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? You have to install GFI MailArchiver on a machine that forms part of the Active Directory domain. To choose the ideal machine where to install GFI MailArchiver, you need to take 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, it is suggested that you install GFI MailArchiver on a separate machine. NOTE: GFI MailArchiver does not require a dedicated machine when 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 Professional/Server/Advanced Server (Service Pack 1 or higher) or Windows 2003 Server/Advanced Server Microsoft.NET Framework 1.1 Internet Information Services (IIS) World Wide Web service. NOTE: Ensure that ASP.NET has been 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 SQL Server 2000 with SP3 Hardware requirements NOTE: Microsoft Access database support is provided only for evaluating GFI MailArchiver. The hardware requirements for GFI MailArchiver are: Pentium 4 (or equivalent) - 2Ghz 512MB RAM 2 GB of available physical disk space Preparing the servers for use with GFI MailArchiver GFI MailArchiver requires at a minimum a data source from where to collect emails, such as Microsoft Exchange Server, and 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 as well as installing and enabling full-text indexing on that 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 journaling mailbox will be used by the Exchange Server journaling feature, so that each email passing through the server will be copied to the journaling mailbox. GFI MailArchiver will then periodically poll the journaling mailbox and archive any emails found. To set up journaling on the Exchange Server, follow these steps: 1. Create a mailbox to which all email will be archived. 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 select Properties from the context menu. 3. In the Properties dialog go to the General tab and enable the Archive all messages sent or received by mailboxes on this store checkbox. Screenshot 2 - Enabling journaling on 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 checkbox. The Select Recipient dialog will be displayed. 5. In the Select Recipient dialog box, enter the journaling mailbox name you created in step one, for example journal. Click the OK button to close the Select Recipient dialog. NOTE: If you want to archive emails to a public folder, enter a public folder name in the Select Recipient dialog. Screenshot 3 - Selecting the archive mailbox name 6. Close the Mailbox Store Properties dialog and the Exchange System Manager management console when finished. The Exchange mail server can now be configured as a data source for GFI MailArchiver. Enabling Envelope Journaling (optional) NOTE 1: If you want to archive email header information, you need to read this section so as to enable Exchange Envelope Journaling. If you do not want to archive email header information skip this section. GFI MailArchiver will still work correctly. 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. NOTE 2: Envelope Journaling is available in Exchange 2000 post Service Pack 3 and Exchange 2003 Service Pack 1. NOTE 3: For more information about Envelope Journaling please visit this Microsoft web page: How Exchange Server Envelope Journaling Works. You can enable Envelope Journaling 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. Using the exejcfg.exe tool To enable Envelope Journaling, follow these steps: 8 Installing GFI MailArchiver GFI MailArchiver for Exchange
1. Open the command prompt. 2. Navigate to the folder in which you copied the exejcfg.exe tool. 3. Type exejcfg e and press the Enter key to enable Envelope Journaling. NOTE 1: exejcfg d disables Envelope Journaling for that organization. NOTE 2: The exejcfg.exe tool can be downloaded from the following Microsoft web page: http://www.microsoft.com/downloads/details.aspx?familyid=e7f73f10-7933-40f3-b07e-ebf38df3400d&displaylang=en NOTE 3: The exejcfg.exe tool downloaded from the above link can be used in both Exchange 2000 and Exchange 2003 server environments. Using the ADSI editor To enable Envelope Journaling, follow these steps: 1. Open the adsiedit.msc console. NOTE: The adsiedit.msc tool can be found in the Windows 2003 Server support tools and in the Windows 2000 Server resource kit. Screenshot 4 - ADSI Edit 2. Navigate to the CN=<your organization name> node by expanding ADSI Edit Configuration <CN=Configuration> <CN=Services> <CN=Microsoft Exchange>. Right-click on the CN<your organization name> node, and click the Properties option on the context menu. GFI MailArchiver for Exchange Installing GFI MailArchiver 9
3. The properties dialog will be displayed. From the Attributes list select the heuristics attribute and click the Edit button. Screenshot 5 - Heuristics attribute 4. The Integer Attribute Editor dialog will be displayed. Enter 512 in the Value edit box and click the OK button. Screenshot 6 - 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 7 - Heuristics value set to 512 6. Click the OK button to save the new setting and close the ADSIEdit console. Note: A value of 512 is used to enable Envelope Journaling, and a value of 0 is used to disable it. Preparing Microsoft SQL Server for use with GFI MailArchiver For evaluation purposes, you can use GFI MailArchiver with Microsoft Access as the backend database. However, for production use GFI MailArchiver requires Microsoft SQL Server 2000. To prepare Microsoft SQL Server you need to follow these steps: 1. Create an empty database, so that you can configure GFI MailArchiver to archive emails into it. 2. Enable full text search indexing, so that GFI MailArchiver can search for keywords in the email bodies. NOTE: Microsoft SQL Server must be configured to use Mixed Authentication mode. To do this, right-click on the SQL Server node in Enterprise Manager and select Properties from the context menu. In the properties dialog, access the Security tab and make sure that SQL Server and Windows option is selected. GFI MailArchiver for Exchange Installing GFI MailArchiver 11
Installing and enabling Full-Text Search To be able to search for text in the body, GFI MailArchiver requires the Microsoft SQL Server Full-Text Search component to be installed. To install the Full-Text Search component follow these steps: 1. Run the Microsoft SQL Server setup and select the Upgrade, remove, or add components to an existing instance of SQL Server option. Click the Next button to continue. 2. Select the Add components to your existing installation option and click the Next button. Screenshot 8 - Adding components to your installation 3. In the Select Components dialog, select Server Component from the Components list. From the Sub-Components list select the Full- Text Search option. Click the Next button to install. 12 Installing GFI MailArchiver GFI MailArchiver for Exchange
Screenshot 9 - Installing Full-Text search NOTE: After you finish installing full-text indexing, you must run the latest service pack setup, currently installed on the server. For example if you have Microsoft SQL Server 2000 with SP3 and you have followed the above instructions to enable full-text indexing, you then need to run the Microsoft SQL Server 2000 SP3 setup. Failure to do so may break the Microsoft SQL Server installation. Creating the database 1. Open the SQL Server Enterprise Manager and navigate to the SQL Server on which you want to create the database. 2. Right-click on the Databases node and click on the New Database... option from the context menu. Screenshot 10 - Creating a new database 3. The Database Properties dialog box will be displayed. In the Name field, enter the database name you want to create, for example 'MailArchiver', and then click on the OK button. GFI MailArchiver for Exchange Installing GFI MailArchiver 13
NOTE 1: For optimal performance, pre-allocate space for both the data and transaction files, for example, 500MB for the data file and 50MB for the transaction file to avoid grow operations while archiving to the database 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. 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 20GB, you should consider configuring the database management feature of GFI MailArchiver. More information on this feature is available in the Configuring database management section of the Configuring GFI MailArchiver chapter. Installing GFI MailArchiver NOTE: 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 you might have on the machine and close all open applications. 3. Check that the machine you are installing GFI MailArchiver on meets the system and hardware requirements specified above. To install GFI MailArchiver follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver3.exe file. The installation Wizard will perform some unpacking operations and then the Welcome page of the installation Wizard is displayed. Click the Next button to continue. 2. The installation Wizard will display the Check for latest build availability page. To continue the installation select the Do not check for new build option and click the Next button. 3. The License agreement page is displayed. You now have to accept the license agreement by selecting the I accept the terms in the license agreement option and then click the Next button to continue the installation. 14 Installing GFI MailArchiver GFI MailArchiver for Exchange
Screenshot 11 - Entering the administrator email address and product license key 4. The Administrator Email page is displayed. Enter the administrator email address in the Administrator Email edit box. If you have bought a license for GFI MailArchiver, enter it in the License Key edit box. If you do not have a license yet and want to evaluate GFI MailArchiver, leave the default evaluation value in the License Key edit box. NOTE: When you use the evaluation value for the license key, you will be able to use GFI MailArchiver for 10 days. If you decide to buy GFI MailArchiver at a later date, you will not need to install GFI MailArchiver again. All you have to do is to enter the bought license key in the web interface configuration. Click the Next button to continue the installation. 5. The installation Wizard Destination Folder page is displayed. To install GFI MailArchiver to the default location click the Next button to continue. If you want to specify an alternative location where to install GFI MailArchiver, click the Browse button to select a folder. 6. The Web Application Setup page is displayed. Select the website where you want to install the GFI MailArchiver web interface from the Website drop down list. In the Virtual Directory Alias edit box enter the name for the GFI MailArchiver web interface virtual folder. By default this is set to MailArchiver. To continue with the installation click the Next button. GFI MailArchiver for Exchange Installing GFI MailArchiver 15
Screenshot 12 - Selecting a Website and Virtual Directory 7. The Ready to install the program page is displayed. Click the Install button to start the installation of GFI MailArchiver with the settings you configured in the previous pages. Screenshot 13 - GFI MailArchiver installation progress 8. When the installation process is complete, the installation Wizard finish page is displayed. Click the Finish button to complete the installation of GFI MailArchiver. 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 16 Installing GFI MailArchiver GFI MailArchiver for Exchange
important; since it allows us to give you support and notify you of important product news. Register at http://customers.gfi.com If you have purchased GFI MailArchiver, you need to enter your license key in the GFI MailArchiver configuration. To do this, follow these steps: 1. Load Microsoft Internet Explorer. 2. In the Address bar type the following and press the Enter key: http://<hostname>/<gfi MailArchiver virtual folder name>/configuration For example, http://master-domain.com/mailarchiver/configuration 3. The GFI MailArchiver configuration page will prompt you for a username and password. The username and password specified must be of an account that has administrative privileges. Screenshot 14 - Accessing the GFI MailArchiver configuration 4. From the GFI MailArchiver Configuration page, select the General tab. In the License key edit box, paste the GFI MailArchiver license key you bought and then click the Verify button. GFI MailArchiver for Exchange Installing GFI MailArchiver 17
Screenshot 15 - Entering the GFI MailArchiver License key 5. If you entered the license key correctly, next to the License type label you should see Licensed version. If the license key specified is invalid, GFI MailArchiver will display Invalid license key in red next to the License type label. If you entered a valid license key, click the Save button above the configuration tabs to save the new configuration settings. NOTE: The License key you bought is licensed for a number of users as shown next to the Licensed users label. Near the System info label, GFI MailArchiver displays how long it has been running and the amount of mail-enabled users counted. GFI MailArchiver counts the number of mail-enabled users differently, depending on the exclusion settings configurable from the Exclude tab. The following points describe how GFI MailArchiver counts mail-enabled users in the three possible scenarios of: no user exclusions configured, exclude this list from archiving and exclude everyone from archiving except users in this list. For the examples, we will consider an Active Directory (AD) made up of 40 objects, 12 of which are mail-enabled users. User exclusions disabled - GFI MailArchiver counts all the mail-enabled user accounts. Other objects such as groups or machines are not counted. GFI MailArchiver will thus display 12 near the Mail-enabled users detected label. Exclude these users from archiving - GFI MailArchiver counts all mail-enabled user accounts and subtracts the count of AD user accounts (not email addresses) present in the exclude these users list. Therefore, if you specified three AD user accounts and one email address in the exclude these users list, GFI MailArchiver will display 9, near the Mail-enabled users detected label. 18 Installing GFI MailArchiver GFI MailArchiver for Exchange
Exclude everyone from archiving except users in this list - GFI MailArchiver counts the AD user accounts (not email addresses) present in the exclude everyone except users in this list. Therefore, if you specified three AD users in the exclude everyone except users in this list, GFI MailArchiver will display 3, near the Mail-enabled users detected label. Please note that if you specify even one email address in the exclude everyone except users in this list, GFI MailArchiver will count all AD mail-enabled user accounts and thus will display 12 near the Mail-enabled users detected label. 6. GFI MailArchiver displays Settings saved, in the right corner above the tabs. Screenshot 16 - GFI MailArchiver Configuration Settings saved Updating a GFI MailArchiver 3 installation with a more recent build If you want to update your current installation of GFI MailArchiver 3 with a more recent build, follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the mailarchiver3.exe file. The installation Wizard will perform some unpacking operations and then the Welcome page of the installation Wizard is displayed. Click the Next button to continue. 2. Follow the installation Wizard on screen instructions. 3. When the installation process is complete, the installation Wizard finish page is displayed. Click the Finish button to complete the GFI MailArchiver updating process. Updating the GFI MailArchiver 3 database schema When updating an installation of GFI MailArchiver, the installation Wizard will check whether the database schema needs to be updated. If the database schema needs to be updated, the installation Wizard will display a dialog box to inform you that polling on all the data sources configured has been stopped. Screenshot 17 - Database schemas need to be updated When this dialog is displayed during the installation update process, you will need to perform these steps after the installation is complete: GFI MailArchiver for Exchange Installing GFI MailArchiver 19
1. Upgrade all the database connections configured 2. Enable polling on the data sources configured. To upgrade all the database connections configured follow these steps: 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 Databases or Db Management tab. 3. Click the Configure link to the right of the database connection you want to upgrade. 4. The database creation wizard will be displayed. Click the Next button until the database verification page is reached. 5. The database verification progress page will display an Upgrade button. Click the Upgrade button so that the database schema gets updated. 6. When the upgrade completes, a Database verification completed note is displayed. Click the Next button until you reach the wizard finish page. 7. Click the Finish button to close the wizard. 8. Repeat steps 2 to 7 for each database connection configured. Screenshot 18 - Upgrade database schema To enable polling on the data sources configured, follow these steps: 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 Data sources tab. 20 Installing GFI MailArchiver GFI MailArchiver for Exchange
3. Check the checkbox under the Poll column to the right of the data source you want to archive email from. 4. Repeat step 3 to enable polling on the other data sources. 5. Click the Save button. Upgrading a GFI MailArchiver 2 installation to GFI MailArchiver 3 If you currently have a machine with GFI MailArchiver 2 installed, and you want to upgrade that installation to GFI MailArchiver 3, follow these steps: NOTE 1: The databases used with GFI MailArchiver 2 will not be automatically upgraded to the new GFI MailArchiver 3 format. To upgrade the databases refer to the Using the GFI MailArchiver 2 Email Export Tool section of the Importing Emails chapter. NOTE 2: Please note that Microsoft Access databases cannot be upgraded to the GFI MailArchiver 3 format. 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver3.exe file. The installation Wizard will perform some unpacking operations and then the Welcome page of the installation Wizard is displayed. Click the Next button to continue. 2. Follow the installation Wizard on screen instructions. 3. The installation Wizard will inform you that an upgrade is to be performed and that all your GFI MailArchiver 2 configuration settings will be retained. To continue with the upgrade process click the Install button. Screenshot 19 - Upgrading the GFI MailArchiver 2 installation to GFI MailArchiver 3 4. When the installation process is complete, the installation Wizard finish page is displayed. Click the Finish button to complete the GFI MailArchiver upgrading process. GFI MailArchiver for Exchange Installing GFI MailArchiver 21