GFI MailArchiver for Exchange 4
Manual
By GFI Software
http://www.gfi.com
Email: [email protected]
Information in this document is subject to change without notice.
Companies, names, and data used in examples herein are fictitious
unless otherwise noted. No part of this document may be reproduced
or transmitted in any form or by any means, electronic or mechanical,
for any purpose, without the express written permission of GFI
Software.
GFI MailArchiver is copyright of GFI SOFTWARE Ltd. © 1999-2006
GFI Software. All rights reserved.
Version 4.0 – Last updated December 22, 2006
Contents
About GFI MailArchiver
1
Introduction to GFI MailArchiver .................................................................................... 1
Key features of GFI MailArchiver ................................................................................... 1
How does GFI MailArchiver work?................................................................................. 3
Installing GFI MailArchiver
5
Introduction .................................................................................................................... 5
On which machine should I install GFI MailArchiver?.................................................... 5
System requirements ..................................................................................................... 6
Hardware requirements ................................................................................................. 6
Preparing the servers for use with GFI MailArchiver ..................................................... 6
Preparing Microsoft Exchange Server for use with GFI MailArchiver............................ 7
Enabling Envelope Journaling (recommended)................................................ 8
Method 1: Using the exejcfg.exe tool................................................................ 9
Method 2: Using the ADSI editor ...................................................................... 9
Preparing Microsoft SQL Server for use with GFI MailArchiver .................................. 11
Creating the database..................................................................................... 11
Installing GFI MailArchiver ........................................................................................... 12
Entering your license key after installation .................................................................. 14
Updating a GFI MailArchiver 4 installation with a more recent build ........................... 16
GFI MailArchiver 4 database schema updates............................................... 16
Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver 4 ............................. 19
Completing the GFI MailArchiver 3 to 4 upgrade process.............................. 20
Configuring GFI MailArchiver
23
Introduction to the Configuration.................................................................................. 23
Configuring General settings ....................................................................................... 23
Configuring which emails to archive ............................................................................ 24
Configuring whose emails to archive ........................................................................... 25
Excluding a list of users from archiving .......................................................... 25
Archiving the emails only of certain users ...................................................... 27
Archiving the emails of all users ..................................................................... 28
Removing users from the list .......................................................................... 28
Configuring the archive stores ..................................................................................... 29
Configuring an archive store based on Microsoft SQL Server ....................... 30
Configuring an archive store based on Microsoft SQL Server
and file system ................................................................................................ 36
Configuring an archive store based on GFI MailArchiver
(Firebird) database and file system................................................................. 43
Selecting in which archive store you want to archive emails....................................... 48
Configure which archive stores can be browsed and searched .................................. 48
Configuring archive stores management ..................................................................... 49
Changing the priority of the archive stores in the queue ................................ 52
Re-configuring the schedule settings.............................................................. 53
Attaching a GFI MailArchiver 3 database .................................................................... 53
Viewing archive store statistics .................................................................................... 59
Re-configuring an archive store ................................................................................... 60
Removing an archive store .......................................................................................... 61
Configuring access control........................................................................................... 61
Configuring the full access group.................................................................... 61
GFI MailArchiver for Exchange
Contents • i
Configuring group managers .......................................................................... 62
Configuring user access control...................................................................... 63
Removing Managers or Users from the lists................................................... 65
Configuring the mail servers to archive........................................................................ 65
Adding a local Microsoft Exchange mail server .............................................. 65
Adding a remote Microsoft Exchange mail server .......................................... 70
Adding a non-Microsoft Exchange mail server ............................................... 73
Re-configuring a mail server ........................................................................... 74
Removing a mail server .................................................................................. 74
Enable / Disable email collection from a mail server ...................................... 74
Managing the search indexes ...................................................................................... 74
Rebuilding a search index............................................................................... 76
Configuring retention policies....................................................................................... 77
How are retention policies applied to emails? ................................................ 77
Creating a retention policy .............................................................................. 78
Re-configuring a retention policy .................................................................... 84
Removing a retention policy............................................................................ 84
Modifying the priority of retention policies....................................................... 84
Creating a retention policy to match all emails ............................................... 85
Enable / disable a retention policy .................................................................. 86
Configuring categorization policies .............................................................................. 86
How are categorization policies applied to emails? ........................................ 87
Creating a categorization policy...................................................................... 87
Re-configuring a retention policy .................................................................... 93
Removing a categorization policy ................................................................... 93
Enable / disable a categorization policy.......................................................... 94
Using GFI MailArchiver
95
Introduction .................................................................................................................. 95
Browsing the email archive stores ............................................................................... 96
Expanding a conversation thread ................................................................... 96
Viewing an email ............................................................................................. 97
Viewing email internet headers....................................................................... 98
Viewing the whole conversation...................................................................... 99
Labeling the email .........................................................................................100
Restoring emails through the OneClick Restore feature ..............................102
Saving an email to disk .................................................................................102
Printing an email ...........................................................................................103
Downloading attachments.............................................................................104
Refreshing the conversation list....................................................................104
Browsing through the conversation pages....................................................104
Login as a different user ...............................................................................105
Browsing emails with an account that has access to other accounts........................105
Selecting a user account to browse ..............................................................106
Viewing the complete list of accounts you can access .................................107
Searching the email archive stores............................................................................107
Searching with the advanced search ............................................................110
Search for emails labeled with a specific label .............................................111
Search by specifying the email size..............................................................111
Search by specifying the Message ID field...................................................112
Search by specifying the Recipient or Sender..............................................112
Search by specifying the Sent or Received date ..........................................112
Search by specifying the Subject..................................................................113
Search throughout the whole email ..............................................................113
Searching using multiple search terms.........................................................114
Removing search conditions.........................................................................114
Viewing emails returned by a search............................................................115
Sorting the search results .............................................................................115
Creating and using search folders .............................................................................115
What is a search folder? ...............................................................................115
Creating a search folder................................................................................116
Viewing the search folder contents ...............................................................117
ii • Contents
GFI MailArchiver for Exchange
Modifying the search folder query.................................................................117
Deleting a search folder ................................................................................118
Selecting the localization language............................................................................118
Logging off from GFI MailArchiver .............................................................................120
Accessing GFI MailArchiver from Microsoft Outlook .................................................121
Resizing and hiding the navigation panel ..................................................................124
Importing Emails
127
Introduction ................................................................................................................127
Configuring the GFI MailArchiver Import Service ......................................................127
Changing the date range associated with an archive store..........................131
Removing an archive store from the configuration .......................................131
Sharing the pickup folder ..............................................................................131
Using the GFI MailArchiver 2 Email Export wizard ....................................................132
Using the GFI PST-Exchange Email Export wizard...................................................136
Microsoft Exchange Source ..........................................................................136
Microsoft Exchange Public Folders...............................................................140
Microsoft Outlook Personal Folders (.pst) Source ........................................141
Selecting the folders to extract email from....................................................143
Set a cut off time ...........................................................................................144
Select the owner of the emails......................................................................145
Select a destination for the extracted emails ................................................146
Email extraction process...............................................................................148
Skipped Emails .............................................................................................150
Failed Emails.................................................................................................150
Using the GFI MailEssentials Email Archive Export wizard.......................................150
Exporting Emails
155
Introduction ................................................................................................................155
Using the GFI MailArchiver Bulk Export Tool ............................................................155
Searching for emails .....................................................................................156
Viewing an email from the search results .....................................................158
Exporting emails............................................................................................159
Restore to a specific email address ..............................................................159
Download to a folder on disk.........................................................................161
Connecting to multiple GFI MailArchiver installations...................................163
Disconnecting from a GFI MailArchiver installation ......................................164
Troubleshooting
165
Introduction ................................................................................................................165
Knowledge Base ........................................................................................................165
Request support via e-mail ........................................................................................165
Request technical support via web chat ....................................................................166
Request technical support via phone.........................................................................166
Web Forum ................................................................................................................166
Build notifications .......................................................................................................166
GFI MailArchiver for Exchange
Contents • iii
About GFI MailArchiver
Introduction to GFI MailArchiver
GFI MailArchiver is a powerful yet easy-to-use email archiving
solution. With GFI MailArchiver, you can archive all internal and
external email into a central archive store. You can then easily
manage the email archive stores from the web-based configuration of
GFI MailArchiver. If you want to, you can also allow users to browse
and search past emails via the web-based browse and search
interface.
Key features of GFI MailArchiver
Support for Exchange Server and IMAP compliant servers
GFI MailArchiver can collect and archive email from Exchange Server
and from any mail server that supports Active Directory and IMAP.
Archive emails from multiple mail servers concurrently
GFI MailArchiver allows you to configure multiple mail servers, thus
making it possible to archive email from two or more mail servers at
the same time.
Installation on a separate machine from the mail server
You can install GFI MailArchiver on a dedicated machine, separate
from the machine running the mail server. Using this configuration, the
archiving and retrieval processes of GFI MailArchiver will not load the
mail server. If you install GFI MailArchiver on a dedicated machine,
you can access Microsoft Exchange or any other IMAP compliant mail
server via the IMAP protocol. A dedicated machine for GFI
MailArchiver also makes sense when you need to archive email from
multiple mail servers concurrently.
No changes to Exchange email system
GFI MailArchiver uses the journaling feature of Exchange Server, to
provide unparalleled scalability and reliability. Other email archiving
solutions actually replace the email with a link to their database – this
can be a point of failure that could bring down your entire email
system. GFI MailArchiver works in parallel and does not affect the way
Exchange works.
Increase Exchange performance
If you are storing all your company email on the Exchange Server,
email performance will start to decline over time. By moving old emails
into GFI MailArchiver archive stores, you will keep your Exchange
stores compact and your Exchange performance high.
GFI MailArchiver for Exchange
About GFI MailArchiver • 1
Reduce administration costs
You can backup and restore the GFI MailArchiver archive stores with
ease, since the archive stores are stored in standard databases such
as Microsoft SQL Server, Firebird database file, and compressed
email binary source files on disk. There is no need for special
Exchange backup tools.
Reduce email storage requirements
GFI MailArchiver archives the entire email source in a compressed
format. This data compression results in considerable disk space
savings when compared to storing emails in the Exchange stores or in
PST files.
End the PST hell
Users storing their emails in PST files on their local hard disk drive,
will find it difficult to archive and search through the many PST files.
Furthermore, many users do not know how to organize their PST files
properly. GFI MailArchiver eliminates the need for users to archive
their email in PST files on local hard disks. With GFI MailArchiver,
users can browse, search and retrieve past emails via the web-based
interface, rather than having to dig through a store of PST files on disk
to find a particular email.
Import old emails
The GFI MailArchiver Import Service in conjunction with the wizards
provided, allow you to archive emails that the mail server processed
prior to the installation of GFI MailArchiver. This makes it possible for
the users to have all their email conversations available via the webbased interface.
Easy enforcement of company email policies
Having a central store of email, enables you to easily search through
corporate email for particular text and enforce any company email
policies you may have in place.
Optionally exclude email archiving from particular users
If required, you can instruct GFI MailArchiver not to archive email to
and from particular users, including Active Directory users.
Email retention policies
From the web-based configuration of GFI MailArchiver, you can
configure retention policies that give you the control you need to
remove emails from the archive stores either immediately or after
some time, based on the content, sender and recipient.
Email categorization policies
You can categorize emails based on the content, sender and
recipient, by assigning labels. Email categorization comes in handy
when you want to limit your search to emails with a particular label.
Email labeling
Apart from the email labeling support offered by the categorization
policies feature, individual users can create their own custom labels to
2 • About GFI MailArchiver
GFI MailArchiver for Exchange
identify and categorize their personal emails. This feature gives the
users great flexibility in categorizing their emails and makes it easier
to search and find the intended emails.
Search Folders
Users can easily organize their emails into dynamic views that list
specific emails that meet a certain search term, by creating search
folders. The search folder will then list any existing archived emails
that fit the search query and will automatically include any new emails
archived that fit the same criteria.
Restore email through OneClick Restore
Through the OneClick Restore feature, users can restore an email
from the archive store to a mailbox.
How does GFI MailArchiver work?
GFI MailArchiver connects to the mail servers configured, for example
a journaling mailbox on the Microsoft Exchange Server, collects the
emails stored in the journaling mailbox, and archives them to the
active database configured, for example Microsoft SQL Server.
Figure 1 - Typical GFI MailArchiver installation
The users can then browse and search for particular emails via the
GFI MailArchiver web interface, using Microsoft Internet Explorer.
GFI MailArchiver for Exchange
About GFI MailArchiver • 3
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?
GFI MailArchiver should be installed on a machine that forms part of
the Active Directory domain whilst taking 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, we suggest that you install GFI MailArchiver
on a separate machine.
NOTE: GFI MailArchiver does not require a dedicated machine when
it is 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 (Service Pack 3 or higher) or Windows 2003
The machine needs to be a Domain Controller or connected to one, since
GFI MailArchiver requires access to Active Directory.
•
Microsoft .NET Framework 2.0
•
Internet Information Services (IIS) – World Wide Web service
NOTE: Ensure that ASP.NET is 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 Internet Explorer 5.5 or later
NOTE: Upon installation, GFI MailArchiver creates a default archive
store in a Firebird Database (open source). Therefore, Microsoft SQL
Server is only a requirement if you would like to store data on
Microsoft SQL Server instead of Firebird. GFI MailArchiver supports
both Microsoft SQL Server 2000 (Service Pack 3 or higher) and
Microsoft SQL Server 2005. Refer to the following Knowledge Base
article for information regarding the Microsoft SQL Server collation
mode required: http://kbase.gfi.com/showarticle.asp?id=KBID002277
Hardware requirements
The hardware requirements for GFI MailArchiver are:
•
Pentium 4 (or equivalent) - 2Ghz
•
512MB RAM
•
2 GB of available physical disk space (NTFS)
Preparing the servers for use with GFI MailArchiver
GFI MailArchiver requires a mail server from where to collect emails,
such as Microsoft Exchange Server, and optionally 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.
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 Exchange Server
journaling feature will use the journaling mailbox to store a copy of
each email that passes through the server. GFI MailArchiver will then
periodically check the journaling mailbox and archive any emails
found. To set up journaling on the Exchange Server, follow these
steps:
1. Create a new mailbox where you want Microsoft Exchange to
journal emails. 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 then click
Properties.
3. In the Properties dialog go to the General tab and select the
Archive all messages sent or received by mailboxes on this store
check box.
Screenshot 1 - Enabling journaling on an 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 check box.
5. In the Select Recipient dialog box, enter the journaling mailbox
name you created in step one, for example ‘journal’, and click OK.
NOTE: If you want to archive emails to a public folder, enter a public
folder name in the Select Recipient dialog. However, note that
Microsoft does not recommend using public folders as the journal
recipient. More information is available in the following Microsoft
Knowledge Base article, http://support.microsoft.com/?kbid=843105,
(refer to question 6 in the question and answer section).
Screenshot 2 - Selecting the journaling mailbox name
6. Close the Mailbox Store Properties dialog and the Exchange
System Manager management console.
The Exchange Server journaling mailbox created is now ready for use
with GFI MailArchiver.
Enabling Envelope Journaling (recommended)
NOTE: If you want to archive email header information, you need to
read this section to enable Exchange Envelope Journaling. If you do
not want to archive email header information skip this section. GFI
MailArchiver will still work correctly.
Envelope Journaling is available in Exchange 2000 post Service Pack
3 and Exchange 2003 Service Pack 1. 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.
For more information about Envelope Journaling, please visit this
Microsoft web page: How Exchange Server Envelope Journaling
Works.
You can enable Envelope Journaling by 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.
8 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
Method 1: Using the exejcfg.exe tool
To enable Envelope Journaling using the exejcfg.exe tool, follow these
steps:
1. Open the command prompt.
2. Navigate to the folder in which you copied the exejcfg.exe tool.
3. To enable Envelope Journaling, type exejcfg –e and press Enter.
NOTE 1: exejcfg –d disables Envelope Journaling for that
organization.
NOTE 2: You can download the exejcfg.exe tool from the following
Microsoft web page:
http://www.microsoft.com/downloads/details.aspx?FamilyID=e7f73f107933-40f3-b07e-ebf38df3400d&displaylang=en
NOTE 3: You can use the exejcfg.exe tool downloaded from the
above link in both Exchange 2000 and Exchange 2003 Server
environments.
Method 2: Using the ADSI editor
To enable Envelope Journaling using the ADSI editor, follow these
steps:
1. Open the adsiedit.msc console.
NOTE: You can find the adsiedit.msc tool in the Windows 2003 Server
support tools and in the Windows 2000 Server resource kit.
Screenshot 3 - ADSI Edit
2. Navigate to the CN=<your organization name> node by
expanding ADSI Edit ` Configuration ` <CN=Configuration> `
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 9
<CN=Services> ` <CN=Microsoft Exchange>. Right-click on the
CN<your organization name> node and then click Properties.
3. In the properties dialog, select the heuristics attribute from the
Attributes list and click the Edit button.
Screenshot 4 - Heuristics attribute
4. In the Integer Attribute Editor dialog, type 512 in the Value edit
box and click OK.
Screenshot 5 - 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 6 - Heuristics value set to 512
6. Click OK to save the new setting and close the ADSIEdit console.
Note: A value of 512 enables Envelope Journaling, and a value of 0
disables Envelope Journaling.
Preparing Microsoft SQL Server for use with GFI MailArchiver
This section is optional, since GFI MailArchiver now supports archive
stores based on the Firebird database. If you want to create archive
stores based on Microsoft SQL Server, you need to follow the steps in
this section to create a new empty database through the Enterprise
Manager.
NOTE 1: You must configure Microsoft SQL Server to use Mixed
Authentication mode to be able to use it with GFI MailArchiver. To do
so, load the Enterprise Manager, right-click on the SQL Server node
and click Properties. In the properties dialog, access the Security tab
and click SQL Server and Windows under Authentication.
NOTE 2: Refer to the following Knowledge Base article for further
information regarding the Microsoft SQL Server collation mode
required: http://kbase.gfi.com/showarticle.asp?id=KBID002277
Creating the database
1. Open the SQL Server Enterprise Manager; navigate to and
expand the SQL Server node on which you want to create the
database.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 11
2. Right-click on the Databases node, and then click New Database.
Screenshot 7 - Creating a new database
3. In the Database Properties dialog box, type a name for the new
database in the Name box, for example, 'MailArchiver', and then click
OK.
NOTE 1: For optimal performance, pre-allocate space for both the
data and transaction files, for example, 500 MB for the data file and
50MB for the transaction file to avoid grow operations while archiving
to the database, at least 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 box.
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 20 GB, you should consider configuring the archive
stores management feature of GFI MailArchiver. More information on
this feature is available in the ‘Configuring archive stores
management’ section of the ‘Configuring GFI MailArchiver’ chapter.
Installing GFI MailArchiver
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 and close all open applications on the
machine.
3. Check that the machine you are installing GFI MailArchiver on
meets the system and hardware requirements specified earlier in this
chapter.
12 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
To install GFI MailArchiver follow these steps:
1. Run the GFI MailArchiver setup program by double-clicking on the
MailArchiver4.exe file. The installation wizard will perform some
unpacking operations and then display the Welcome page. Click Next
to continue.
2. Read the license agreement displayed in the License agreement
page and click I accept the terms in the license agreement if you
accept the terms of the license agreement. Click Next to continue the
installation.
Screenshot 8 - Entering the administrator email address and product license key
3. Type the administrator email address in the Administrator Email
box. If you bought a license for GFI MailArchiver, type it in the
License Key box. If you do not have a license yet and want to
evaluate GFI MailArchiver, leave the default evaluation license key in
the License Key box. Click Next to continue the installation.
NOTE: When you use the evaluation license key, you will be able to
use GFI MailArchiver for 10 days. If later you decide to buy GFI
MailArchiver, you will not need to install GFI MailArchiver again –
entering the purchased license key will be sufficient..
4. To install GFI MailArchiver to the default location, click Next to
continue. If you want to specify an alternative location where to install
GFI MailArchiver, click Change and select a new installation path.
Then click Next to continue with the installation.
5. Select the website where you want to install the GFI MailArchiver
web interface from the Website list. In the Virtual Directory Alias box
(set to ‘MailArchiver’ by default), type the name for the GFI
MailArchiver web interface virtual folder. To continue with the
installation click Next.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 13
Screenshot 9 - Selecting a Website and Virtual Directory
6. Click Install to start the installation of GFI MailArchiver with the
settings you configured in the previous pages.
Screenshot 10 - GFI MailArchiver installation progress
7. The installation wizard displays the finish page when the installation
completes. Click Finish to close the installation wizard.
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
important; since it allows us to give you support, and notify you of
important product news. Register at http://customers.gfi.com
14 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
If you purchased GFI MailArchiver, you need to enter your license key
in the GFI MailArchiver configuration. To do this, follow these steps:
1. Click Start ` All Programs ` GFI MailArchiver ` GFI
MailArchiver to load the GFI MailArchiver configuration in Internet
Explorer.
2. When prompted for a user name and password, type in the
username and password of an account that has administrative
privileges, to access the GFI MailArchiver configuration.
3. Click on the GFI MailArchiver ` Configuration ` Licensing node,
in the left navigation pane.
4. Type or paste the GFI MailArchiver license key you bought in the
License key box, then click Verify License Key.
Screenshot 11 - Entering the GFI MailArchiver license key
5. If you entered the license key correctly, GFI MailArchiver displays
the following information: The License Status, the number of
Licensed Users, the count of Mail Enabled Users, and for how long
GFI MailArchiver has been running next to the Statistics label. If the
license key specified is invalid, GFI MailArchiver will display Invalid
license key in red next to the License Key box. If you entered a valid
license key, click Save Settings.
NOTE 1: The license key you bought is licensed for a number of users
as shown next to the Licensed Users label. The number of Mail
Enabled Users must always be smaller than or equal to the number
of Licensed Users the license supports. If not, GFI MailArchiver will
continue to work for 15 more days until you buy a new license key,
and then expire if a new license key is not specified.
NOTE 2: GFI MailArchiver counts the number of mail enabled users
differently, depending on the exclusion settings configured in the
Archiving and User Exclude Options node. The following points
describe how GFI MailArchiver counts mail enabled users in the three
possible scenarios of: archiving emails for all users, archiving emails
for all users except for the users specified and archiving emails only
for the users specified. For the examples, we will consider an Active
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 15
Directory (AD) made up of 40 objects, 12 of which are mail-enabled
users.
•
Archiving emails for all users – GFI MailArchiver counts all the
mail enabled user accounts. It does not count other objects
such as groups or machines. GFI MailArchiver will thus display
12 near the Mail Enabled Users label.
•
Archiving emails for all users except for the users specified –
GFI MailArchiver counts all mail enabled user accounts and
subtracts the count of AD user accounts (not email addresses)
specified in the list. Therefore, if you specified three AD user
accounts and one email address for exclusion from archiving,
GFI MailArchiver will display 9, near the Mail Enabled Users
label.
•
Archiving emails only for the users specified – GFI
MailArchiver counts the AD user accounts (not email
addresses) specified for inclusion in archiving. Therefore, if
you specified three AD users for inclusion in archiving, GFI
MailArchiver will display 3, near the Mail Enabled Users label.
Please note that if you specify even one email address for
inclusion in archiving, GFI MailArchiver will count all AD mail
enabled user accounts and thus will display 12 near the Mail
Enabled Users label.
Updating a GFI MailArchiver 4 installation with a more recent build
If you want to update your current installation of GFI MailArchiver 4
with a more recent build, follow these steps:
1. Run the GFI MailArchiver setup program by double-clicking on the
MailArchiver4.exe file. The installation wizard will perform some
unpacking operations and then display the Welcome page. Click Next
to continue.
2. Follow the installation wizard on-screen instructions.
3. The installation wizard displays the finish page when the installation
completes. Click Finish to close the installation wizard.
GFI MailArchiver 4 database schema updates
If the build you are updating GFI MailArchiver 4 to, includes updates to
the database schema, the installation wizard will inform you about this
with the following screenshot.
The installation will disable email collection and archiving from the
mail servers configured, since GFI MailArchiver cannot use the
databases until you perform the update procedure outlined below.
16 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 12 - Database schema updates
When the installation completes you need to perform the following
steps to update the database schema of the archive stores configured
and re-enable email collection and archiving from the mail servers
configured.
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 GFI MailArchiver ` Configuration ` Archive Stores
node, in the left navigation pane.
3. Click the
button, to the right of the archive store, to launch the
Archive Store Wizard.
4. Go through the pages of the Archive Store Wizard by clicking
Next until you reach the database verification page. Then click Yes to
update the database schema.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 17
Screenshot 13 - Upgrade database schema
5. When the upgrade completes, the wizard displays Database
verification successful. Click Next until you reach the wizard finish
page.
6. Click Finish to close the wizard.
7. Repeat steps 3 to 6 for each archive store configured in the
Archive Stores page.
8. Click Save Settings.
9. Click on the GFI MailArchiver ` Configuration ` Archive Stores
Management node, in the left navigation pane. If you configured
archive stores in this page, follow steps 10 to 15. If not, go to step 16.
10. Click the
button, to the right of the archive store, to launch the
Archive Store Wizard.
11. Go through the pages of the Archive Store Wizard by clicking
Next until you reach the database verification page. Then click Yes to
update the database schema.
12. When the upgrade completes, the wizard displays Database
verification successful. Click Next until you reach the wizard finish
page.
13. Click Finish to close the wizard.
14. Repeat steps 10 to 13 for each archive store configured in the
Archive Stores Management page.
15. Click Save Settings.
16. You now need to re-enable email collection and archiving from the
mail servers configured. To do so, click on the GFI MailArchiver `
Configuration ` Mail Servers to Archive node, in the left navigation
pane.
17. Click the
button, to the right of the mail server, to launch the
Mail Server Wizard.
18. On the first page of the Mail Server Wizard, select the Archive
emails from this server check box.
18 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
19. Click Finish to close the wizard.
20. Repeat steps 17 to 19 for each mail server configured in the Mail
Servers to Archive page.
21. Click Save Settings.
Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver 4
NOTE: Before upgrading to GFI MailArchiver 4, make sure that
you are running the latest build of GFI MailArchiver 3. If not, first
install the latest build of GFI MailArchiver 3, then upgrade to GFI
MailArchiver 4.
If you currently have a machine with GFI MailArchiver 3 installed, and
you want to upgrade that installation to GFI MailArchiver 4, follow
these steps:
NOTE 1: Microsoft Access databases are no longer supported and will
not be upgraded.
NOTE 2: You can browse and search upgraded GFI MailArchiver 3
databases from GFI MailArchiver 4, but you will not be able to archive
further data into them.
NOTE 3: Databases configured in the database management feature
of GFI MailArchiver 3 are not upgraded and will not be listed in the
GFI MailArchiver 4 Archive Stores Management page.
1. Run the GFI MailArchiver setup program by double-clicking on the
MailArchiver4.exe file. The installation wizard will perform some
unpacking operations and then display the Welcome page. Click Next
to continue.
2. Follow the installation wizard on-screen instructions.
3. The installation wizard will inform you that it will upgrade your
current GFI MailArchiver installation and that you need to perform
some post-installation steps to complete the upgrade process. The
post-installation upgrade steps are outlined below and in the following
Knowledge Base article:
http://kbase.gfi.com/showarticle.asp?id=KBID002870
To continue with the upgrade process, click Next.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 19
Screenshot 14 - Upgrading the GFI MailArchiver 2 installation to GFI MailArchiver 3
4. The installation wizard displays the finish page when the installation
completes. Click Finish to close the installation wizard.
Completing the GFI MailArchiver 3 to 4 upgrade process
Once the installation completes you need to follow these steps to
upgrade the GFI MailArchiver 3 databases and re-enable email
collection and archiving from the mail servers configured.
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 GFI MailArchiver ` Configuration ` Archive Stores
node, in the left navigation pane. In the Archive Stores page, you will
see a default database created by the GFI MailArchiver 4 installation,
and all the Microsoft SQL Server based GFI MailArchiver 3 databases
found in the previous installation.
3. Click the
button, for one of the GFI MailArchiver 3 databases
listed. This will launch the Archive Store Wizard.
4. Go through the pages of the Archive Store Wizard by clicking
Next until you reach the database verification page. Then click Yes to
update the database schema.
5. When the upgrade completes, the wizard displays Database
verification successful. Click Next until you reach the wizard finish
page.
6. Click Finish to close the wizard.
7. Repeat steps 3 to 6 for each of the GFI MailArchiver 3 databases
listed in the Archive Stores page.
8. Click Save Settings.
9. Click on the GFI MailArchiver ` Configuration ` Mail Servers to
Archive node, in the left navigation pane. In the Mail Servers to
Archive page, you will see the mail servers you configured and
archived emails from in GFI MailArchiver 3. To give you time to
20 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
configure where you want to archive emails before GFI MailArchiver 4
starts archiving emails to the default database, all the mail servers
listed have archiving disabled. Thus, you now need to re-enable email
collection and archiving from the mail servers configured.
10. Click the
button, to the right of a mail server, to launch the Mail
Server Wizard.
11. On the first page of the Mail Server Wizard, select the Archive
emails from this server check box.
12. Click Finish to close the wizard.
13. Repeat steps 10 to 12 for each mail server configured in the Mail
Servers to Archive page.
14. Click Save Settings.
You have completed the upgrade process from GFI MailArchiver 3 to
GFI MailArchiver 4. You can now browse through the emails
previously archived by GFI MailArchiver 3 and any newly archived
emails, by clicking on the GFI MailArchiver ` Conversations `
Browse node.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 21
Configuring GFI MailArchiver
Introduction to the Configuration
When the GFI MailArchiver installation completes, you need to
configure some settings, such as from where do you want to archive
emails, who do you need to exclude from the archiving process and in
which archive store do you want to store archived emails, amongst
others.
To access the GFI MailArchiver configuration, follow these steps:
1. Click Start ` All Programs ` GFI MailArchiver ` GFI
MailArchiver to load the GFI MailArchiver configuration in Internet
Explorer.
2. When prompted for a user name and password, type in the
username and password of an account that has administrative
privileges, to access the GFI MailArchiver configuration.
3. Click any of the nodes listed under the GFI MailArchiver `
Configuration node, to configure and view the current settings for
that node.
Screenshot 15 - GFI MailArchiver Configuration
Configuring General settings
From the General Settings configuration page, you can specify the
administrator email address and the SMTP server and port number
GFI MailArchiver should use to send administrative notification emails
and when restoring emails to a mailbox through OneClick Restore.
To configure the general settings, follow these steps:
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 23
1. Load the GFI MailArchiver Configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` General
Settings node, in the left navigation pane.
Screenshot 16 – Configuring general settings
3. Type the administrator email address in the Administrator Email
Address box.
4. Specify the SMTP server name or IP address in the SMTP Server
box. Specify the SMTP server port number in the Port Number box.
5. Click Save Settings.
Configuring which emails to archive
To configure which emails you want GFI MailArchiver to archive,
follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archiving and
User Exclude Options node, in the left navigation pane.
3. To archive inbound emails, under Archiving Options select the
Inbound Emails check box.
4. To archive outbound emails, under Archiving Options select the
Outbound Emails check box.
5. To archive internal emails, under Archiving Options select the
Internal Emails check box.
6. Click Save Settings.
24 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 17 - Selecting the emails you want to archive
Configuring whose emails to archive
In the ‘Configuring which emails to archive’ section earlier in this
chapter, you configured which emails you want GFI MailArchiver to
archive based on the email direction (inbound, outbound, and
internal). This section will show you how to control whose emails you
want GFI MailArchiver to archive, by configuring exclude options. By
default, GFI MailArchiver is configured to Archive emails for all
users.
Excluding a list of users from archiving
To archive the emails of all users but exclude some users from
archiving, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archiving and
User Exclude Options node, in the left navigation pane.
3. Under User Exclude Options, click Archive emails for all users,
except anyone listed below.
4. To exclude a specific email address, select Email from the list that
is inline with the Add button.
5. In the box next to the list, type the email address you want to
exclude from archiving. The wildcard characters ‘?’ and ‘*’ can be
used to match more than one email address. Note that the ‘@’ sign
must always be present in the email address specified. You can use
question marks to match any letter. For example, ???n@?asterdomain.com will match both [email protected] and
[email protected]. To exclude a whole domain, use the
asterisk wildcard instead of the account name, for example *@masterdomain.com.
NOTE: You can specify both local email addresses as well as external
email addresses.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 25
6. Click Add to add the email address to the list.
Screenshot 18 - Excluding an email address
7. To add more excluded email addresses, repeat steps 5 and 6.
8. To exclude an Active Directory user, select User from the list that is
inline with the Add button.
Screenshot 19 - Excluding an Active Directory user
9. The list next to the Add button, lists all email enabled Active
Directory users. Select the one you want to exclude from archiving.
10. Click Add to add the Active Directory user to the list.
11. To add more excluded users, repeat steps 9 and 10.
26 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 20 - Active Directory user excluded
12. Click Save Settings.
NOTE: GFI MailArchiver will not archive an email that has a sender or
recipient listed in the exclusion list. For example, if you exclude
[email protected]
from
archiving,
and
[email protected] sends an email to [email protected] and [email protected], GFI MailArchiver will not
archive the email.
Archiving the emails only of certain users
To archive the emails only of certain users and exclude everyone else,
follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archiving and
User Exclude Options node, in the left navigation pane.
3. Under User Exclude Options, click Archive emails only for the
users listed below.
4. To include a specific email address, select Email from the list that is
inline with the Add button.
5. In the box next to the list, type the email address you want to
include for archiving. The wildcard characters ‘?’ and ‘*’ can be used
to match more than one email address. Note that the ‘@’ sign must
always be present in the email address specified. You can use
question marks to match any letter. For example, ???n@?asterdomain.com will match both [email protected] and
[email protected]. To include a whole domain, use the asterisk
wildcard instead of the account name, for example *@masterdomain.com.
NOTE: You can specify both local email addresses as well as external
email addresses.
6. Click Add to add the email address to the list.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 27
7. To include more email addresses, repeat steps 5 and 6.
8. To include an Active Directory user, select User from the list that is
inline with the Add button.
9. The list next to the Add button, lists all email enabled Active
Directory users. Select the one you want to include for archiving.
10. Click Add to add the Active Directory user to the list.
11. To include more users, repeat steps 9 and 10.
Screenshot 21 – Archiving emails only for the users listed
12. Click Save Settings.
NOTE: GFI MailArchiver will archive an email that has a sender or
recipient listed in the inclusion list. For example, if you exclude
everyone except [email protected] from archiving, and
[email protected] sends an email to [email protected] and [email protected], GFI MailArchiver will
archive the email.
Archiving the emails of all users
If you want to archive the emails of all users, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archiving and
User Exclude Options node, in the left navigation pane.
3. Under User Exclude Options, click Archive emails for all users.
NOTE: You do not need to remove the users or email addresses you
might have previously added to the list, since GFI MailArchiver will
ignore these entries when you select Archive emails for all users.
4. Click Save Settings.
Removing users from the list
To remove individual email addresses or Active Directory users from
the list, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
28 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
2. Click on the GFI MailArchiver ` Configuration ` Archiving and
User Exclude Options node, in the left navigation pane.
3. Click the
button to the right of the email address or Active
Directory user you want to remove from the list. Repeat this step to
remove further entries.
4. Click Save Settings.
Configuring the archive stores
This section will show you how to configure the archive stores where
you want GFI MailArchiver to store the archived emails.
What is an archive store?
When GFI MailArchiver archives an email, it stores the following
information:
•
Email source in compressed format. This is stored either on
disk or in the database.
•
Metadata related to the email. This is always stored in a
database.
•
Search index entries updated with email data. The search
index is always stored on disk.
This related data makes up an archive store in GFI MailArchiver. GFI
MailArchiver supports three types of archive stores, these are:
•
Microsoft SQL Server archive store – The email source and
metadata is stored in the database. The search index is stored
on disk (NTFS).
•
Microsoft SQL Server and (NTFS) file system archive store
– The email metadata is stored in the database. The email
source and search index are stored on disk (NTFS).
•
GFI MailArchiver database and (NTFS) file system – The
email metadata is stored in a Firebird database. The email
source and search index are stored on disk (NTFS).
NOTE: The GFI MailArchiver installation creates an archive store
based on Firebird and (NTFS) file system and configures GFI
MailArchiver to archive emails into it, by default.
To configure an archive store do the following:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
node, in the left navigation pane.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 29
Screenshot 22 - The Archive Stores page
3. Follow the steps in either one of the following sections depending
on the type of archive store you want to create.
Configuring an archive store based on Microsoft SQL
Server
In this type of archive store, archived email metadata and the
compressed email binary source are stored in the Microsoft SQL
Server database. The search index is stored on disk (NTFS).
NOTE: Before you configure an archive store based on Microsoft SQL
Server, ensure that you have followed the steps in the ‘Preparing
Microsoft SQL Server for use with GFI MailArchiver’ section of the
‘Installing GFI MailArchiver’ chapter.
To configure an archive store based on Microsoft SQL Server, follow
these steps:
1. In the Archive Stores page, click Add Archive Store, to display
the Archive Store Wizard.
2. In the first page of the wizard, type a name for the archive store in
the Archive Store Name box. The name you give the archive store
should be descriptive, for example, ‘Jan - Mar 2006’. This makes it
easier for you to manage the archive stores and helps the users of
your network select the correct archive store to browse and search
through.
3. If you want to grant your network users the ability to browse and
search through the archived emails, select the Allow users to
browse and search this archive store check box.
4. Since you are now configuring a new archive store, leave the Do
not allow further archiving into this archive store check box clear.
This option is useful when you want to attach a Microsoft SQL Server
database that contains archived emails for browsing and searching,
but do not want to archive further data into the database.
5. Click Next to continue.
30 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 23 – Archive Store Wizard
6. Click Microsoft SQL Server database and then click Next.
7. Select the Microsoft SQL Server where the backend database is
stored from the Microsoft SQL Server box. If the Microsoft SQL
Server you want to use is not detected and listed automatically by the
wizard, you can type the IP or machine name of the server hosting the
Microsoft SQL Server you want to use.
NOTE: If you want to connect to a Microsoft SQL Server on an
alternate port, type the port number in the Microsoft SQL Server box
using the following format ‘SQLServerMachineName, PortNumber’.
8. Select the authentication method you want to use. If you select
Windows Authentication, the Wizard will use the credentials of the
account displayed in parenthesis next to the option. If you want to use
SQL Server authentication, click Microsoft SQL Server
Authentication and type the login name and password in the Login
Name and Password boxes respectively. Click Next to continue.
NOTE 1: Regardless of which authentication method you choose,
ensure that the account used to log on has administrative privileges or
is set as the database owner, ‘dbo’, on the database.
NOTE 2: The wizard does not store the credentials specified in this
page. The wizard will only use the credentials to connect and create
the necessary schema in the backend database.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 31
Screenshot 24 – Select Microsoft SQL Server and authentication method
9. Click on the database you want to use from the list and then click
Next.
Screenshot 25 - Selecting the Microsoft SQL Server database
10. The wizard will connect to the selected database to create and
verify the database schema required by GFI MailArchiver. When the
wizard completes the schema creation and verification, it displays
Database verification successful. Click Next to continue.
32 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 26 - Database schema created and verified
11. GFI MailArchiver creates two roles, ‘db_marc_archive’ and
‘db_marc_browse’, on the database selected for added security. GFI
MailArchiver uses the ‘db_marc_browse’ role for browsing only and
requires read only access. GFI MailArchiver uses the
‘db_marc_archive’ role for archiving only and requires write access.
You now need to specify the accounts to use for the archiving and
browsing roles.
Screenshot 27 - Specifying the Archiving and Search /Browsing accounts
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 33
NOTE 1: We recommend using different accounts for archiving and
browsing, since it will result in increased security. To do so, leave the
Use the same credentials specified for the archiving role check
box clear.
NOTE 2: We recommend specifying nonexistent accounts, for both
archiving and browsing roles, so that the wizard will create them
automatically for you with the correct database roles assigned. To do
so, leave the Create the login accounts specified automatically if
they do not exist check box selected.
Click Next to create the accounts and continue.
12. The wizard will connect to the database to create the specified
accounts and assign the respective role. When the wizard completes it
displays User creation successful. Click Next to continue.
Screenshot 28 - Archiving and Search /Browsing accounts created
13. GFI MailArchiver creates a search index, based on the content of
the emails archived, to speed up user search requests. GFI
MailArchiver stores the search index on disk (NTFS). In this page, you
need to specify the full path where you want to store the search index
for this archive store. You can do this either by typing it in the Full
path to search index storage location box or else by selecting the
folder visually from the list.
NOTE: The search index should be stored on a disk with ample free
space available, since it can consume a lot of disk space. The search
index uses more disk space as additional emails get stored in the
archive store.
Click Next to continue.
34 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 29 - Specifying where to store the search index
14. The wizard finish page displays a summary of the settings you
configured. Review the settings and click Finish to complete the
wizard.
Screenshot 30 - Archive Store Wizard finish page
15. The table in the Archive Stores page lists the newly created
archive store. To save the archive store in the configuration, click
Save Settings.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 35
Screenshot 31 - New archive store saved in configuration
Configuring an archive store based on Microsoft SQL
Server and file system
In this type of archive store, archived email metadata is stored in the
Microsoft SQL Server database, while the archived email binary
source is stored in compressed format on disk (NTFS). The search
index is as always, stored on disk (NTFS).
NOTE: Before you configure an archive store based on Microsoft SQL
Server and file system, ensure that you have followed the steps in the
‘Preparing Microsoft SQL Server for use with GFI MailArchiver’ section
of the ‘Installing GFI MailArchiver’ chapter.
To configure an archive store based on Microsoft SQL Server and file
system, follow these steps:
1. In the Archive Stores page, click Add Archive Store, to display
the Archive Store Wizard.
2. In the first page of the wizard, type a name for the archive store in
the Archive Store Name box. The name you give the archive store
should be descriptive, for example, ‘Jan - Mar 2006’. This makes it
easier for you to manage the archive stores and helps the users of
your network select the correct archive store to browse and search
through.
3. If you want to grant your network users the ability to browse and
search through the archived emails, select the Allow users to
browse and search this archive store check box.
4. Since you are now configuring a new archive store, leave the Do
not allow further archiving into this archive store check box clear.
This option is useful when you want to attach a Microsoft SQL Server
database that contains archived emails for browsing and searching,
but do not want to archive further data into the database.
5. Click Next to continue.
36 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 32 - Archive Store Wizard
6. Click Microsoft SQL Server database and file system and then
click Next.
7. Select the Microsoft SQL Server where the backend database is
stored from the Microsoft SQL Server box. If the Microsoft SQL
Server you want to use is not detected and listed automatically by the
wizard, you can type the IP or machine name of the server hosting the
Microsoft SQL Server you want to use.
NOTE: If you want to connect to a Microsoft SQL Server on an
alternate port, type the port number in the Microsoft SQL Server box
using the following format ‘SQLServerMachineName, PortNumber’.
8. Select the authentication method you want to use. If you select
Windows Authentication, the Wizard will use the credentials of the
account displayed in parenthesis next to the option. If you want to use
SQL Server authentication, click Microsoft SQL Server
Authentication and type the login name and password in the Login
Name and Password boxes respectively. Click Next to continue.
NOTE 1: Regardless of which authentication method you choose,
ensure that the account used to log on has administrative privileges or
is set as the database owner, ‘dbo’, on the database.
NOTE 2: The wizard does not store the credentials specified in this
page. The wizard will only use the credentials to connect and create
the necessary schema in the backend database.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 37
Screenshot 33 – Select Microsoft SQL Server and authentication method
9. Click on the database you want to use from the list and then click
Next.
Screenshot 34 - Selecting the Microsoft SQL Server database
10. In this page, specify the full path where you want to store the
archived emails compressed binary source for this archive store. Type
the path in the Full path to original emails storage location box.
38 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
NOTE 1: The archived emails compressed binary source should be
stored on a disk with ample free space available. Depending on your
mail server traffic, you might need a hundred gigabytes or more of free
storage space to cater for a year’s worth of email. The amount of disk
space required depends on many factors such as, amount of emails
archived per year, average number of attachments per email, and the
type of attachments, for example, compressed images, such as jpeg,
do not compress much, but text and Microsoft Word documents
compress to a much smaller file size.
NOTE 2: You can also specify a UNC path where you want to store
the archived email compressed binary source. GFI MailArchiver will
use the local system account for authentication. If the local system
account does not have the necessary permissions, select the Use the
following login and password to access the above UNC path
check box and specify a login name and password in the Login Name
and Password boxes respectively.
Click Next to continue.
Screenshot 35 – Specifying the path for the archived emails binary source storage location
11. The wizard will connect to the selected database to create and
verify the database schema required by GFI MailArchiver. When the
wizard completes the schema creation and verification, it displays
Database verification successful. Click Next to continue.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 39
Screenshot 36 - Database schema created and verified
12. GFI MailArchiver creates two roles, ‘db_marc_archive’ and
‘db_marc_browse’, on the database selected for added security. GFI
MailArchiver uses the ‘db_marc_browse’ role for browsing only and
requires read only access. GFI MailArchiver uses the
‘db_marc_archive’ role for archiving only and requires write access.
You now need to specify the accounts to use for the archiving and
browsing roles.
Screenshot 37 - Specifying the Archiving and Search /Browsing accounts
40 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
NOTE 1: We recommend using different accounts for archiving and
browsing, since it will result in increased security. To do so, leave the
Use the same credentials specified for the archiving role check
box clear.
NOTE 2: We recommend specifying nonexistent accounts, for both
archiving and browsing roles, so that the wizard will create them
automatically for you with the correct database roles assigned. To do
so, leave the Create the login accounts specified automatically if
they do not exist check box selected.
Click Next to create the accounts and continue.
13. The wizard will connect to the database to create the specified
accounts and assign the respective role. When the wizard completes it
displays User creation successful. Click Next to continue.
Screenshot 38 - Archiving and Search /Browsing accounts created
14. GFI MailArchiver creates a search index, based on the content of
the emails archived, to speed up user search requests. GFI
MailArchiver stores the search index on disk (NTFS). In this page, you
need to specify the full path where you want to store the search index
for this archive store. You can do this either by typing it in the Full
path to search index storage location box or else by selecting the
folder visually from the list.
NOTE: The search index should be stored on a disk with ample free
space available, since it can consume a lot of disk space. The search
index uses more disk space as additional emails get stored in the
archive store.
Click Next to continue.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 41
Screenshot 39 - Specifying where to store the search index
15. The wizard finish page displays a summary of the settings you
configured. Review the settings and click Finish to complete the
wizard.
Screenshot 40 - Archive Store Wizard finish page
16. The table in the Archive Stores page lists the newly created
archive store. To save the archive store in the configuration, click
Save Settings.
42 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 41 - New archive store saved in configuration
Configuring an archive store based on GFI MailArchiver
(Firebird) database and file system
NOTE: To use this option, you do not need to have Firebird installed
on the machine, since the GFI MailArchiver installation installs the
required Firebird support libraries.
In this type of archive store, archived email metadata is stored in the
GFI MailArchiver (Firebird) database, while the archived email binary
source is stored in compressed format on disk (NTFS). The search
index is also stored on disk (NTFS).
To configure an archive store based on GFI MailArchiver (Firebird)
database and file system, follow these steps:
1. In the Archive Stores page, click Add Archive Store, to display
the Archive Store Wizard.
2. In the first page of the wizard, type a name for the archive store in
the Archive Store Name box. The name you give the archive store
should be descriptive, for example, ‘Jan - Mar 2006’. This makes it
easier for you to manage the archive stores and helps the users of
your network select the correct archive store to browse and search
through.
3. If you want to grant your network users the ability to browse and
search through the archived emails, select the Allow users to
browse and search this archive store check box.
4. Since you are now configuring a new archive store, leave the Do
not allow further archiving into this archive store check box clear.
This option is useful when you want to attach a Firebird database that
contains archived emails for browsing and searching, but do not want
to archive further data into the database.
5. Click Next to continue.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 43
Screenshot 42 - Archive Store Wizard
6. Click GFI MailArchiver database and file system and then click
Next.
7. In this page, you need to specify the full path, including database
file name with extension .fdb, where you want to store the Firebird
database for this archive store. You can do this either by typing it in
the Full path to the Firebird database file box or else by selecting
the folder visually from the list. If you specify an inexistent path or file
name, the wizard will create it automatically for you.
Screenshot 43 – Specify storage location for Firebird database
44 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
NOTE: The Firebird database should be stored on a disk with ample
free space available, since it can consume a lot of disk space. The
Firebird database consumes more disk space as additional emails get
stored in the archive store.
Click Next to continue.
8. In this page, specify the full path where you want to store the
archived emails compressed binary source for this archive store. Type
the path in the Full path to original emails storage location box.
NOTE 1: The archived emails compressed binary source should be
stored on a disk with ample free space available. Depending on your
mail server traffic, you might need a hundred gigabytes or more of free
storage space to cater for a year’s worth of email. The amount of disk
space required depends on many factors such as, amount of emails
archived per year, average number of attachments per email, and the
type of attachments, for example, compressed images, such as jpeg,
do not compress much, but text and Microsoft Word documents
compress to a much smaller file size.
NOTE 2: You can also specify a UNC path where you want to store
the archived email compressed binary source. GFI MailArchiver will
use the local system account for authentication. If the local system
account does not have the necessary permissions, select the Use the
following login and password to access the above UNC path
check box and specify a login name and password in the Login Name
and Password boxes respectively.
Click Next to continue.
Screenshot 44 - Specifying the path for the archived emails binary source storage location
9. The wizard will create the specified database with the schema
required by GFI MailArchiver. When the wizard completes the schema
creation and verification, it displays Database verification
successful. Click Next to continue.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 45
Screenshot 45 - Database schema created and verified
10. GFI MailArchiver creates a search index, based on the content of
the emails archived, to speed up user search requests. GFI
MailArchiver stores the search index on disk (NTFS). In this page, you
need to specify the full path where you want to store the search index
for this archive store. You can do this either by typing it in the Full
path to search index storage location box or else by selecting the
folder visually from the list.
Screenshot 46 - Specifying where to store the search index
46 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
NOTE: The search index should be stored on a disk with ample free
space available, since it can consume a lot of disk space. The search
index uses more disk space as additional emails get stored in the
archive store.
Click Next to continue.
11. The wizard finish page displays a summary of the settings you
configured. Review the settings and click Finish to complete the
wizard.
Screenshot 47 - Archive Store Wizard finish page
12. The table in the Archive Stores page lists the newly created
archive store. To save the archive store in the configuration, click
Save Settings.
Screenshot 48 - New archive store saved in configuration
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 47
Selecting in which archive store you want to archive emails
In GFI MailArchiver, you can configure multiple archive stores, but GFI
MailArchiver can store new email only to a single archive store at a
time.
To configure into which archive store you want to archive new emails,
follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
node, in the left navigation pane.
3. Select the archive store you want to archive new emails into from
the Archive in the following store list.
Screenshot 49 - Selecting the active archive store
4. Click Save Settings.
Configure which archive stores can be browsed and searched
GFI MailArchiver gives you the ability to hide certain archive stores
from the users. For example, if an archive store contains very old
emails and you do not want the network users to be able to browse
and search through it any longer, you can hide it.
Screenshot 50 - Archive store list in browse page
48 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
To control which archive stores the network users can browse and
search, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
node, in the left navigation pane.
3. Click the
button to the right of the archive store you want to
modify, to display the Archive Store Wizard. On the first page, select
or clear the Allow users to browse and search this archive store
check box, to make the archive store visible or hidden to the users
respectively.
4. Click Finish to close the wizard and then click Save Settings.
GFI MailArchiver will update the archive store lists in the Browse and
Search pages accordingly.
Screenshot 51 – Archive store list in browse page updated
Configuring archive stores management
Through the GFI MailArchiver Archive Stores Management feature,
you can set up a queue of new archive stores that GFI MailArchiver
will start archiving to according to the schedule you configure.
This feature is useful because it allows you to:
1. Keep the active archive store size under control, by configuring GFI
MailArchiver to start archiving to a new archive store every quarter, for
example.
2. Create archive stores for each quarter or year, for example, so that
you can better manage which archive stores you want to allow
network users to browse and search.
To configure archive stores management, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
Management node, in the left navigation pane.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 49
Screenshot 52 - Archive Stores Management
3. You now need to create a queue of archive stores, which GFI
MailArchiver will start archiving to, according to the schedule you will
setup up later on. To add an archive store to the queue, click Add
Archive Store.
4. Use the Archive Store Wizard as outlined in one of the following
sections earlier in this chapter, depending on the type of archive store
you want to create.
•
Configuring an archive store based on Microsoft SQL Server
•
Configuring an archive store based on Microsoft SQL Server
and file system
•
Configuring an archive store based on GFI MailArchiver
(Firebird) database and file system
5. Repeat steps 3 and 4 above to add as many archive stores to the
queue as you want.
NOTE: When adding archive stores to the queue, make sure you
always select a new database backend. This is important since if you
choose the same database for different archive stores in the queue,
you would end up with emails from different periods in the same
archive store, which would be confusing for both the users who search
and browse the emails, as well as for performing administrative tasks
on the archive store.
50 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 53 – Archive stores added to the queue
6. You now need to configure the schedule that controls when GFI
MailArchiver will start archiving to the archive stores in the queue. To
enable the archive stores management feature and configure the
schedule, select the Enable the swap archive store schedule check
box.
7. From the Start schedule on lists, select when you want the first
archive store in the table to become active. For example, if you want
to start archiving to the first archive store in the table from the
beginning of the year 2007, select January and 2007 from the list.
8. Next, you need to specify how often you want GFI MailArchiver to
switch to a new archive store from the table. For example, if you want
to use a new archive store every quarter, type 3 in the Swap archive
store every box.
9. Notice that the Start Archiving to on column shows when GFI
MailArchiver will start archiving to each archive store in the queue.
Click Save Settings.
NOTE 1: GFI MailArchiver lists the archive stores in the table in Start
archiving to on date order. The archive store listed on top is the one
that GFI MailArchiver will start archiving to first according to the
schedule, followed by the one beneath it and so on.
NOTE 2: Network users cannot browse and search the archive stores
listed in the Archive Stores Management page, even though the
corresponding row under the User Browsing Allowed column is
checked. The User Browsing Allowed column in the Archive Stores
Management page shows you whether the network users will be able
to browse and search the archive store, once GFI MailArchiver starts
archiving to it and thus becomes active.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 51
Screenshot 54 - Archive Stores Management schedule configured
Five days before GFI MailArchiver starts archiving to the next archive
store in the queue, it will test the archive store settings. GFI
MailArchiver will then send a notification email, to the administrator’s
email address you configured in the General Settings node, to inform
you whether the test was successful or not.
If the archive store settings failed the test, GFI MailArchiver will
inactivate the schedule. You must then check why the first archive
store in the queue failed and after you fix the problem re-activate the
schedule.
When GFI MailArchiver starts archiving to a new archive store
according to the schedule you configure, the following actions take
place:
•
GFI MailArchiver will remove the archive store from the
Archive Stores Management list and move it to the Archive
Stores list.
•
GFI MailArchiver will send a notification email, to the
administrator’s email address you configured in the General
Settings node.
•
GFI MailArchiver will check that there are more archive stores
in the queue, so that when the time comes for GFI
MailArchiver to use a new archive store, one is actually
available in the queue. If there are no more archive stores
configured in the queue, GFI MailArchiver will inform you of
this in the notification email and disable the schedule.
Changing the priority of the archive stores in the queue
If you want to modify the priority of a particular archive store in the
archive stores management queue, so that GFI MailArchiver starts
52 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
archiving to the archive store before or after another archive store,
follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
Management node, in the left navigation pane.
3. Click the
button or
button to the left of the archive store to
raise or lower the archive store priority respectively.
4. Repeat step 3 until all the archive stores are in the priority you want.
Check the Start archiving to on column to make sure.
5. Click Save Settings.
Re-configuring the schedule settings
If you want to re-configure the schedule settings, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
Management node, in the left navigation pane.
3. Modify the Start schedule on and Swap archive store every
settings and then click Save Settings.
Attaching a GFI MailArchiver 3 database
NOTE 1: You can only attach GFI MailArchiver 3 databases based on
Microsoft SQL Server. GFI MailArchiver 4 does not support Microsoft
Access databases any longer.
NOTE 2: You can only attach a GFI MailArchiver 3 database for
browsing and searching. Thus, you cannot select an attached GFI
MailArchiver 3 database for further archiving, since GFI MailArchiver 4
treats it as read only.
To attach a GFI MailArchiver 3 database, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
node, in the left navigation pane.
3. Click Attach GFI MailArchiver 3 Database, to display the Archive
Store Wizard.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 53
Screenshot 55 - Attaching a GFI MailArchiver 3 database
4. In the first page of the wizard, type a name for the archive store in
the Archive Store Name box. The name you give the archive store
should be descriptive, for example, ‘Jan - Mar 2006’. This makes it
easier for you to manage the archive stores and helps the users of
your network select the correct archive store to browse and search
through.
5. To grant your network users the ability to browse and search
through the archived emails, select the Allow users to browse and
search this archive store check box.
NOTE: The Do not allow further archiving into this archive store
check box is selected by default and cannot be changed, since GFI
MailArchiver 4 treats GFI MailArchiver 3 databases as read only.
6. Click Next to continue.
7. Select the Microsoft SQL Server where the GFI MailArchiver 3
database is stored from the Microsoft SQL Server box. If the
Microsoft SQL Server you want to use is not detected and listed
automatically by the wizard, you can type the IP or machine name of
the server hosting the Microsoft SQL Server you want to use.
NOTE: If you want to connect to a Microsoft SQL Server on an
alternate port, type the port number in the Microsoft SQL Server box
using the following format, ‘SQLServerMachineName, PortNumber’.
54 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 56 – Select Microsoft SQL Server and authentication method
8. Select the authentication method you want to use. If you select
Windows Authentication, the Wizard will use the credentials of the
account displayed in parenthesis next to the option. If you want to use
SQL Server authentication, click Microsoft SQL Server
Authentication and type the login name and password in the Login
Name and Password boxes respectively. Click Next to continue.
NOTE 1: Regardless of which authentication method you choose,
ensure that the account used to log on has administrative privileges or
is set as the database owner, ‘dbo’, on the database.
NOTE 2: The wizard does not store the credentials specified in this
page. The wizard will only use the credentials to connect and verify
the schema in the GFI MailArchiver 3 database.
9. Click on the database you want to attach, and then click Next.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 55
Screenshot 57 - Selecting the GFI MailArchiver 3 database
10. The wizard will connect to the selected database and verify the
GFI MailArchiver 3 database schema. When the wizard completes, it
displays Database verification successful. Click Next to continue.
Screenshot 58 – GFI MailArchiver 3 database schema verified
11. GFI MailArchiver creates two roles, ‘db_marc_archive’
‘db_marc_browse’, on the database selected for added security.
MailArchiver uses the ‘db_marc_browse’ role for browsing only
requires read only access. GFI MailArchiver uses
56 • Configuring GFI MailArchiver
and
GFI
and
the
GFI MailArchiver for Exchange
‘db_marc_archive’ role for write access only. You now need to specify
the accounts to use for the archiving and browsing roles.
Screenshot 59 - Specifying the Archiving and Search /Browsing accounts
NOTE 1: We recommend using different accounts for archiving and
browsing, since it will result in increased security. To do so, leave the
Use the same credentials specified for the archiving role check
box clear.
NOTE 2: We recommend specifying nonexistent accounts, for both
archiving and browsing roles, so that the wizard will create them
automatically for you with the correct database roles assigned. To do
so, leave the Create the login accounts specified automatically if
they do not exist check box selected.
Click Next to create the accounts and continue.
12. The wizard will connect to the database to create the specified
accounts and assign the respective role. When the wizard completes it
displays User creation successful. Click Next to continue.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 57
Screenshot 60 - Archiving and Search /Browsing accounts created
13. GFI MailArchiver creates a search index, based on the content of
the emails currently archived in the GFI MailArchiver 3 database, to
speed up user search requests. GFI MailArchiver stores the search
index on disk (NTFS). In this page, you need to specify the full path
where you want to store the search index for this archive store, either
by typing it in the Full path to search index storage location box or
else by selecting the folder visually from the list.
Screenshot 61 - Specifying where to store the search index
58 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
NOTE: The search index should be stored on a disk with ample free
space available, since it can consume a lot of disk space, depending
on the size of the GFI MailArchiver 3 database you are attaching.
Click Next to continue.
14. The wizard finish page displays a summary of the settings you
configured. Review the settings and click Finish to complete the
wizard.
Screenshot 62 - Archive Store Wizard finish page
15. The table in the Archive Stores page lists the attached GFI
MailArchiver 3 database as a new archive store. To save the archive
store in the configuration, click Save Settings.
Screenshot 63 - GFI MailArchiver 3 database saved in configuration
Viewing archive store statistics
To view archive store statistics such as database creation date,
database size and number of archived emails, follow these steps:
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 59
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
node or GFI MailArchiver ` Configuration ` Archive Stores
Management node, in the left navigation pane.
3. From the table, click the
your choice.
button to the right of the archive store of
Screenshot 64 – Archive Store statistics
4. When ready, click Close in the Archive Store Statistics window.
Re-configuring an archive store
NOTE: When you choose to re-configure an archive store, you cannot
change the type of the archive store. For example, if the archive store
uses Microsoft SQL Server, you cannot change it to Firebird. All the
other settings are re-configurable.
If you want to change the settings of an archive store, follow these
steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
node or GFI MailArchiver ` Configuration ` Archive Stores
Management node, in the left navigation pane.
button to the right of the archive store
3. From the table, click the
you want to re-configure, to display the Archive Store Wizard. Use
the wizard as outlined in the earlier sections of this chapter that
showed you how to configure an archive store. Select the appropriate
section basing yourself on the type of archive store you are reconfiguring.
4. When you finish and close the wizard, click Save Settings.
60 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Removing an archive store
If you want to remove an archive store from the Archive Stores or
Archive Stores Management pages, follow these steps:
NOTE: When you remove an archive store from the configuration, GFI
MailArchiver will not delete the information associated with the archive
store. Thus, the following information is retained: archived emails
metadata, archived emails compressed binary sources and search
index information.
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Archive Stores
node or GFI MailArchiver ` Configuration ` Archive Stores
Management node, in the left navigation pane.
3. From the table, click the
you want to remove.
4. Click Save Settings.
button to the right of the archive store
Configuring access control
By default, an Active Directory (AD) user can browse and search only
through his emails. Through the Access Control page, you can
configure the full access group, group managers and user access
control.
When you configure an AD group as the full access group, the users
forming part of that group can browse and search through all the
emails stored in all the archive stores. You should carefully select the
AD group you want to grant full access rights, since archived emails
may contain sensitive and confidential information. To configure the
full access group, read the ‘Configuring the full access group’ section
below.
Group managers are AD users that have a management or
supervisory role in your organization. If you configure an AD user as a
group manager of a particular AD group, the AD user will be able to
browse and search through the emails of all the users forming part of
that AD group. To configure group managers read the ‘Configuring
group managers’ section below.
Through the user access control feature, you can grant a specific AD
user access to browse and search the emails of another AD user. This
feature comes in handy when you want to for example, grant an AD
user access to the emails of another user that no longer forms part of
your company, and whose AD account was deleted. To configure user
access control read the ‘Configuring user access control’ section
below.
Configuring the full access group
To configure the full access group, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Access Control
node, in the left navigation pane.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 61
3. Under Full Access Group, select an AD group from the Full
Access Group list.
Screenshot 65 – Access control page
4. Click Save Settings.
Configuring group managers
To configure an AD user as a group manager, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
Screenshot 66 - Selecting an AD user from the manager list
62 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
2. Click on the GFI MailArchiver ` Configuration ` Access Control
node, in the left navigation pane.
3. Under Group Managers, select an AD user from the Manager list.
4. Select the AD group that the AD user selected in step 3 manages,
from the Has access to Group list. In this way, you are giving the AD
user selected in step 3, the privilege to browse and search through the
emails of all the AD users, forming part of the AD group you selected.
5. Click Add Manager.
Screenshot 67 - Group manager configured
6. Repeat steps 3 to 5 to add more group managers to the list.
7. Click Save Settings.
Configuring user access control
To grant an AD user the privilege to browse and search through the
emails of another AD user, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Access Control
node, in the left navigation pane.
3. Under User Access Control, select an AD user from the User list.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 63
Screenshot 68 - Selecting an AD user from the user list
4. From the Has access to User list, select the AD user that the AD
user selected in step 3 can access. In this way, you are giving the AD
user selected in step 3, the privilege to browse and search through the
emails of the AD user you select.
NOTE: Users whose AD account is deleted, will have (Deleted)
displayed next to the account name in the Has access to User list.
Screenshot 69 - User access control configured
64 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
5. Click Add User.
6. Repeat steps 3 to 5 to add more user access control entries to the
list.
7. Click Save Settings.
Removing Managers or Users from the lists
To remove AD users listed either under Group Managers or User
Access Control, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Access Control
node, in the left navigation pane.
3. Click the
button to the right of the AD user you want to remove
from the list.
4. Repeat step 3 to remove more AD users.
5. Click Save Settings.
Configuring the mail servers to archive
This section will show you how to add the mail servers from where you
want GFI MailArchiver to collect and archive emails.
GFI MailArchiver can collect and archive emails from Microsoft
Exchange and any IMAP compliant and Active Directory (AD)
integrated mail server. If you want to collect and archive emails from
multiple mail servers simultaneously, you can add multiple mail
servers in the configuration.
Screenshot 70 - Mail Server to Archive
Adding a local Microsoft Exchange mail server
NOTE: The Exchange Server you select must have journaling turned
on and have a mailbox configured as the journaling mailbox. The
‘Preparing Microsoft Exchange Server for use with GFI MailArchiver’
section of the ‘Installing GFI MailArchiver’ chapter shows you how to
configure journaling on Microsoft Exchange.
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 65
If you installed GFI MailArchiver on the Microsoft Exchange server
machine, and want to add the local Microsoft Exchange mail server in
the configuration, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Mail Servers to
Archive node, in the left navigation pane.
3. Click Add Mail Server, to display the Mail Server Wizard.
4. On the first page, click Local Microsoft Exchange.
5. If you want GFI MailArchiver to collect and archive email from this
mail server, select the Archive emails from this server check box.
Screenshot 71 - Mail Server Wizard
6. Click Next to continue.
7. The wizard will list all the journaling mailboxes detected on the mail
server. Click on the journaling mailbox from where you want to collect
and archive email.
66 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 72 - List of journaling mailboxes
8. Click Next to continue.
Screenshot 73 - Connecting to Microsoft Exchange through ExOLEDB provider
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 67
9. The default provider selected for use in such a scenario is the
ExOLEDB provider. If you want to use this provider, click Next to
continue and go to step 11. Otherwise, click IMAP and follow step 10.
Screenshot 74 - Connecting to Microsoft Exchange through IMAP provider
10. The wizard will populate the required settings with good default
values, so most probably all you need to specify is the password in the
Password box. If you need to modify any other setting, for example,
you connect to IMAP through a non-default port, the default IMAP port
is 143, you can modify the relevant settings, in this case the value in
the IMAP Port box. In the Mailbox \ folder box enter the name of the
root folder in the mailbox, usually INBOX, or the full path to the public
folder (for example, Public Folders/JournalFolder), that is being used
for journaling on the Microsoft Exchange Server. Click Next to
continue.
NOTE: Microsoft does not recommend using public folders as the
journal recipient. More information is available in the following
Microsoft
Knowledge
Base
article,
http://support.microsoft.com/?kbid=843105, question and answer
section, question 6.
11. The Mail Server Wizard will try to connect to the mail server you
selected through the provider and settings you configured. If the
connection to the mail server succeeds, click Next to continue.
68 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 75 - Settings summary - Microsoft Exchange through ExOLEDB
12. The wizard displays a summary of the settings you configured. To
add the mail server and finish the wizard, click Finish.
Screenshot 76 - Settings summary - Microsoft Exchange through IMAP
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 69
13. GFI MailArchiver will list the new mail server in the table. Click
Save Settings.
Screenshot 77 - Collecting email from a local Microsoft Exchange server
Adding a remote Microsoft Exchange mail server
NOTE: The Exchange Server you select must have journaling turned
on and have a mailbox configured as the journaling mailbox. The
‘Preparing Microsoft Exchange Server for use with GFI MailArchiver’
section of the ‘Installing GFI MailArchiver’ chapter shows you how to
configure journaling on Microsoft Exchange.
If you want to add a remote Microsoft Exchange mail server in the
configuration, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Mail Servers to
Archive node, in the left navigation pane.
3. Click Add Mail Server, to display the Mail Server Wizard.
4. On the first page, click Remote Microsoft Exchange / Other mail
server.
5. If you want GFI MailArchiver to collect and archive email from this
mail server, select the Archive emails from this server check box.
70 • Configuring GFI MailArchiver
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Screenshot 78 - Mail Server Wizard
6. Click Next to continue.
Screenshot 79 - IMAP settings
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Configuring GFI MailArchiver • 71
7. In the Server box, type the IP or machine name of the remote
Microsoft Exchange server,
8. The wizard fills the IMAP Port box with the default IMAP port value
of 143. If you connect IMAP through another port number, type it in
the IMAP Port box.
9. Select the SSL check box if you are using IMAP through SSL.
10. Specify a login name and password for the journaling mailbox you
want to access in the Login box and Password box respectively.
11. In the Mailbox \ folder box type the name of the root folder in the
mailbox, usually INBOX, or the full path to the public folder (for
example, Public Folders/JournalFolder), that is being used for
journaling on the Microsoft Exchange Server. Click Next to continue.
NOTE: Microsoft does not recommend using public folders as the
journal recipient. More information is available in the following
Microsoft
Knowledge
Base
article,
http://support.microsoft.com/?kbid=843105, question and answer
section, question 6.
12. The Mail Server Wizard will try to connect to the mail server you
selected through the IMAP provider. If the connection to the mail
server succeeds, click Next to continue.
13. The wizard displays a summary of the settings you configured. To
add the mail server and finish the wizard, click Finish.
Screenshot 80 - Settings summary - Remote Microsoft Exchange through IMAP
14. GFI MailArchiver will list the new mail server in the table. Click
Save Settings.
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Screenshot 81 - Collecting email from a remote Microsoft Exchange server
Adding a non-Microsoft Exchange mail server
If you want to add a non-Microsoft Exchange mail server in the
configuration, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Mail Servers to
Archive node, in the left navigation pane.
3. Click Add Mail Server, to display the Mail Server Wizard.
4. On the first page, click Remote Microsoft Exchange / Other mail
server.
5. If you want GFI MailArchiver to collect and archive email from this
mail server, select the Archive emails from this server check box.
6. Click Next to continue.
7. In the Server box, type the IP or machine name of the mail server,
8. The wizard fills the IMAP Port box with the default IMAP port value
of 143. If you connect IMAP through another port number, type it in
the IMAP Port box.
9. Select the SSL check box if you are using IMAP through SSL.
10. Specify a login name and password for the mailbox you want to
access in the Login box and Password box respectively.
11. In the Mailbox \ folder box, type the name of the folder from
where you want GFI MailArchiver to collect and archive emails. Refer
to the manual of the specific mail server you want to archive emails
from for further information. Click Next to continue.
12. The Mail Server Wizard will try to connect to the mail server you
selected through the IMAP provider. If the connection to the mail
server succeeds, click Next to continue.
13. The wizard displays a summary of the settings you configured. To
add the mail server and finish the wizard, click Finish.
14. GFI MailArchiver will list the new mail server in the table. Click
Save Settings.
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Configuring GFI MailArchiver • 73
Re-configuring a mail server
NOTE: When you choose to re-configure a mail server, you cannot
modify all the settings. For example, if the mail server was a local
Microsoft Exchange server, you cannot change the journaling mailbox
from where you want to collect and archive emails.
If you want to change the settings of a mail server, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Mail Servers to
Archive node, in the left navigation pane.
3. From the table, click the
button to the right of the mail server you
want to re-configure, to display the Mail Server Wizard. Use the
wizard as outlined in the earlier sections of this chapter that showed
you how to configure a mail server. Select the appropriate section
basing yourself on the type of mail server you are re-configuring.
4. When you finish and close the wizard, click Save Settings.
Removing a mail server
If you want to remove a mail server from the list, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Mail Servers to
Archive node, in the left navigation pane.
button to the right of the mail server you want to
3. Click the
remove.
4. Click Save Settings.
Enable / Disable email collection from a mail server
If you want to enable / disable email collection and archiving from a
mail server, for example, due to some maintenance, follow these
steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Mail Servers to
Archive node, in the left navigation pane.
3. From the table, click the
button to the right of the mail server you
want to modify, to display the Mail Server Wizard.
4. On the first page of the wizard select or clear the Archive emails
from this server check box, to enable / disable email collection and
archiving from the mail server respectively.
5. Click Finish to close the wizard.
6. Click Save Settings.
Managing the search indexes
GFI MailArchiver creates search indexes for each archive store you
configure. Each search index automatically indexes new email content
archived in the corresponding archive store, to keep the search index
updated and enable the users to perform precise and fast searches.
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This section will show you how to configure the frequency with which
you want GFI MailArchiver to index new archived emails into the
search indexes. You will also learn how to force a full search index
rebuild, in cases where you might suspect that the search index is no
longer valid.
To configure how often you want GFI MailArchiver to index new
emails archived in an archive store, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Search Index
Management node, in the left navigation pane.
Screenshot 82 - Search Index Management
3. In the Search Index Management page, you can view a list of all
the current search indexes associated with the archive stores present
in the Archive Stores page and Archive Stores Management page.
NOTE: The search indexes associated with the archive stores listed in
the Archive Stores page have a status of Online. On the other hand,
the search indexes associated with the archive stores listed in the
Archive Stores Management page have a status of Standby, since
these search indexes are associated with archive stores that are not
yet active and therefore there are no emails in them to index.
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Configuring GFI MailArchiver • 75
Screenshot 83 - Search index update frequency
4. Under Indexing Schedule click on one of the following options to
select the frequency with which you want GFI MailArchiver to index
new archived emails.
Index new archived emails immediately – GFI MailArchiver will
index the new email content as soon as it stores it in the archive store.
This option guarantees the most up-to-date search index, thus users
will be able to search for and find the latest archived emails.
Depending on the amount of emails archived, this option could create
a significant performance hit due to the updating frequency.
Index new archived emails every – With this option you can select
to update the search index with the latest archived emails at a
constant interval, such as every half an hour, every hour, every two
hours. We recommend using this option since it strikes the right
balance between update frequency and performance hit.
Index new archived emails every day at – If you select this option,
you can specify a time using the hour and minutes list, at which time
GFI MailArchiver will update the search indexes with all the new
archived emails stored since the last search index update. With this
option, you can get GFI MailArchiver to index new email during low
traffic time. The downside of this option is that the users will not be
able to find the emails that GFI MailArchiver archived during the last
24 hours through search, since the search index does not include
details about them yet.
NOTE: Irrespective of the update frequency you select, the users will
always be able to view the new archived emails through the browse
feature.
5. Click Save Settings.
Rebuilding a search index
If you suspect that a search index is no longer returning the correct
search results or that somehow it was corrupted, you can use the
configuration to rebuild the search index.
NOTE: Keep in mind that to rebuild a search index, GFI MailArchiver
might take several hours, depending on the amount of emails stored in
76 • Configuring GFI MailArchiver
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the respective archive store, during which time users will not be able
to find emails in that archive store through the search feature. In
addition, rebuilding a search index will of course affect performance
on the server, since this is a processor and hard disk intensive
operation. Therefore, we suggest that if you want to rebuild an index it
is best if you do so during a low activity period, such as after office
hours.
To rebuild a search index, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Search Index
Management node, in the left navigation pane.
3. Click the Rebuild Index link to the right of the search index you
want to rebuild.
4. Click Save Settings.
Configuring retention policies
Through retention policies, you can control for how long you want to
keep certain types of emails in the archive stores. For example, you
can configure a retention policy that deletes emails with specific
keywords or phrases in the body or subject, sent or received from
particular email addresses or domains, after 90 days.
Retention policies are useful if you want to control the archive store
size by deleting emails that are no longer required and to satisfy legal
requirements, for example.
How are retention policies applied to emails?
GFI MailArchiver will check the content of an email against any
retention policies configured at the time of archiving.
NOTE: Retention policies created or modified after GFI MailArchiver
has already stored an email in an archive store will not affect that
email. This is because GFI MailArchiver checks emails against
retention policies only at the time of archiving.
GFI MailArchiver will first check the email against the highest priority
retention policy. If the email fits the conditions specified in the
retention policy, the retention policy is associated with the email. If the
email does not fit the highest priority retention policy, GFI MailArchiver
will check against the next retention policy configured, if any,
according to priority.
GFI MailArchiver repeats this process until the email either matches a
configured retention policy or else there are no more retention
policies, in which case GFI MailArchiver will forever store the email in
the archive store since no retention policies are associated with it.
NOTE: An email can match only one retention policy. Thus, the
priorities you assign to the retention policies are very important.
If an email matches a retention policy and the action specified in the
retention policy is delete email immediately, GFI MailArchiver will
discard the email immediately without it ever being stored in an
archive store. If the action specified in the retention policy is set to
delete after a number of days, then GFI MailArchiver will store the
email in an archive store and associate the matching retention policy
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Configuring GFI MailArchiver • 77
to it, so that when the time comes, GFI MailArchiver will purge the
email from the archive store.
Creating a retention policy
To create a retention policy, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Retention
Policies node, in the left navigation pane.
3. Click Add Retention Policy to display the Retention Policy
Wizard.
4. On the first page, type a descriptive name for the retention policy in
the Retention Policy Name box. The Retention policy in effect
check box should be selected if you want GFI MailArchiver to check
emails against this retention policy. Click Next to continue.
Screenshot 84 - Retention Policy Wizard
5. In the Subject Keywords page, you can specify a list of keywords.
If the email subject contains any of the keywords specified and the
email satisfied the other conditions configured in the wizard, the
retention policy would apply to that email. To add a keyword or
phrase, type it in the box to the left of the Add button, and then click
Add.
78 • Configuring GFI MailArchiver
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Screenshot 85 - Subject keywords
6. Repeat step 5 to add more keywords. The wizard displays the
conditions that must be satisfied by the email in order for the retention
policy to apply in the Apply retention policy if box.
7. If you want to match whole words only, select the Match whole
words check box. Click Next to continue.
8. In the Body Keywords page, you can specify a list of keywords. If
the email body contains any of the keywords specified and the email
satisfied the other conditions configured in the wizard, the retention
policy would apply to that email. To add a keyword or phrase, type it in
the box to the left of the Add button, and then click Add.
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Configuring GFI MailArchiver • 79
Screenshot 86 - Body keywords
9. Repeat step 8 to add more keywords. The wizard displays the
conditions that must be satisfied by the email in order for the retention
policy to apply in the Apply retention policy if box.
10. If you want to match whole words only, select the Match whole
words check box. Click Next to continue.
11. In the Email Sender page, you can specify a list of Active
Directory (AD) users and email addresses. If the email sender
matches any of the AD users / email addresses specified and the
email satisfied the other conditions configured in the wizard, the
retention policy would apply to that email. To add a specific email
address, select Email from the list that is inline with the Add button.
12. In the box next to the list, type the email address. The wildcard
characters ‘?’ and ‘*’ can be used to match more than one email
address. Note that the ‘@’ sign must always be present in the email
address specified. You can use question marks to match any letter.
For
example,
???n@?aster-domain.com
will
match
both
[email protected] and [email protected]. To match a
whole domain, use the asterisk wildcard instead of the account name,
for example *@master-domain.com. Click Add.
NOTE: You can specify both local email addresses as well as external
email addresses.
80 • Configuring GFI MailArchiver
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Screenshot 87 - Email Sender
13. To add more email addresses, repeat step 12.
14. To add an AD user, select User from the list that is inline with the
Add button.
15. The list next to the Add button, lists all email enabled AD users.
Select the one you want to add and click Add.
16. To add more AD users, repeat step 15.
17. Click Next to continue.
18. In the Email Recipient page, you can specify a list of Active
Directory (AD) users and email addresses. If one or more of the email
recipients match any of the AD users / email addresses specified and
the email satisfied the other conditions configured in the wizard, the
retention policy would apply to that email. To add a specific email
address, select Email from the list that is inline with the Add button.
19. In the box next to the list, type the email address. The wildcard
characters ‘?’ and ‘*’ can be used to match more than one email
address. Note that the ‘@’ sign must always be present in the email
address specified. You can use question marks to match any letter.
For
example,
???n@?aster-domain.com
will
match
both
[email protected] and [email protected]. To match a
whole domain, use the asterisk wildcard instead of the account name,
for example *@master-domain.com. Click Add.
NOTE: You can specify both local email addresses as well as external
email addresses.
20. To add more email addresses, repeat step 19.
21. To add an AD user, select User from the list that is inline with the
Add button.
22. The list next to the Add button, lists all email enabled AD users.
Select the one you want to add and click Add.
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Configuring GFI MailArchiver • 81
23. To add more AD users, repeat step 22.
Screenshot 88 - Email recipient
24. Click Next to continue.
Screenshot 89 - Retention policy action
25. In this page, you must specify the action you want GFI
MailArchiver to take on emails that match this retention policy. You
can either delete the emails immediately by clicking Deleted
immediately under Retention Policy Action, or else delete the
82 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
emails after a certain amount of days by clicking Deleted from the
archive store after option and typing the number of days in the box
below. Click Next to continue.
Screenshot 90 - Retention policy settings summary
26. On the last page of the wizard, you can review the settings and
conditions configured in the previous pages. To finish and close the
wizard, click Finish.
Screenshot 91 - Saved retention policy
27. GFI MailArchiver will list the new retention policy in the table. If
you have more than one retention policy configured, follow the steps
in the ‘Modifying the priority of retention policies’ section further down
in this chapter. Click Save Settings.
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Configuring GFI MailArchiver • 83
Re-configuring a retention policy
NOTE: If you re-configure the conditions of a retention policy, emails
present in an archive store are not affected. On the other hand, if you
change the action from for example, delete in 60 days to delete in 90
days, the emails in the archive store that have that retention policy
applied to them, will be deleted after being stored for 90 days in the
archive store, instead of 60 days.
If you want to modify a retention policy, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Retention
Policies node, in the left navigation pane.
3. From the table, click the
button to the right of the retention policy
you want to modify, to display the Retention Policy Wizard. Use the
wizard as outlined in the ‘Creating a retention policy’ section earlier in
this chapter.
NOTE: To remove keywords, AD users or email addresses from any
button to the
of the lists in the Retention Policy Wizard, click the
right of the corresponding entry you want to remove.
4. When you finish and close the wizard, click Save Settings.
Removing a retention policy
NOTE: If you remove a retention policy, GFI MailArchiver will never
delete the emails stored in the archive stores that had that retention
policy applied to them. This occurs, since GFI MailArchiver checks
that the retention policy associated with an email still exists before it
deletes the email from the archive store.
If you want to remove a retention policy, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Retention
Policies node, in the left navigation pane.
3. Click the
button to the right of the retention policy you want to
remove.
4. Click Save Settings.
Modifying the priority of retention policies
NOTE: An email can match only one retention policy. Thus, the
priorities you assign to the retention policies are very important.
If you configured multiple retention policies, you can modify their
priority as outlined below:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Retention
Policies node, in the left navigation pane.
3. Click the
button or
button to the left of the retention policy to
raise or lower the retention policy priority respectively.
4. Repeat step 3 until all the retention policies are in the priority you
want.
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5. Click Save Settings.
Creating a retention policy to match all emails
NOTE: Use the information outlined in this section with great care. If
you configure a match all emails retention policy and assign it the
wrong priority, you could end up with GFI MailArchiver deleting all
emails from the archive stores configured.
A retention policy that matches all emails comes in handy in the
following scenario. For example, you want to keep all financial emails
for 5 years, all administrative emails for 2 years, and all sales emails
for 1 year, but you want to delete all other emails to keep the archive
store size under control.
To do this you would do the following:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Retention
Policies node, in the left navigation pane.
3. Create retention policies for Financial Emails, Administrative Emails
and Sales Emails with the action set to delete after 5, 2 and 1 year
respectively. Refer to the ‘Creating a retention policy’ section.
4. Create a retention policy that matches all emails by specifying * in
the subject or body list, or *@* in the sender or recipient list. The
wizard will display a warning in red on the last page as shown in the
screenshot below.
Screenshot 92 - Match all emails warning
5. Arrange the priorities of the retention policies as required, but
always give the match all emails retention policy the lowest priority.
Refer to the ‘Modifying the priority of retention policies’ section.
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Configuring GFI MailArchiver • 85
Screenshot 93 - Match all emails retention policy scenario
6. Click Save Settings.
Enable / disable a retention policy
If you want to enable / disable a retention policy, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Retention
Policies node, in the left navigation pane.
button to the right of the retention policy
3. From the table, click the
you want to modify, to display the Retention Policy Wizard.
4. On the first page of the wizard select or clear the Retention policy
in effect check box, to enable / disable the retention policy
respectively.
5. Click Finish to close the wizard.
6. Click Save Settings.
Configuring categorization policies
Categorization policies enable you to categorize emails at the
organization level, by labeling emails based on content before they
are stored in the archive stores. For example, you can configure a
categorization policy that labels emails with the label ‘Sales’ if they
contain the keyword ‘advert’ in the body or subject, and are sent or
received by the following address, ‘[email protected]’.
Categorization policies are useful when you want to limit your search
to emails with a specific label. The fact that GFI MailArchiver labels
the email at the organization level before archiving, guarantees that all
emails that fit the conditions specified in the categorization policy have
the correct label. Although GFI MailArchiver supports user level
labeling of emails, relying on end users to label emails correctly is not
reliable since a user might forget to label an email. In addition, if a
categorization policy labels an email, all the users who have access to
that particular email will be able to see the label and they can search
for all the emails categorized with that label.
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How are categorization policies applied to emails?
GFI MailArchiver will check the content of an email against any
categorization policies configured at the time of archiving. If one or
more categorization policies match the email content, GFI
MailArchiver will label the email with the labels configured in the
matching categorization policies.
NOTE: Categorization policies created or modified after GFI
MailArchiver has already stored an email in an archive store will not
affect that email. This is because GFI MailArchiver checks emails
against categorization policies only at the time of archiving.
Creating a categorization policy
To create a categorization policy, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Categorization
Policies node, in the left navigation pane.
3. Click Add Categorization Policy to display the Categorization
Policy Wizard.
4. On the first page, type a descriptive name for the categorization
policy in the Categorization Policy Name box. The Categorization
policy in effect check box should be selected if you want GFI
MailArchiver to check emails against this categorization policy. Click
Next to continue.
Screenshot 94 - Categorization Policy Wizard
5. In the Subject Keywords page, you can specify a list of keywords.
If the email subject contains any of the keywords specified and the
email satisfied the other conditions configured in the wizard, the
categorization policy would apply to that email. To add a keyword or
GFI MailArchiver for Exchange
Configuring GFI MailArchiver • 87
phrase, type it in the box to the left of the Add button, and then click
Add.
Screenshot 95 - Subject keywords
6. Repeat step 5 to add more keywords. The wizard displays the
conditions that must be satisfied by the email in order for the
categorization policy to apply in the Apply categorization policy if
box.
7. If you want to match whole words only, select the Match whole
words check box. Click Next to continue.
8. In the Body Keywords page, you can specify a list of keywords. If
the email body contains any of the keywords specified and the email
satisfied the other conditions configured in the wizard, the
categorization policy would apply to that email. To add a keyword or
phrase, type it in the box to the left of the Add button, and then click
Add.
9. Repeat step 8 to add more keywords. The wizard displays the
conditions that must be satisfied by the email in order for the
categorization policy to apply in the Apply categorization policy if
box.
10. If you want to match whole words only, select the Match whole
words check box. Click Next to continue.
88 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 96 - Body keywords
11. In the Email Sender page, you can specify a list of Active
Directory (AD) users and email addresses. If the email sender
matches any of the AD users / email addresses specified and the
email satisfied the other conditions configured in the wizard, the
categorization policy would apply to that email. To add a specific email
address, select Email from the list that is inline with the Add button.
12. In the box next to the list, type the email address. The wildcard
characters ‘?’ and ‘*’ can be used to match more than one email
address. Note that the ‘@’ sign must always be present in the email
address specified. You can use question marks to match any letter.
For
example,
???n@?aster-domain.com
will
match
both
[email protected] and [email protected]. To match a
whole domain, use the asterisk wildcard instead of the account name,
for example *@master-domain.com. Click Add.
NOTE: You can specify both local email addresses as well as external
email addresses.
13. To add more email addresses, repeat step 12.
14. To add an AD user, select User from the list that is inline with the
Add button.
15. The list next to the Add button, lists all email enabled AD users.
Select the one you want to add and click Add.
16. To add more AD users, repeat step 15.
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Configuring GFI MailArchiver • 89
Screenshot 97 - Email Sender
17. Click Next to continue.
18. In the Email Recipient page, you can specify a list of Active
Directory (AD) users and email addresses. If one or more of the email
recipients match any of the AD users / email addresses specified and
the email satisfied the other conditions configured in the wizard, the
categorization policy would apply to that email. To add a specific email
address, select Email from the list that is inline with the Add button.
19. In the box next to the list, type the email address. The wildcard
characters ‘?’ and ‘*’ can be used to match more than one email
address. Note that the ‘@’ sign must always be present in the email
address specified. You can use question marks to match any letter.
For
example,
???n@?aster-domain.com
will
match
both
[email protected] and [email protected]. To match a
whole domain, use the asterisk wildcard instead of the account name,
for example *@master-domain.com. Click Add.
NOTE: You can specify both local email addresses as well as external
email addresses.
20. To add more email addresses, repeat step 19.
21. To add an AD user, select User from the list that is inline with the
Add button.
22. The list next to the Add button, lists all email enabled AD users.
Select the one you want to add and click Add.
23. To add more AD users, repeat step 22.
90 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 98 - Email recipient
24. Click Next to continue.
Screenshot 99 - Retention policy action
25. In this page, you must specify the label you want GFI MailArchiver
to assign to the emails that match this categorization policy. You can
either select an existing categorization label from the list or else type a
new label. Click Next to continue.
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Configuring GFI MailArchiver • 91
Screenshot 100 - Retention policy settings summary
26. On the last page of the wizard, you can review the settings and
conditions configured in the previous pages. To finish and close the
wizard, click Finish.
Screenshot 101 - Saved retention policy
27. GFI MailArchiver will list the new categorization policy in the table.
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Screenshot 102 - An email categorized at the organization level
Re-configuring a retention policy
NOTE: If you re-configure the conditions of a categorization policy,
emails present in an archive store are not affected.
If you want to modify a categorization policy, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Categorization
Policies node, in the left navigation pane.
3. From the table, click the
button to the right of the categorization
policy you want to modify, to display the Categorization Policy
Wizard. Use the wizard as outlined in the ‘Creating a categorization
policy’ section earlier in this chapter.
NOTE: To remove keywords, AD users or email addresses from any
button to
of the lists in the Categorization Policy Wizard, click the
the right of the corresponding entry you want to remove.
4. When you finish and close the wizard, click Save Settings.
Removing a categorization policy
NOTE: If you remove a categorization policy, GFI MailArchiver will not
modify the emails already stored in the archive stores. For example, if
an email was labeled ‘Sales’ through a categorization policy, GFI
MailArchiver will not remove the ‘Sales’ label if you delete the
corresponding categorization policy.
If you want to remove a retention policy, follow these steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Retention
Policies node, in the left navigation pane.
3. Click the
remove.
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button to the right of the retention policy you want to
Configuring GFI MailArchiver • 93
4. Click Save Settings.
Enable / disable a categorization policy
If you want to enable / disable a categorization policy, follow these
steps:
1. Load the GFI MailArchiver configuration as shown in the
‘Introduction to the Configuration’ section earlier in this chapter.
2. Click on the GFI MailArchiver ` Configuration ` Categorization
Policies node, in the left navigation pane.
3. From the table, click the
button to the right of the categorization
policy you want to modify, to display the Categorization Policy
Wizard.
4. On the first page of the wizard select or clear the Categorization
policy in effect check box, to enable / disable the categorization
policy respectively.
5. Click Finish to close the wizard.
6. Click Save Settings.
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Using GFI MailArchiver
Introduction
This chapter will show you how to use GFI MailArchiver to browse and
search through your archived emails. If the account you login with has
certain access privileges, you will be able to browse and search
through the emails of your subordinates as well.
To browse and search through the archived conversations, follow
these steps:
1. Load Microsoft Internet Explorer. In the Address bar type the
following and press Enter.
‘http://<hostname>/<GFI
name>‘
MailArchiver
virtual
folder
For example, http://win2k3entsvr.master-domain.com/MailArchiver
2. When prompted for a user name and password, type in your
domain credentials, that is the username and password you use to
login to Microsoft Windows.
Screenshot 103 - GFI MailArchiver loading
3. When GFI MailArchiver finishes the load process, it displays the
navigation panel on the left hand side and the content panel on the
right hand side.
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Screenshot 104 - GFI MailArchiver conversations
Browsing the email archive stores
To browse through your emails, you need to load the GFI MailArchiver
web interface as shown in the ‘Introduction’ section earlier in this
chapter and then click on the Browse node in the navigation panel to
display the Browse Conversations page. The Browse
Conversations page displays your archived emails grouped by
conversation. GFI MailArchiver displays the most recently updated
conversations on top.
NOTE 1: By default, GFI MailArchiver displays the conversations
stored in the currently active archive store. If the administrator created
multiple archive stores, the Browse Conversations page will list them
in the List conversations in archive list. If you want to browse the
conversations in a different archive store, select the archive store from
the List conversations in archive list.
NOTE 2: GFI MailArchiver groups emails under a particular
conversation by using the Microsoft Exchange thread-index field.
Microsoft Outlook and Microsoft Exchange OWA both generate the
thread-index field, thus GFI MailArchiver groups the emails you
generate from these clients under the correct conversation group.
Emails you generate from other email clients do not contain the
thread-index field and thus GFI MailArchiver will not manage to group
these emails under one conversation even if they have the same
subject. In such cases, GFI MailArchiver will create a new
conversation group for each email, with the email subject as the
conversation title.
Expanding a conversation thread
In the Browse Conversations page, the conversations are listed
underneath the following columns: Conversation Subject, Emails,
Last Email. The Emails column displays the number of emails
forming part of that particular conversation. The Last Email column
displays the time when GFI MailArchiver last updated the conversation
with a new archived email. To view the emails forming part of a
particular conversation, click anywhere on the conversation row.
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NOTE: To collapse a conversation and hide the list of emails forming
part of the conversation, click anywhere on the conversation row once
again.
Screenshot 105 - Expanded conversations
Viewing an email
To view an email, follow these steps:
1. Click on the conversation row to expand the conversation and view
the emails forming part of the conversation.
2. Click on the email you want to view from the list of emails forming
part of the conversation. GFI MailArchiver will display the email you
selected.
NOTE: To make email-browsing safe, GFI MailArchiver cleans the
email body from any malicious scripts before it displays the
information. However, note that GFI MailArchiver stores the unaltered
email body content in the archive store. Therefore, if you save an
email to disk and then open it with another email client, it might
contain malicious scripts.
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Screenshot 106 - Viewing an email in GFI MailArchiver
Viewing email internet headers
If GFI MailArchiver archived the email you are viewing from a
Microsoft Exchange Server journaling mailbox, and the administrator
enabled Envelope Journaling, you can view the internet headers of the
email.
NOTE: You can find further information on how to setup Envelope
Journaling in the ‘Enabling Envelope Journaling’ section of the
‘Installing GFI MailArchiver’ chapter.
To view the internet headers of the email, click the View Email
Header button.
GFI MailArchiver will display the email header information in a panel.
To close the panel, either click View Email Header once again or else
click the panel close
button.
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Screenshot 107 – Viewing email headers
Viewing the whole conversation
To view the whole conversation in the mail view window, click on
the View Conversation Thread button.
GFI MailArchiver will list all the emails forming part of the conversation
in a panel. If you want to view another email from the conversation,
click on it.
To close the panel, either click View Conversation Thread once
again or else click the panel close
button.
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Screenshot 108 - Viewing the whole conversation
Labeling the email
In GFI MailArchiver, you can easily categorize your emails by labeling
them. Labels are useful when you want to limit your search to specific
email types, for example, search through the emails you labeled
important.
To add / remove labels from an email, click on the Edit Email
Labels button.
GFI MailArchiver will display the required controls so that you can
create new labels, add labels and remove labels from the email. The
Available Labels list shows the labels you have already created and
that you can associate with this email.
To create a new label and assign it to the current email, type it in the
Available Labels box and click Label Email. To assign an existent
label to the email, select it from the Available Labels list and then
click Label Email. When you assign a label, GFI MailArchiver will list
the label under the Assigned Labels list.
To remove an assigned label from the current email, select it from the
Assigned Labels list and then click Remove Label. When you
remove a label from an email, GFI MailArchiver will list the label under
the Available Labels list.
To close the panel, either click Edit Email Labels once again or else
click the panel close
button.
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Screenshot 109 - Adding / removing labels from an email
GFI MailArchiver displays the labels assigned to an email in the
Labels field. GFI MailArchiver displays labels you assign to an email
in black. GFI MailArchiver displays labels assigned at the organization
level through categorization policies in red. You cannot remove
categorization policies labels from an email.
Screenshot 110 - Email with personal label and categorization policy label
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Restoring emails through the OneClick Restore feature
If you want to restore an archived email to a specific mailbox or
want to forward a copy of the email to a specific email address, click
on the Restore Email to a Mailbox button.
GFI MailArchiver will display the Restore Email panel. In the Send
this email to the following email address box, type the email
address where you want to send a copy of the current email. Click
Restore Email.
Screenshot 111 - Restoring an email through OneClick restore
NOTE: The OneClick Restore feature works by sending a copy of the
email you are viewing to the address you specified, through the SMTP
server configured in the General Settings page. For further
information, read the ‘Configuring General settings’ section of the
‘Configuring GFI MailArchiver’ chapter.
To close the panel, either click Restore Email to a Mailbox once
again or else click the panel close
button.
Saving an email to disk
If you want to save the whole email to disk, including any
attachments, click on the Download Email button. The browser will
display the File Download dialog box. Click Save and from the Save
As dialog choose the location where you want to save the email. Click
Save.
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Screenshot 112 - Saving an email to disk
NOTE: GFI MailArchiver saves the emails in MIME format. You can
open the email in any text editor, or if you saved it with an .eml
extension, you can open the saved email in Outlook Express.
When the email download completes, the browser displays a
Download complete dialog box. Click Close.
Printing an email
If you want to print the email, click on the View Print Version of
Email button. GFI MailArchiver displays the printer friendly version of
the email in a new browser window.
Screenshot 113 - Printer friendly email
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Use the print functionality of your browser to print the email.
Downloading attachments
If the email you are viewing contains attachments, GFI MailArchiver
displays the attachments next to the Attachments field. To view /
download an attachment, follow these steps:
1. Click on the attachment filename.
2. The browser will display the File Download dialog box. Click Open
if you want to open the attachment immediately in the associated
application, or else click Save if you want to save the attachment to
disk.
NOTE: Be careful when opening attachments from emails, since they
can contain Viruses or Trojans. Before opening an attachment, we
recommend that you always save the attachment to disk and scan it
with a virus checker.
Screenshot 114 - Saving an email attachment
Refreshing the conversation list
To provide better performance, GFI MailArchiver caches the
conversations displayed in the Browse Conversations page. A
consequence of this caching is that GFI MailArchiver might not
immediately display new archived emails.
To include the latest archived emails in the Browse Conversations
button near the top right corner.
page, click the
Browsing through the conversation pages
By default, GFI MailArchiver displays up to 25 conversations per page.
If there are more conversations, GFI MailArchiver spreads them out
on separate pages. To navigate through the conversation pages, click
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on the page links provided in the navigation bar as shown in the
screenshot below.
Screenshot 115 - Conversations spread out over various pages
If you want jump to a particular page directly, type the page number in
the View page box and click Go.
Login as a different user
If you want to login in with a different user account, follow these steps:
1. Click Log Off in the navigation panel.
2. GFI MailArchiver will display a note in the browser to instruct you to
close the browser to complete the log off process. In this page, click
Login as a different user.
Screenshot 116 - Login as a different user
3. The browser displays the authentication dialog box. Type in the
user name and password of the user account you want to log on with,
in the User name box and Password box respectively.
4. Click OK. GFI MailArchiver will log on and display the conversations
for the user you specified.
Browsing emails with an account that has access to other accounts
This section will show you how to use the specific features available to
a user account that has access to other user accounts. To learn how
to use all the other browsing features, you should read the ‘Browsing
the email archive stores’ section earlier in this chapter.
NOTE: For further information on how to setup group managers and
user access control, read the ‘Configuring access control’ section of
the ‘Configuring GFI MailArchiver’ chapter.
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Selecting a user account to browse
When you log on with a user account that has access to other user
accounts, the Browse Conversations page displays the List
conversations for list.
Screenshot 117 - Logged in with a group manager account
To browse through the emails of a particular account, click on the List
conversations for list and select the account name you want.
Screenshot 118 - Selecting the account to browse
GFI MailArchiver will display the emails owned by the account name
you selected from the List conversations for list.
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Screenshot 119 - Browsing through the emails of the account you selected
NOTE: If you want to browse through the emails of all the accounts in
the group, including your own account, all at the same time, click the
List conversations for list and select All subordinates.
Viewing the complete list of accounts you can access
To view a complete list of the accounts you can browse and search
through, click the Account List node from the navigation pane. The
list includes the following columns: User Name, Account, Primary
address and Emails (a count of the emails archived for that account).
Screenshot 120 - List of all the accounts you can access
To refresh the list with the latest archived emails count, click the
button in the top right corner.
Searching the email archive stores
To search through your emails, you need to load the GFI MailArchiver
web interface as shown in the ‘Introduction’ section earlier in this
chapter and then click on the Search node in the navigation panel to
display the Search page.
By default, GFI MailArchiver displays the simple search interface as
shown in the screenshot below. To perform a search from this page,
all you need to do is type the search query in the Search for box,
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select a date range from the Search through emails from list and
click Search.
NOTE 1: In the Search for box you can make use of wildcard
characters such as ? and *. A question mark matches any single
character, whilst an asterisk matches any string of characters. For
example, if you want to search for emails containing the word ‘Swiss’,
you can type ‘sw??s’ or ‘sw*s’ in the Search for box.
NOTE 2: When you perform a simple search, GFI MailArchiver looks
for matching emails in all the archive stores available. With the
advanced search feature, outlined in the ‘Searching with the advanced
search’ section below, you can select the archive stores you want GFI
MailArchiver to search into for emails.
NOTE 3: When you perform a simple search, GFI MailArchiver will
look for the search query specified in all the email fields available,
including any attachments. With the advanced search feature, outlined
in the ‘Searching with the advanced search’ section below, you can
select the fields to include in the search.
Screenshot 121 - Simple search
GFI MailArchiver will list the emails that match the search query you
specify below the Search area. GFI MailArchiver displays up to 25
emails per page. If more than 25 emails matched the search query,
GFI MailArchiver will spread the emails out on separate pages.
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Screenshot 122 - Search results after performing a simple search
To navigate through the search results pages, click on the page links
provided.
NOTE: If you want to change the amount of emails listed per page,
click the Options node, and from the Options page select the number
of emails you want to list per page from the Search results per page
list and then click Save Settings.
Screenshot 123 - Selecting the number of emails to list in each search page
NOTE: If you logged in with a user account that has access to other
user accounts, the simple search will by default search through your
emails only. If you want to search through all the emails you have
access to, clear the Search through my emails only check box.
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Searching with the advanced search
To access the advanced search feature, click on the View Advanced
Search Options link in the Search page.
NOTE: To switch back to the simple search mode, click on the View
Simple Search Options link.
Screenshot 124 - Advanced search
With the GFI MailArchiver advanced search feature, you can be more
specific in your search query, since you can specify search queries for
specific fields such as subject, recipient and size. You can also limit
your search to emails labeled with a specific label.
In the advanced search feature, you can also select the archive stores
you want GFI MailArchiver to search into for emails. GFI MailArchiver
lists the available archive stores in the Search in the following
archive(s) list. If you want to search through multiple archive stores,
click the archive store names you want to include in the search while
holding the CTRL key pressed.
NOTE: If you logged in with a user account that has access to other
user accounts, the advanced search will by default search through
your emails only. If you want to search through all the emails you have
access to, select All Subordinates from the Search through the
emails of list. To search through the emails of a specific user account
you have access to, select the user account you want from the
Search through the emails of list.
The GFI MailArchiver advanced search supports search queries on
any of the following fields:
•
Size (KB)
•
Message ID
•
Recipient
•
Sender
•
Sent Date
•
Received Date
•
Subject
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• Whole email
NOTE: You can specify wildcard characters such as ? and * when
specifying search terms for any of the following fields:
Message ID, Recipient, Sender, Subject, Whole Email.
A question mark matches any single character, whilst an asterisk
matches any string of characters. For example, if you want to search
for emails containing the word ‘Swiss’, you can specify a search query
of ‘sw??s’ or ‘sw*s’ for the Whole Email field.
Search for emails labeled with a specific label
If you want to search for emails that the categorization policies or you
labeled with a specific label, follow these steps:
1. Select the Search for emails labeled check box.
2. From the list below the check box, select the label you want.
Screenshot 125 - Searching for emails with a specific label
NOTE: GFI MailArchiver displays personal labels in black and
categorization policy labels in red.
3. Clear the Search for emails matching the following conditions
check box.
NOTE: If you want to search for specific criteria within the emails
labeled with a specific label, select the Search for emails matching
the following conditions check box and specify the search terms
you require as outlined in the sections that follow.
4. Click Search.
Search by specifying the email size
If you want to search for emails of a particular size, follow these steps:
1. Select the Search for emails matching the following conditions
check box.
2. Select Size (KB) from the fields list.
3. From the condition list select whether you want to find emails with
an overall size that is greater than (IS GREATER THAN), smaller than
(IS SMALLER THAN) or equal to (IS EXACTLY) the file size you
specify in the next step.
4. Type a file size value in the box to the right of the conditions list.
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Screenshot 126 - Email size field
5. Click Search.
Search by specifying the Message ID field
Each email contains a Message ID field in the headers. The Message
ID field contains a unique ID generated by the mail server that
uniquely identifies an email, for example:
[email protected]
To search for emails using the Message ID field, follow these steps:
1. Select the Search for emails matching the following conditions
check box.
2. Select Message ID from the fields list.
3. Type the message ID you want to search for in the box to the right
of the fields list.
Screenshot 127 - Message ID field
4. Click Search.
Search by specifying the Recipient or Sender
If you want to search for emails with a particular sender or recipient,
follow these steps:
1. Select the Search for emails matching the following conditions
check box.
2. Select Sender or Recipient from the fields list to search for a
sender or recipient respectively.
3. Type the email address or Active Directory (AD) display name of
the account you want to search for in the box to the right of the fields
list.
Screenshot 128 - Sender field
4. Click Search.
Search by specifying the Sent or Received date
If you want to search for emails that were sent or received on
particular dates, follow these steps:
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1. Select the Search for emails matching the following conditions
check box.
2. Select Sent Date or Received Date from the fields list to search for
emails sent or received on a particular date respectively.
3. From the condition list select whether you want to find emails
whose sent or received date is before (IS BEFORE), after (IS AFTER)
or on (IS EXACTLY) the date you specify in the next step.
4. Click the
button to display the calendar from where you can
choose a date visually. If you want to alter the date selected, either
button once again, or else alter the date directly from the
click the
box.
Screenshot 129 - Calendar control
5. Click the Search button.
Screenshot 130 - Sent date field
Search by specifying the Subject
If you want to search for emails having a particular subject, follow
these steps:
1. Select the Search for emails matching the following conditions
check box.
2. Select Subject from the fields list.
3. Type the search query in the box to the right of the fields list.
Screenshot 131 - Subject field
4. Click Search.
Search throughout the whole email
If you want to search for emails that have some specific content
anywhere in the email, follow these steps:
1. Select the Search for emails matching the following conditions
check box.
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2. Select Whole Email from the fields list.
3. Type the search query in the box to the right of the fields list.
Screenshot 132 - Searching the whole email
4. Click Search.
Searching using multiple search terms
If you have specified a search condition and you want to add more
search conditions, follow these steps:
1. Click Add Condition to add a new condition entry beneath the last
condition.
NOTE: The conditions are logically ANDed together. This means that
an email must satisfy all conditions for GFI MailArchiver to list it in the
search results. For example, if you specify the following conditions,
GFI MailArchiver search will only list the emails sent from
[email protected] to [email protected].
Sender is [email protected]
AND
Recipient is [email protected]
Screenshot 133 - Adding a condition
2. To setup this search condition, refer to the ‘Searching with the
advanced search’ section earlier in this chapter.
3. To add more conditions repeat steps 1 and 2.
4. When you are ready to perform the search, click Search.
Removing search conditions
To remove a particular search condition, click the
of the condition you want to remove.
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If you added multiple search conditions and want to remove all the
conditions specified at once, click the Remove All Conditions button.
Viewing emails returned by a search
To view a particular email from the search results returned just click
on it. For further information on what functionality is available when
viewing an email, read from the ‘Viewing an email’ section to the
‘Downloading attachments’ section of this chapter. To view another
email, close the email view window by clicking on the
button and
then click on another email from the search results list.
Sorting the search results
By default, GFI MailArchiver sorts the search results by relevance,
with the most relevant emails listed on top. To sort the search results
on a different field, select a sorting field from the Sort results by list
and then select a sort order from the list to the right.
You can sort the search results on one of the following fields,
Relevance, Sent Date, Subject, Sender, Recipient and Size.
Screenshot 134 - Sorting the search results
Creating and using search folders
What is a search folder?
A search folder is a special kind of folder whose content changes
dynamically as the search query you based the search folder on finds
new matching items.
In GFI MailArchiver, you create a search folder based on a search
query you define in the Search page. When you access the search
folder, GFI MailArchiver will list all the matching archived emails in it.
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NOTE: The emails listed in a search folder are not stored in the
search folder. The search folder stores the search query only.
Therefore, you can create, modify and delete search folders without
losing any archived emails.
By default, GFI MailArchiver creates three search folders under the
Search Folders node. These are:
Emails in last 7 days: This search folder lists the emails that you sent
or received in the last seven days.
Emails in last 30 days: This search folder lists the emails that you
sent or received in the last thirty days.
Large email: This search folder lists all the emails whose overall size
is greater than 1MB.
Creating a search folder
If you want to create a search folder, follow these steps:
1. Click on the Search node in the navigation pane to display the
Search page.
2. Use the simple or advanced search interface to create the search
query you want to base the search folder on. Refer to the ‘Searching
the email archive stores’ and ‘Searching with the advanced search’
sections earlier in this chapter for more information on how to search.
3. Click Search to view the emails that match the search query you
specified. If the emails returned do not match exactly the emails you
were looking for, refine the search query.
4. Click Save as new Search Folder.
5. In the Enter the new Search Folder’s name box, type a
descriptive name for the new search folder.
Screenshot 135 - Creating a search folder
6. Click Save.
GFI MailArchiver will create and add the new search folder under the
Search Folders node.
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Viewing the search folder contents
To view the contents of the search folder, follow these steps:
1. Expand the Search Folders node.
2. Click on the search folder you want to view.
GFI MailArchiver will load the search folder selected in the content
panel on the right hand side.
Screenshot 136 - Viewing a search folder
Modifying the search folder query
If you want to refine or alter the search query of a search folder, follow
these steps:
1. Click on the Search Folders node.
2. In the Search Folders page, click on the
the search folder you want to modify.
button to the right of
Screenshot 137 - Edit search folder query
3. Modify the search query. Click Search to view the emails that
match the search query you specified. If the emails returned do not
match exactly the emails you were looking for, refine the search query
further.
4. Click Save.
NOTE: If you want to create a new search folder, based on the
modified search query, click Save as new Search Folder. Specify a
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descriptive name for the new search folder and click Save next to the
name box.
Deleting a search folder
NOTE: The emails listed in a search folder are not stored in the
search folder. The search folder stores the search query only.
Therefore, you can delete search folders without losing any archived
emails.
1. Click on the Search Folders node.
Screenshot 138 - Search folders list
2. In the Search Folders page, click on the
the search folder you want to delete.
button to the right of
Selecting the localization language
By default, GFI MailArchiver loads the web interface in the English
language. To view the GFI MailArchiver web interface in another
language, follow these steps:
1. Click on the Options node in the navigation pane to display the
Options page.
2. In the Options page, select the language you want from the
Display GFI MailArchiver in the following language list.
3. Click Save Settings. GFI MailArchiver will reload the web interface
in the language you selected.
NOTE: GFI MailArchiver will always load the configuration in the
English language, irrespective of the preferred language you
configure.
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Screenshot 139 – Selecting a language for the GFI MailArchiver web interface
GFI MailArchiver stores your language preference in a cookie on the
machine from where you accessed the GFI MailArchiver web
interface. GFI MailArchiver will load the web interface in your preferred
language the next time you access it.
NOTE 1: The preferred language you select affects the GFI
MailArchiver web interface text only. GFI MailArchiver will display any
other text, such as email addresses and email content in the original
language.
NOTE 2: The language you selected only affects the GFI MailArchiver
web interface text. Globalization settings such as dates are still
displayed according to the settings configured in Microsoft Internet
Explorer. For example, if the language options of Microsoft Internet
Explorer are set to English, but you selected Spanish as the preferred
language in GFI MailArchiver, you still would see the dates formatted
in English, with month names written in the English language instead
of Spanish. To correct this behavior you need to change the language
settings of Microsoft Internet Explorer.
To change the language settings of Microsoft Internet Explorer, follow
these steps:
1. Select Tools > Internet Options… from the Microsoft Internet
Explorer menu bar.
2. From the General tab of the Internet Options dialog box, click
Languages… near the bottom of the dialog box to display the
Language Preference dialog box.
3. Click Add… to add the desired language.
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Screenshot 140 - Microsoft Internet Explorer Language Preference
4. You now need to move your preferred language to the top of the
list. To do this, select your preferred language from the list and click
Move Up until you position the language you want at the start of the
list.
5. Click OK twice to close the Language Preference dialog box and
Internet Options dialog box.
Logging off from GFI MailArchiver
When you finish browsing and searching through your email, we
suggest that you log off from the GFI MailArchiver web interface. To
log off, follow these steps:
1. Click Log off in the top right corner of the navigation panel.
2. GFI MailArchiver will display a note in the browser window as
shown in the screenshot below.
Screenshot 141 - Logging off from the GFI MailArchiver web interface
3. Close the browser to complete the log off process.
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Accessing GFI MailArchiver from Microsoft Outlook
If you want to browse and search your archived emails from Microsoft
Outlook, follow these steps:
1. Load Microsoft Outlook.
2. Right-click on the Personal Folders node, in the Folder List (left
pane), and then click on New Folder to display the Create New
Folder dialog box.
Screenshot 142 - Creating a new folder
3. In the Name box, type a descriptive name for the new folder, for
example, Email Archive. Do not change any other settings.
Screenshot 143 - Specify a name for the new folder
4. Click OK to close the dialog box.
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Screenshot 144 - Modify the new folder properties
5. Microsoft Outlook will display the newly created folder as a subfolder of the Personal Folders node. You now need to modify the
properties of the newly created folder. To do so, right-click on the new
folder and then click Properties to display the <Folder Name>
Properties dialog box.
Screenshot 145 - New folder properties dialog
6. Clear the Automatically generate Microsoft Exchange views
check box.
7. Click the Home Page tab.
8. In the Address box, type the following:
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http://<GFI MailArchiver Server Name>/<GFI MailArchiver
virtual folder name>
For example, http://win2k3entsvr.master-domain.com/MailArchiver
9. Select the Show home page by default for this folder check box.
Screenshot 146 - Specify the GFI MailArchiver address
10. Click OK to close the dialog box.
11. To view your archived emails through the GFI MailArchiver webbased interface, click on the new folder you created in the previous
steps, for example, Email Archive.
Screenshot 147 - Entering credentials to authenticate with GFI MailArchiver
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12. When prompted for a user name and password, type in your
domain credentials, that is the username and password you use to
login to Microsoft Windows.
13. GFI MailArchiver will display your archived emails.
Screenshot 148 – Viewing archived emails from Microsoft Outlook
Resizing and hiding the navigation panel
The GFI MailArchiver interface is split in two parts, a navigation panel
on the left hand side and a content panel on the right hand side.
Screenshot 149 – Navigation panel visible
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If you want to hide the navigation panel to have more screen space for
button in the top left
the content panel of GFI MailArchiver, click the
corner of the navigation panel. GFI MailArchiver will then look as in
the screenshot below.
Screenshot 150 - Navigation panel hidden
To display the navigation panel again, click the
button in the top left
corner.
If you want to resize the width of the navigation panel without hiding it
completely, follow these steps:
1. Move the mouse pointer anywhere on top of the split line between
the navigation and content panel.
2. When the mouse pointer becomes a
, drag the mouse pointer to
the left or right to move the split line.
3. When the split line is at the position you want, release the mouse
button.
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Importing Emails
Introduction
This chapter will show you how to archive the emails that the mail
server processed prior to the installation of GFI MailArchiver.
GFI MailArchiver can import old emails via the GFI MailArchiver
Import Service. This service processes emails copied to the Import
Service pickup folder, and archives them into the archive stores you
configure. Different wizards, outlined further on in this chapter, help
you to export emails from the following message stores:
•
Microsoft Outlook PST files
•
Microsoft Exchange mailboxes and public folders
•
GFI MailArchiver 2 email archive databases
• GFI MailEssentials email archive databases
Therefore, to use the import feature of GFI MailArchiver, you first need
to specify in which archive stores you want to store the imported
emails. This procedure is outlined in the ‘Configuring the GFI
MailArchiver Import Service’ section below.
Configuring the GFI MailArchiver Import Service
As a first step, you need to configure the archive store in which you
want to store the imported emails. We suggest that you create a
dedicated archive store for imported emails only. Depending on the
amount of emails you plan to import, creating multiple archive stores,
to dedicate an archive store for each import period, would be a good
idea. For further information on how to add and configure an archive
store in GFI MailArchiver, read the ‘Configuring the archive stores’
section in the ‘Configuring GFI MailArchiver’ chapter.
After you create the archive stores that will be used to store imported
emails, follow the steps below to configure the GFI MailArchiver
Import Service.
1. Click on the Start menu and from the GFI MailArchiver program
group, expand the Import Tools sub-group and select GFI
MailArchiver Import Service Configuration, to load the GFI
MailArchiver Import Service Configuration.
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Screenshot 151 - The GFI MailArchiver Import Service Configuration
2. Click Change Settings.
Screenshot 152 - Adding a new archive store
3. Click Add Store to display the Add new store dialog box.
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Screenshot 153 - Selecting the archive store and configuring the date range
4. Under Store Properties, select one of the archive stores you
created to store imported emails, from the Name list.
5. Under Archiving date range, specify the date range for this
archive store by using the From and To calendars. The GFI
MailArchiver Import Service will only import emails in this database
that fall in the date range you specify here. Note that you cannot
specify a date range that overlaps with the date range of other
configured archive stores.
NOTE: Ideally, you should configure multiple archive stores to cover
the date ranges of all the emails you plan on importing.
6. Click OK.
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Screenshot 154 - Archive stores added in the configuration
NOTE: If the date range you selected overlaps with the date range of
another configured archive store, the configuration will prompt you
with the dialog box shown below.
Screenshot 155 - Dates specified for archive store overlap with another archive store
7. To configure another database repeat steps 3 to 6.
8. The configuration will display the archive stores in the list. Under
the Activity column, the GFI MailArchiver Import Service displays the
current archive store activity. To save and apply the new settings, click
Apply Settings.
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Screenshot 156 – GFI MailArchiver Import Service configuration saved
Changing the date range associated with an archive store
To change the date range that is associated with an archive store,
follow these steps:
1. Load the GFI MailArchiver Import Service Configuration.
2. Click Change Settings.
3. Select the archive store you want to modify from the list and click
Configure Store.
4. In the Edit Store dialog box, modify the date range covered by the
archive store from the From and To calendars under Archiving date
range.
5. Click OK.
6. To save and apply the new settings, click Apply Settings.
Removing an archive store from the configuration
To remove an archive store from the GFI MailArchiver Import Service
configuration, follow these steps:
1. Load the GFI MailArchiver Import Service Configuration.
2. Click Change Settings.
3. Select the archive store you want to remove from the list and click
Remove Store.
4. Click Yes.
NOTE: The archive store is removed from the configuration only. The
actual data stored in the database and on disk is not deleted.
5. To save and apply the new settings, click Apply Settings.
Sharing the pickup folder
The GFI MailArchiver Import Service imports any emails copied in the
pickup folder. The import service pickup folder is located in the
following path:
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<GFI MailArchiver Installation Path>\MAIS\Pickup
If you want to run the email export wizards on remote machines, and
want the exported emails to be automatically imported into a GFI
MailArchiver archive store, you need to export the emails directly to
the import service pickup folder.
To do this from remote machines, you need to share the import
service pickup folder with read/write permissions. In this way, you can
for example, execute the GFI PST-Exchange Email Export Wizard on
a remote machine, and save the exported emails directly to the shared
pickup folder. The GFI MailArchiver Import Service will then process
the saved exported emails and archive them into one of the archive
stores configured.
NOTE 1: If an email in the pickup folder has a date that does not fit
the date range of any of the archive stores configured, the import
service will move the email to the ‘Unclassified’ folder. The
‘Unclassified’ sub-folder is located in the following path:
<GFI MailArchiver Installation Path>\MAIS\Unclassified
For each email, the GFI MailArchiver Import Service will create four
files in the ‘Unclassified’ folder, for example:
200503mchnname_112132568200036_[20061123173817].body
200503mchnname_112132568200036_[20061123173817].emc
200503mchnname_112132568200036_[20061123173817].eml
200503mchnname_112132568200036_[20061123173817].envelope
The first part of the file name in the ‘Unclassified’ folder begins with
the year and month in which the email was sent.
If you want to import the emails in the ‘Unclassified’ folder, add an
archive store with a date range that includes the dates of the emails in
the ‘Unclassified’ folder and click Apply Settings. From the services
management console, stop the GFI MailArchiver Import Service. Then
move the emails you want to import, ensuring that for each email you
copy all four files, to the Queue sub-folder located in the following
path: <GFI MailArchiver Installation Path>\MAIS\Queue. Finally, start
the GFI MailArchiver Import Service from the services management
console. On the other hand, if you are sure that you do not want to
import certain emails in the ‘Unclassified’ folder, since they are too old,
delete the files.
NOTE 2: If the GFI MailArchiver Import Service moves 500 or more
emails to the ‘Unclassified’ folder, the import process will suspend
itself until you either delete the emails or move them to the Queue
folder for reprocessing as outlined in the note above.
Using the GFI MailArchiver 2 Email Export wizard
The GFI MailArchiver 4 database schema is different from the one GFI
MailArchiver 2 uses. For this reason, GFI MailArchiver 4 cannot use
GFI MailArchiver 2 databases directly.
If you want GFI MailArchiver 4 to display the data stored in a GFI
MailArchiver 2 database, you first need to export the data from the
GFI MailArchiver 2 database by using the GFI MailArchiver 2 Email
Export wizard. The GFI MailArchiver Import Service will then import
the exported emails into a new GFI MailArchiver 4 archive store.
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NOTE 1: Please note that the GFI MailArchiver 2 Email Export
wizard can only export emails from a Microsoft SQL Server
database.
NOTE 2: The GFI MailArchiver 2 Email Export wizard does not modify
the old GFI MailArchiver 2 database.
To export the emails from a GFI MailArchiver 2 Microsoft SQL Server
database, follow these steps:
1. Click on the Start menu and from the GFI MailArchiver program
group, expand the Import Tools sub-group and select GFI
MailArchiver 2 Email Export, to load the GFI MailArchiver 2 Email
Export wizard.
Screenshot 157 - GFI MailArchiver 2 Email Export wizard
2. Click Next to continue.
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Screenshot 158 - Specify SQL Server and authentication method to use
3. Select the Microsoft SQL Server where the GFI MailArchiver 2
database you want to export emails from is stored, from the Server
name/IP address list. You can also type the machine name or IP
address of a Microsoft SQL Server machine that the export wizard did
not list automatically.
4. Under Authenticate through, select the authentication method you
want to use to connect to the Microsoft SQL Server. You can select
either Windows Authentication or Microsoft SQL Server
Authentication. If you select Microsoft SQL Server authentication,
you must specify a username and password in the Login ID box and
Password box respectively.
5. Click Next to continue.
Screenshot 159 - Select the GFI MailArchiver 2 database from where you want to export emails
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6. From the GFI MailArchiver 2 database list, select from which
database you want the wizard to export emails. Click Next to continue.
Screenshot 160 - Select a destination for the exported emails
7. Select the location where you want the GFI MailArchiver 2 Email
Export wizard to save the exported emails. If you want the GFI
MailArchiver Import Service to import the exported emails into a GFI
MailArchiver 4 archive store, you need to select the location of the GFI
MailArchiver Import Service pickup folder. Click Next to start the
export process.
Screenshot 161 - Email export process progress
8. The GFI MailArchiver 2 Email Export wizard keeps you informed of
the export progress by means of a progress bar.
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NOTE: The export process can take several hours to complete
depending on the amount of emails stored in the GFI MailArchiver 2
database.
9. When the export process completes, click Finish to close the GFI
MailArchiver 2 Email Export wizard.
Using the GFI PST-Exchange Email Export wizard
NOTE: If you want to use the GFI PST-Exchange Email Export wizard
on another machine, manually copy the <GFI MailArchiver Installation
Path>\ eewiz sub-folder, to the machine where you want to run it.
To use the GFI PST-Exchange Email Export wizard, click on the Start
menu and from the GFI MailArchiver program group, expand the
Import Tools sub-group and select GFI PST-Exchange Email
Export, to load the GFI PST-Exchange Email Export wizard.
In the welcome page, click Next to continue and choose from which
source you want to extract emails.
The GFI PST-Exchange Email Export wizard can extract emails from
the following sources:
•
Microsoft Exchange mailboxes
•
Microsoft Exchange public folders
•
Microsoft Outlook personal folders (.pst) files
Screenshot 162 - GFI PST-Exchange Email Export wizard welcome page
Microsoft Exchange Source
To extract emails from Microsoft Exchange, click on Microsoft
Exchange Server, as shown in the screenshot below.
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Screenshot 163 - Microsoft Exchange mailbox source
The Microsoft Exchange Server option is available in any one of the
following scenarios:
•
You are running the wizard on a machine with Microsoft
Exchange Server installed.
•
You are running the wizard on a machine that does not have
Microsoft Exchange Server installed on it, but the OLE DB
Internet Publishing Provider (IPP) is available, so you can
connect to remote Microsoft Exchange Servers.
NOTE: The OLE DB Internet Publishing Provider is a Microsoft
provider used to access documents stored on HTTP servers,
by using the Web Distributed Authoring and Versioning
(WebDAV) protocol. The GFI PST-Exchange Email Export
wizard uses the WebDAV provider to access remote Microsoft
Exchange Servers. The OLE DB Internet Publishing Provider
is installed by default only on Windows 2000 all versions.
For further information on how to install this provider on a
Windows 2003 machine, visit the following GFI Knowledge
Base article: http://kbase.gfi.com/showarticle.asp?id=KBID002089
The screenshot shown above can look slightly different, depending on
what options are available. For example, if you execute the GFI PSTExchange Email Export wizard on a machine with Microsoft Exchange
Server installed, the source selection page would look like the
screenshot below.
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Screenshot 164 – Microsoft Exchange installed on local machine
When you execute the GFI PST-Exchange Email Export wizard on a
Microsoft Exchange machine, the wizard disables the Exchange
Server, User name, and Password boxes, as shown in the
screenshot above. The fields are not required since the wizard will
connect to the local Exchange server and will authenticate using the
credentials of the Windows account with which you logged in.
NOTE: The Windows account must have Microsoft Exchange
‘Receive as’ and ‘Send as’ permissions on the mailboxes you want to
extract email from. By default, even the Full Exchange administrator
account does not have these permissions granted.
If you run the GFI PST-Exchange Email Export wizard on a machine,
which does not have Microsoft Exchange installed on it, you need to
specify the connection settings in the Exchange Server, User name,
and Password boxes.
If the Microsoft Exchange server you are connecting to requires an
SSL connection, select the SSL Connection check box.
NOTE: If you need to specify a non-default port number or you have
multiple virtual folders, you can alter the connection string manually in
the box on top of the Mailboxes list.
Screenshot 165 - Exchange connection string customization
To add the mailboxes from which you want to extract emails, click
Add mailbox. In the Active Directory object-picker dialog box, enter a
username and click OK.
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Screenshot 166 - Adding a mailbox
The GFI PST-Exchange Email Export wizard will check if the
username and password specified have read/write access to the
mailbox of the user account specified.
If not you will be prompted with a dialog box as shown below.
Screenshot 167 - Username and password specified have no access to mailbox
NOTE: If you execute the GFI PST-Exchange Email Export wizard on
the Microsoft Exchange machine directly, the read/write access test
will use the current logged on user credentials.
If the username and password specified have access, the wizard will
add the mailbox to the list as shown below.
Screenshot 168 - Multiple mailboxes selected
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You can add more than one mailbox to the Mailboxes list. This
feature makes it possible to extract emails from multiple mailboxes in
one go. To remove a mailbox from the list, select it and click Remove
mailbox.
If all the mailboxes you want to extract email from are in the list, click
Next to continue.
Microsoft Exchange Public Folders
To extract emails from Microsoft Exchange Server public folders,
select the Extract from Public Folders check box. If Microsoft
Exchange OWA requires an SSL connection, select the SSL
Connection check box.
If the GFI PST-Exchange Email Export wizard is running on the
Microsoft Exchange server machine, you do not need to specify
anything else, just click Next to continue.
Screenshot 169 - Connect to local public folders
If you are executing the GFI PST-Exchange Email Export wizard on a
machine without Microsoft Exchange, and wish to connect to the
public folders of a remote Microsoft Exchange machine, you need to
specify the following details. IP or machine name of the remote
Exchange server you want to connect to, a username and a
password, as shown below.
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Screenshot 170 - Connect to remote public folders
NOTE: To extract emails from public folders, the user used to connect
to the public folders should have ‘owner’ role privileges on the folders
from which you want to extract emails. You can review or change the
client access permissions for a particular folder by using the Exchange
System Manager.
If you need to specify custom connection string settings, for example,
a non-default port number, you can alter the connection string
manually in the box on top of the Mailboxes list.
Screenshot 171 - Connecting to non-default port number
Microsoft Outlook Personal Folders (.pst) Source
To extract emails from Microsoft Outlook personal folders (.pst) files,
click Microsoft Outlook PST Files, as shown in the screenshot
below.
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Screenshot 172 - Microsoft Outlook personal folders (PST) files
If you execute the GFI PST-Exchange Email Export wizard on a
machine with Microsoft Outlook installed, the Microsoft Outlook PST
Files option will be available.
NOTE 1: When extracting emails from a Microsoft Outlook personal
folders (.pst) file, make sure you select PST files that do not form part
of the default Outlook profile on the machine where you are running
the wizard.
NOTE 2: When the GFI PST-Exchange Email Export wizard
extracts an email from a PST file it deletes it from the PST file.
Therefore, it is important to make a backup copy of the PST file
before using it with the GFI PST-Exchange Email Export wizard.
To add a PST file click Add PST file. From the Select a Microsoft
Outlook PST dialog box, locate the PST file you want to extract
emails from, and click Open, as shown in the following screenshot.
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Screenshot 173 - Select the Microsoft Outlook (PST) file
The GFI PST-Exchange Email Export wizard will add the PST file you
selected to the list as shown in the screenshot below.
You can add more than one PST file to the list. This feature makes it
possible to extract emails from multiple personal folders in one go. To
remove a PST file from the list, select it and then click Remove PST
File.
Once you have selected all the PST files you want to extract email
from, click Next to enumerate the folders contained in the PST files.
Screenshot 174 - Microsoft Outlook (PST) file selected
Selecting the folders to extract email from
The folder selection page can take a couple of minutes to enumerate
the folders forming part of the source you selected. When the
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enumeration process is complete, the GFI PST-Exchange Email
Export wizard will display the folders in a tree view as shown in the
screenshot below. The number displayed to the right of the folder
name is the count of email items stored in that folder. Grayed out
folders do not contain any items and cannot be selected.
Screenshot 175 - Select the folders to process
NOTE: If the source selected is Microsoft Exchange public folders, it is
possible that some folders will have ‘Not Owner’ displayed to the right
of the folder name. The wizard grays out these folders, and you
cannot select them. The ‘Not Owner’ label means that the account
credentials you specified do not have Microsoft Exchange Owner role
privileges on that particular folder. Refer to the Microsoft Exchange
Public Folders section for more details.
Select the folders you want to extract email from by selecting the
check box beside the folder name of your choice. Click Next to
continue onto the next page.
NOTE: To select all the sub-folders underneath a specific folder node,
hold the CTRL key pressed and click on the check box to the left of
the parent folder.
Set a cut off time
The stores you select might contain emails that the mail server
processed after you installed GFI MailArchiver on your network. If the
GFI PST-Exchange Email Export wizard extracted these emails and
copied them to the pickup folder location of the GFI MailArchiver
Import Service, duplicate emails would end up in the GFI MailArchiver
database.
For this reason, it is important that you configure the date and time
when you installed GFI MailArchiver on your network as the cut off
time. The GFI PST-Exchange Email Export wizard will only extract the
emails, from the stores selected, that the mail server processed prior
to the cut off time set.
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Screenshot 176 - Cut off time option
Click Next to continue on to the owner selection page.
Select the owner of the emails
NOTE: When you select Microsoft Exchange mailboxes as the source,
the owner of the emails for each mailbox is determined automatically
from the Active Directory user. For this reason, the GFI PSTExchange Email Export wizard will not display the owner selection
page if you are extracting emails from Microsoft Exchange mailboxes.
In this page, you need to specify who owns the emails you are going
to extract. The email address you specify in the Owner box is
important since when importing the extracted emails, GFI MailArchiver
will use it to determine the owner.
For example if GFI MailArchiver imports the extracted emails, and you
specified [email protected] in the Owner box, the GFI
MailArchiver interface will display the imported emails under
[email protected].
NOTE 1: When extracting emails from Microsoft Exchange public
folders, the owner of each email will be determined using the following
method. If the email sender forms part of the Active Directory global
catalog, GFI MailArchiver will use the sender email address as the
owner. If not, GFI MailArchiver will use the owner you specified in the
GFI PST-Exchange Email Export wizard as the owner.
NOTE 2: When GFI MailArchiver imports emails extracted from
Microsoft Exchange public folders, the emails visible to a user will only
be those posted by the particular user. For example,
[email protected] will only see emails posted to the public folder
by [email protected].
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Screenshot 177 - Owner selection page
You can either enter an email address directly in the Owner box or
else click Owner and use the Active Directory Select User dialog box.
Click Next to continue.
Screenshot 178 - Active Directory Select User dialog box
Select a destination for the extracted emails
You now need to select a destination folder where the GFI PSTExchange Email Export wizard will save the extracted emails in text
files using the RFC822 format.
If you want the GFI MailArchiver Import Service to import the extracted
emails into a GFI MailArchiver archive store, you need to select the
GFI MailArchiver Import Service pickup folder location as the
destination. When you run the GFI PST-Exchange Email Export
wizard on the GFI MailArchiver machine, the Destination box is
automatically filled in with the import service pickup folder path.
NOTE 1: If you are running the GFI PST-Exchange Email Export
wizard on another machine, and you selected the GFI MailArchiver
Import Service shared pickup folder as the destination, make sure that
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the account under which the GFI PST-Exchange Email Export wizard
is running has write permission.
NOTE 2: The GFI MailArchiver Import Service deletes the extracted
emails saved in the pickup folder after it has imported them in the GFI
MailArchiver archive store.
Screenshot 179 - Destination selection page
To select the destination for the extracted emails, click the … button to
the right of the Destination box. From the Browse For Folder dialog
box select the destination and click OK.
Screenshot 180 - Browse for folder dialog box
After selecting the destination, click Next to continue.
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Email extraction process
The GFI PST-Exchange Email Export wizard displays a process
notice page.
Screenshot 181 - Process notice page
If you want to change any of the settings configured on the previous
pages, use the Back button to do so. If the settings you specified are
correct, click Next to continue. The GFI PST-Exchange Email Export
wizard will start extracting the emails selected. The email extraction
process can take several minutes to complete, depending on for
example, which email source you have selected, or how many emails
you are extracting. For example, extracting emails from a remote
Microsoft Exchange server machine will be slower than extracting
emails from a local Microsoft Exchange or Microsoft Outlook email
store.
The screenshot below displays the process progress page. This page
will show you which folder and email is currently being processed, the
overall progress and the folder level progress.
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Screenshot 182 - Process progress page
When the GFI PST-Exchange Email Export wizard completes the
email extraction process, it will display the finish page as shown in the
screenshot below. This page displays the total number of emails
selected for extraction, the number of emails successfully extracted,
total of skipped emails, and the total number of failed emails.
Screenshot 183 - GFI PST-Exchange Email Export wizard finish page
Click Finish to close the GFI PST-Exchange Email Export wizard.
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Skipped Emails
The GFI PST-Exchange Email Export wizard will skip an email for one
of the following reasons:
•
The extraction process came across an email, in a Microsoft
Exchange mailbox or public folder, which is marked as already
extracted.
•
The extraction process came across an email, which the mail
server processed after the cut off date and time specified.
NOTE: When extracting emails from a Microsoft Exchange mailbox or
public folder source, the GFI PST-Exchange Email Export wizard
marks the extracted emails as processed by writing the following
globally unique identifier (GUID) to an unused extension attribute.
255DAA0D-B0AF-4640-AEBB-4039B07E5F3B
The
extension
attributes
checked
are
http://schemas.microsoft.com/exchange/extensionattribute1
to
http://schemas.microsoft.com/exchange/extensionattribute10. The GFI
PST-Exchange Email Export wizard uses only one extension attribute
to flag the email as processed. For more information about extension
attributes, follow this link:
http://msdn.microsoft.com/library/enus/e2k3/e2k3/_cdo_schema_exchange_extensionattribute1.asp
Failed Emails
When the GFI PST-Exchange Email Export wizard fails to extract an
email it logs details about it, for example the subject, date/time and
folder in which it is stored, in a text file. The GFI PST-Exchange Email
Export wizard will display the View Failed Mails Log File button if at
least one email failed to extract. To view the failed mails log file, click
View Failed Mails Log File.
Screenshot 184 - View failed mails log file button
The GFI PST-Exchange Email Export wizard will load the failed mails
log file in your system default text editor.
Using the GFI MailEssentials Email Archive Export wizard
The GFI MailEssentials email archive database schema is different
from the one GFI MailArchiver 4 uses. For this reason, GFI
MailArchiver 4 cannot use GFI MailEssentials email archive databases
directly.
If you used the GFI MailEssentials archiving feature to archive emails
into a Microsoft SQL Server database, and you now want to include
that data into a GFI MailArchiver archive store, you first need to export
the emails from the GFI MailEssentials archive database. The GFI
MailArchiver Import Service will then process the extracted emails and
archive them in the configured GFI MailArchiver archive stores.
NOTE 1: The GFI MailEssentials Email Archive Export wizard can
only export emails from a Microsoft SQL Server database.
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NOTE 2: The GFI MailEssentials Email Archive Export wizard does
not modify the old GFI MailEssentials email archive database.
To export the emails from a GFI MailEssentials email archive
Microsoft SQL Server database, follow these steps:
1. Click on the Start menu and from the GFI MailArchiver program
group, expand the Import Tools sub-group and select GFI
MailEssentials Email Archive Export, to load the GFI MailEssentials
Email Archive Export wizard.
Screenshot 185 - GFI MailEssentials Email Archive Export wizard
2. Click Next in the GFI MailEssentials Email Archive Export wizard
welcome page to proceed.
Screenshot 186 - Specify SQL Server and authentication method to use
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3. Select the Microsoft SQL Server where the GFI MailEssentials
email archive database you want to export is stored, from the Server
name/IP address list. You can also type the machine name or IP
address of a Microsoft SQL Server machine that the export wizard did
not list automatically.
4. Under Authenticate through, select the authentication method you
want to use to connect to the Microsoft SQL Server. You can select
either Windows Authentication or Microsoft SQL Server
Authentication. If you select the Microsoft SQL Server
authentication option, you must specify a username and password in
the Login ID box and Password box respectively.
5. Click Next to continue.
Screenshot 187 - Select the email archive database from where you want to export emails
6. From the GFI MailEssentials email archive database list, select
from which database you want to export emails. Click Next to
continue.
7. You now need to select a location where the GFI MailEssentials
Email Archive Export wizard will save the exported emails. If you want
the GFI MailArchiver Import Service to import the exported emails into
a GFI MailArchiver archive store, you need to select the location of the
GFI MailArchiver Import Service pickup folder. Click Next to start the
export process.
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Screenshot 188 - Select a destination for the exported emails
8. The GFI MailEssentials Email Archive Export wizard keeps you
informed of the export progress by means of a progress bar.
NOTE: The export process can take several hours to complete
depending on the amount of emails stored in the GFI MailEssentials
email archive database.
Screenshot 189 - Email export process progress
9. When the export process completes, click Finish to close the GFI
MailEssentials Email Archive Export wizard.
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Exporting Emails
Introduction
The GFI MailArchiver web based user interface allows you to restore
individual emails to an email address you define, through OneClick
Restore.
This feature is useful, but if you want to export or restore more than
one email in one go, you need to use the GFI MailArchiver Bulk Export
Tool. Through the GFI MailArchiver Bulk Export Tool, you can connect
to a GFI MailArchiver installation, search for the emails you want to
export, and finally export all of the emails in one go by means of the
following methods:
•
Restore to a specific email address
• Download to a specific location
The GFI MailArchiver Bulk Export Tool is useful when you want to
export a set of emails fitting specific search criteria, for example, when
you need to provide emails to satisfy a litigation support request.
Using the GFI MailArchiver Bulk Export Tool
To load the GFI MailArchiver Bulk Export Tool, select GFI
MailArchiver Bulk Export from the GFI MailArchiver program group
in the Start menu.
On loading, the GFI MailArchiver Bulk Export Tool will display the
Connect to GFI MailArchiver dialog box as shown below.
Screenshot 190 - The GFI MailArchiver Bulk Export Tool
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Specify the URL you use to connect to GFI MailArchiver, in the
MailArchiver URL box. The next time you use the GFI MailArchiver
Bulk Export Tool, the MailArchiver URL box will display a list of GFI
MailArchiver URLs you successfully connected to in previous
sessions.
You now need to specify the account that the GFI MailArchiver Bulk
Export Tool will use to authenticate with the GFI MailArchiver URL
specified. If you want to authenticate with the user account you are
using to run the GFI MailArchiver Bulk Export Tool, click Current User
Account.
If you want to specify a particular user account for authentication, click
The Following User Account, and then specify a username and
password in the User Name box and Password box respectively.
To connect, click OK. Once connected, the GFI MailArchiver Bulk
Export Tool displays a new Email Search window as shown below.
Screenshot 191 - A new Email Search window
Searching for emails
To search for the emails you want to export, follow these steps:
1. In the Email Search window, select the GFI MailArchiver archive
stores you want to search in, from the Search in following archive(s)
list. If you want to search through multiple archive stores, click the
archive store names you want to include in the search while holding
the CTRL key pressed.
2. Click the Search tab so that you can specify the search criteria.
3. Select a search field, for example Subject, from the field list and
specify the criteria you are looking for.
NOTE: The GFI MailArchiver Bulk Export Tool search feature provides
the same functionality as the GFI MailArchiver web based advanced
search. You can find further information on the different fields and
search methods available in the ‘Searching with the advanced search’
section of the ‘Using GFI MailArchiver’ chapter.
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4. If you want to add more search conditions, click Add Condition.
The GFI MailArchiver Bulk Export Tool will add a new search condition
entry underneath the last one.
NOTE: The conditions are logically ANDed together. This means that
an email must satisfy all conditions for the GFI MailArchiver Bulk
Export tool to list it in the search results. For example, if you specify
the following conditions, the search will only list the emails sent from
[email protected] to [email protected].
Sender is [email protected]
AND
Recipient is [email protected]
To add more search conditions repeat this step.
NOTE: If you have more than one search condition in the search
query, you can remove a search condition by clicking the Remove
Condition button. If you want to reset the whole search query, click
the New Search button and click OK in the dialog box displayed.
5. If you want to limit your search to emails labeled with specific
categorization policy labels, select them from the Filter by Label list.
You can select multiple labels from the list by holding the CTRL key
pressed while selecting labels with the mouse pointer.
6. To perform the search, click Find Now. The GFI MailArchiver Bulk
Export tool will display the search results underneath the search
conditions specified, as shown in the screenshot below. For each
email matching the search condition, the following information is
displayed: Subject, Sender, Recipients, Date/Time and Size.
Screenshot 192 - GFI MailArchiver Bulk Export Tool displaying the search results
NOTE 1: If nothing matches the search conditions specified, No
results where found is displayed.
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NOTE 2: If the search operation is taking too long, you can click Stop
to interrupt the search.
By default, the GFI MailArchiver Bulk Export Tool sorts the search
matches by date and time. If you want to sort the search results on
another column, click the column heading on which you want to sort. If
you click the same column heading, the search results are sorted on
the same column but in reverse order. For example, if the search
results are sorted on the Date/Time column in ascending order and
you click on the same column heading, the search results will be
sorted on the Date/Time column but in descending order.
If more than 100 emails match the search criteria specified, the search
results would be spread out across different pages each containing a
maximum of 100 emails. To navigate to different pages use the
navigation buttons underneath the search results table.
Screenshot 193 - Search page navigation bar
The amount of emails that match the search query is displayed in the
bottom right corner of the Email Search window.
Viewing an email from the search results
After you perform a search, you might need to review particular emails
from the result set, to check that they actually contain what you are
looking for. To view an email from the search results, double-click on
the email you want to view. The GFI MailArchiver Bulk Export Tool will
load the email in a separate window as shown below.
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Screenshot 194 - Viewing an email
Exporting emails
When you are satisfied that the emails in the search result meet the
criteria you searched for, you can select to export them using one of
the following methods:
•
Restore to a specific email address
• Download to a folder on disk
NOTE: When you export emails, the GFI MailArchiver Bulk Export
Tool exports a copy of the emails and therefore it does not remove the
original emails from the archive stores.
Restore to a specific email address
To restore all the emails returned in the search result set to a specific
email address, follow these steps:
1. Click the Export Options tab.
2. Click Restore to the following email address and in the box
specify the email address where you want the exported emails to be
sent.
3. The GFI MailArchiver Bulk Export Tool can send each exported
email, either in its original format or as an attachment in a new email.
To send in the original format, click Send messages as Original
emails. To send exported emails as attachments, click Send
messages as Attachments.
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Screenshot 195 - Restore emails to a specific email address
4. To export the emails, click Restore. The GFI MailArchiver Bulk
Export tool will display the progress of the export process in the status
bar of the Email Search window as shown below. The bulk export tool
disables the Email Search window until the export process
completes. If you want to stop the export process, click Stop.
Screenshot 196 - Restoring emails process in progress
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Download to a folder on disk
To download all the emails returned in the search result set to a
specific folder on disk follow these steps:
1. Click the Export Options tab.
2. Click Download to folder and in the box specify the path where
you want to store the exported emails. You can also click Browse to
select the destination visually from the Browse For Folder dialog box.
Screenshot 197 - Downloading emails to a disk location
3. To export the emails, click Download. The GFI MailArchiver Bulk
Export tool will display the progress of the export process in the status
bar of the Email Search window as shown below. The bulk export tool
disables the Email Search window until the export process
completes. If you want to stop the export process, click Stop.
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Screenshot 198 – Downloading emails process in progress
In the destination folder you selected, the GFI MailArchiver Bulk
Export tool creates a new sub-folder, named ‘GFIMArc_Export_’
followed by a timestamp. You can copy this folder to another computer
or to removable media such as a CD-ROM or DVD-ROM for example.
The folder contains a root XML file having the same name as the
folder along with one or more sub-folders. For example, if you
selected ‘c:\exported emails\’ as the destination, and you downloaded
three emails, the folder would contain the following files:
c:\exported emails\GFIMArc_Export_20060113_1519_1
GFIMArc_Export_20060113_1519_1.xml
c:\exported emails\GFIMArc_Export_20060113_1519_1\Folder_1
Folder_1.xml
Mailarchiver_-2147482426_1.xml
Mailarchiver_-2147482910_1.xml
Mailarchiver_-2147482379_1.xml
If you open the GFIMArc_Export_20060113_1519_1.xml in Microsoft
Internet Explorer, it shows a table listing the emails in Folder_1 (page
1). If you export many emails, page navigation numbers are displayed
in the footer of the page so that you can list the emails stored in the
other sub-folders, for example, Folder_7 (page 7).
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Screenshot 199 - Exported emails navigation page
You can click the links displayed under the Filename column in the
table to open and view the email.
Connecting to multiple GFI MailArchiver installations
The GFI MailArchiver Bulk Export Tool allows you to connect to the
same GFI MailArchiver installation from different Email Search
windows at the same time. You can also connect to different GFI
MailArchiver installations at the same time.
To connect and display a new Email Search window, select Connect
from the File menu. In the Connect to GFI MailArchiver dialog,
specify the GFI MailArchiver URL and credentials to use for
authentication. Once connected, you can use the new Email Search
window as outlined in the previous sections of this chapter.
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Screenshot 200 - Multiple search windows
Disconnecting from a GFI MailArchiver installation
To disconnect from a GFI MailArchiver installation, you can either
close the Email Search window or select Disconnect from the File
menu.
If you have multiple Email Search windows connected, and want to
close them all, select Disconnect All from the File menu.
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Troubleshooting
Introduction
The troubleshooting chapter explains how you should go about
resolving issues you have. The main sources of information available
to users are:
•
The manual – most issues can be solved by reading the manual.
•
The GFI Knowledge Base – accessible from the GFI website
•
The GFI technical support site
•
Contacting the GFI Technical Support department by email at
[email protected]
•
Contacting the GFI Technical Support department using our live
support service at http://support.gfi.com/livesupport.asp
•
Contacting our Technical Support department by telephone.
Knowledge Base
GFI maintains a Knowledge Base, which includes answers to the most
common problems. If you have a problem, please consult the
Knowledge Base first. The Knowledge Base always has the most upto-date listing of technical support questions and patches.
The Knowledge Base can be found on http://kbase.gfi.com
Request support via e-mail
If, after using the Knowledge Base and this manual, you have any
problems that you cannot solve, you can contact the GFI Technical
Support department. The best way to do this is via e-mail, since you
can include vital information as an attachment that will enable us to
solve the issues you have more quickly.
The Troubleshooter, included in the program group, automatically
generates a series of files needed for GFI to give you technical
support. The files would include the configuration settings, debugging
log files and so on. To generate these files, start the troubleshooter
wizard and follow the instructions in the application.
In addition to collecting all the information, you will be asked a number
of questions. Please take your time to answer these questions
accurately. Without the proper information, it will not be possible to
diagnose your problem.
Then go to the troubleshooter\support folder, located under the main
program directory, compress the files in ZIP format, and send the
generated ZIP file to [email protected].
Ensure that you have registered your product on our website first, at
http://customers.gfi.com.
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We will answer your query within 24 hours or less, depending on your
time zone.
Request technical support via web chat
You may also request technical support via ‘LiveSupport (web chat)’.
You can contact the GFI Technical Support department using our
LiveSupport service at http://support.gfi.com/livesupport.asp
Ensure that you have registered your product on our website first, at
http://customers.gfi.com
Request technical support via phone
You can also contact GFI by phone for technical support. Please
check our technical support website for the correct numbers to call,
depending on where you are located, and for our opening times.
Support website:
http://support.gfi.com
Ensure that you have registered your product on our website first, at
http://customers.gfi.com
Web Forum
User to user technical support is available via the web forum. The
forum can be found at:
http://forums.gfi.com/
Build notifications
We strongly suggest that you subscribe to our build notifications list.
This way, you will be immediately notified about new product builds.
To subscribe to our build notifications, go to:
http://support.gfi.com
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