GFI Product Guide GFI MailArchiver Archive Assistant
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Contents 1 Introduction 4 1.1 About GFI MailArchiver 4 1.2 About GFI MailArchiver Archive Assistant 4 2 Using GFI MailArchiver Archive Assistant 4 2.1 GFI MailArchiver Archive Assistant for Outlook 2003 4 2.2 GFI MailArchiver Archive Assistant for Outlook 2007 5 2.3 GFI MailArchiver Archive Assistant for Outlook 2010 / 2013 6 2.4 File Archiving 7 3 Configuring GFI MailArchiver Archive Assistant 9 4 Troubleshooting and support 12 4.1 Introduction 12 4.2 GFI SkyNet 12 4.3 Web Forum 12 4.4 Request technical support 12 4.5 Documentation 12 4.6 GFI MailArchiver Archive Assistant Issues 13 5 Glossary 13 6 Index 18
1 Introduction 1.1 About GFI MailArchiver GFI MailArchiver is a powerful, easy-to-use email archiving solution that helps you archive internal and external email into a central archive store. You can then easily manage the email archive stores from the web-based interface of GFI MailArchiver, which also allows authorized users to browse and search archived emails. 1.2 About GFI MailArchiver Archive Assistant The GFI MailArchiver Archive Assistant is a plug-in installed in Microsoft Outlook to enable users to manually archive email messages and calendar items from Microsoft Outlook client into GFI MailArchiver. By default, items stored in GFI MailArchiver are organized in an identical folder structure to that in the user s mailbox in Microsoft Outlook. Manual Archiving must be enabled in GFI MailArchiver for GFI MailArchiver Archive Assistant to work. For more information, consult your Systems Administrator. GFI MailArchiver Archive Assistant can be installed in Microsoft Outlook 2003, 2007, 2010 and 2013. 2 Using GFI MailArchiver Archive Assistant When GFI MailArchiver Archive Assistant is installed, it automatically registers itself with Microsoft Outlook. Microsoft Outlook will attempt to connect to GFI MailArchiver using the URL specified during installation. The GFI MailArchiver Archive Assistant adds buttons for manual archiving to toolbars, ribbons, and/or menus within Microsoft Outlook. By default GFI MailArchiver Archive Assistant is set to retain all items that are manually archived. For more information, refer to Configuring GFI MailArchiver Archive Assistant (page 9). 2.1 GFI MailArchiver Archive Assistant for Outlook 2003 The GFI MailArchiver Archive Assistant installs an additional toolbar in Microsoft Outlook 2003. GFI MailArchiver 1 Introduction 4
GFI MailArchiver Archive Assistant functionality is available only after Microsoft Outlook is first restarted. To manually archive an email: 1. In Microsoft Outlook, select an email, calendar item or file to archive. 2. From the toolbar, select one of the following options: Table 1: Manual archiving functions OPTION DESCRIPTION Archive - Archives the selected item keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information, refer to File Archiving (page 7). Archive To... - Archives the selected items to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 2.2 GFI MailArchiver Archive Assistant for Outlook 2007 The GFI MailArchiver Archive Assistant installs an additional toolbar in Microsoft Outlook 2003 and 2007. The toolbar option is available only after Microsoft Outlook is first restarted. To manually archive an item: GFI MailArchiver 2 Using GFI MailArchiver Archive Assistant 5
1. In Microsoft Outlook, select an email, calendar item or file to archive. 2. From the toolbar, select one of the following options: Table 2: Manual archiving functions OPTION DESCRIPTION Archive - Archives the selected item keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information, refer to File Archiving (page 7). Archive To... - Archives the selected items to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 3. (Optional) Right-click email and select archive commands from the context menu. 2.3 GFI MailArchiver Archive Assistant for Outlook 2010 / 2013 In Microsoft Outlook 2010 and 2013, the GFI MailArchiver Archive Assistant creates a tab in the Microsoft Outlook ribbon in the Home tab. The GFI MailArchiver options are available only after Microsoft Outlook is first restarted. To manually archive an item: 1. In Microsoft Outlook, select an email, calendar item or file to archive. 2. From the toolbar, select one of the following options: GFI MailArchiver 2 Using GFI MailArchiver Archive Assistant 6
Table 3: Manual archiving functions OPTION DESCRIPTION Archive - Archives the selected item keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information, refer to File Archiving (page 7). Archive To... - Archives the selected items to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 3. (Optional) Right-click email and select archive commands from the context menu. 2.4 File Archiving The File Archiving feature enables you to archive files from any location on your machine (including Microsoft Office documents), into GFI MailArchiver. This feature is designed to provide a centralized location for user data. With File Archiving, users can: Keep important files easily available Use an IMAP account to access files from multiple locations Archive files to another user's mailbox Organize files in the desired folder structure in GFI MailArchiver 2.4.1 Archiving a File Using GFI MailArchiver Archive Assistant The file archiving process performs the following actions: Files archived via GFI MailArchiver Archive Assistant are enveloped in an email and archived The archived file is saved in GFI MailArchiver using the same file name The archived date corresponds to the date when the file was last modified GFI MailArchiver 2 Using GFI MailArchiver Archive Assistant 7
The GFI MailArchiver Archive Assistant can archive also files stored within Microsoft Outlook. In this scenario, the archive date corresponds to the date when the file was saved in Outlook. By default, on archiving documents stored in Microsoft Outlook, GFI MailArchiver retains the folder structure of Microsoft Outlook. Optionally, users can create a different folder structure using the Archive To... or Archive Outlook Folder To... functionality. To archive a file: 1. In Microsoft Outlook, click Archive Files To. 2. From Windows Explorer, select a file to archive, then click Open. Screenshot 1: File Archiving dialog 3. In the Archive File(s) To window, select an existing destination or perform one of the following actions: GFI MailArchiver 2 Using GFI MailArchiver Archive Assistant 8
Table 4: Archive Files To options OPTION Add mailbox New folder DESCRIPTION In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Using this option, you can archive files to another user's mailbox. To add a folder to the existing folder structure, click on the node where you want to store the file, click New folder and specify a Folder name when prompted. 4. Verify the Target folder path is correct and click OK. The maximum size allowed for messages and files to be archived is 100 MB. Files that exceed this limit are not uploaded and cause send/receive errors. IMPORTANT File types that are being blocked as attachments are also blocked when you try to archive them in GFI MailArchiver. 3 Configuring GFI MailArchiver Archive Assistant When GFI MailArchiver Archive Assistant is installed, default settings are sufficient for the add-in to operate. However, various settings can be customized according to the user s preferences. To change default settings: 1. Open Microsoft Outlook. 2. In the Microsoft Outlook ribbon, click Archive Assistant. 3. From the drop down menu, click Settings. GFI MailArchiver 3 Configuring GFI MailArchiver Archive Assistant 9
Screenshot 2: GFI MailArchiver Archive Assistant configuration settings. 4. Click the Connection tab. 5. In the Authentication area, specify one or both methods of authentication: OPTION Windows authentication Custom authentication DESCRIPTION GFI MailArchiver Archive Assistant uses your Windows credentials to connect with GFI MailArchiver server. This method is used when you are working in an Intranet environment and connected to the same Active Directory domain as the GFI MailArchiver server. Select this method of authentication to connect to GFI MailArchiver from a remote location outside your organization's network. The Username and Password provided here are authenticated on the GFI MailArchiver server. IMPORTANT When forms authentication is configured on the server, GFI MailArchiver Archive Assistant requires custom authentication. 6. In the Service address for GFI MailArchiver area, select from the following options: OPTION Default Custom DESCRIPTION This field contains the server address if GFI MailArchiver Archive Assistant is installed through GPO and your Systems Administrator has also deployed the server address. If the field is blank, you will receive an error when trying to archive an email. Manually specify the address where GFI MailArchiver is installed. GFI MailArchiver 3 Configuring GFI MailArchiver Archive Assistant 10
OPTION Ignore SSL Policy errors DESCRIPTION This option is enabled by default. It enables GFI MailArchiver Archive Assistant to connect to GFI MailArchiver, ignoring SSL policy errors when validating the remote certificate provided by the GFI MailArchiver for authentication. This allows users to connect to GFI MailArchiver server over SSL even if the server is using a self-signed, expired, withdrawn, compromised, or otherwise invalid certificate. IMPORTANT The Service address for GFI MailArchiver is always set to Default, even when GFI MailArchiver Archive Assistant is installed manually. If the field is blank, perform the following actions: 1. Contact your System Administrator and ask for the server address 2. Click the Custom button and type the address provided in the address field. 7. Click Manual Archiving tab. Under General, configure the following Archiving Operations options: OPTION Automatically retry on recoverable error Automatically close dialog on completion DESCRIPTION When selected, GFI MailArchiver Archive Assistant automatically retries to archive the selected email when a problem is encountered and recovered. Select this option to automatically close the Archive Progress dialog after the selected email is archived. 8. Click Delete Options tab. 9. Configure the following options for Email messages and for Calendar items within Microsoft Outlook: OPTION Do not delete archived messages Permanently delete archived messages immediately Permanently delete archived messages after N days Run deletion policy now on messages already archived DESCRIPTION Select this option to keep all emails or calendar items from being deleted after they are archived. When selected, the emails or calendar items will be deleted as soon as they are archived. Specify the number of days to keep local copies of messages or calendar items after these have been archived (Default 30 days). When enabled, the retention method selected will be applied to all old emails or calendar items that were archived but not yet deleted. If this option is not selected, email deletion will become effective only on emails/calendar items archived from that day onward. These settings do not effect emails and calendar items stored within the archive store in GFI MailArchiver and are not affected by retention policies configured in GFI MailArchiver. 10. Click OK. GFI MailArchiver 3 Configuring GFI MailArchiver Archive Assistant 11
4 Troubleshooting and support 4.1 Introduction This section contains information that can help you resolve issues encountered when using this product. The main sources of information available to resolve these issues are: This guide GFI SkyNet articles Web forum Contacting GFI Technical Support 4.2 GFI SkyNet GFI Software Ltd maintains a comprehensive knowledge base repository, which includes answers to the most common problems. GFI SkyNet has always the most up-to-date listing of technical support questions and patches. If the information in this guide does not resolve your problems refer to GFI SkyNet. 4.3 Web Forum User to user technical support is available via the GFI web forum. 4.4 Request technical support If none of the resources listed above enable you to solve your issues, contact the GFI Technical Support team by filling in an online support request form or by phone. Online: Fill out the Technical Support Form and follow the instructions on this page to submit your support request. Phone: To obtain the correct technical support phone number for your region visit our website. Before contacting Technical Support, have your Customer ID available. Your Customer ID is the online account number that is assigned to you when first registering your license keys in the GFI Customer Area. We will answer your query within 24 hours or less, depending on your time zone. 4.5 Documentation If this guide does not satisfy your expectations, or if you think that this documentation can be improved in any way, let us know via email on: documentation@gfi.com. GFI MailArchiver 4 Troubleshooting and support 12
4.6 GFI MailArchiver Archive Assistant Issues Table 5: Common Issues ISSUE ENCOUNTERED Archive button disappears GFI MailArchiver Archive Assistant Error_ManualArchivingDisabledException. Error_Server- CertificateValidationException Error_UpgradeRequiredException The address of the GFI MailArchiver server is not configured correctly. SOLUTION Cause: This issue may happen whenever GFI MailArchiver Archive Assistant (or its launcher) causes an unhandled error which propagates to Microsoft Outlook. Solution: 1. In Microsoft Outlook, go to File > Options > Add-Ins. 2. Select Manage > Disabled Items and click [Go...] 3. Enable GFI MailArchiver Archive Assistant. 4. Restart Outlook. Cause: Manual archiving is not enabled on the GFI MailArchiver server. Solution: Contact your Systems Administrator to enable Manual Archiving. Cause: The SSL certificate provided by the GFI MailArchiver server could not be validated. Solution: Contact your Systems Administrator. Cause: The GFI MailArchiver Archive Assistant needs to be upgraded to be compatible with the current version of the GFI MailArchiver server. Solution: Contact your Systems Administrator. Cause: The server address specified in the Settings page is incorrect. Solution 1: Contact your Systems Administrator. Solution 2: If you know the address where GFI MailArchiver is installed: 1. In Microsoft Outlook, go to the GFI MailArchiver Archive Assistant toolbar and click Settings. 2. Select Custom and type the server address in the field provided. 3. Click OK. 5 Glossary A Access privileges Permissions granted to users or group of users to perform various operations on diverse emails. Active Directory A technology that provides a variety of network services, including LDAP-like directory services. GFI MailArchiver 5 Glossary 13
AD See Active Directory Archive Store management A GFI MailArchiver technology that enables you to queue and schedule the archive stores to use according to different time periods. Archive Stores A collection of email sources, email metadata and search indexes within GFI MailArchiver C Categorization policies A categorization system within GFI MailArchiver that enables the categorization of email according to its label. Conversation thread A list of emails forming a conversation between two or more users. D Database Activity Auditing A system that uses the tracing capabilities of Microsoft SQL server to record all activity within an archive database. Database schema The structure of a database that defines the tables, the fields in such tables and the relationship between fields and tables. E Exchange OLE DB provider A method used to access the local Microsoft Exchange Server store by using OLE DB and Microsoft ADO. Exchange System manager A specialized MMC console that enables you to manage your Exchange organization. ExOLEDB See Exchange OLE DB provider F Firebird database An open source relational database system. GFI MailArchiver 5 Glossary 14
G GFI MailArchiver Import Service A GFI MailArchiver tool that imports email data from file to the GFI MailArchiver. GFI MailArchiver Outlook Connector A GFI MailArchiver tool that enables you to synchronize Microsoft Outlook folders with the email data archived by GFI MailArchiver. GFI MailInsights A reporting facility within GFI MailArchiver that leverages archived emails to deliver information related to email usage and trends. GPO See Group Policy Objects Group Managers A user group within GFI MailArchiver that members can browse and search through all users forming part of their Active Directory group. Group Policy Objects An Active Directory centralized management and configuration system that controls what users can and cannot do on a computer network. H Headers Information that precedes the email text (body). This includes the sender, recipient, subject, sending and receiving time stamps, etc. I IMAP See Internet Message Access Protocol Internet Message Access Protocol One of the two most commonly used Internet standard protocols for e-mail retrieval, the other being POP3. J Journaling A Microsoft Exchange Server feature which stores email copies in a central mailbox for various purposes, incl. mail archiving. GFI MailArchiver 5 Glossary 15
M Mailbox A directory or folder used for receipt, filing, and storing messages of emails. Mailbox folder structure retrieval A GFI MailArchiver feature that enables you to synchronize the mailbox folder structure in Microsoft Exchange with GFI MailArchiver MAIS See GFI MailArchiver Import Service MAPI See Message Application Programming Interface Message Application Programming Interface A messaging architecture for Microsoft Windows that enables you to send e-mail from within a Windows application and attach a document to the e-mail. Metadata Data that provides information about email archived within GFI MailArchiver. Microsoft SQL Server A Microsoft relational database management system. MIME See Multipurpose Internet Mail Extensions Mixed authentication mode An SQL server authentication method that enables both Windows and SQL Server authentication. Multipurpose Internet Mail Extensions A standard that extends the format of e-mail to support text other than ASCII, non-text attachments, message bodies with multiple parts and header information in non-ascii character sets. O OneClick Restore A user-friendly method of restoring archived emails to the user s inbox and either restores emails as it was at the time of deletion or sends it to user as an email attachment. Outlook Web Access Microsoft Exchange Server webmail service. Used to access email, contacts, tasks, etc. using a web interface when Microsoft Office Outlook is unavailable. GFI MailArchiver 5 Glossary 16
OWA See Outlook Web Access P POP3 See Post Office Protocol ver.3 Post Office Protocol 3 A protocol used by local email clients to retrieve emails from mailboxes over a TCP/IP connection. PST exporter An agent-based tool that once deployed on the target computers, extracts emails from PST files for processing by the GFI MailArchiver Import Service. PST file A file used to store local copies of email, calendar events, contacts and other items within Microsoft Office Outlook. Public folders A common folder shared between Microsoft Exchange a user, which enables information sharing. R Retention Policies A system that enables you to control for how long to keep specific emails in your archive stores. S Search index A system that collects parses and stores data to enable fast and accurate information retrieval. Single Instance Storage Provides ability to keep one copy of an email that is shared between multiple users. It is a means to eliminate data duplication and to increase efficiency by reducing the amount of disk space needed to store emails. U User interaction auditing A system that enables you to record all users MailArchiver web interface. activity while they are using the GFI GFI MailArchiver 5 Glossary 17
6 Index A Active Directory 10 archive 7 D Documentation 12 G Glossary 13 I IMAP 7 K Knowledge Base 12 R Retention policies 11 T Technical support 12 Time Zone 12 W Web Forum 12 GFI MailArchiver Index 18
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