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Archiving Profile

What is an Archive Profile?

Archiving profiles contain the settings of which user to archive, what to archive and what to delete after archiving. This profile is to preserve the folder structure of the mailbox, so if we have to restore something, the folders are kept as well. To meet legal requirements of keeping each and every email of a mailbox, we’ll use the Journaling function.

We advise you to create one profile for the whole company, which will be run once a day. Please, do not create archiving profiles for each user.

To archive all mailboxes of your company, you need to have a user with the Application Impersonation access right set. This enables the given user to access the mailboxes of all other users of your company but only through the secure protocol EWS.

If you wish to archive O365 mailboxes, please, click here.

Application Impersonation

If you use the Hosted Exchange of Speicherblock, follow the steps below to set this up. If your Exchange services are hosted elsewhere, please ask your Exchange provider to set this up for you.

To enable this access right in the Speicherblock Hosted Exchange:

  • Open HEX panel (hexpanel.speicherblock.local)
  • go to Service Director > Exchange Hosting > Accounts
  • click on the number under Mailboxes.

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  • Go to Application Impersonation,
  • Choose the user you want to use to sync the data with Mailstore.
  • Store the password of the user safely.

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Create the Profile

Go back to the E-mail Archive, Archiving profiles:

  • Main menu > Archive E-mail
  • Click on the E-mail servers drop-down
  • choose Microsoft Exchange

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Choose Multiple Mailboxes

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Leave the “Auto Detect” settings at the Host. Give the username and password and tick in “Ignore SSL Warnings”.

If Auto-detection doesn’t work, it usually means that the specified username and password combination is incorrect.

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You may specify the settings of the archiving profile.

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What to archive

By default the deleted items, the junk and the outbox are not archived, so if you need them, first click on the (…) at the Folders section of the screen, and in the next dialog box, remove the tick from the checkbox “Always exclude Deleted Items, Drafts, Junk Email and Outbox”.

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Delete old emails that are already archived

You have the possibility to delete old emails from the users’ mailboxes. E.g. to save mailbox space, you may delete emails that are older than 2 years, because they are already safely preserved in the Mailstore Archive.

For this, click on the (…) in the Delete section, and in the next dialog box, choose “if message older than [] years” specifying your preferred amount of time.

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Click Next.

Choose which mailboxes to archive

On the next screen, to archive all users, leave the “All users with configured e-mail addresses” option – Mailstore will archive the emails of all users that has been configured as a Mailstore user. If you’d like to exclude some users, you have two possibilities:

If you have a lot of users in your company, and you want to exclude only a few of them, the easiest way to do this is to choose “All users, except the following”. After that, choose the users that you DON’T want to archive from the list of users.

If you want to archive only a few users of your company, choose the “Only the following users” option, and choose the users that you WANT TO archive from the list of users.

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If you are a customer of Speicherblock Hosted Exchange, tick the checkbox in front of the option “Synchronize with Directory Services before archiving”.

Give the profile a name and Finish.

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Mailstore will process the emails:

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You are not done yet! This will run the profile only ONCE. To make it run automatically on a schedule, set up an archiving job (next section).

Automatic archiving jobs

To automate the archiving process, please go to Administrative Tools > Management API > Jobs > Profiles > Archive E-mail

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In the dialog box, give the Job a name, and choose the Profile that you previously created. Give a schedule. Please, use direct archiving only once, at most twice a day.

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This archiving method is to preserve the folder structure of users. To meet legal requirements of storing ALL emails sent or received by specific mailboxes, you need to use Journaling.