Exporting Emails

MailStore provides several functions regarding the export of archived emails. Emails can be exported directly into server mailboxes, or to the file system as individual email files (EML or MSG format), for example.

Please note: Backup strategies (a backup of the entire archive) are discussed separately in chapter Backup.

Available Export Destinations  

• Microsoft Outlook - A folder named MailStore Export is created in Microsoft Outlook into which emails are copied.
• Exchange mailbox - A folder named MailStore Export is created in the Exchange mailbox into which emails are copied.
• IMAP mailbox - A folder named MailStore Export is created in an IMAP mailbox into which emails are copied.
• Directory (File System) - Either EML or MSG files are created (one per email).
• Email address using SMTP - Emails are forwarded to a specified email address using SMTP, the standard protocol for sending emails.
• CD/DVD - Either EML or MSG files (one per email) are burned to CD or DVD. MailStore can also distribute the backup among several storage media; CDs and DVDs can be used interchangeably. Rewritable disks (CD-RW or DVD-/+RW) can be used as well.

Please note: EML files can be opened independently from MailStore by double-clicking and moving to applications such as Outlook Express via drag & drop. Outlook MSG files can be opened or archived directly with all versions of Microsoft Outlook (except Outlook Express).

Starting an Export

Using the email preview - To export an email currently displayed in the Email Preview, click on Export in the menu bar above the preview and select the export destination. A window appears in which additional settings may have to be specified.

Using the list of emails (folder contents or search results) - Highlight the emails to be exported by holding down the control key (Ctrl) and right-clicking onto the emails. Pressing Ctrl and A highlights all emails. Click Export To and select the export destination. A window appears in which additional settings may have to be specified.

Using the page "Export Email" - On this page, exporting tasks can be created and executed as export profiles (just like archiving profiles). Export profiles hold information about which emails will be exported to which destination. Each profile (i.e. the exporting task) can be executed manually or regularly according to a schedule. To learn more, please read on in the next section.

Creating an Export Profile Using the Page "Export Email"

To create a new export profile, please proceed as follows:

• Start MailStore Client on the computer which is to execute the export. Log on as administrator if the emails of other users are to be exported as well. Only a MailStore administrator is allowed to export the emails of others.
• In MailStore, click on Export Email.

• From the list in the upper right area, select the destination to which emails are to be exported.
• A wizard opens to assist in specifying the export settings.
• At the first step, specify which folder is to be exported (subfolders are always included). Depending on the export destination, the file format to be used (e.g. EML , MSG or database backup) can be selected as well. Click on Next.
• Please note: Below the list of folders, a saved search can also be selected. MailStore runs the search before executing the actual export procedure; all emails returned by the search will be exported.
• At the second step, specify the exact target location to which emails are to be exported. For example, if Exchange Mailbox was selected as export destination earlier, the access data for the target mailbox can be specified and verified by clicking on Test. Then click on Next.
• Depending on the export destination specified, additional settings can be selected at the next step. For example, if IMAP mailbox was selected as the destination, a timeout value can be set, if needed.
• At the last step, a name for the export profile can be specified. After clicking on Finish, the  profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired

Just like archiving profiles, already existing export profiles can be executed, edited or deleted at any time. Additional information is available in chapter Working with Archiving Profiles.

Executing an Export Profile Using the Page "Export Email"

On the start page of MailStore Client, click on Export Email. From the list under Saved Settings (Profiles), select the profile to be executed and click on Run. After the export process has finished, a message appears containing information about any errors that may have occurred.

Executing an export profile regularly according to a schedule
In addition to being executed manually, archiving profiles can also be run automatically according to a schedule. For further information please read on in the next chapter: Automating the Export Process.