2-91 J Journaling defined 1-5 Journaling utility, concepts explained 2-38 Journaling. See also Archiving K Keyword bang rules, listed 4-27 Keyword rules, creating 4-9 M Mailbox connectors add, lab 2-80 adding 2-41 defined 1-6 MAPI authentication, explained 5-4 defined 1-6 MAPI profile changing 7-31 create, lab 2-60 creating 2-39 Media types, changing 7-27 Message center components cabinet 3-13 folder 3-14 server 3-9 vault 3-10 volumes 3-15 Message Queuing Services. See also MSMQ Message store defined 1-6 Microsoft Data Access Components. See also MDAC Microsoft Message Queuing change location, lab 2-21 installing, notes 2-10 Microsoft SQL server, installing 2-12 Microsoft XML parser. See also XML parsesr Month view columns 3-19 functions 3-18 Monthly data dispose, lab 3-37 disposing 3-23 re-index, lab 3-35 restore from lost and found, lab 3-39 Monthly index remove, lab 3-35 Monthly indexes removing 3-22 MS SQL Server 2000, install 2-21 MSMQ change location, lab 2-21 install, lab 2-19 MSMQ. See also Microsoft Message Queuing O Organizational forms library, creating 6-9 Outlook plug-in. See also Search plug-in Outlook Web Access installing support 6-11 with Xtract 6-8 Outlook, installing 2-13 OWA. See also Outlook Web Access EMC Xtender 4.x Administration for MS Exchange Index 3

417 P Parenthesis, expression operator 4-23 Partitions, recommended 2-5 Process flow, map 4-45 Proximity based operators, explained 4-21 Public Organizational form defined 1-6 Public Organizational forms library create, lab 6-13 creating 6-9 Punctuation characters, expression operators 4-26 Q Query, service 4-54 R Re-indexing data 3-20, 3-21 Reports audit, exporting 8-24 exporting to appliccation 8-25 exporting to disk 8-26 expxorting to Exchange folder 8-27 exporting using MAPI 8-28 user-created 8-23 Reprocessing messages, explained 7-24 Retention periods set, lab 4-43 setting 4-30 understanding 4-4 using, explained 4-31 Rules action, identifying 4-7 collection, defining 4-6, 4-8 collection, lab 4-34 exclusion, defining 4-5 hierarchy, example hierarchy, example hierarchy, example hierarchy, example hierarchy, example keyword, explained 4-9 understanding 4-4 S Saving changes, explained 3-7 Search plug-in administrative search, performing 5-15 advanced search, performing 5-14 basic search, performing 5-13, 5-36 configure, lab 5-36 installing 5-11 installing, lab 5-35 starting 5-12 Security policy, modify (lab) 2-49 Server partitions, recommended 2-5 Service account add to domain admin group, lab 2-47 create, lab 2-43 creating, explained 2-35 Services AddrRule.exe xtender Address Rule Xtender Message Exchange Xtender, managing 7-34 exadmin.exe 4-52 exarchive.exe 4-48 ex .exe 4-46 ExExchangeMgr.exe 4-57 exindex.exe 4-49 exquery.exe 4-54 Setup tasks, perform 2-43 Shortcut form install, lab 6-18 installing, Exchange 6-10 Shortcut tasks, listed 6-4 Shortcut, installing 6-8 Shortcutting, defined 6-7 Significant characters, listed 4-24 EMC Xtender 4.x Administration for MS Exchange Index 4

418 Sizing EX Partitions lab 2-7 Sizing, formula 2-6 SMTP, verify installation (lab) 2-15 SQL, setting maximum RAM usage 2-37 Supervisor group creating, explained 7-6 creating, lab 7-8 System management, understanding 7-4 T Tasks configuring 6-31 configuring, Xtract 6-32 exporting task results to CSV file 6-39 results charts 6-40 scheduling add from another server, lab close, lab 3-32 working with, lab 3-32 W Web search interface administrative searches 5-8 advanced searches 5-7 basic searches 5-6 using 5-4 Wildcard, operator 4-22 Windows service. See also Service U Unavailable messages viewing 5-10 Unprocessed messages managing 7-23 reprocessing 7-24 User-created reports, explained 8-23 V Vault component 3-10 Volume closing 3-28 component 3-15 managing 3-17 removing outdated 4-32 removing, permanently 3-24 restoring 3-29 upgrading 3-31 Volume view columns 3-26 functions 3-25 Volumes EMC Xtender 4.x Administration for MS Exchange Index 5