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Journaling with Office 365 (Microsoft 365)

Journaling refers to recording email communications as part of the organization's email retention strategy, usually for legal reasons. When journaling is turned on for a mailbox, all the incoming and outgoing email traffic is copied into a special journaling mailbox. Neither the user, nor an admin is able to delete anything from the journaling mailbox.

By principal, Microsoft does not allow journaling mailboxes to be stored on O365. To circumvent this problem, Mailstore offers a special service called Mailstore Gateway where the journaled emails can be sent from O365 and from which, those emails can be archived by Mailstore's archiving services.

In case you subscribed for Mailstore Gateway provided by Speicherblock, you received the journal mailbox credentials. You cannot log in directly to the journaling mailbox, but you can archive the emails from it thus preserving your email traffic. Here is how:

Set up Journaling in O365

Log in to Exchange Admin Center with your admin credentials. 

Choose Compliance Management.

Click on Journal rules and then the + sign to add a new rule.

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In the new window, specify your settings:

Send journal reports to: paste the Mailstore Gateway email address that you received from us (this usually looks like a long random generated string of characters ending in @msgw.archiv.my-office.at).

Name: set a meaningful display name

Click on the Select people hyper link > a new window will appear with all your O365 mailboxes. Select the one that you need and click on Add. Click OK.

Journal the following messages...: select the option that you need. Normally, the "All messages" option is what you need.

Click Save.

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Create a new MailStore Gateway Archiving Profile

Open the Email Archive client and log in.

Go to Archive Email --> Create Profile --> Gateway Mailbox

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Choose Microsoft Exchange Online.

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Host: msgw.my-office.at

Mailbox ID: Mailstore Gateway Mailbox ID 

Caution: no need to add the @msgw.my-office.at part!

Password: Mailstore Gateway password

Successfully archived emails: always tick in the "Delete them in the Gateway Mailbox". This is because the Gateway mailbox is not for storing emails on the long run. It is only to collect them! The archive is collecting the journaled emails.

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Leave the connection timeout at 300 seconds.

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Give the profile a meaningful name.

To enable it to run automatically, choose "Run automatically in the background" and click "Configure". Specify the configuration you need (default is 300 seconds - this means that the Archive will collect journaled emails every 5 minutes from the Mailstore Gateway mailbox.)

Click OK and then Finish.

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Notes:

  1. The journaled email will be stored in the user’s archive profile under Inbox and Sent – with journaling there is no option to preserve the folder structure. Use normal Archiving jobs for that.
  2. One MailStore Gateway mailbox can be defined as a target mailbox for multiple mailboxes. Mailstore will know which email should go under which profile. If both the sender and the recipient have a copy of one email (because they both are archived by MailStore Gateway), their archives will each show a copy of that email BUT it is only stored once, as Mailstore uses deduplication to preserve storage. 
  3. If you set up the Profile in a way that it doesn’t delete the existing emails, whenever the archiving job runs, it will only download the emails that aren’t archived yet.