Connect With Confidence Astaro Mail Archiving Getting Started Guide About this Getting Started Guide The Astaro Mail Archiving Service is an archiving platform in the form of a fully hosted service. E-mails are transferred to the archive directly via your local e-mail server, and your local network does not require any extra software or hardware components. This getting started guide contains the basic configuration steps for connecting Microsoft Exchange servers, although they may also be followed for SMTP, POP3, or IMAP mail servers. Further information and guidance can be found on the Astaro forum at http://www.astaro.org/ Astaro GmbH & Co. KG a Sophos company Amalienbadstr. 41 / Bau 52 76227 Karlsruhe T: +49 721 255 16 0 F: +49 721 255 16 200 www.astaro.com
Contents Initial Configuration... 3 Connecting E-mail Servers... 4 MS Exchange Server 2003... 4 a) Journaling Mailbox with SMTP Forwarding... 4 b) Journaling Mailbox with POP3/IMAP Access... 5 c) Mail-enabled Contact... 5 MS Exchange Server 2007/2010... 6 a) Forwarding with SMTP (preferred)... 6 b) Journaling Mailbox with POP3/IMAP Access... 7 Journaling for Mailbox Database (Standard Journaling)... 7 Journaling for Recipients (Premium Journaling)... 7 Other Mail Servers... 7 a) Forwarding with SMTP... 7 b) Mailbox with POP3/IMAP access... 8 2
Initial Configuration A web-based interface, the Astaro Archive Manager, has been created to help you install the Astaro mail archive and can be found at: https://<client name>.eu.archive.astaro.net/archivemanager Log in here with the username and password you obtained with the registration e-mail. When carrying out the initial configuration you need to agree to the terms and conditions of the license. Once you have successfully logged in, click on Configuration and Message Source to access the route configuration menu for archiving e-mails. Configuring the message source You can transfer the e-mails you wish to the archive using the SMTP protocol or poll a suitable journaling mailbox using the POP3 or IMAP protocol. Both methods are in use in the example shown above. In practice, however, you should only choose one of the two methods. The following sections contain more information on this topic. 3
Connecting E-mail Servers There are two ways of connecting a Microsoft Exchange server to the archiving service: envelope journaling or standard journaling. Envelope journaling uses information contained in the envelope of an e-mail, whereas standard journaling simply uses the e-mail s From, To, and CC fields to assign e-mails to users. Using envelope journaling has the following advantages: Using envelope journaling has the following advantages: Information about the actual sender and recipient of an e-mail is provided. BCC recipients are included. Internal distribution lists are expanded and individual recipients are automatically saved in the archive. Recipients included in external mailing lists are also recognized (for incoming e-mails). Envelope journaling can be explicitly activated in MS Exchange Server 2003 and is the standard method of journaling using MS Exchange Server 2007. Please note: If there is an Astaro Security Gateway in front of the Exchange server whose SMTP proxy works in transparent mode, you need to add the customer hostname to the transparent mode skiplist. MS Exchange Server 2003 This section contains the most important configuration steps for the journaling function in Exchange Server 2003. More information can be obtained directly from Microsoft: Journaling with Exchange Server Journaling can be activated for each mailbox store (except for public folders). All incoming and outgoing e-mails are then sent from the Exchange server to an additional recipient. Depending on the configuration, this can be either a special journaling mailbox or a mail-enabled contact. The following table provides an overview of the possible configurations: Exchange 2003 Standard Edition Exchange 2003 Enterprise Edition Journaling mailbox with SMTP forwarding / / Journaling mailbox with POP3/IMAP access / / Mail-enabled contact / / /: Standard journaling / envelope journaling available a) Journaling Mailbox with SMTP Forwarding 1. Set up a new mailbox store for the journaling mailbox (more information). Journaling must not be activated for this mailbox, otherwise mail loops will occur. The store needs to be mounted before you can use it. 2. In the Active Directory, create a new user with a mailbox in the mailbox store that has just been created. The mailbox will be used later as a journaling mailbox. 4
3. Create a new SMTP connector (more information): Smart Host: <client name>.eu.archive.astaro.net Address space: <client name>.eu.archive.astaro.net (SMTP) Outbound security: o Basic authentication o Username: <client name> o Password: Choose a secure password. This must be the same as the SMTP password in Astaro ArchiveManager. o TLS encryption: activated 4. On a client computer, configure an Outlook profile with the journaling mailbox (Control Panel Mail Show Profiles). The profile is only needed temporarily for the configuration process. Now create a new rule for the mailbox (more information): No conditions (use rule for all mail) Forward to <client name>@<client name>.eu.archive.astaro.net (Note: Do not forward the e-mail as an attachment.) Move to: Deleted Items 5. Create recipient guidelines to tidy up the deleted objects in the journaling mailbox (more information). 6. Ensure that the option Allow Automatic Forwarding is enabled in menu Global Settings Internet Message Formats Advanced. 7. Activate journaling for the desired mailbox store and select the journaling mailbox as the recipient (more information). b) Journaling Mailbox with POP3/IMAP Access 1. In the Active Directory, create a new user with a mailbox. The mailbox will be used later as a journaling mailbox. In case you have had Journaling configured with SMTP, you need to disable the forwarding rule in Outlook. 2. Ensure that the relevant service is activated and can be accessed externally. We recommend using SSL. 3. Activate journaling for the desired mailbox store and select the journaling mailbox as the recipient (more information). c) Mail-enabled Contact 1. Create a mail-enabled contact with the e-mail address <clientnname>@<clientname>.eu.archive.astaro.net (more information). 2. Create a new SMTP connector (more information): Smart Host: <client name>.eu.archive.astaro.net Address space: <client name>.eu.archive.astaro.net (SMTP) Outbound security: o Basic authentication o Username: <client name> 5
o o Password: Choose a secure password. This must be the same as the SMTP password in ArchiveManager. TLS encryption: Activated 3. Activate journaling for the desired mailbox store and select the mail-enabled contact as the recipient (more information). MS Exchange Server 2007/2010 This section contains the most important configuration steps for the journaling function in Exchange Server 2007. Since the configuration is quite similar, the instructions can also be followed for configuring Exchange Server 2010. More information can be obtained directly from Microsoft: Transport Policy and Compliance Agents, Managing Journal Rules, White Paper: Exchange 2007 Transport Journaling Additionally, for Exchange Server 2010, you can find a detailed description with screenshots at the Astaro Knowledgebase. Journaling can be activated for each mailbox database (standard journaling) or for each recipient (premium journaling). However, the latter requires an Exchange Enterprise Client Access License (CAL). Standard journaling should not be confused with standard journaling in Exchange Server 2003. Exchange Server 2007 and 2010 always uses envelope information. E-mails can be forwarded directly to the Astaro Mail Store using SMTP or be polled via a journaling mailbox using POP3/IMAP. a) Forwarding with SMTP (preferred) 1. Create a new mail contact (more information): Name: e.g. SMTP journal recipient Alias: e.g. journal-smtp External e-mail address: <client name>@<client name>.eu.archive.astaro.net 2. Configure the message delivery restrictions for the mail contact (more information): Accept messages from: Microsoft Exchange Require that all senders are authenticated: Activated 3. Create a new send connector (more information): Intended use: Custom Address space: <client name>.eu.archive.astaro.net Smart Host: <client name>.eu.archive.astaro.net Authentication: o Basic Authentication over TLS: Activated o User name: <client name> 6
o Password: Choose a secure password. You will need this password again later when you configure the Astaro Mail Store. b) Journaling Mailbox with POP3/IMAP Access 1. Set up a new journaling mailbox (more information). Mailbox type: User mailbox Create mailbox for: New user Name: e.g. journaling mailbox User log-on name: e.g. journal Password: Choose a secure password. You will need this password again later when you configure the Astaro Mail Store. 2. Configure the message delivery restrictions for the journaling mailbox (more information): Accept messages from: Microsoft Exchange Require that all senders are authenticated: Activated 3. Ensure that the relevant service is activated and can be accessed externally. We recommend using SSL. Journaling for Mailbox Database (Standard Journaling) Activate journaling for the desired mailbox database (more information). Enter the newly created mail contact or the newly created journaling mailbox as the recipient. Journaling for Recipients (Premium Journaling) Create one or more journal rules (more information). Enter the newly created mail contact or the newly created journaling mailbox as the recipient. Other Mail Servers The Astaro mail archiving service can also be connected to other mail servers. However, in this case, only standard journaling is available. Envelope journaling is a specific feature available only in connection with MS Exchange servers. Two set-up scenarios are described below. For further information, please consult your mail server documentation. a) Forwarding with SMTP To do this, a BCC copy of every e-mail must be sent to <client name>@<client name>.eu.archive.astaro.net. The domain <client name>.eu.archive.astaro.net must have its own mail transport, configured with the following characteristics: Smarthost: <client name>.eu.archive.astaro.net 7
Authentication with <client name> as the username and the SMTP password from ArchiveManager as the password. TLS encryption b) Mailbox with POP3/IMAP access Create a mailbox to which copies of every e-mail are stored. The mailbox can then be called up from the Astaro mail archiving service. 8