GFI MailArchiver for Exchange 4 Manual By GFI Software
http://www.gfi.com Email: info@gfi.com Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of GFI Software. GFI MailArchiver is copyright of GFI SOFTWARE Ltd. 1999-2006 GFI Software. All rights reserved. Version 4.0 Last updated December 22, 2006
Contents About GFI MailArchiver 1 Introduction to GFI MailArchiver...1 Key features of GFI MailArchiver...1 How does GFI MailArchiver work?...3 Installing GFI MailArchiver 5 Introduction...5 On which machine should I install GFI MailArchiver?...5 System requirements...6 Hardware requirements...6 Preparing the servers for use with GFI MailArchiver...6 Preparing Microsoft Exchange Server for use with GFI MailArchiver...7 Enabling Envelope Journaling (recommended)...8 Method 1: Using the exejcfg.exe tool...9 Method 2: Using the ADSI editor...9 Preparing Microsoft SQL Server for use with GFI MailArchiver...11 Creating the database...11 Installing GFI MailArchiver...12 Entering your license key after installation...14 Updating a GFI MailArchiver 4 installation with a more recent build...16 GFI MailArchiver 4 database schema updates...16 Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver 4...19 Completing the GFI MailArchiver 3 to 4 upgrade process...20 Configuring GFI MailArchiver 23 Introduction to the Configuration...23 Configuring General settings...23 Configuring which emails to archive...24 Configuring whose emails to archive...25 Excluding a list of users from archiving...25 Archiving the emails only of certain users...27 Archiving the emails of all users...28 Removing users from the list...28 Configuring the archive stores...29 Configuring an archive store based on Microsoft SQL Server...30 Configuring an archive store based on Microsoft SQL Server and file system...36 Configuring an archive store based on GFI MailArchiver (Firebird) database and file system...43 Selecting in which archive store you want to archive emails...48 Configure which archive stores can be browsed and searched...48 Configuring archive stores management...49 Changing the priority of the archive stores in the queue...52 Re-configuring the schedule settings...53 Attaching a GFI MailArchiver 3 database...53 Viewing archive store statistics...59 Re-configuring an archive store...60 Removing an archive store...61 Configuring access control...61 Configuring the full access group...61 GFI MailArchiver for Exchange Contents i
Configuring group managers...62 Configuring user access control...63 Removing Managers or Users from the lists...65 Configuring the mail servers to archive...65 Adding a local Microsoft Exchange mail server...65 Adding a remote Microsoft Exchange mail server...70 Adding a non-microsoft Exchange mail server...73 Re-configuring a mail server...74 Removing a mail server...74 Enable / Disable email collection from a mail server...74 Managing the search indexes...74 Rebuilding a search index...76 Configuring retention policies...77 How are retention policies applied to emails?...77 Creating a retention policy...78 Re-configuring a retention policy...84 Removing a retention policy...84 Modifying the priority of retention policies...84 Creating a retention policy to match all emails...85 Enable / disable a retention policy...86 Configuring categorization policies...86 How are categorization policies applied to emails?...87 Creating a categorization policy...87 Re-configuring a retention policy...93 Removing a categorization policy...93 Enable / disable a categorization policy...94 Using GFI MailArchiver 95 Introduction...95 Browsing the email archive stores...96 Expanding a conversation thread...96 Viewing an email...97 Viewing email internet headers...98 Viewing the whole conversation...99 Labeling the email...100 Restoring emails through the OneClick Restore feature...102 Saving an email to disk...102 Printing an email...103 Downloading attachments...104 Refreshing the conversation list...104 Browsing through the conversation pages...104 Login as a different user...105 Browsing emails with an account that has access to other accounts...105 Selecting a user account to browse...106 Viewing the complete list of accounts you can access...107 Searching the email archive stores...107 Searching with the advanced search...110 Search for emails labeled with a specific label...111 Search by specifying the email size...111 Search by specifying the Message ID field...112 Search by specifying the Recipient or Sender...112 Search by specifying the Sent or Received date...112 Search by specifying the Subject...113 Search throughout the whole email...113 Searching using multiple search terms...114 Removing search conditions...114 Viewing emails returned by a search...115 Sorting the search results...115 Creating and using search folders...115 What is a search folder?...115 Creating a search folder...116 Viewing the search folder contents...117 ii Contents GFI MailArchiver for Exchange
Modifying the search folder query...117 Deleting a search folder...118 Selecting the localization language...118 Logging off from GFI MailArchiver...120 Accessing GFI MailArchiver from Microsoft Outlook...121 Resizing and hiding the navigation panel...124 Importing Emails 127 Introduction...127 Configuring the GFI MailArchiver Import Service...127 Changing the date range associated with an archive store...131 Removing an archive store from the configuration...131 Sharing the pickup folder...131 Using the GFI MailArchiver 2 Email Export wizard...132 Using the GFI PST-Exchange Email Export wizard...136 Microsoft Exchange Source...136 Microsoft Exchange Public Folders...140 Microsoft Outlook Personal Folders (.pst) Source...141 Selecting the folders to extract email from...143 Set a cut off time...144 Select the owner of the emails...145 Select a destination for the extracted emails...146 Email extraction process...148 Skipped Emails...150 Failed Emails...150 Using the GFI MailEssentials Email Archive Export wizard...150 Exporting Emails 155 Introduction...155 Using the GFI MailArchiver Bulk Export Tool...155 Searching for emails...156 Viewing an email from the search results...158 Exporting emails...159 Restore to a specific email address...159 Download to a folder on disk...161 Connecting to multiple GFI MailArchiver installations...163 Disconnecting from a GFI MailArchiver installation...164 Troubleshooting 165 Introduction...165 Knowledge Base...165 Request support via e-mail...165 Request technical support via web chat...166 Request technical support via phone...166 Web Forum...166 Build notifications...166 GFI MailArchiver for Exchange Contents iii
About GFI MailArchiver Introduction to GFI MailArchiver GFI MailArchiver is a powerful yet easy-to-use email archiving solution. With GFI MailArchiver, you can archive all internal and external email into a central archive store. You can then easily manage the email archive stores from the web-based configuration of GFI MailArchiver. If you want to, you can also allow users to browse and search past emails via the web-based browse and search interface. Key features of GFI MailArchiver Support for Exchange Server and IMAP compliant servers GFI MailArchiver can collect and archive email from Exchange Server and from any mail server that supports Active Directory and IMAP. Archive emails from multiple mail servers concurrently GFI MailArchiver allows you to configure multiple mail servers, thus making it possible to archive email from two or more mail servers at the same time. Installation on a separate machine from the mail server You can install GFI MailArchiver on a dedicated machine, separate from the machine running the mail server. Using this configuration, the archiving and retrieval processes of GFI MailArchiver will not load the mail server. If you install GFI MailArchiver on a dedicated machine, you can access Microsoft Exchange or any other IMAP compliant mail server via the IMAP protocol. A dedicated machine for GFI MailArchiver also makes sense when you need to archive email from multiple mail servers concurrently. No changes to Exchange email system GFI MailArchiver uses the journaling feature of Exchange Server, to provide unparalleled scalability and reliability. Other email archiving solutions actually replace the email with a link to their database this can be a point of failure that could bring down your entire email system. GFI MailArchiver works in parallel and does not affect the way Exchange works. Increase Exchange performance If you are storing all your company email on the Exchange Server, email performance will start to decline over time. By moving old emails into GFI MailArchiver archive stores, you will keep your Exchange stores compact and your Exchange performance high. GFI MailArchiver for Exchange About GFI MailArchiver 1
Reduce administration costs You can backup and restore the GFI MailArchiver archive stores with ease, since the archive stores are stored in standard databases such as Microsoft SQL Server, Firebird database file, and compressed email binary source files on disk. There is no need for special Exchange backup tools. Reduce email storage requirements GFI MailArchiver archives the entire email source in a compressed format. This data compression results in considerable disk space savings when compared to storing emails in the Exchange stores or in PST files. End the PST hell Users storing their emails in PST files on their local hard disk drive, will find it difficult to archive and search through the many PST files. Furthermore, many users do not know how to organize their PST files properly. GFI MailArchiver eliminates the need for users to archive their email in PST files on local hard disks. With GFI MailArchiver, users can browse, search and retrieve past emails via the web-based interface, rather than having to dig through a store of PST files on disk to find a particular email. Import old emails The GFI MailArchiver Import Service in conjunction with the wizards provided, allow you to archive emails that the mail server processed prior to the installation of GFI MailArchiver. This makes it possible for the users to have all their email conversations available via the webbased interface. Easy enforcement of company email policies Having a central store of email, enables you to easily search through corporate email for particular text and enforce any company email policies you may have in place. Optionally exclude email archiving from particular users If required, you can instruct GFI MailArchiver not to archive email to and from particular users, including Active Directory users. Email retention policies From the web-based configuration of GFI MailArchiver, you can configure retention policies that give you the control you need to remove emails from the archive stores either immediately or after some time, based on the content, sender and recipient. Email categorization policies You can categorize emails based on the content, sender and recipient, by assigning labels. Email categorization comes in handy when you want to limit your search to emails with a particular label. Email labeling Apart from the email labeling support offered by the categorization policies feature, individual users can create their own custom labels to 2 About GFI MailArchiver GFI MailArchiver for Exchange
identify and categorize their personal emails. This feature gives the users great flexibility in categorizing their emails and makes it easier to search and find the intended emails. Search Folders Users can easily organize their emails into dynamic views that list specific emails that meet a certain search term, by creating search folders. The search folder will then list any existing archived emails that fit the search query and will automatically include any new emails archived that fit the same criteria. Restore email through OneClick Restore Through the OneClick Restore feature, users can restore an email from the archive store to a mailbox. How does GFI MailArchiver work? GFI MailArchiver connects to the mail servers configured, for example a journaling mailbox on the Microsoft Exchange Server, collects the emails stored in the journaling mailbox, and archives them to the active database configured, for example Microsoft SQL Server. Figure 1 - Typical GFI MailArchiver installation The users can then browse and search for particular emails via the GFI MailArchiver web interface, using Microsoft Internet Explorer. GFI MailArchiver for Exchange About GFI MailArchiver 3
Installing GFI MailArchiver Introduction This chapter highlights important points you should take into consideration before installing GFI MailArchiver on your network, so that you can make the best decisions on where to install and how to configure GFI MailArchiver on your network. On which machine should I install GFI MailArchiver? GFI MailArchiver should be installed on a machine that forms part of the Active Directory domain whilst taking into consideration the following points: Email flow experienced by your servers Machine hardware and software specifications Need to archive email from multiple sources concurrently For example, if you only need to archive email from one mail server source, for instance Exchange Server, and the server is handling the email flow on your network and still has spare processing capacity, then you can choose to install GFI MailArchiver on the Exchange Server machine directly. On the other hand, if you want to archive email from multiple mail servers, including non-exchange Servers using the IMAP protocol, we suggest that you install GFI MailArchiver on a separate machine. NOTE: GFI MailArchiver does not require a dedicated machine when it is not installed on the mail server. For example, you can, install GFI MailArchiver on machines running other applications such as GFI MailEssentials or GFI MailSecurity. The machine on which you choose to install GFI MailArchiver needs to have Internet Information Services (IIS) and the World Wide Web Service installed and running, with ASP.NET registered, since GFI MailArchiver needs to create a virtual directory to host the GFI MailArchiver web interface. GFI MailArchiver for Exchange Installing GFI MailArchiver 5
System requirements To install GFI MailArchiver you need: Windows 2000 (Service Pack 3 or higher) or Windows 2003 The machine needs to be a Domain Controller or connected to one, since GFI MailArchiver requires access to Active Directory. Microsoft.NET Framework 2.0 Internet Information Services (IIS) World Wide Web service NOTE: Ensure that ASP.NET is registered with IIS. To register it follow these steps: 1. Open Command Prompt 2. Go to <Windows Directory>\Microsoft.NET\Framework\<version number>\ 3. Run the command aspnet_regiis.exe i and press ENTER Microsoft Internet Explorer 5.5 or later NOTE: Upon installation, GFI MailArchiver creates a default archive store in a Firebird Database (open source). Therefore, Microsoft SQL Server is only a requirement if you would like to store data on Microsoft SQL Server instead of Firebird. GFI MailArchiver supports both Microsoft SQL Server 2000 (Service Pack 3 or higher) and Microsoft SQL Server 2005. Refer to the following Knowledge Base article for information regarding the Microsoft SQL Server collation mode required: http://kbase.gfi.com/showarticle.asp?id=kbid002277 Hardware requirements The hardware requirements for GFI MailArchiver are: Pentium 4 (or equivalent) - 2Ghz 512MB RAM 2 GB of available physical disk space (NTFS) Preparing the servers for use with GFI MailArchiver GFI MailArchiver requires a mail server from where to collect emails, such as Microsoft Exchange Server, and optionally a Microsoft SQL Server to store the archived emails. The following sections will show you how to prepare these servers for use with GFI MailArchiver. The section Preparing Microsoft Exchange Server for use with GFI MailArchiver shows you how to enable journaling on the email store since this is required. This section also contains an optional part that shows you how to enable envelope journaling so that GFI MailArchiver can store the full email internet headers. The section Preparing Microsoft SQL Server for use with GFI MailArchiver shows you how to configure and prepare Microsoft SQL Server for use with GFI MailArchiver by creating a new empty database. 6 Installing GFI MailArchiver GFI MailArchiver for Exchange
Preparing Microsoft Exchange Server for use with GFI MailArchiver To archive email from Microsoft Exchange Server, you will need to set up and configure a journaling mailbox. The Exchange Server journaling feature will use the journaling mailbox to store a copy of each email that passes through the server. GFI MailArchiver will then periodically check the journaling mailbox and archive any emails found. To set up journaling on the Exchange Server, follow these steps: 1. Create a new mailbox where you want Microsoft Exchange to journal emails. Do this by adding a new user in the Active Directory Users and Computers console. Give the mailbox a relevant name such as journal. 2. Open the Exchange System Manager and navigate to the Mailbox Store node by expanding Servers <server_name> Storage Group. Right click on the Mailbox Store node and then click Properties. 3. In the Properties dialog go to the General tab and select the Archive all messages sent or received by mailboxes on this store check box. Screenshot 1 - Enabling journaling on an Exchange mailbox store GFI MailArchiver for Exchange Installing GFI MailArchiver 7
4. Click on the Browse button located to the right of the Archive all messages sent or received by mailboxes on this store check box. 5. In the Select Recipient dialog box, enter the journaling mailbox name you created in step one, for example journal, and click OK. NOTE: If you want to archive emails to a public folder, enter a public folder name in the Select Recipient dialog. However, note that Microsoft does not recommend using public folders as the journal recipient. More information is available in the following Microsoft Knowledge Base article, http://support.microsoft.com/?kbid=843105, (refer to question 6 in the question and answer section). Screenshot 2 - Selecting the journaling mailbox name 6. Close the Mailbox Store Properties dialog and the Exchange System Manager management console. The Exchange Server journaling mailbox created is now ready for use with GFI MailArchiver. Enabling Envelope Journaling (recommended) NOTE: If you want to archive email header information, you need to read this section to enable Exchange Envelope Journaling. If you do not want to archive email header information skip this section. GFI MailArchiver will still work correctly. Envelope Journaling is available in Exchange 2000 post Service Pack 3 and Exchange 2003 Service Pack 1. Exchange Envelope Journaling captures all the available RFC2821 recipients and all the RFC2822 recipients, including CC and BCC recipients. It also captures members of a distribution group expansion and it captures reports that include delivery receipts, NDRs, read receipts, and out-of-office notifications. For more information about Envelope Journaling, please visit this Microsoft web page: How Exchange Server Envelope Journaling Works. You can enable Envelope Journaling by using either one of these methods: 1. Use the Exchange Server Email Journaling Advanced Configuration (exejcfg.exe) tool. 2. Use the ADSI editor management console. 8 Installing GFI MailArchiver GFI MailArchiver for Exchange
Method 1: Using the exejcfg.exe tool To enable Envelope Journaling using the exejcfg.exe tool, follow these steps: 1. Open the command prompt. 2. Navigate to the folder in which you copied the exejcfg.exe tool. 3. To enable Envelope Journaling, type exejcfg e and press Enter. NOTE 1: exejcfg d disables Envelope Journaling for that organization. NOTE 2: You can download the exejcfg.exe tool from the following Microsoft web page: http://www.microsoft.com/downloads/details.aspx?familyid=e7f73f10-7933-40f3-b07e-ebf38df3400d&displaylang=en NOTE 3: You can use the exejcfg.exe tool downloaded from the above link in both Exchange 2000 and Exchange 2003 Server environments. Method 2: Using the ADSI editor To enable Envelope Journaling using the ADSI editor, follow these steps: 1. Open the adsiedit.msc console. NOTE: You can find the adsiedit.msc tool in the Windows 2003 Server support tools and in the Windows 2000 Server resource kit. Screenshot 3 - ADSI Edit 2. Navigate to the CN=<your organization name> node by expanding ADSI Edit Configuration <CN=Configuration> GFI MailArchiver for Exchange Installing GFI MailArchiver 9
<CN=Services> <CN=Microsoft Exchange>. Right-click on the CN<your organization name> node and then click Properties. 3. In the properties dialog, select the heuristics attribute from the Attributes list and click the Edit button. Screenshot 4 - Heuristics attribute 4. In the Integer Attribute Editor dialog, type 512 in the Value edit box and click OK. Screenshot 5 - Editing the heuristics attribute value 5. The Value column for the heuristics attribute will be updated to reflect the new value of 512 in the Attributes list. 10 Installing GFI MailArchiver GFI MailArchiver for Exchange
Screenshot 6 - Heuristics value set to 512 6. Click OK to save the new setting and close the ADSIEdit console. Note: A value of 512 enables Envelope Journaling, and a value of 0 disables Envelope Journaling. Preparing Microsoft SQL Server for use with GFI MailArchiver This section is optional, since GFI MailArchiver now supports archive stores based on the Firebird database. If you want to create archive stores based on Microsoft SQL Server, you need to follow the steps in this section to create a new empty database through the Enterprise Manager. NOTE 1: You must configure Microsoft SQL Server to use Mixed Authentication mode to be able to use it with GFI MailArchiver. To do so, load the Enterprise Manager, right-click on the SQL Server node and click Properties. In the properties dialog, access the Security tab and click SQL Server and Windows under Authentication. NOTE 2: Refer to the following Knowledge Base article for further information regarding the Microsoft SQL Server collation mode required: http://kbase.gfi.com/showarticle.asp?id=kbid002277 Creating the database 1. Open the SQL Server Enterprise Manager; navigate to and expand the SQL Server node on which you want to create the database. GFI MailArchiver for Exchange Installing GFI MailArchiver 11
2. Right-click on the Databases node, and then click New Database. Screenshot 7 - Creating a new database 3. In the Database Properties dialog box, type a name for the new database in the Name box, for example, 'MailArchiver', and then click OK. NOTE 1: For optimal performance, pre-allocate space for both the data and transaction files, for example, 500 MB for the data file and 50MB for the transaction file to avoid grow operations while archiving to the database, at least initially. To pre-allocate disk space, specify a value in the Initial size (MB) column. To further reduce slowdowns caused when Microsoft SQL Server performs a grow operation; you should set the file growth for both data and transaction files to a fixed value in megabytes, not more than 100 MB, instead of a percentage value. Additionally, ensure that the Maximum file size option is left to Unrestricted file growth for both data and transaction files. You can configure these settings from the Data Files and Transaction Log tabs of the Database Properties dialog box. NOTE 2: After the first month of archiving, note the database data file size. With this value, estimate the archive database size after six months, for example. If you estimate that your archive database will be larger than 20 GB, you should consider configuring the archive stores management feature of GFI MailArchiver. More information on this feature is available in the Configuring archive stores management section of the Configuring GFI MailArchiver chapter. Installing GFI MailArchiver Before you install GFI MailArchiver, check the points below: 1. Make sure that you are logged on as Administrator or you are using an account with administrative privileges. 2. Save any pending work and close all open applications on the machine. 3. Check that the machine you are installing GFI MailArchiver on meets the system and hardware requirements specified earlier in this chapter. 12 Installing GFI MailArchiver GFI MailArchiver for Exchange
To install GFI MailArchiver follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver4.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Read the license agreement displayed in the License agreement page and click I accept the terms in the license agreement if you accept the terms of the license agreement. Click Next to continue the installation. Screenshot 8 - Entering the administrator email address and product license key 3. Type the administrator email address in the Administrator Email box. If you bought a license for GFI MailArchiver, type it in the License Key box. If you do not have a license yet and want to evaluate GFI MailArchiver, leave the default evaluation license key in the License Key box. Click Next to continue the installation. NOTE: When you use the evaluation license key, you will be able to use GFI MailArchiver for 10 days. If later you decide to buy GFI MailArchiver, you will not need to install GFI MailArchiver again entering the purchased license key will be sufficient.. 4. To install GFI MailArchiver to the default location, click Next to continue. If you want to specify an alternative location where to install GFI MailArchiver, click Change and select a new installation path. Then click Next to continue with the installation. 5. Select the website where you want to install the GFI MailArchiver web interface from the Website list. In the Virtual Directory Alias box (set to MailArchiver by default), type the name for the GFI MailArchiver web interface virtual folder. To continue with the installation click Next. GFI MailArchiver for Exchange Installing GFI MailArchiver 13
Screenshot 9 - Selecting a Website and Virtual Directory 6. Click Install to start the installation of GFI MailArchiver with the settings you configured in the previous pages. Screenshot 10 - GFI MailArchiver installation progress 7. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard. Entering your license key after installation NOTE: Entering the license key should not be confused with the process of registering your company details on our website. This is important; since it allows us to give you support, and notify you of important product news. Register at http://customers.gfi.com 14 Installing GFI MailArchiver GFI MailArchiver for Exchange
If you purchased GFI MailArchiver, you need to enter your license key in the GFI MailArchiver configuration. To do this, follow these steps: 1. Click Start All Programs GFI MailArchiver GFI MailArchiver to load the GFI MailArchiver configuration in Internet Explorer. 2. When prompted for a user name and password, type in the username and password of an account that has administrative privileges, to access the GFI MailArchiver configuration. 3. Click on the GFI MailArchiver Configuration Licensing node, in the left navigation pane. 4. Type or paste the GFI MailArchiver license key you bought in the License key box, then click Verify License Key. Screenshot 11 - Entering the GFI MailArchiver license key 5. If you entered the license key correctly, GFI MailArchiver displays the following information: The License Status, the number of Licensed Users, the count of Mail Enabled Users, and for how long GFI MailArchiver has been running next to the Statistics label. If the license key specified is invalid, GFI MailArchiver will display Invalid license key in red next to the License Key box. If you entered a valid license key, click Save Settings. NOTE 1: The license key you bought is licensed for a number of users as shown next to the Licensed Users label. The number of Mail Enabled Users must always be smaller than or equal to the number of Licensed Users the license supports. If not, GFI MailArchiver will continue to work for 15 more days until you buy a new license key, and then expire if a new license key is not specified. NOTE 2: GFI MailArchiver counts the number of mail enabled users differently, depending on the exclusion settings configured in the Archiving and User Exclude Options node. The following points describe how GFI MailArchiver counts mail enabled users in the three possible scenarios of: archiving emails for all users, archiving emails for all users except for the users specified and archiving emails only for the users specified. For the examples, we will consider an Active GFI MailArchiver for Exchange Installing GFI MailArchiver 15
Directory (AD) made up of 40 objects, 12 of which are mail-enabled users. Archiving emails for all users GFI MailArchiver counts all the mail enabled user accounts. It does not count other objects such as groups or machines. GFI MailArchiver will thus display 12 near the Mail Enabled Users label. Archiving emails for all users except for the users specified GFI MailArchiver counts all mail enabled user accounts and subtracts the count of AD user accounts (not email addresses) specified in the list. Therefore, if you specified three AD user accounts and one email address for exclusion from archiving, GFI MailArchiver will display 9, near the Mail Enabled Users label. Archiving emails only for the users specified GFI MailArchiver counts the AD user accounts (not email addresses) specified for inclusion in archiving. Therefore, if you specified three AD users for inclusion in archiving, GFI MailArchiver will display 3, near the Mail Enabled Users label. Please note that if you specify even one email address for inclusion in archiving, GFI MailArchiver will count all AD mail enabled user accounts and thus will display 12 near the Mail Enabled Users label. Updating a GFI MailArchiver 4 installation with a more recent build If you want to update your current installation of GFI MailArchiver 4 with a more recent build, follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver4.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Follow the installation wizard on-screen instructions. 3. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard. GFI MailArchiver 4 database schema updates If the build you are updating GFI MailArchiver 4 to, includes updates to the database schema, the installation wizard will inform you about this with the following screenshot. The installation will disable email collection and archiving from the mail servers configured, since GFI MailArchiver cannot use the databases until you perform the update procedure outlined below. 16 Installing GFI MailArchiver GFI MailArchiver for Exchange
Screenshot 12 - Database schema updates When the installation completes you need to perform the following steps to update the database schema of the archive stores configured and re-enable email collection and archiving from the mail servers configured. 1. Access the GFI MailArchiver configuration as outlined in the Introduction to the Configuration section of the Configuring GFI MailArchiver chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. 3. Click the button, to the right of the archive store, to launch the Archive Store Wizard. 4. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. GFI MailArchiver for Exchange Installing GFI MailArchiver 17
Screenshot 13 - Upgrade database schema 5. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 6. Click Finish to close the wizard. 7. Repeat steps 3 to 6 for each archive store configured in the Archive Stores page. 8. Click Save Settings. 9. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. If you configured archive stores in this page, follow steps 10 to 15. If not, go to step 16. 10. Click the button, to the right of the archive store, to launch the Archive Store Wizard. 11. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. 12. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 13. Click Finish to close the wizard. 14. Repeat steps 10 to 13 for each archive store configured in the Archive Stores Management page. 15. Click Save Settings. 16. You now need to re-enable email collection and archiving from the mail servers configured. To do so, click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 17. Click the button, to the right of the mail server, to launch the Mail Server Wizard. 18. On the first page of the Mail Server Wizard, select the Archive emails from this server check box. 18 Installing GFI MailArchiver GFI MailArchiver for Exchange
19. Click Finish to close the wizard. 20. Repeat steps 17 to 19 for each mail server configured in the Mail Servers to Archive page. 21. Click Save Settings. Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver 4 NOTE: Before upgrading to GFI MailArchiver 4, make sure that you are running the latest build of GFI MailArchiver 3. If not, first install the latest build of GFI MailArchiver 3, then upgrade to GFI MailArchiver 4. If you currently have a machine with GFI MailArchiver 3 installed, and you want to upgrade that installation to GFI MailArchiver 4, follow these steps: NOTE 1: Microsoft Access databases are no longer supported and will not be upgraded. NOTE 2: You can browse and search upgraded GFI MailArchiver 3 databases from GFI MailArchiver 4, but you will not be able to archive further data into them. NOTE 3: Databases configured in the database management feature of GFI MailArchiver 3 are not upgraded and will not be listed in the GFI MailArchiver 4 Archive Stores Management page. 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver4.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Follow the installation wizard on-screen instructions. 3. The installation wizard will inform you that it will upgrade your current GFI MailArchiver installation and that you need to perform some post-installation steps to complete the upgrade process. The post-installation upgrade steps are outlined below and in the following Knowledge Base article: http://kbase.gfi.com/showarticle.asp?id=kbid002870 To continue with the upgrade process, click Next. GFI MailArchiver for Exchange Installing GFI MailArchiver 19
Screenshot 14 - Upgrading the GFI MailArchiver 2 installation to GFI MailArchiver 3 4. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard. Completing the GFI MailArchiver 3 to 4 upgrade process Once the installation completes you need to follow these steps to upgrade the GFI MailArchiver 3 databases and re-enable email collection and archiving from the mail servers configured. 1. Access the GFI MailArchiver configuration as outlined in the Introduction to the Configuration section of the Configuring GFI MailArchiver chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. In the Archive Stores page, you will see a default database created by the GFI MailArchiver 4 installation, and all the Microsoft SQL Server based GFI MailArchiver 3 databases found in the previous installation. 3. Click the button, for one of the GFI MailArchiver 3 databases listed. This will launch the Archive Store Wizard. 4. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. 5. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 6. Click Finish to close the wizard. 7. Repeat steps 3 to 6 for each of the GFI MailArchiver 3 databases listed in the Archive Stores page. 8. Click Save Settings. 9. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. In the Mail Servers to Archive page, you will see the mail servers you configured and archived emails from in GFI MailArchiver 3. To give you time to 20 Installing GFI MailArchiver GFI MailArchiver for Exchange
configure where you want to archive emails before GFI MailArchiver 4 starts archiving emails to the default database, all the mail servers listed have archiving disabled. Thus, you now need to re-enable email collection and archiving from the mail servers configured. 10. Click the button, to the right of a mail server, to launch the Mail Server Wizard. 11. On the first page of the Mail Server Wizard, select the Archive emails from this server check box. 12. Click Finish to close the wizard. 13. Repeat steps 10 to 12 for each mail server configured in the Mail Servers to Archive page. 14. Click Save Settings. You have completed the upgrade process from GFI MailArchiver 3 to GFI MailArchiver 4. You can now browse through the emails previously archived by GFI MailArchiver 3 and any newly archived emails, by clicking on the GFI MailArchiver Conversations Browse node. GFI MailArchiver for Exchange Installing GFI MailArchiver 21
Configuring GFI MailArchiver Introduction to the Configuration When the GFI MailArchiver installation completes, you need to configure some settings, such as from where do you want to archive emails, who do you need to exclude from the archiving process and in which archive store do you want to store archived emails, amongst others. To access the GFI MailArchiver configuration, follow these steps: 1. Click Start All Programs GFI MailArchiver GFI MailArchiver to load the GFI MailArchiver configuration in Internet Explorer. 2. When prompted for a user name and password, type in the username and password of an account that has administrative privileges, to access the GFI MailArchiver configuration. 3. Click any of the nodes listed under the GFI MailArchiver Configuration node, to configure and view the current settings for that node. Screenshot 15 - GFI MailArchiver Configuration Configuring General settings From the General Settings configuration page, you can specify the administrator email address and the SMTP server and port number GFI MailArchiver should use to send administrative notification emails and when restoring emails to a mailbox through OneClick Restore. To configure the general settings, follow these steps: GFI MailArchiver for Exchange Configuring GFI MailArchiver 23
1. Load the GFI MailArchiver Configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration General Settings node, in the left navigation pane. Screenshot 16 Configuring general settings 3. Type the administrator email address in the Administrator Email Address box. 4. Specify the SMTP server name or IP address in the SMTP Server box. Specify the SMTP server port number in the Port Number box. 5. Click Save Settings. Configuring which emails to archive To configure which emails you want GFI MailArchiver to archive, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. To archive inbound emails, under Archiving Options select the Inbound Emails check box. 4. To archive outbound emails, under Archiving Options select the Outbound Emails check box. 5. To archive internal emails, under Archiving Options select the Internal Emails check box. 6. Click Save Settings. 24 Configuring GFI MailArchiver GFI MailArchiver for Exchange
Screenshot 17 - Selecting the emails you want to archive Configuring whose emails to archive In the Configuring which emails to archive section earlier in this chapter, you configured which emails you want GFI MailArchiver to archive based on the email direction (inbound, outbound, and internal). This section will show you how to control whose emails you want GFI MailArchiver to archive, by configuring exclude options. By default, GFI MailArchiver is configured to Archive emails for all users. Excluding a list of users from archiving To archive the emails of all users but exclude some users from archiving, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive emails for all users, except anyone listed below. 4. To exclude a specific email address, select Email from the list that is inline with the Add button. 5. In the box next to the list, type the email address you want to exclude from archiving. The wildcard characters? and * can be used to match more than one email address. Note that the @ sign must always be present in the email address specified. You can use question marks to match any letter. For example,???n@?asterdomain.com will match both john@master-domain.com and joan@faster-domain.com. To exclude a whole domain, use the asterisk wildcard instead of the account name, for example *@masterdomain.com. NOTE: You can specify both local email addresses as well as external email addresses. GFI MailArchiver for Exchange Configuring GFI MailArchiver 25
6. Click Add to add the email address to the list. Screenshot 18 - Excluding an email address 7. To add more excluded email addresses, repeat steps 5 and 6. 8. To exclude an Active Directory user, select User from the list that is inline with the Add button. Screenshot 19 - Excluding an Active Directory user 9. The list next to the Add button, lists all email enabled Active Directory users. Select the one you want to exclude from archiving. 10. Click Add to add the Active Directory user to the list. 11. To add more excluded users, repeat steps 9 and 10. 26 Configuring GFI MailArchiver GFI MailArchiver for Exchange
Screenshot 20 - Active Directory user excluded 12. Click Save Settings. NOTE: GFI MailArchiver will not archive an email that has a sender or recipient listed in the exclusion list. For example, if you exclude jdoe@master-domain.com from archiving, and user@externaldomain.com sends an email to peter@masterdomain.com and jdoe@master-domain.com, GFI MailArchiver will not archive the email. Archiving the emails only of certain users To archive the emails only of certain users and exclude everyone else, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive emails only for the users listed below. 4. To include a specific email address, select Email from the list that is inline with the Add button. 5. In the box next to the list, type the email address you want to include for archiving. The wildcard characters? and * can be used to match more than one email address. Note that the @ sign must always be present in the email address specified. You can use question marks to match any letter. For example,???n@?asterdomain.com will match both john@master-domain.com and joan@faster-domain.com. To include a whole domain, use the asterisk wildcard instead of the account name, for example *@masterdomain.com. NOTE: You can specify both local email addresses as well as external email addresses. 6. Click Add to add the email address to the list. GFI MailArchiver for Exchange Configuring GFI MailArchiver 27
7. To include more email addresses, repeat steps 5 and 6. 8. To include an Active Directory user, select User from the list that is inline with the Add button. 9. The list next to the Add button, lists all email enabled Active Directory users. Select the one you want to include for archiving. 10. Click Add to add the Active Directory user to the list. 11. To include more users, repeat steps 9 and 10. Screenshot 21 Archiving emails only for the users listed 12. Click Save Settings. NOTE: GFI MailArchiver will archive an email that has a sender or recipient listed in the inclusion list. For example, if you exclude everyone except jdoe@master-domain.com from archiving, and user@externaldomain.com sends an email to peter@masterdomain.com and jdoe@master-domain.com, GFI MailArchiver will archive the email. Archiving the emails of all users If you want to archive the emails of all users, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive emails for all users. NOTE: You do not need to remove the users or email addresses you might have previously added to the list, since GFI MailArchiver will ignore these entries when you select Archive emails for all users. 4. Click Save Settings. Removing users from the list To remove individual email addresses or Active Directory users from the list, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 28 Configuring GFI MailArchiver GFI MailArchiver for Exchange
2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Click the button to the right of the email address or Active Directory user you want to remove from the list. Repeat this step to remove further entries. 4. Click Save Settings. Configuring the archive stores This section will show you how to configure the archive stores where you want GFI MailArchiver to store the archived emails. What is an archive store? When GFI MailArchiver archives an email, it stores the following information: Email source in compressed format. This is stored either on disk or in the database. Metadata related to the email. This is always stored in a database. Search index entries updated with email data. The search index is always stored on disk. This related data makes up an archive store in GFI MailArchiver. GFI MailArchiver supports three types of archive stores, these are: Microsoft SQL Server archive store The email source and metadata is stored in the database. The search index is stored on disk (NTFS). Microsoft SQL Server and (NTFS) file system archive store The email metadata is stored in the database. The email source and search index are stored on disk (NTFS). GFI MailArchiver database and (NTFS) file system The email metadata is stored in a Firebird database. The email source and search index are stored on disk (NTFS). NOTE: The GFI MailArchiver installation creates an archive store based on Firebird and (NTFS) file system and configures GFI MailArchiver to archive emails into it, by default. To configure an archive store do the following: 1. Load the GFI MailArchiver configuration as shown in the Introduction to the Configuration section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. GFI MailArchiver for Exchange Configuring GFI MailArchiver 29
Screenshot 22 - The Archive Stores page 3. Follow the steps in either one of the following sections depending on the type of archive store you want to create. Configuring an archive store based on Microsoft SQL Server In this type of archive store, archived email metadata and the compressed email binary source are stored in the Microsoft SQL Server database. The search index is stored on disk (NTFS). NOTE: Before you configure an archive store based on Microsoft SQL Server, ensure that you have followed the steps in the Preparing Microsoft SQL Server for use with GFI MailArchiver section of the Installing GFI MailArchiver chapter. To configure an archive store based on Microsoft SQL Server, follow these steps: 1. In the Archive Stores page, click Add Archive Store, to display the Archive Store Wizard. 2. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, Jan - Mar 2006. This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 3. If you want to grant your network users the ability to browse and search through the archived emails, select the Allow users to browse and search this archive store check box. 4. Since you are now configuring a new archive store, leave the Do not allow further archiving into this archive store check box clear. This option is useful when you want to attach a Microsoft SQL Server database that contains archived emails for browsing and searching, but do not want to archive further data into the database. 5. Click Next to continue. 30 Configuring GFI MailArchiver GFI MailArchiver for Exchange