Archiving Public Folders
MailStore Server can archive the e-mails from the public folders of Microsoft Exchange servers and make them available to some or all MailStore users. The archiving process can be executed manually or automatically according to a schedule.
Preparation
During archiving, e-mails are always assigned to individual users. Even when archiving a public folder, the user (or the user archive), for whom the e-mails are to be archived, has to be specified.
For this reason, first create a MailStore user for whom the public folder is to be archived. This user can be called publicfolder, for example. Next, all other users can be given access to the archive of the user publicfolder. This way, the archived content of the public folder is available to all MailStore users.
If MailStore users are not to have access to the archived public folder, skip this step and simply archive the e-mails to the user archive of the administrator (admin).
Information about how to create a new user in MailStore is available in chapter User Management.
Setup of the Archiving Process
Please proceed as follows:
| • | Log on to MailStore Client as administrator. |
| • | Click on Archive E-mail. |
| • | From the list in the upper area of the window, select Microsoft Exchange to create a new archiving profile. |
| • | A wizard opens to assist in specifying the archiving settings. |
| • | Under Access via, select the protocol to be used to access the Exchange server. Whenever possible, HTTPS should be used. |
| • | Please note: Depending on the protocol chosen, there is the option to Ignore SSL Warnings. Generally, these warnings appear if an unofficial certificate is used on the server. |
| • | Under Host, enter the name of the Exchange server. |
| • | Under User Name, enter the Windows login name of the user who has full access to the public folder (e.g. peter.stein@domain.local or peter.stein@domain.com. |
| • | Please note: Alternatively, any user with the appropriate access privileges for the mailbox to be archived can be specified. In this case, it is imperative that the mailbox to be archived is specified under Mailbox (opt.). |
| • | As long as the user's e-mail address matches that of the user's Windows login name, the field Mailbox (opt.) can be left blank. Otherwise, the user's e-mail address has to be entered here. |
| • | Under Password, enter the user's password. |
| • | Change the preset value under Mailbox (opt.) only if needed. |
| • | Click on Test to verify that MailStore can access the mailbox. |
| • | Click on Next to continue. |
| • | If needed, adjust the settings for the List of Folders to be Archived, the filter and the Deletion Rules. By default, no e-mails will be deleted from the mailbox. The Timeout value only has to be adjusted in specific cases (e.g. with very slow servers). |
| • | Click on Next to continue. |
| • | At the next step, the Target Archive can be specified. Select the archive of the user for whom the selected mailbox is to be archived (see section "Preparation" above). If the user does not exist yet, please click on Create a New User, then click on Next. |
| • | At the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired. |
Starting the Archiving Process
Starting the archiving process manually
On the start page of MailStore Client, click on Archive E-mail and from the list under Saved Settings (Profiles), select the appropriate archiving profile. Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of e-mails that have been archived as well as any errors that may have occurred.
Archiving profiles can be executed any number of times. MailStore only archives those e-mails that are not yet stored in the archive.
Automating the archiving process In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process.
Archiving Hints and Suggestions for Further Reading
Troubleshooting
The settings described above work in most cases. Yet, depending on the configuration of Microsoft Exchange Server, it is possible that a connection or registration fails even if all data has been entered correctly. If the suggestions in the corresponding error messages do not eliminate the problem, please try one or more of these alternative settings:
| • | Use HTTP instead of HTTPS. |
| • | Make sure that the field Mailbox (opt.) contains the user's e-mail address if it is different from the user's Windows login name. |
| • | Use IMAP (unencrypted), IMAP-TLS or IMAP-SSL (both encrypted) instead of HTTP(S). To use IMAP, it has to be activated in Exchange. |
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