Manual - GFI Software

Manual - GFI Software
GFI MailArchiver for Exchange 3
Manual
By GFI Software Ltd.
http://www.gfi.com
Email: info@gfi.com
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 Ltd.
MailArchiver is copyright of GFI SOFTWARE Ltd. © 1999-2006 GFI
SOFTWARE Ltd. All rights reserved.
Version 3.0 – Last updated March 16, 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 (optional) .......................................................... 8
Using the exejcfg.exe tool................................................................................. 8
Using the ADSI editor ....................................................................................... 9
Preparing Microsoft SQL Server for use with GFI MailArchiver .................................. 11
Installing and enabling Full-Text Search......................................................... 12
Creating the database..................................................................................... 13
Installing GFI MailArchiver ........................................................................................... 14
Entering your License key after installation ................................................................. 16
Updating a GFI MailArchiver 3 installation with a more recent build ........................... 19
Updating the GFI MailArchiver 3 database schema ....................................... 19
Upgrading a GFI MailArchiver 2 installation to GFI MailArchiver 3 ............................. 21
Configuring GFI MailArchiver
23
Introduction to the Configuration.................................................................................. 23
Configuring General settings ....................................................................................... 24
Configuring the database............................................................................................. 25
Configuring a Microsoft SQL Server database connection............................. 26
Configuring a Microsoft Access database connection .................................... 31
Selecting the active database ......................................................................... 35
Setting the visible database list....................................................................... 35
Configuring database management............................................................................. 36
Changing the priority of pooled database connections................................... 41
Re-configuring the schedule settings.............................................................. 42
Viewing the database statistics.................................................................................... 42
Re-configuring a database connection ........................................................................ 42
Removing a database connection................................................................................ 43
Configuring what emails to archive .............................................................................. 44
Configuring the archiving exclusions list ...................................................................... 45
Configuring an exclude these users list .......................................................... 45
Configuring an exclude everybody except these users list............................. 47
Disabling exclusion lists .................................................................................. 48
Removing users from the list .......................................................................... 48
Configuring access control........................................................................................... 49
Configuring the full archive access group....................................................... 49
Configuring access groups ............................................................................. 50
Removing access groups from the list............................................................ 51
Configuring the data sources ....................................................................................... 51
Configuring a local Microsoft Exchange data source...................................... 52
GFI MailArchiver for Exchange
Contents • i
Configuring a remote Microsoft Exchange data source.................................. 55
Configuring a non-Exchange mail server as a data source............................ 57
Re-configuring a data source.......................................................................... 58
Removing a data source ................................................................................. 58
Using GFI MailArchiver
59
Introduction .................................................................................................................. 59
Browsing the email archive .......................................................................................... 60
Expanding a conversation thread ................................................................... 60
Viewing an email ............................................................................................. 60
Downloading attachments............................................................................... 61
Viewing email internet headers....................................................................... 62
Printing an email ............................................................................................. 63
Saving an email to disk ................................................................................... 63
Restoring emails through the OneClick Restore feature ................................ 64
Refreshing the conversation list...................................................................... 64
Browsing through the conversation pages...................................................... 64
Login as a different user ................................................................................. 64
Browsing emails with an account that has group access privileges ............................ 65
Selecting a user account to browse ................................................................ 65
Refreshing the global cache ........................................................................... 66
Viewing the complete list of accounts you can access ................................... 67
Searching the email archive......................................................................................... 67
Searching using a single term...................................................................................... 68
Search by specifying the Attachment name ................................................... 68
Search by specifying the Message ID field..................................................... 68
Search by specifying the Recipient or Sender emails .................................... 69
Search by specifying the Sent date ................................................................ 69
Search by specifying the Sent date / time ...................................................... 69
Search by specifying the Subject.................................................................... 70
Search by specifying the Body........................................................................ 71
Searching using multiple search terms ........................................................................ 72
Removing search terms .................................................................................. 74
Viewing emails returned by a search ........................................................................... 74
Sorting the search results ............................................................................................ 74
Selecting the database to browse and search through................................................ 74
Selecting the localization language.............................................................................. 75
Logging off from GFI MailArchiver ............................................................................... 76
Accessing GFI MailArchiver from Microsoft Outlook ................................................... 76
Importing Emails
81
Introduction .................................................................................................................. 81
Configuring the GFI MailArchiver Import Service ........................................................ 81
Modifying a configured database .................................................................... 84
Removing a configured database ................................................................... 84
Monitoring the GFI MailArchiver Import Service ............................................. 84
Sharing the pickup folder ................................................................................ 86
Using the GFI MailArchiver 2 Email Export tool........................................................... 86
Using the GFI PST-Exchange Email Export tool ......................................................... 89
Microsoft Exchange Source ............................................................................ 90
Microsoft Exchange Public Folders................................................................. 93
Microsoft Outlook Personal Folders (.pst) Source .......................................... 95
Selecting the folders to extract email from...................................................... 97
Set a cut off time ............................................................................................. 98
Select the owner of the emails........................................................................ 98
Select a destination for the extracted emails ................................................100
Email extraction process...............................................................................101
Skipped Emails .............................................................................................104
Failed Emails.................................................................................................104
Using the GFI MailEssentials Email Archive Export tool ...........................................104
ii • Contents
GFI MailArchiver for Exchange
Exporting Emails
109
Introduction ................................................................................................................109
Using the GFI MailArchiver Bulk Export Tool ............................................................109
Searching for emails .....................................................................................110
Viewing an email from the search results .....................................................112
Exporting emails............................................................................................113
Restore to a specific email address ..............................................................113
Download to a folder on disk.........................................................................114
Connecting to multiple GFI MailArchiver installations...................................116
Disconnecting from a GFI MailArchiver installation ......................................117
Troubleshooting
119
Introduction ................................................................................................................119
Knowledge Base ........................................................................................................119
Request support via e-mail ........................................................................................119
Request technical support via web chat ....................................................................120
Request technical support via phone.........................................................................120
Web Forum ................................................................................................................120
Build notifications .......................................................................................................120
GFI MailArchiver for Exchange
Contents • iii
About GFI MailArchiver
Introduction to GFI MailArchiver
GFI MailArchiver is an easy-to-use email archiving solution that offers
powerful features that enable you to archive all internal and external
email into a central database. GFI MailArchiver allows the users to
browse and search past emails via a web-based 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.
Archiving of email from multiple mail servers concurrently
GFI MailArchiver allows you to configure more than one email data
source, 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.
Reduce administration by storing email in a database
Since the archived emails are stored in a standard database, such as
Microsoft SQL Server, it is easy to backup and restore. There is no
need for special Exchange backup tools.
Restore email through OneClick Restore
The GFI MailArchiver web interface allows users to search and restore
past emails to a mailbox through the OneClick Restore feature.
GFI MailArchiver for Exchange
About GFI MailArchiver • 1
Reduce email storage requirements
GFI MailArchiver can archive 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. In
addition, storing emails in a database is much more space efficient
than storing the same data in PST files. Furthermore, there are more
compression and backup tools available for Microsoft SQL Server
than for Exchange.
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 the GFI MailArchiver database, you will keep your Exchange
stores compact and your Exchange performance high.
Optionally exclude email from particular users
If required, you can instruct GFI MailArchiver to ignore email to and
from particular users, including Active Directory users.
Easy enforcement of company email policies
Having a central store of email, enables you to easily search corporate
email for particular text and enforce any company email policies you
may have in place.
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
search 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.
2 • About GFI MailArchiver
GFI MailArchiver for Exchange
How does GFI MailArchiver work?
GFI MailArchiver connects to the data sources configured, for
example a journaling mailbox on the Microsoft Exchange Server,
collects the emails stored in that data source, and archives them to
the active database configured, for example Microsoft SQL Server.
Screenshot 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?
You have to install GFI MailArchiver on a machine that forms part of
the Active Directory domain. To choose the ideal machine where to
install GFI MailArchiver, you need to take 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, it is
suggested that you install GFI MailArchiver on a separate machine.
NOTE: GFI MailArchiver does not require a dedicated machine when
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 Professional/Server/Advanced Server (Service Pack 1 or
higher) or Windows 2003 Server/Advanced Server
•
Microsoft .NET Framework 1.1
•
Internet Information Services (IIS) – World Wide Web service.
NOTE: Ensure that ASP.NET has been 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 SQL Server 2000 with SP3
NOTE: Microsoft Access database support is provided only
for evaluating GFI MailArchiver.
Hardware requirements
The hardware requirements for GFI MailArchiver are:
•
Pentium 4 (or equivalent) - 2Ghz
•
512MB RAM
•
2 GB of available physical disk space
Preparing the servers for use with GFI MailArchiver
GFI MailArchiver requires at a minimum a data source from where to
collect emails, such as Microsoft Exchange Server, and 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 as well as installing and enabling full-text indexing on that
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 journaling mailbox will be
used by the Exchange Server journaling feature, so that each email
passing through the server will be copied to the journaling mailbox.
GFI MailArchiver will then periodically poll the journaling mailbox and
archive any emails found. To set up journaling on the Exchange
Server, follow these steps:
1. Create a mailbox to which all email will be archived. 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 select
Properties from the context menu.
3. In the Properties dialog go to the General tab and enable the
Archive all messages sent or received by mailboxes on this store
checkbox.
Screenshot 2 - Enabling journaling on 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 checkbox.
The Select Recipient dialog will be displayed.
5. In the Select Recipient dialog box, enter the journaling mailbox
name you created in step one, for example ‘journal’. Click the OK
button to close the Select Recipient dialog.
NOTE: If you want to archive emails to a public folder, enter a public
folder name in the Select Recipient dialog.
Screenshot 3 - Selecting the archive mailbox name
6. Close the Mailbox Store Properties dialog and the Exchange
System Manager management console when finished.
The Exchange mail server can now be configured as a data source for
GFI MailArchiver.
Enabling Envelope Journaling (optional)
NOTE 1: If you want to archive email header information, you need to
read this section so as to enable Exchange Envelope Journaling. If
you do not want to archive email header information skip this section.
GFI MailArchiver will still work correctly.
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.
NOTE 2: Envelope Journaling is available in Exchange 2000 post
Service Pack 3 and Exchange 2003 Service Pack 1.
NOTE 3: For more information about Envelope Journaling please visit
this Microsoft web page: How Exchange Server Envelope Journaling
Works.
You can enable Envelope Journaling 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.
Using the exejcfg.exe tool
To enable Envelope Journaling, follow these steps:
8 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
1. Open the command prompt.
2. Navigate to the folder in which you copied the exejcfg.exe tool.
3. Type exejcfg –e and press the Enter key to enable Envelope
Journaling.
NOTE 1: exejcfg –d disables Envelope Journaling for that
organization.
NOTE 2: The exejcfg.exe tool can be downloaded from the following
Microsoft web page:
http://www.microsoft.com/downloads/details.aspx?FamilyID=e7f73f107933-40f3-b07e-ebf38df3400d&displaylang=en
NOTE 3: The exejcfg.exe tool downloaded from the above link can be
used in both Exchange 2000 and Exchange 2003 server
environments.
Using the ADSI editor
To enable Envelope Journaling, follow these steps:
1. Open the adsiedit.msc console.
NOTE: The adsiedit.msc tool can be found in the Windows 2003
Server support tools and in the Windows 2000 Server resource kit.
Screenshot 4 - ADSI Edit
2. Navigate to the CN=<your organization name> node by
expanding ADSI Edit ` Configuration ` <CN=Configuration> `
<CN=Services> ` <CN=Microsoft Exchange>. Right-click on the
CN<your organization name> node, and click the Properties option
on the context menu.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 9
3. The properties dialog will be displayed. From the Attributes list
select the heuristics attribute and click the Edit button.
Screenshot 5 - Heuristics attribute
4. The Integer Attribute Editor dialog will be displayed. Enter 512 in
the Value edit box and click the OK button.
Screenshot 6 - 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 7 - Heuristics value set to 512
6. Click the OK button to save the new setting and close the ADSIEdit
console.
Note: A value of 512 is used to enable Envelope Journaling, and a
value of 0 is used to disable it.
Preparing Microsoft SQL Server for use with GFI MailArchiver
For evaluation purposes, you can use GFI MailArchiver with Microsoft
Access as the backend database. However, for production use GFI
MailArchiver requires Microsoft SQL Server 2000.
To prepare Microsoft SQL Server you need to follow these steps:
1. Create an empty database, so that you can configure GFI
MailArchiver to archive emails into it.
2. Enable full text search indexing, so that GFI MailArchiver can
search for keywords in the email bodies.
NOTE: Microsoft SQL Server must be configured to use Mixed
Authentication mode. To do this, right-click on the SQL Server node in
Enterprise Manager and select Properties from the context menu. In
the properties dialog, access the Security tab and make sure that
SQL Server and Windows option is selected.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 11
Installing and enabling Full-Text Search
To be able to search for text in the body, GFI MailArchiver requires the
Microsoft SQL Server Full-Text Search component to be installed. To
install the Full-Text Search component follow these steps:
1. Run the Microsoft SQL Server setup and select the Upgrade,
remove, or add components to an existing instance of SQL
Server option. Click the Next button to continue.
2. Select the Add components to your existing installation option
and click the Next button.
Screenshot 8 - Adding components to your installation
3. In the Select Components dialog, select Server Component from
the Components list. From the Sub-Components list select the FullText Search option. Click the Next button to install.
12 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 9 - Installing Full-Text search
NOTE: After you finish installing full-text indexing, you must run
the latest service pack setup, currently installed on the server.
For example if you have Microsoft SQL Server 2000 with SP3 and
you have followed the above instructions to enable full-text
indexing, you then need to run the Microsoft SQL Server 2000
SP3 setup. Failure to do so may break the Microsoft SQL Server
installation.
Creating the database
1. Open the SQL Server Enterprise Manager and navigate to the
SQL Server on which you want to create the database.
2. Right-click on the Databases node and click on the New
Database... option from the context menu.
Screenshot 10 - Creating a new database
3. The Database Properties dialog box will be displayed. In the
Name field, enter the database name you want to create, for example
'MailArchiver', and then click on the OK button.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 13
NOTE 1: For optimal performance, pre-allocate space for both the
data and transaction files, for example, 500MB for the data file and
50MB for the transaction file to avoid grow operations while archiving
to the database 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.
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 20GB, you should consider configuring the database
management feature of GFI MailArchiver. More information on this
feature is available in the ‘Configuring database management’ section
of the ‘Configuring GFI MailArchiver’ chapter.
Installing GFI MailArchiver
NOTE: 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 you might have on the machine and close
all open applications.
3. Check that the machine you are installing GFI MailArchiver on
meets the system and hardware requirements specified above.
To install GFI MailArchiver follow these steps:
1. Run the GFI MailArchiver setup program by double-clicking on the
MailArchiver3.exe file. The installation Wizard will perform some
unpacking operations and then the Welcome page of the installation
Wizard is displayed. Click the Next button to continue.
2. The installation Wizard will display the Check for latest build
availability page. To continue the installation select the Do not check
for new build option and click the Next button.
3. The License agreement page is displayed. You now have to
accept the license agreement by selecting the I accept the terms in
the license agreement option and then click the Next button to
continue the installation.
14 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
Screenshot 11 - Entering the administrator email address and product license key
4. The Administrator Email page is displayed. Enter the
administrator email address in the Administrator Email edit box. If
you have bought a license for GFI MailArchiver, enter it in the License
Key edit box. If you do not have a license yet and want to evaluate
GFI MailArchiver, leave the default ‘evaluation’ value in the License
Key edit box.
NOTE: When you use the ‘evaluation’ value for the license key, you
will be able to use GFI MailArchiver for 10 days. If you decide to buy
GFI MailArchiver at a later date, you will not need to install GFI
MailArchiver again. All you have to do is to enter the bought license
key in the web interface configuration.
Click the Next button to continue the installation.
5. The installation Wizard Destination Folder page is displayed. To
install GFI MailArchiver to the default location click the Next button to
continue. If you want to specify an alternative location where to install
GFI MailArchiver, click the Browse button to select a folder.
6. The Web Application Setup page is displayed. Select the website
where you want to install the GFI MailArchiver web interface from the
Website drop down list. In the Virtual Directory Alias edit box enter
the name for the GFI MailArchiver web interface virtual folder. By
default this is set to ‘MailArchiver’. To continue with the installation
click the Next button.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 15
Screenshot 12 - Selecting a Website and Virtual Directory
7. The Ready to install the program page is displayed. Click the
Install button to start the installation of GFI MailArchiver with the
settings you configured in the previous pages.
Screenshot 13 - GFI MailArchiver installation progress
8. When the installation process is complete, the installation Wizard
finish page is displayed. Click the Finish button to complete the
installation of GFI MailArchiver.
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
16 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
important; since it allows us to give you support and notify you of
important product news. Register at http://customers.gfi.com
If you have purchased GFI MailArchiver, you need to enter your
license key in the GFI MailArchiver configuration. To do this, follow
these steps:
1. Load Microsoft Internet Explorer.
2. In the Address bar type the following and press the Enter key:
‘http://<hostname>/<GFI
name>/Configuration’
MailArchiver
virtual
folder
For example, http://master-domain.com/MailArchiver/Configuration
3. The GFI MailArchiver configuration page will prompt you for a
username and password. The username and password specified must
be of an account that has administrative privileges.
Screenshot 14 - Accessing the GFI MailArchiver configuration
4. From the GFI MailArchiver Configuration page, select the General
tab. In the License key edit box, paste the GFI MailArchiver license
key you bought and then click the Verify button.
GFI MailArchiver for Exchange
Installing GFI MailArchiver • 17
Screenshot 15 - Entering the GFI MailArchiver License key
5. If you entered the license key correctly, next to the License type
label you should see Licensed version. If the license key specified is
invalid, GFI MailArchiver will display Invalid license key in red next to
the License type label. If you entered a valid license key, click the
Save button above the configuration tabs to save the new
configuration settings.
NOTE: The License key you bought is licensed for a number of users
as shown next to the Licensed users label. Near the System info
label, GFI MailArchiver displays how long it has been running and the
amount of mail-enabled users counted. GFI MailArchiver counts the
number of mail-enabled users differently, depending on the exclusion
settings configurable from the Exclude tab. The following points
describe how GFI MailArchiver counts mail-enabled users in the three
possible scenarios of: no user exclusions configured, exclude this list
from archiving and exclude everyone from archiving except users in
this list. For the examples, we will consider an Active Directory (AD)
made up of 40 objects, 12 of which are mail-enabled users.
•
User exclusions disabled - GFI MailArchiver counts all the
mail-enabled user accounts. Other objects such as groups or
machines are not counted. GFI MailArchiver will thus display
12 near the Mail-enabled users detected label.
•
Exclude these users from archiving - GFI MailArchiver counts
all mail-enabled user accounts and subtracts the count of AD
user accounts (not email addresses) present in the exclude
these users list. Therefore, if you specified three AD user
accounts and one email address in the exclude these users
list, GFI MailArchiver will display 9, near the Mail-enabled
users detected label.
18 • Installing GFI MailArchiver
GFI MailArchiver for Exchange
•
Exclude everyone from archiving except users in this list - GFI
MailArchiver counts the AD user accounts (not email
addresses) present in the exclude everyone except users in
this list. Therefore, if you specified three AD users in the
exclude everyone except users in this list, GFI MailArchiver will
display 3, near the Mail-enabled users detected label. Please
note that if you specify even one email address in the exclude
everyone except users in this list, GFI MailArchiver will count
all AD mail-enabled user accounts and thus will display 12
near the Mail-enabled users detected label.
6. GFI MailArchiver displays Settings saved, in the right corner above
the tabs.
Screenshot 16 - GFI MailArchiver Configuration Settings saved
Updating a GFI MailArchiver 3 installation with a more recent build
If you want to update your current installation of GFI MailArchiver 3
with a more recent build, follow these steps:
1. Run the GFI MailArchiver setup program by double-clicking on the
mailarchiver3.exe file. The installation Wizard will perform some
unpacking operations and then the Welcome page of the installation
Wizard is displayed. Click the Next button to continue.
2. Follow the installation Wizard on screen instructions.
3. When the installation process is complete, the installation Wizard
finish page is displayed. Click the Finish button to complete the GFI
MailArchiver updating process.
Updating the GFI MailArchiver 3 database schema
When updating an installation of GFI MailArchiver, the installation
Wizard will check whether the database schema needs to be updated.
If the database schema needs to be updated, the installation Wizard
will display a dialog box to inform you that polling on all the data
sources configured has been stopped.
Screenshot 17 - Database schemas need to be updated
When this dialog is displayed during the installation update process,
you will need to perform these steps after the installation is complete:
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Installing GFI MailArchiver • 19
1. Upgrade all the database connections configured
2. Enable polling on the data sources configured.
To upgrade all the database connections configured follow these
steps:
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 Databases or Db Management tab.
3. Click the Configure link to the right of the database connection you
want to upgrade.
4. The database creation wizard will be displayed. Click the Next
button until the database verification page is reached.
5. The database verification progress page will display an Upgrade
button. Click the Upgrade button so that the database schema gets
updated.
6. When the upgrade completes, a Database verification completed
note is displayed. Click the Next button until you reach the wizard
finish page.
7. Click the Finish button to close the wizard.
8. Repeat steps 2 to 7 for each database connection configured.
Screenshot 18 - Upgrade database schema
To enable polling on the data sources configured, follow these steps:
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 Data sources tab.
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3. Check the checkbox under the Poll column to the right of the data
source you want to archive email from.
4. Repeat step 3 to enable polling on the other data sources.
5. Click the Save button.
Upgrading a GFI MailArchiver 2 installation to GFI MailArchiver 3
If you currently have a machine with GFI MailArchiver 2 installed, and
you want to upgrade that installation to GFI MailArchiver 3, follow
these steps:
NOTE 1: The databases used with GFI MailArchiver 2 will not be
automatically upgraded to the new GFI MailArchiver 3 format. To
upgrade the databases refer to the ‘Using the GFI MailArchiver 2
Email Export Tool’ section of the ‘Importing Emails’ chapter.
NOTE 2: Please note that Microsoft Access databases cannot be
upgraded to the GFI MailArchiver 3 format.
1. Run the GFI MailArchiver setup program by double-clicking on the
MailArchiver3.exe file. The installation Wizard will perform some
unpacking operations and then the Welcome page of the installation
Wizard is displayed. Click the Next button to continue.
2. Follow the installation Wizard on screen instructions.
3. The installation Wizard will inform you that an upgrade is to be
performed and that all your GFI MailArchiver 2 configuration settings
will be retained. To continue with the upgrade process click the Install
button.
Screenshot 19 - Upgrading the GFI MailArchiver 2 installation to GFI MailArchiver 3
4. When the installation process is complete, the installation Wizard
finish page is displayed. Click the Finish button to complete the GFI
MailArchiver upgrading process.
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Installing GFI MailArchiver • 21
Configuring GFI MailArchiver
Introduction to the Configuration
When the GFI MailArchiver installation is complete, you need to
configure some settings like from where to archive emails, who to
exclude from the archiving process, and what backend database to
use.
You can configure all these settings from the Configuration page of
GFI MailArchiver. To access the GFI MailArchiver Configuration page
do the following:
1. Load Microsoft Internet Explorer and in the Address bar type the
following and press the Enter key:
‘http://<hostname>/<GFI
name>/Configuration’
MailArchiver
virtual
folder
For example: http://master-domain.com/MailArchiver/Configuration
2. The GFI MailArchiver page will prompt you for a username and
password. The username and password specified must be of an
account that has administrative privileges.
3. After authenticating, the Configuration page will be displayed.
Screenshot 20 - GFI MailArchiver Configuration
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Configuring GFI MailArchiver • 23
Configuring General settings
The General tab in the GFI MailArchiver Configuration page allows
you to enter a license key, configure the administrator email address
and the SMTP server and port to use for sending notification emails.
To configure the GFI MailArchiver General settings, follow these
steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the General tab. The
page shows information under three groups.
The Versioning information group shows the version and build
number of GFI MailArchiver you have installed on your machine.
The Licensing information group shows the license key you have
specified if you have bought GFI MailArchiver, the license type, the
number of licensed users and the number of days GFI MailArchiver
has been running on this machine. The number of email enabled
users detected is also shown. This number is used for licensing
purposes and it should always be smaller than or equal to the
Licensed users value. For further information on how to specify a
license key refer to the ‘Entering your License key after installation’
section of the ‘Installing GFI MailArchiver’ chapter.
Screenshot 21 - The Configuration General settings tab
3. In the Notifications and messaging group you can specify the
administrator email address you want notification emails to be sent to
by entering an email address in the Administrator’s email address
edit box.
4. In the SMTP server and Port edit boxes, you have to specify the
SMTP server and port number respectively. These settings are used
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GFI MailArchiver for Exchange
by GFI MailArchiver to send notification emails and to restore past
emails through the OneClick Restore feature.
5. Click the Save button to save the new general settings configured.
Configuring the database
This section will show you how to configure the backend database
connection that GFI MailArchiver will use to archive the emails. GFI
MailArchiver supports both Microsoft Access and Microsoft SQL
Server as a database backend.
NOTE 1: Microsoft Access is only supported for evaluating GFI
MailArchiver. For production use, you must use Microsoft SQL Server
as the backend database.
NOTE 2: Before you configure a Microsoft SQL Server database as a
backend database for GFI MailArchiver, 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 a GFI MailArchiver backend database do the following:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Databases tab.
Screenshot 22 - The Configuration Databases tab
3. If you want to configure a Microsoft SQL Server database as the
backend database for GFI MailArchiver in a production environment
follow the steps in the ‘Configuring a Microsoft SQL Server database
connection’ section below. If you want to configure a Microsoft Access
database as the backend database for GFI MailArchiver, for
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Configuring GFI MailArchiver • 25
evaluation purposes, follow the steps in the ‘Configuring a Microsoft
Access database connection’ section in this chapter.
Configuring a Microsoft SQL Server database connection
To configure a Microsoft SQL Server database connection, follow
these steps:
1. Click the Add new database button in the Databases tab of the
Configuration page.
2. The Database Configuration Wizard will be displayed. In the first
page you need to specify a display name for the new database
connection. To do so, enter a name in the Display name edit box.
NOTE: The display name should be as descriptive as possible, so that
users making use of GFI MailArchiver will be able to select the correct
database to browse and search through with ease. For example
include a time period in the display name, like ‘Archive 2006 Q1’.
Screenshot 23 - Database Configuration Wizard
3. Next you need to select the backend database type from the
Database type drop down list. Select MS SQL 2000/2005. Click the
Next button to continue.
4. From this page you now need to select the Microsoft SQL Server
where the backend database is stored. Click on the SQL Server drop
down list. The Wizard will enumerate the SQL Servers accessible and
list them in the list. Select the one you want to use.
NOTE: If you want to connect to a Microsoft SQL Server on an
alternate port, you will need to type the port number in the SQL
Server field in the following format ‘SQLServerMachineName,
PortNumber’.
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5. After selecting the Microsoft SQL Server, you need to specify what
authentication method to use. If you select the Windows
Authentication option, the Wizard will use the credentials of the
account you used to log on when accessing the GFI MailArchiver
Configuration page in this session. If you want to use SQL Server
authentication, select the SQL Server authentication option and
specify the login name and password in the Login name and
Password edit boxes respectively. Click the Next button to continue.
NOTE 1: Regardless of which authentication method you choose, you
have to make sure that the account used to log on has administrative
privileges or is set as the database owner, ‘dbo’, on the database.
NOTE 2: The credentials specified on this page are not used to
archive or browse the backend database. These will be specified
further on in the Wizard. The credentials specified here are used only
in the Wizard session to connect and create the necessary schema in
the backend database.
Screenshot 24 – Specify SQL Server and authentication method
NOTE: If you specify the wrong credentials, the Wizard will display a
note in red as shown below. If this occurs, you need to click the Back
button, check the logon credentials you selected and entered, and try
again by clicking the Next button.
Screenshot 25 - Wrong Microsoft SQL Server logon credentials provided
6. Using the credentials provided the Wizard will connect to the
Microsoft SQL Server selected, and enumerate the databases
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Configuring GFI MailArchiver • 27
available. The Wizard will display them in a list. Select the database
you want to assign to this connection and click the Next button.
Screenshot 26 - Selecting the Microsoft SQL Server database
7. When you click the Next button in step 6 above, the Wizard will
connect to the selected database and create the required database
schema for GFI MailArchiver.
Screenshot 27 - Database schema created and verified
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GFI MailArchiver for Exchange
Progress of the operations being carried out will be displayed. When
the schema is created and verified, a Database verification
completed note will be displayed. Click the Next button to continue.
8. In this Wizard page you have to specify the accounts to use for the
archiving and browsing roles required by GFI MailArchiver.
NOTE 1: The schema created by GFI MailArchiver contains two roles.
These are the ‘db_marc_archive’ role, configured to write to the
database, and the ‘db_marc_browse’ role, configured to read from the
database. The account you specify in the Archiving group will be
assigned the ‘db_marc_archive’ role, whilst the account you specify in
the Search / Browsing group will be assigned the ‘db_marc_browse’
role. Using different accounts for archiving and browsing is
recommended since it will result in increased security.
NOTE 2: It is recommended that you enter nonexistent accounts, for
both archiving and browsing roles, so that the Wizard will create them
automatically for you with the correct database roles assigned.
In the Archiving group specify the login name and password for the
archiving role, in the Login name and Password edit boxes
respectively. Make sure that the If SQL Login does not exist then
create it automatically checkbox is checked.
In the Search / Browsing group make sure to uncheck the Use the
same SQL login for search/browsing as for archiving checkbox.
Specify the login name and password for the search/browsing role, in
the Login name and Password edit boxes respectively. Make sure
that the If SQL Login does not exist then create it automatically
checkbox is checked. Click the Next button to create the accounts and
proceed through the Wizard.
Screenshot 28 - Specifying the Archiving and Search /Browsing accounts
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Configuring GFI MailArchiver • 29
9. The Wizard will display the progress while the archiving and
browsing accounts are created. When it finishes, it will display a
Connectivity test completed note. Click the Next button to proceed.
Screenshot 29 - Archiving and Search /Browsing accounts created
10. On the last page of the Wizard you can specify whether you want
this database to be visible for the users to browse and search via the
checkbox provided. When ready click the Finish button to complete
and close the database configuration Wizard.
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Screenshot 30 - New database creation Wizard finish page
The newly created database connection is now listed under the
Databases tab of the GFI MailArchiver Configuration page. To save
this new configuration click the Save button. When the settings are
saved, Settings Saved will be displayed in green.
Configuring a Microsoft Access database connection
NOTE 1: Microsoft Access should be used for evaluation purposes
only.
NOTE 2: You do not need to have Microsoft Access installed to make
use of the Access database option.
To configure a Microsoft Access database connection, follow these
steps:
1. Click the Add new database button in the Databases tab of the
Configuration page.
2. The Database Configuration Wizard will be displayed. In the first
page you need to specify a display name for the connection. To do so,
enter a name in the Display name edit box.
NOTE: The display name should be as descriptive as possible, so that
users making use of GFI MailArchiver will be able to select the correct
database to browse and search through with ease. For example
include a time period in the display name, like ‘Archive 2006 Q1’.
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Configuring GFI MailArchiver • 31
Screenshot 31 - Creating a Microsoft Access database
3. From the Database type drop down list select MS Access. Click
the Next button to continue.
4. You now need to select either an existing Access database from the
tree control, or else enter the full path to a nonexistent Access
database in the File name edit box. Click the Next button to continue.
Screenshot 32 - Selecting the Microsoft Access database
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5. If the Microsoft Access database you specified does not exist, the
Wizard will notify you and display a Create button. To create the new
Access database, click the Create button.
Screenshot 33 - Creating a new Microsoft Access database
The Wizard will display the creation progress. When the Microsoft
Access database is created, a Database verification completed note
is displayed. Click the Next button to proceed.
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Configuring GFI MailArchiver • 33
Screenshot 34 - Access database created and verified successfully
6. On the last page of the Wizard you can specify whether you want
this database to be visible for the users to browse and search via the
checkbox provided. When ready click the Finish button to complete
and close the Database Configuration Wizard.
Screenshot 35 - New database creation Wizard Finish page
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GFI MailArchiver for Exchange
The newly created database connection is now listed under the
Databases tab of the GFI MailArchiver Configuration page. To save
this new configuration click the Save button. When the settings are
saved, Settings Saved will be displayed in green.
Selecting the active database
GFI MailArchiver allows you to configure multiple databases, but at
any one time only one of the databases can be configured as the
active database. The active database is the database which GFI
MailArchiver will use to archive new emails.
To set the active database follow these steps:
1. Access the Databases tab of the Configuration page.
2. Click on the radio button option, under the Active column, to the
right of the database you want to set as active.
3. Click the Save button on top of the configuration tabs.
4. The configuration will prompt you that the active database is being
changed, and a Confirm button is displayed to the right of the note.
Screenshot 36 - Selecting the active database
5. Click the Confirm button. A Settings Saved note will be displayed
in green when the settings are saved.
Setting the visible database list
When browsing and searching for emails, the users can choose which
database to query from a drop down list.
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Configuring GFI MailArchiver • 35
Screenshot 37 - Database list in welcome page
GFI MailArchiver allows you to hide certain databases from the users,
so that for example a database containing archived emails of four
years ago can no longer be browsed and searched.
To configure whether a database is visible or not, follow these steps:
1. Access the Databases tab of the Configuration page.
2. Check / uncheck the checkbox option, under the Visible column, to
the right of the database you want to make visible / invisible
respectively.
Screenshot 38 - Setting the Configure databases visibility
3. Click the Save button on top of the configuration tabs. When the
settings are saved, Settings Saved will be displayed in green.
The Select database drop down list in the Welcome and Search
pages will be updated accordingly.
Screenshot 39 - Database list updated
Configuring database management
GFI MailArchiver provides a database management feature which
allows you to set up a queue of new databases, that GFI MailArchiver
will start archiving to on specific dates, according to the schedule you
configure.
This feature is useful because it allows you to:
1. Keep the active backend database size under control, since you
can configure a schedule which starts archiving to the next database
in the queue every quarter for example. By keeping the backend
36 • Configuring GFI MailArchiver
GFI MailArchiver for Exchange
database size within reasonable limits, the Microsoft SQL Server
performance will not diminish.
2. Create different backend databases for each quarter or year for
example, so that you can better manage which archives to make
available for browsing and searching.
To configure the database management feature of GFI MailArchiver
follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Db
Management tab.
Screenshot 40 - The Configuration Database Management tab
3. You now need to create a pool of database connections, which will
be used according to the schedule you will setup up later on. To add
database connections to the pool, click the Add new database
button.
4. The database creation Wizard will be displayed. Use the Wizard as
outlined in steps 1 to 10 of the ‘Configuring a Microsoft SQL Server
database connection’ or steps 1 to 6 of the ‘Configuring a Microsoft
Access database connection’ sections of this chapter to configure a
Microsoft SQL Server or Microsoft Access connection respectively.
5. Repeat steps 3 and 4 above to add as many connections to the
pool as you want.
NOTE: When adding database connections to the pool make sure you
always select a new database backend. This is important since if you
choose the same database for different connections in the pool, you
would end up with emails from different periods in the same database,
which would be confusing for both the users who search and browse
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Configuring GFI MailArchiver • 37
the emails, as well as for performing administrative tasks on the
database.
6. When you have added all the connections you require for the time
being in the database pool, click the Save button to save the
configuration information.
Screenshot 41 - Databases added to pool
7. You now need to configure a schedule so that the databases you
configured will become the active database in order of priority. To
configure the schedule click the Add new Schedule button.
8. The Db Management Schedule Configuration Wizard is
displayed. First you need to specify the interval from one database
swap to the next in months. So for example to get GFI MailArchiver to
use a new database from the pool every quarter, enter ‘3’ in the
Recurrence Pattern field.
9. Next you need to select a start date for this schedule. So for
example to start the quarterly schedule at the beginning of the year,
select Jan and 2006 from the Start Month/Year drop down lists. From
the Start Time drop down list select 00:00.
10. To make the schedule active, make sure the Active checkbox is
selected.
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Screenshot 42 - Database Management Schedule Configuration Wizard
11. Click the Finish button to close the Wizard. The Db Management
tab will now be updated with the new settings. The Schedule
Settings are displayed and the Swap Date column is updated to
show when each database in the pool will become the active
database.
NOTE: When a database is swapped and becomes the active
database, it will be removed from the database management list and
moved to the database list under the Databases tab. When a
successful database swap is performed, a notification email will be
sent to the administrator’s email you configured in the General tab of
the Configuration.
Screenshot 43 - Swap Successful email
When the last swap is performed, GFI MailArchiver will check that
there are more database connections configured in the pool, so that
the next swap can occur. If there are no more database connections
configured in the pool after the last swap, the database swap
successful email will contain a note to inform you that there are no
more database connections left in the pool. If this happens, the
schedule will be disabled.
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Configuring GFI MailArchiver • 39
Screenshot 44 - No more database connections available in pool for the next swap
NOTE: Five days before the next swap is due to occur, a database
connection test will be performed using the highest priority database
connection in the pool. A notification email will be sent to the
administrator email address configured in the General tab of the
Configuration, informing him whether the test was successful or not.
If the database connection test fails, the schedule will be set to
inactive. You will then have to manually check why the first database
connection in the database pool failed. After you fix the problem, you
have to set the schedule back to active.
Screenshot 45 - Database connection test was successful
Screenshot 46 - Database connection test failed
NOTE 1: The database connections configured are listed in order of
priority in the list. The highest priority database connection, that is the
database connection which will become the active database first when
the next scheduled swap occurs, is listed at the top of the list.
NOTE 2: The Visible column in the database connection pool list,
allows you to configure whether you want the database to be visible to
the users for searching and browsing when it becomes the active
database. This visible setting thus comes into effect only when the
database is swapped and is added to the list under the Databases
tab.
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12. Click the Save button to save the new schedule settings.
Screenshot 47 - Schedule settings saved
Changing the priority of pooled database connections
If you want to modify the priority of a particular database connection in
the pool so that you change the swapping sequence, follow these
steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Db
Management tab.
3. Click on the database Connection Name in the list you want to
change priority for. The selected database connection will be
highlighted.
4. Use the up ▲ and down ▼ buttons to the right of the database
connection pool list, to raise or lower the database connection priority
respectively.
5. The database connection pool list will be updated accordingly.
Repeat step 3 and 4 until you get the desired priority order in the
database connection pool list.
6. Click the Save button to save the new priority order.
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Configuring GFI MailArchiver • 41
Re-configuring the schedule settings
If you want to re-configure the schedule settings, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Db
Management tab.
3. Click the Configure button in the Schedule Settings group.
4. Follow steps 8 to 11 in the ‘Configuring database management’
section of this chapter.
5. Click the Save button to save the new schedule settings.
Viewing the database statistics
To view database statistics such as database creation date, database
size, number of archived emails and so on, follow these steps:
1. Access the Databases or Db Management tab of the Configuration
page.
2. Click on the Stats link to the right of a database connection in the
list, to view the statistics in a new window. When ready close the
statistics window.
Screenshot 48 - Database statistics page
Re-configuring a database connection
If you want to change the settings of a configured database
connection, follow these steps:
1. Access the Databases or Db Management tab of the Configuration
page.
2. Click on the Configure link to the right of a database connection in
the list, so that you can re-configure it.
3. The database creation Wizard will be displayed. Use the Wizard as
outlined in steps 1 to 10 of the ‘Configuring a Microsoft SQL Server
database connection’ or steps 1 to 6 of the ‘Configuring a Microsoft
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Access database connection’ sections of this chapter to re-configure a
Microsoft SQL Server or Microsoft Access database respectively.
NOTE: When you choose to re-configure a database connection you
cannot change the database type for that particular database. All the
other settings are re-configurable.
4. When you finish the Wizard, click the Save button on top of the
configuration tabs. When the settings are saved, Settings Saved will
be displayed in green.
Removing a database connection
If you want to remove a database connection from the Databases or
Db Management tab list, follow these steps:
1. Access the Databases or Db Management tab of the Configuration
page.
2. Click on the Configure link to the right of a database connection
you want to remove.
3. The database creation Wizard will be displayed. Click the Remove
database button on the first page.
Screenshot 49 - Removing a database connection
4. The Wizard will close and the database connection will be removed
from the list.
NOTE: The GFI MailArchiver database connection settings will be
removed from the list. The actual database will not be deleted.
5. Click the Save button on top of the configuration tabs to save the
new configuration. When the settings are saved, Settings Saved will
be displayed in green.
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Configuring GFI MailArchiver • 43
Configuring what emails to archive
To configure what emails you want GFI MailArchiver to archive, follow
these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Archiving tab.
3. To archive inbound emails check the Archive inbound emails
checkbox.
Screenshot 50 - The configuration archiving tab
4. To archive outbound emails check the Archive outbound emails
checkbox.
5. To archive internal emails check the Archive internal emails
checkbox.
6. To save the new archiving options, click the Save button on top of
the configuration tabs. When the settings are saved, Settings Saved
will be displayed in green.
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Configuring the archiving exclusions list
By default GFI MailArchiver will archive all the emails polled from the
mail server. In the ‘Configure what emails to archive’ section of this
chapter you configured what emails to archive depending on the email
direction (inbound, outbound, internal).
This section will show you how to control what emails get archived by
configuring user exclusions.
Configuring an exclude these users list
When you configure an exclude these users list, all emails will be
archived except for the emails of the users in the list. To configure an
exclude these users list, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Exclude tab.
3. Select the Do not archive from the list below option.
4. To add a specific email address to the list, select Email from the
drop down list next to the New Exception label.
5. In the edit box enter the email address you want to exclude from
being archived. 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. Question marks can
be used to match any letter. For example ???n@?aster-domain.com
will match both john@master-domain.com and joan@fasterdomain.com. To exclude a whole domain, use the asterisk wildcard
instead of the account name, for example *@master-domain.com.
NOTE: You can specify both local email addresses as well as external
email addresses.
6. Click the Add button. The email address you entered will be added
to the list.
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Configuring GFI MailArchiver • 45
Screenshot 51 - Excluding an email address
7. To add more excluded email addresses, repeat steps 5 and 6.
8. To add users from Active Directory to the exclusion list, select User
from the drop down list next to the New exception label.
Screenshot 52 - Excluding an Active Directory user
9. The edit box to the right will change into a drop down list which will
list all the email enabled Active Directory users. Select the one you
want to add to the exclusion list.
10. Click the Add button. The Active Directory user you selected will
be added to the list.
Screenshot 53 - Active Directory user added to the exclusion list
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11. To add more Active Directory users to the exclusion list, repeat
steps 9 and 10.
12. Click the Save button on top of the configuration tabs to save the
exclusion list you configured.
NOTE: When a polled email has a sender or recipient which is listed
in the exclusion list, it will be skipped and not archived.
Configuring an exclude everybody except these users list
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Exclude tab.
3. Select the Archive only from the list below option.
4. To add a specific email address to the inclusion list, select Email
from the drop down list next to the New Exception label.
5. In the edit box enter the email address you want to add to the
inclusion list. 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. Question marks can be used to
match any letter. For example ???n@?aster-domain.com will match
both john@master-domain.com and joan@faster-domain.com. To
include a whole domain, use the asterisk wildcard instead of the
account name, for example *@master-domain.com.
NOTE: You can specify both local email addresses as well as external
email addresses.
6. Click the Add button. The email address you entered will be added
to the list.
7. To include more email addresses, repeat steps 5 and 6.
8. To add users from Active Directory to the inclusion list, select User
from the drop down list next to the New exception label.
9. The edit box to the right will change into a drop down list which will
list all the email enabled Active Directory users. Select the one you
want to add to the inclusion list.
10. Click the Add button. The Active Directory user you selected will
be added to the list.
11. To add more Active Directory users to the inclusion list, repeat
steps 9 and 10.
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Configuring GFI MailArchiver • 47
Screenshot 54 - Adding users to the Archive only from the list below option
12. Click the Save button on top of the configuration tabs to save the
inclusion list you configured.
NOTE: When a polled email has a sender or recipient which is listed
in the exclude everybody except this list, it will be archived.
Disabling exclusion lists
If you want to disable exclusions temporarily for example, but do not
want to remove all the users you configured from the list follow these
steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Exclude tab.
3. Uncheck the Enable exclusions checkbox.
4. Click the Save button to save the new settings.
Removing users from the list
To remove individual email addresses or Active Directory users from
the exclusion/inclusion list, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Exclude tab.
3. Click the Remove link 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 the Save button to save the new settings.
48 • Configuring GFI MailArchiver
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Configuring access control
By default, GFI MailArchiver gives an Active Directory user access to
his own emails only when browsing and searching. In an organization,
users form part of a department with a manager coordinating that
department. For this reason, GFI MailArchiver allows you to specify
group access accounts, so that a manager of a department for
example can browse and search his emails, as well as the emails of
all users forming part of the department group.
GFI MailArchiver also allows you to specify a highly privileged group,
which can browse and search all the emails archived. This group
should be carefully selected, since emails may contain sensitive and
confidential information.
Configuring the full archive access group
To configure the full archive access group, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Access control
tab.
Screenshot 55 - Configuration page Access control tab
3. Click on the drop down list in the Full archive access group. The
list will enumerate the available Active Directory groups.
4. Select the group you want to give full archive access from the list.
5. Click the Save button on top of the configuration tabs. Settings
Saved will be displayed in green.
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Configuring GFI MailArchiver • 49
Configuring access groups
To configure access groups, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Access control
tab.
3. Select a manager account from the Manager drop down list.
Screenshot 56 - Selecting a group
4. Select a group from the AD group drop down list. The manager
account you selected in step 3, will be given the privilege to view the
emails of all the users forming part of the group you select.
Screenshot 57 - Selecting the manager account for the group
5. Click the Add button to add this new access group configuration to
the Access groups list.
6. Repeat steps 3 to 5 to add more access groups to the list.
50 • Configuring GFI MailArchiver
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Screenshot 58 - New access group saved in the Configuration
7. Click the Save button on top of the configuration tabs to save the
new settings. Settings Saved will be displayed in green.
Removing access groups from the list
To remove an access group from the list, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Access control
tab.
3. Click the Remove link to the right of the access group you want to
remove from the list.
4. Repeat step 3 to remove more access groups from the list.
5. Click the Save button on top of the configuration tabs to save the
new settings. Settings Saved will be displayed in green.
Configuring the data sources
So that GFI MailArchiver starts archiving emails, you need to
configure the data sources. A data source is a mail server where a
mailbox is stored that will be polled periodically to archive emails from
that mail server.
GFI MailArchiver supports both Microsoft Exchange and any IMAP
compliant and AD integrated mail server to be configured as a data
source. Multiple data sources can be configured, so that email may be
archived from different mail servers simultaneously.
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Configuring GFI MailArchiver • 51
Screenshot 59 - Configuration page data sources tab
Configuring a local Microsoft Exchange data source
To configure a Microsoft Exchange mail server installed on the same
machine where GFI MailArchiver is installed as a data source, follow
these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Data sources
tab.
3. Click the Add new source button.
4. The Data source configuration Wizard will be displayed.
5. Select the GFI MailArchiver installed on the same machine as
MS Exchange option. Click the Next button to continue.
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Screenshot 60 - Select the mail server type
6. The Wizard will display the local Microsoft Exchange Server in a
list. Select it by clicking on the radio button to the left and click the
Next button to proceed.
Screenshot 61 - Select the local Microsoft Exchange Server
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Configuring GFI MailArchiver • 53
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.
7. From the Access protocol settings group, select the ExOleDb
(only for local Exchange Servers) option.
Screenshot 62 - Select the ExOleDb option
8. Click the Test connection button. Wait until a Connection tested
ok green note is displayed beneath the button.
Screenshot 63 - Local Exchange Server Connection tested
9. Click the Finish button to close the Wizard. The new data source
will be added to the list.
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Screenshot 64 - Local Microsoft Exchange data source configured successfully
10. To start polling the journaling mailbox configured on the local
Microsoft Exchange mail server, check the Poll option to the right of
the new data source you have just configured.
11. Click the Save button on top of the configuration tabs to save the
new settings. Settings Saved will be displayed in green when the
save operation completes.
Configuring a remote Microsoft Exchange data source
To configure a Microsoft Exchange mail server installed on a remote
machine as a data source, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Data sources
tab.
3. Click the Add new source button.
4. The Data source configuration Wizard will be displayed.
5. Select the GFI MailArchiver not installed on the same machine
as MS Exchange or using a different mailserver option. Click the
Next button to continue.
NOTE: The Exchange Server you specify 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.
6. Specify a name for the data source in the Data source name edit
box.
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Configuring GFI MailArchiver • 55
7. From the Access protocol settings group, select the IMAP option.
8. In the Server field specify the IP or server name where Microsoft
Exchange is installed.
9. If IMAP is configured to use a non-default port, the default IMAP
port is 143, you will have to enter the port number in the Port field.
Screenshot 65 - Configuring a remote Exchange Server as a data source
10. Check the SSL checkbox if you are using IMAP through SSL.
11. Specify a login name and password for the journaling mailbox you
want to access in the Login and Password edit boxes respectively.
12. In the Mailbox / folder edit 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 Exchange Server.
13. Click the Test connection button. Wait until a Connection tested
ok green note is displayed beneath the button.
14. Click the Finish button to close the Wizard. The new data source
will be added to the list.
Screenshot 66 - Remote Microsoft Exchange data source configured successfully
15. To start polling the journaling mailbox configured on the remote
Microsoft Exchange mail server, check the Poll option to the right of
the new data source you have just configured.
16. Click the Save button on top of the configuration tabs to save the
new settings. Settings Saved will be displayed in green when the
save operation completes.
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Configuring a non-Exchange mail server as a data source
To configure a mail server which is not Microsoft Exchange as a data
source, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Data sources
tab.
3. Click the Add new source button.
4. The Data source configuration Wizard will be displayed.
5. Select the GFI MailArchiver not installed on the same machine
as MS Exchange or using a different mailserver option. Click the
Next button to continue.
6. Specify a name for this data source in the Data source name edit
box.
7. In the Server field specify the IP or server name where the nonExchange mail server is installed.
8. If IMAP is configured to use a non-default port, the default IMAP
port is 143, you will have to enter the port number in the Port field.
Screenshot 67 - Custom email Data Source Configuration
9. Check the SSL checkbox if you are using IMAP through SSL.
10. Specify a login name and password for the mailbox / folder you
want to access in the Login and Password edit boxes respectively.
11. In the Mailbox / folder edit box enter the name of the folder you
want GFI MailArchiver to poll for emails. Refer to the manual of the
specific mail server you are polling emails from for further information.
12. Click the Test connection button. Wait until a Connection tested
ok green note is displayed beneath the button.
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Configuring GFI MailArchiver • 57
13. Click the Finish button to close the Wizard. The new data source
will be added to the list.
14. To start polling the mailbox / folder on the non-Exchange mail
server, check the Poll option to the right of the new data source you
have just configured.
15. Click the Save button on top of the configuration tabs to save the
new settings. Settings Saved will be displayed in green when the
save operation completes.
Screenshot 68 - Non-Exchange data source configured successfully
Re-configuring a data source
If you want to re-configure the settings of a data source in the list,
follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Data sources
tab.
3. Click the Configure button to the right of the data source you want
to re-configure.
4. The Data source configuration Wizard will be displayed in the
Data source connection Configuration page.
5. After you complete your changes, click the Finish button.
6. Click the Save button on top of the configuration tabs to save the
new settings. Settings Saved will be displayed in green when the
save operation completes.
Removing a data source
If you want to remove a data source from the list, follow these steps:
1. Load the GFI MailArchiver Configuration page as shown in the
‘Introduction to the Configuration’ section of this chapter.
2. When the Configuration page is loaded, select the Data sources
tab.
3. Click the Configure button to the right of the data source you want
to remove.
4. The Data source configuration Wizard will be displayed in the
Data source connection Configuration page.
5. Click the Remove data source button. The Wizard will close and
the data source will be removed from the list.
6. Click the Save button on top of the configuration tabs to save the
new configuration. When the settings are saved, Settings Saved will
be displayed in green.
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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 your account is configured as
the manager for a group, you will also be able to browse and search
through the emails of your subordinates.
To access the browsing and searching functionality of GFI
MailArchiver, do the following:
1. Load Microsoft Internet Explorer and in the Address bar type the
following and press the Enter key:
‘http://<hostname>/<GFI
name>‘
MailArchiver
virtual
folder
For example: http://master-domain.com/MailArchiver
2. The GFI MailArchiver page will prompt you for a username and
password.
3. After authenticating, the Welcome page will be displayed.
Screenshot 69 - Browsing through the email archive
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Using GFI MailArchiver • 59
Browsing the email archive
To browse through your emails, you need to load the GFI MailArchiver
web interface as shown in the ‘Introduction’ section of this chapter.
The welcome page will display the archived emails for the logged on
user grouped by conversation. The conversations are sorted so that
the latest conversation to be updated, that is the conversation
containing the most recent email, is displayed at the start of the
conversation list on page 1.
NOTE: Emails are grouped under a particular conversation by using
the Microsoft Exchange thread-index field. For this reason, archived
emails which were generated using email clients other than Microsoft
Outlook or Exchange OWA, will not be grouped under the same
conversation thread. In that case the email will be grouped under a
new conversation with the email subject as the conversation title.
Expanding a conversation thread
To view the emails forming part of a particular conversation, you need
to either click on the ► link to the left of the conversation, or else click
the conversation title.
NOTE: When you expand a conversation, any other conversation
which was expanded will be closed. You can only have one expanded
conversation at a time.
Screenshot 70 - Expanded conversation
The expanded conversation will change the link to the left from a side
arrow ► to a down arrow ▼. Underneath the expanded conversation
all the emails forming part of that conversation will be listed under the
following column headings: Subject, From, To, Date / Time, and
Size.
Viewing an email
To view the contents of an email, follow these steps:
1. Expand the conversation thread of your choice.
2. Click on the email subject you want to view from the list of emails
forming part of the conversation you expanded in step 1.
3. The email will be displayed in a new page. At the top of the page,
the Message Headers group displays information such as the From
and To fields, Sent and Archived dates, the total email Size, the
Subject of the email, and if it contains any attachments it will also list
the attachments and their individual file size. The Message Body
section displays the actual email body content.
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Screenshot 71 - Viewing an email in GFI MailArchiver
NOTE: The email body content is archived unaltered in the database,
however before it is displayed in the web interface it is cleaned from
all scripts so as to make email browsing safe. By cleaning emails from
scripts, users can browse emails without running the risk of loading an
email containing malicious scripts.
4. To view the other emails forming part of this conversation thread,
click the Click here to view conversation thread link.
Screenshot 72 - Conversation thread
5. To return back to the conversation list, click the browser back
button or press the Backspace button on your keyboard.
Downloading attachments
If the email you are viewing contains attachments, they will be listed in
the Message Headers group. To view / download them, follow these
steps:
1. Click on the attachment icon or filename.
2. The browser will prompt you with a dialog box. From this dialog you
can either choose to open the attachment directly with the associated
application by clicking the Open button, or else save it to disk by
clicking the Save button.
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Using GFI MailArchiver • 61
NOTE: Be careful when opening attachments from emails, since they
could contain Viruses or Trojans. It is recommended that you always
choose to save attachments from emails to disk and scan them with a
virus checker, before opening them.
Screenshot 73 - Downloading an email attachment
Viewing email internet headers
If the email you are viewing was archived from a Microsoft Exchange
Server journaling mailbox, and Envelope Journaling was enabled, you
will be able to view the internet headers.
NOTE: Further information on how to setup Envelope Journaling can
be found in the ‘Enabling Envelope Journaling’ section of the
‘Installing GFI MailArchiver’ chapter.
To view the internet headers of the email, click the Click here to view
internet headers link. The internet headers will be displayed.
Screenshot 74 - Internet headers
To hide the internet headers, click the Hide link next to the Internet
Headers label.
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Printing an email
If you want to print an email, follow these steps:
1. Click the Printer friendly email link in the top right corner.
2. The email will be displayed in a printer friendly format in a new
browser window.
Screenshot 75 - Printer friendly email
3. Use the print functionality of your browser to print the email.
4. Close the browser window once the email is printed.
Saving an email to disk
If you want to save the whole email to disk, including any attachments,
follow these steps:
1. Click the Download email link in the top right corner.
2. The browser will prompt you with a dialog box. Click the Save
button on the dialog.
3. A Save As dialog will be displayed. Choose the location where you
want to save the email.
4. Enter a file name in the File name edit box and click the Save
button.
NOTE: The email will be saved in RFC822 format. You could then
open the email in a text editor, or if you saved it with an ‘eml’
extension, you could open the saved email in Outlook Express.
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Using GFI MailArchiver • 63
5. When the email download is complete, a Download complete
dialog will be displayed. Click the Close button.
Restoring emails through the OneClick Restore feature
If you want to restore past emails to a specific mailbox, follow these
steps:
1. In the edit box below the Restore email to link, enter the email
address of the mailbox where you want to restore the email.
2. Click the Restore email to link.
NOTE: The OneClick Restore feature works by sending a copy of the
current email being viewed to the address specified, through the
SMTP server you configured in the General tab of the Configuration.
For further information read the ‘Configuring general settings’ section
of the ‘Configuring GFI MailArchiver’ chapter.
Refreshing the conversation list
For performance reasons, the data displayed by GFI MailArchiver is
cached. Due to this caching, an email which is archived after you first
access the GFI MailArchiver web interface will not be listed in the
conversation list.
To include the latest archived emails in the conversation list, you need
to refresh the caches used by GFI MailArchiver by clicking the
button on top of the Last email column heading.
Browsing through the conversation pages
Each page will display a maximum of 50 conversations. If there are
more conversations these will be spread on separate pages. On top of
the Last Email column heading, a note displays the total amount of
pages and the number of the page you are currently browsing.
To access a different page, click on one of the page numbers at the
bottom of the page.
Screenshot 76 - Conversation list spread over two pages
Login as a different user
If you want to login in with a different user, follow these steps:
1. From the Welcome tab page, conversation list page, click the
Login as a different user link near the top left corner of the page.
2. The browser will display an authentication dialog box. Enter the
username and password of the user account you want to log on with,
in the User name and Password edit boxes.
3. Click the OK button. GFI MailArchiver will now load the
conversation list for the new user you logged in with.
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Browsing emails with an account that has group access privileges
If your account has been given group access privileges, you will be
able to browse and search through the emails of all the users forming
part of the group which you have access to.
NOTE 1: For further information on how to setup access groups, read
the ‘Configuring access groups’ section of the ‘Configuring GFI
MailArchiver’ chapter.
NOTE 2: This section will only show you how to use specific features
which are only available to a group access account. The ‘Browsing the
email archive’ section in this chapter should be used to learn how to
use all the other browsing features.
Selecting a user account to browse
When you log on with an account that has group access privileges,
the GFI MailArchiver Welcome page will list all the accounts you have
access to in a drop down list in the top left corner, on top of the
Conversation column heading.
Screenshot 77 - Logged in with a group access privileged account
To browse through the emails of a particular account, click on the drop
down list, and select the account name you want.
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Using GFI MailArchiver • 65
Screenshot 78 - Selecting the account to browse
The emails owned by the account name you selected from the list will
be displayed.
Screenshot 79 - Browsing through the emails of an account in the group
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
drop down list under the Refresh link and select Me and
subordinates.
Refreshing the global cache
If you want to refresh the cache for all the accounts you have access
to, so that when you browse you can view the latest archived emails,
click the Refresh link in the top left corner.
To refresh the cache of the currently selected account only, click the
button on top of the Last email column heading.
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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 List all accounts tab. The list includes the following
columns: User Name, Account, Primary Email, and Emails (a count
of the emails archived for that account).
Screenshot 80 - List of all the accounts in the group you can access
To refresh the list with the latest archived emails count, click the
button near the Emails column heading.
Searching the email archive
To search through your emails, you need to load the GFI MailArchiver
web interface as shown in the ‘Introduction’ section of this chapter,
then click on the Search link in the top left corner.
Screenshot 81 - The GFI MailArchiver search page
The search page allows you to perform simple queries on the
database via a single search term or more complex queries using
multiple search terms, up to 4 terms can be specified, combined
together with a combination of logical AND and AND NOT operators.
After you setup the search criteria, and click the Search button, the
search results, if any are found, are displayed in tabular format under
the search criteria. Each match returned by the search query will
include the following information: Subject, Sender, Recipients, Date
/ Time, and Size.
The number of matches returned is displayed under the search
criteria, for example: Results: 61 emails found. If the search returns
more than 50 email matches, the search results will be split on
multiple pages, with 50 emails per page.
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Searching using a single term
This section will show you how to perform searches using a single
search term. The following fields can be used to search through the
email archive database:
•
Attachment name
•
Message ID
•
Recipient
•
Sender
•
Sent Date
•
Sent Date / Time
•
Subject
•
Body – (Microsoft SQL Server only with full-text indexing enabled)
Search by specifying the Attachment name
If you want to search for emails containing a particular attachment,
follows these steps:
1. Select Attachment name from the first drop down list.
2. To search for emails containing an attachment whose filename
matches exactly the one you specify, select IS EXACTLY from the
second drop down list. If you want to find any emails containing an
attachment whose file name contains the string you specified, select
CONTAINS.
NOTE: The IS EXACTLY option returns results faster than the
CONTAINS option.
3. Enter the attachment file name you want to search for in the field to
the right of the drop down list where you selected Attachment name.
4. Click the Search button.
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, which can
be used to identify emails, for example:
F26B97C01FB21C4A34CD9F05062072@master-domain.com
To search for emails using the Message ID field, follow these steps:
1. Select Message ID from the first drop down list.
2. If you want to look for emails having the same Message ID value,
select IS EXACTLY from the second drop down list. To search for
emails whose Message ID contains the string you specified, select
CONTAINS from the second drop down list.
NOTE: The IS EXACTLY option returns results faster than the
CONTAINS option.
3. Enter the search value in the field to the right of the drop down list
where you selected Message ID.
4. Click the Search button.
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Search by specifying the Recipient or Sender emails
If you want to search for emails with a particular sender or recipient,
follows these steps:
1. Select Sender or Recipient from the first drop down list to search
for a sender or recipient respectively.
2. To search for emails whose sender or recipient matches the one
you specified in full, select IS EXACTLY from the second drop down
list. If you want to find any emails whose sender or recipient contains
the string you specified, select CONTAINS.
NOTE: The IS EXACTLY option returns results faster than the
CONTAINS option.
3. Enter the email address or AD display name you want to search for
in the field to the right of the drop down list where you selected
Sender or Recipient.
4. Click the Search button.
Search by specifying the Sent date
If you want to search for emails sent on particular dates, follow these
steps:
1. Select Sent date from the first drop down list.
2. To search for emails whose sent date matches the one you
specified exactly, select IS EXACTLY from the second drop down list.
To find emails that were sent before the date you specified, select
LESS THAN. To search for emails sent after the date you specified,
select GREATER THAN.
3. Click the
button. A calendar will be displayed in a pop up
window. Select the month and year and then click on a day of the
month. The calendar pop up window will automatically close and the
date you selected will be entered in the field to the right of the drop
down list where you selected Sent date. If you want to alter the date
selected either click the calendar button once again, or else alter the
date directly from the edit box.
Screenshot 82 - Calendar control
4. Click the Search button.
Search by specifying the Sent date / time
If you want to search for emails sent on particular dates and times,
follow these steps:
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Using GFI MailArchiver • 69
1. Select Sent date / time from the first drop down list.
2. To search for emails whose sent date and time matches the one
you specified exactly, select IS EXACTLY from the second drop down
list. To find emails that were sent before the date and time you
specified, select LESS THAN. To search for emails sent after the date
and time you specified, select GREATER THAN.
3. Click the
button. A calendar will be displayed in a pop up
window. Select the month and year and then click on a day of the
month. The calendar pop up window will automatically close and the
date you selected will be entered in the field to the right of the drop
down list where you selected Sent date. The date in the edit box will
be appended with ‘ 00:00:00’. These stand for the hour, minute, and
seconds. To specify a time, you need to edit those entries directly
from the edit box. If you want to alter the date selected either click the
calendar button once again, or else alter the date directly from the edit
box. When you use the calendar to choose another date, if you have
entered a time, it will be reset to ‘00:00:00’.
4. Click the Search button.
Search by specifying the Subject
If you want to search for emails having a particular subject, follow
these steps:
1. Select Subject from the first drop down list.
2. Next you need to select the search method you want to use to
lookup the content in the subject field. The search methods available
are:
•
CONTAINS – When using this search method you can specify a
word, part of a word, or a phrase.
The words following the colon in the examples below, should be
entered in the search field.
1. Part of a word: qua
2. Single full word: quantum
3. Phrase search: quantum electrodynamics is cool
NOTE: When searching through a Microsoft SQL Server database
with full-text indexing enabled using the CONTAINS method, you
can only specify the beginning part of a word so as to get a match.
For example if the email subject is ‘Quantum Electrodynamics
Paper’, you can search for ‘Electro’ but not for ‘dynam’. This
restriction is due to how full-text indexing works. When searching
through a Microsoft Access database or through a Microsoft SQL
Server database with full-text indexing disabled, you can specify
any part of the email subject and it will match.
•
IS EXACTLY
NOTE: This search method is available either when searching
through a Microsoft Access database or else when searching
through a Microsoft SQL Server database with full-text indexing
disabled.
When using this search method you should specify the email
subject in full.
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NOTE: The IS EXACTLY option returns results faster than the
CONTAINS option.
•
CONTAINS (MS Search) – (Requires Microsoft SQL Server
with full-text indexing)
This search method is more powerful and provides greater
flexibility. Depending on the search term you specify, you can
search using any one of these techniques:
1. Search for exact matches of words or phrases.
2. Search using fuzzy (less precise) techniques.
3. Search for words near another word.
4. Search for similar words based on inflection, that is a word will
match variations based on gender, plurals, verbs, nouns,
adjectives, and tenses.
5. Search using word weighting techniques.
The words following the colon in the examples below, should be
entered in the search field.
1. Word search: quantum
2. Phrase search: ‘quantum electrodynamics is cool’
3. Word prefix search: ‘quan*’
4. Logical concatenation of terms: ‘quan*’ OR ‘electro*’
5. Word proximity search: ‘quantum’ NEAR ‘electrodynamics’
6. Search for inflectional variations: FORMSOF (INFLECTIONAL,
drive)
7. Search using word weighting: ISABOUT (quantum weight (.8),
electrodynamics weight (.6))
•
FREETEXT (MS Search) – (Requires Microsoft SQL Server
with full-text indexing)
Free text search works in a completely different manner than all
the other search methods, since it matches the meaning of the
search term you specify rather than the exact wording.
So for example in a free text search term you can enter ‘accounts’,
and it will match entries containing accounting and accounts. Free
text searches are less precise than the CONTAINS search
method, but it can help you find emails for which you do not know
the exact wording you are looking for, but you have an idea of the
topic discussed in the email.
Further information on the search methods listed above is provided by
the GFI MailArchiver search page by clicking on the
button, next to
the drop down list where you select the search method.
3. Depending on the search method you selected in point 2 above,
you will enter the content you want to lookup for in the field to the right
of the drop down list where you selected the search method.
4. Click the Search button.
Search by specifying the Body
NOTE: The Body field is only available when searching a
Microsoft SQL Server database with full-text indexing enabled.
If you want to search for emails having a particular body content,
follow these steps:
1. Select Body from the first drop down list.
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Using GFI MailArchiver • 71
2. Next you need to select the search method you want to use to
lookup the content in the email body. The search methods available
are:
•
CONTAINS – When using this search method you can specify a
whole word, the beginning part of a word, or a phrase.
The words following the colon in the examples below, should be
entered in the search field.
1. Part of a word: qua
2. Single full word: quantum
3. Phrase search: quantum electrodynamics is cool
•
CONTAINS (MS Search) – This search method is more powerful
and provides greater flexibility. Depending on the search term you
specify, you can search using any one of these techniques:
1. Search for exact matches of words or phrases.
2. Search using fuzzy (less precise) techniques.
3. Search for words near another word.
4. Search for similar words based on inflection, that is a word will
match variations based on gender, plurals, verbs, nouns,
adjectives, and tenses.
5. Search using word weighting techniques.
The words following the colon in the examples below, should be
entered in the search field.
1. Word search: quantum
2. Phrase search: ‘quantum electrodynamics is cool’
3. Word prefix search: ‘quan*’
4. Logical concatenation of terms: ‘quan*’ OR ‘electro*’
5. Word proximity search: ‘quantum’ NEAR ‘electrodynamics’
6. Search for inflectional variations: FORMSOF (INFLECTIONAL,
drive)
7. Search using word weighting: ISABOUT (quantum weight (.8),
electrodynamics weight (.6))
•
FREETEXT (MS Search) – Free text search works in a completely
different manner than all the other search methods, since it
matches the meaning of the search term you specify rather than
the exact wording.
So for example in a free text search term you can enter ‘accounts’,
and it will match entries containing accounting and accounts. Free
text searches are less precise than the CONTAINS search
method, but it can help you find emails for which you do not know
the exact wording you are looking for, but you have an idea of the
topic discussed in the email.
Further information on the search methods listed above is provided by
the GFI MailArchiver search page by clicking on the
button, next to
the drop down list where you select the search method.
3. Depending on the search method you selected in point 2 above,
you will enter the content you want to lookup for in the field to the right
of the drop down list where you selected the search method.
4. Click the Search button.
Searching using multiple search terms
If you have specified the first search term and you want to add more
search terms, follow these steps:
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1. Click the Add Condition button.
2. Two new drop down lists will be displayed below the previous
search terms. From the drop down list between the search terms,
select whether you want to AND the terms or AND NOT them.
AND means: If search term A and search term B match then return
result. For example if sender is user@external.com and recipient is
jsmith@master-domain.com, then return a match. This would return all
emails sent by user@external.com to user jsmith@masterdomain.com.
AND NOT means: If search term A is found and search term B is not
matched, then return result. For example if sender is
user@external.com and recipient is not jsmith@master-domain.com,
then return a match. This would return all emails sent by
user@external.com, sent to any user except jsmith@masterdomain.com.
Screenshot 83 - Adding a condition
3. From the bottom drop down list, select the field you want to search
in. When you select the field you want to search, a drop down list and
edit box will be displayed to the right of the drop down list. To setup
this search term you can refer to the ‘Searching using a single term’
section above.
4. To add more conditions repeat steps 1 to 3. Please note that you
can have a maximum of 4 search terms in all.
Screenshot 84 - Multiple term search
5. When you are ready to perform the search, click the Search button.
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Using GFI MailArchiver • 73
Removing search terms
If you have added search conditions, that is you have more than one
search condition in the search page, the Remove Condition button
will be enabled. To remove search conditions, follow these steps:
1. Click the Remove Condition button.
2. The search page will refresh and the last search term, the one
directly above the Remove Condition button, will be removed.
3. To remove more search terms, repeat steps 1 and 2. You have to
wait for the search page to refresh before you press the Remove
Condition button again.
NOTE: When only one search term is left in the search page, the
Remove Condition button will be disabled once again.
Viewing emails returned by a search
To view a particular email from the search results returned, you need
to click on the subject of the email you want to view. For further
information on what functionality is available when viewing an email
read from the ‘Viewing an email’ section to the ‘Send an email copy to
an email address’ section of this chapter. To return to the search
results page from the email view page, click the back button of your
browser or press Backspace on you keyboard.
Sorting the search results
By default the search results are sorted by subject in ascending order.
To sort on a different column, click on the column heading on which
you want to sort. To change the sort order, that is alternate between
ascending and descending order, click the column heading of the
column which is already sorted.
Selecting the database to browse and search through
At any one time, GFI MailArchiver is archiving emails to one backend
database which is set as the active one. Since the database file size
will grow as more emails get archived, GFI MailArchiver allows you to
create new databases, and set them as the new active database.
By default the Welcome, Search, and List all accounts tabs get the
data from the active database. However you might want to browse or
search through an older database which is no longer being used as
the active database by GFI MailArchiver.
To select which database you want to browse or search emails from,
follow these steps:
1. Access either one of the following tabs: Welcome, Search, List all
accounts.
2. Click on the Select database drop down list. The configured
database connections listed in the Databases tab of the Configuration
page, which have the Visible checkbox marked, will be listed in this
drop down list.
NOTE: For further information on how to configure which databases
are visible, read the ‘Setting the visible database list’ section of the
‘Configuring GFI MailArchiver’ chapter.
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3. Select the database you want to use. The page will automatically
refresh and display the emails retrieved from the database selected.
Selecting the localization language
By default the GFI MailArchiver web interface will be displayed in the
English language. To view the GFI MailArchiver web interface in
another language, select the language from the language selection
drop down list in the top right corner.
NOTE: The GFI MailArchiver Configuration is not affected by this
setting, and is thus always displayed in the English language.
Screenshot 85 - GFI MailArchiver web interface language selection
When you select a new language, the current page will be refreshed
and displayed in the new language selected.
The language preference setting will be stored in a cookie on the
machine from where you accessed the GFI MailArchiver web
interface. The next time you access the GFI MailArchiver web
interface it will be displayed in the language you had selected.
NOTE 1: Only the GFI MailArchiver web interface text will be shown in
the new language selected. All the other text, such as email
addresses and email content will still be displayed in the original
language.
NOTE 2: The language 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 the GFI MailArchiver web interface language is set to
Spanish, 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, click on the
Languages… button at the bottom of the dialog.
3. The Language Preference dialog is displayed. Add the desired
language by clicking on the Add… button.
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Using GFI MailArchiver • 75
Screenshot 86 - Microsoft Internet Explorer Language Preference
4. Move your preferred language to the top of the list by selecting it
and clicking on the Move Up button until the language you desire is
listed at the start of the list.
5. Click the OK button twice to close the Language Preference and
Internet Options dialogs.
Logging off from GFI MailArchiver
When you finish browsing and searching your email archive, it is
suggested that you log off from the GFI MailArchiver web interface. To
log off, follow these steps:
1. Click the Log off link in the top right corner of the page.
2. GFI MailArchiver will display a note in the browser window as
shown in the screenshot below.
Screenshot 87 - Logging off from the GFI MailArchiver web interface
3. Close the browser to complete the log off process.
Accessing GFI MailArchiver from Microsoft Outlook
If you want to browse and search your email archive 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 the New Folder… entry in the context menu.
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Screenshot 88 - Creating a new folder
3. The Create New Folder dialog is displayed. In the Name edit box,
specify a descriptive name for the new folder, for example, Email
Archive. Do not change any other settings.
Screenshot 89 - Specify a name for the new folder
4. Click the OK button to close the dialog.
5. The newly created folder is displayed as a sub-folder of the
Personal Folders node. Right-click on the new folder and then click
on the Properties entry in the context menu.
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Using GFI MailArchiver • 77
Screenshot 90 - Modify the new folder properties
6. The <Folder Name> Properties dialog is displayed.
Screenshot 91 - New folder properties dialog
7. Clear the Automatically generate Microsoft Exchange views
checkbox.
8. Access the Home Page tab.
9. In the Address edit box, type the following:
http://<GFI MailArchiver Server Name>/<GFI MailArchiver
virtual folder name>
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For example, http://win2k3entsvr.master-domain.com/MailArchiver
10. Select the Show home page by default for this folder checkbox.
Screenshot 92 - Specify the GFI MailArchiver address
11. Click the OK button to close the dialog.
12. To access your email archive through the GFI MailArchiver webbased interface, click on the new folder, for example Email Archive.
Screenshot 93 - Entering credentials to authenticate with GFI MailArchiver
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Using GFI MailArchiver • 79
13. You will be prompted to enter your domain account user name and
password to authenticate with GFI MailArchiver.
14. GFI MailArchiver will then display your email archive.
Screenshot 94 - GFI MailArchiver email archive accessed from Microsoft Outlook
80 • Using GFI MailArchiver
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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 databases you
configure. Different tools, outlined further on in this chapter, help you
to export emails from the following message stores:
1. Microsoft Outlook PST files
2. Microsoft Exchange mailboxes and public folders
3. GFI MailArchiver 2 email archive databases
4. GFI MailEssentials email archive databases
Therefore, to use the import feature of GFI MailArchiver, you first need
to specify the databases that will store the imported emails, as
outlined in the ‘Configuring the GFI MailArchiver Import Service’
section.
Configuring the GFI MailArchiver Import Service
From the GFI MailArchiver Import Service Configuration you can
configure into which databases you want to import the emails. You
can configure multiple databases and assign specific date ranges to
them. The GFI MailArchiver Import Service will then import emails
falling into a specific date range in the respective database.
To specify and configure the databases that will store the imported
emails, 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 Import Service Configuration, to load the GFI
MailArchiver Import Service Configuration.
GFI MailArchiver for Exchange
Importing Emails • 81
Screenshot 95 - The GFI MailArchiver Import Service Configuration
2. Click the Add Database button.
3. The Add GFI MailArchiver 3 database dialog is displayed.
Screenshot 96 - Configuring a GFI MailArchiver 3 database
4. In the General properties tab specify a unique display name for
this database in the Database identification name edit box.
5. Specify the date range for this database 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 databases.
NOTE: Ideally, you should configure multiple databases to cover the
date ranges of all the emails you plan on importing.
6. Access the Connection Settings tab.
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Screenshot 97 - Configuring the database and authentication to use
7. Select the authentication method the Import Service will use to
connect to the database. If you want the Import Service to logon to the
database with the Windows account under which the Import Service is
running, select the Authenticate with the GFI MailArchiver Import
Service Windows user. If on the other hand you want to use
Microsoft SQL Server authentication select the Use Microsoft SQL
Server authentication option and specify a username and password
in the User name and Password edit boxes respectively.
8. From the Server name list box, select which server is hosting the
database. If the configuration does not list the server you want, you
can manually specify the server name or IP address.
9. Select the database from the GFI MailArchiver 3 database drop
down list box. The database you select can be an existing GFI
MailArchiver 3 database or any empty database. If you select an
empty database, the GFI MailArchiver Import Service configuration will
create the required database schema.
10. Click the OK button to validate and create if necessary the
required database schema. The Add GFI MailArchiver 3 database
dialog is closed.
NOTE: If the date range you selected overlaps with the date range of
another configured database, the configuration will prompt you with
the dialog shown below.
Screenshot 98 - Dates specified for database overlap with another database
11. To configure another database repeat steps 2 to 10.
GFI MailArchiver for Exchange
Importing Emails • 83
12. The configuration will display the new database in the list. Under
the Database activity column, the GFI MailArchiver Import Service
displays the current database activity. To save and apply the new
settings, click the Apply Settings button.
Screenshot 99 – Applying the new configuration settings
Modifying a configured database
To modify a configured database, follow these steps:
1. Load the GFI MailArchiver Import Service Configuration.
2. Click on the database you want to re-configure from the list.
3. Click the Configure Database button.
4. Further information on how to configure a database is available in
the ‘Configuring the GFI MailArchiver Import Service’ section.
5. To save and apply the new settings, click the Apply Settings
button.
Removing a configured database
To remove a configured database from the GFI MailArchiver Import
Service list, follow these steps:
1. Load the GFI MailArchiver Import Service Configuration.
2. Click on the database you want to remove from the list.
3. Click the Remove Database button.
4. To save and apply the new settings, click the Apply Settings
button.
Monitoring the GFI MailArchiver Import Service
If you want to monitor the amount of emails the GFI MailArchiver
Import Service is processing and importing, follow these steps:
1. Load the GFI MailArchiver Import Service Configuration.
2. Click the Monitor Import Process button.
3. The configuration will display the Import Process Monitor dialog
as shown in the screenshot below.
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Screenshot 100 – Import process monitor dialog
4. By default, the statistics will automatically refresh every 30 seconds.
You can vary the refresh interval from 1 to 60 seconds using the
slider.
NOTE: If an email in the pickup folder has a date that does not fit the
date range of any of the databases configured, the import service will
move the email to the ‘Miss’ folder. The Emails not fitting date range
row, displays the number of emails ending up in the ‘Miss’ folder. The
‘Miss’ sub-folder is located in the following path:
<GFI MailArchiver Installation Path>\MAIS\Miss
The emails in the ‘Miss’ folder, are split up by year and month. For
example, if emails from 01 January 2005 to 31 March 2005 were
moved into the ‘Miss’ folder, there would be three sub-folders named,
2005_01, 2005_02, 2005_03.
If you want to import the emails in the ‘Miss’ folder, add a database
with a date range that includes the dates of the emails in the ‘Miss’
folder and click the Apply Settings button. From the services
management console, stop the GFI MailArchiver Import Service. Then
move all the files contained within the individual sub-folders, for
example 2005_01, 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 the emails in the ‘Miss’ folder, for example 2005_01 are too old,
delete all the files stored inside of the 2005_01 folder.
5. Click the Close button to close the statistics dialog.
NOTE: Ideally, you should not leave the statistics dialog open
indefinitely, since each statistics refresh will slowdown the Import
Service process.
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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:
<GFI MailArchiver Installation Path>\MAIS\Pickup
If you want to run the email export tools on remote machines, and
want the exported emails to be automatically imported into a GFI
MailArchiver database, you need to export the emails directly to the
import service pickup folder.
To be able to do this from remote machines, you need to share the
import service pickup folder with read/write permissions. 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
databases configured.
Using the GFI MailArchiver 2 Email Export tool
The GFI MailArchiver 3 database schema is different from the one GFI
MailArchiver 2 uses. For this reason, GFI MailArchiver 3 cannot use
GFI MailArchiver 2 databases directly.
If you want GFI MailArchiver 3 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 tool. The GFI MailArchiver Import Service will then import the
exported emails into a new GFI MailArchiver 3 database.
NOTE 1: Please note that the GFI MailArchiver 2 Email Export
tool can only export emails from a Microsoft SQL Server
database.
NOTE 2: The GFI MailArchiver 2 Email Export tool 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 tool.
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Screenshot 101 - GFI MailArchiver 2 Export Tool
2. Click the Next button in the GFI MailArchiver 2 Email Export tool
welcome page to proceed.
Screenshot 102 - Specify SQL Server and authentication method to use
3. Select the Microsoft SQL Server where the GFI MailArchiver 2
database you want to upgrade 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 tool did not list
automatically.
4. From the Authenticate through group, 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
GFI MailArchiver for Exchange
Importing Emails • 87
authentication option, you must specify a username and password in
the Login ID and Password fields respectively.
5. Click the Next button to continue.
Screenshot 103 - Select the GFI MailArchiver 2 database from where you want to export emails
6. From the GFI MailArchiver 2 database drop down list, select from
which database the tool will export the emails. Click the Next button to
continue.
Screenshot 104 - Select a destination for the exported emails
7. You now need to select a location where the GFI MailArchiver 2
Email Export tool will save the exported emails. If you want the GFI
MailArchiver Import Service to import the exported emails into a GFI
MailArchiver 3 database, you need to select the location of the GFI
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MailArchiver Import Service pickup folder. Click the Next button to
start the export process.
Screenshot 105 - Email export process progress
8. The GFI MailArchiver 2 Email Export tool 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 MailArchiver 2
database.
9. When the export process completes, click on the Finish button to
close the GFI MailArchiver 2 Email Export tool.
Using the GFI PST-Exchange Email Export tool
NOTE: If you want to use the GFI PST-Exchange Email Export tool on
another machine, manually copy the <GFI MailArchiver Installation
Path>\ eewiz sub-folder, to the machine where you want to execute it.
To use the GFI PST-Exchange Email Export tool, 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 tool.
In the welcome page, click the Next button so that you can choose
from which source you want to extract emails.
The GFI PST-Exchange Email Export tool can extract emails from the
following sources:
•
Microsoft Exchange mailboxes
•
Microsoft Exchange public folders
•
Microsoft Outlook personal folders (.pst) files
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Importing Emails • 89
Screenshot 106 - GFI PST-Exchange Email Export tool welcome page
Microsoft Exchange Source
To extract emails from Microsoft Exchange, select the Microsoft
Exchange Server radio button, as shown in the screenshot below.
Screenshot 107 - Microsoft Exchange mailbox source
The Microsoft Exchange Server option will be available in any one of
the following scenarios:
90 • Importing Emails
•
You are running the tool on a machine with Microsoft
Exchange Server installed.
•
You are running the tool 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
GFI MailArchiver for Exchange
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 tool
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 tool on a machine with Microsoft Exchange
Server installed, the source selection page would look like the
screenshot below.
Screenshot 108 - Features disabled to reflect context
When you execute the GFI PST-Exchange Email Export tool on a
Microsoft Exchange machine, the wizard disables the Exchange
Server, User name, and Password fields, 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 tool 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 fields.
If the Microsoft Exchange server you are connecting to requires an
SSL connection, check the SSL Connection checkbox.
NOTE: If you need to specify non-default port numbers or you have
multiple virtual folders, you can alter the connection string manually in
the edit box on top of the Mailboxes list.
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Screenshot 109 - Exchange connection string customization
To add the mailboxes from which you want to extract emails, click on
the Add mailbox button. In the Active Directory object picker dialog,
enter a username and click the OK button.
Screenshot 110 - Adding a mailbox
The GFI PST-Exchange Email Export tool 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 111 - Username and password specified have no access to mailbox
NOTE: If you execute the GFI PST-Exchange Email Export tool 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.
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Screenshot 112 - Multiple mailboxes selected
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 the
Remove mailbox button.
If all the mailboxes you want to extract email from are in the list, click
the Next button to continue.
Microsoft Exchange Public Folders
To extract emails from Microsoft Exchange Server public folders,
check the Extract from Public Folders checkbox. If Microsoft
Exchange OWA requires an SSL connection, check the SSL
Connection checkbox.
If the GFI PST-Exchange Email Export tool is running on the Microsoft
Exchange server machine, you do not need to specify anything else,
just click the Next button to continue.
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Importing Emails • 93
Screenshot 113 - Connect to local public folders
If you are executing the GFI PST-Exchange Email Export tool 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.
Screenshot 114 - 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.
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If you need to specify custom connection string settings, for example,
non-default port numbers, you can alter the connection string
manually in the edit box on top of the Mailboxes list.
Screenshot 115 - Connecting to non-default port number
Microsoft Outlook Personal Folders (.pst) Source
To extract emails from Microsoft Outlook personal folders (.pst) files,
select the Microsoft Outlook PST Files radio button, as shown in the
screenshot below.
Screenshot 116 - Microsoft Outlook personal folders (PST) files
If you execute the GFI PST-Exchange Email Export tool 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 tool.
NOTE 2: When the GFI PST-Exchange Email Export tool extracts
an email from a PST file it deletes it from the PST file. Therefore,
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Importing Emails • 95
it is important to make a backup copy of the PST file before using
it with the GFI PST-Exchange Email Export tool.
To add a PST file click the Add PST file button. From the Select a
Microsoft Outlook PST dialog, locate the PST file you want to extract
emails from, and click on the Open button, as shown in the following
screenshot.
Screenshot 117 - Select the Microsoft Outlook (PST) file
The GFI PST-Exchange Email Export tool 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 the Remove
PST File button.
Once you have selected all the PST files you want to extract email
from, click the Next button to enumerate the folders contained in the
PST files.
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Screenshot 118 - 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
enumeration process is complete, the GFI PST-Exchange Email
Export tool 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 119 - Select 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
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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 checking the
checkbox beside the folder name of your choice. Click the Next button
to continue onto the next page.
NOTE: To select all the sub-folders underneath a specific folder node,
hold the CTRL key pressed and left click on the checkbox 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 tool 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 tool will only extract the
emails, from the stores selected, that the mail server processed prior
to the cut off time set.
Screenshot 120 - Cut off time option
Click the Next button 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 tool will not display the owner selection page if
you are extracting emails from Microsoft Exchange mailboxes.
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In this page, you need to specify who owns the emails you are going
to extract. The email address you specify in the Owner field 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 user@testdomain.com in the Owner edit box, the GFI
MailArchiver interface will display the imported emails under
user@testdomain.com.
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 tool 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,
user@testdomain.com will only see emails posted to the public folder
by user@testdomain.com.
Screenshot 121 - Owner selection page
You can either enter an email address directly in the Owner field or
else use the Active Directory Select User dialog by clicking the Owner
button. Click the Next button to proceed.
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Screenshot 122 - Active Directory Select User dialog
Select a destination for the extracted emails
You now need to select a destination folder where the GFI PSTExchange Email Export tool 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 database, you need to select the GFI
MailArchiver Import Service pickup folder location as the destination.
When you run the GFI PST-Exchange Email Export tool on the GFI
MailArchiver machine, the Destination edit box is automatically filled
in with the import service pickup folder path.
NOTE 1: If you are running the GFI PST-Exchange Email Export tool
on another machine, and you selected the GFI MailArchiver Import
Service shared pickup folder as the destination, make sure that the
account under which the GFI PST-Exchange Email Export tool 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 database.
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Screenshot 123 - Destination selection page
To select the destination for the extracted emails, click the … button to
the right of the Destination field. From the Browse For Folder dialog
select the destination and click the OK button.
Screenshot 124 - Browse for folder dialog
After selecting the destination, click the Next button to continue.
Email extraction process
The GFI PST-Exchange Email Export tool displays a process notice
page.
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Screenshot 125 - 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 the Next button to continue. The GFI PST-Exchange
Email Export tool 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 126 - Process progress page
When the GFI PST-Exchange Email Export tool 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 127 - GFI PST-Exchange Email Export tool finish page
Click the Finish button to close the GFI PST-Exchange Email Export
tool.
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Skipped Emails
The GFI PST-Exchange Email Export tool 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 tool 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 tool 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 tool 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 tool 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
on the View Failed Mails Log File button.
Screenshot 128 - View failed mails log file button
The GFI PST-Exchange Email Export tool will load the failed mails log
file in your system default text editor.
Using the GFI MailEssentials Email Archive Export tool
The GFI MailEssentials email archive database schema is different
from the one GFI MailArchiver 3 uses. For this reason, GFI
MailArchiver 3 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 database, 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 databases.
NOTE 1: The GFI MailEssentials Email Archive Export tool can
only export emails from a Microsoft SQL Server database.
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NOTE 2: The GFI MailEssentials Email Archive Export tool 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 tool.
Screenshot 129 - GFI MailEssentials email archiving Export Tool
2. Click the Next button in the GFI MailEssentials Email Archive
Export tool welcome page to proceed.
Screenshot 130 - Specify SQL Server and authentication method to use
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Importing Emails • 105
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 Tool did
not list automatically.
4. From the Authenticate through group, 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 and Password fields respectively.
5. Click the Next button to continue.
Screenshot 131 - Select the email archive database from where you want to export emails
6. From the GFI MailEssentials email archive database drop down
list, select from which database the tool will export the emails. Click
the Next button to continue.
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Screenshot 132 - Select a destination for the exported emails
7. You now need to select a location where the GFI MailEssentials
Email Archive Export tool will save the exported emails. If you want
the GFI MailArchiver Import Service to import the exported emails into
a GFI MailArchiver 3 database, you need to select the location of the
GFI MailArchiver Import Service pickup folder. Click the Next button to
start the export process.
Screenshot 133 - Email export process progress
8. The GFI MailEssentials Email Archive Export tool 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.
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9. When the export process completes, click on the Finish button to
close the GFI MailEssentials Email Archive Export tool.
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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. Using 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 as shown below.
Screenshot 134 - The GFI MailArchiver Bulk Export Tool
Specify the URL you use to connect to GFI MailArchiver, in the
MailArchiver URL edit box. The next time you use the GFI
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MailArchiver Bulk Export Tool, the MailArchiver URL list 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, select the Current
User Account option.
If you want to specify a particular user account for authentication,
select the The Following User Account option, and then specify a
username and password in the User Name and Password fields
respectively.
To connect click the OK button. Once connected, the GFI MailArchiver
Bulk Export Tool displays a new Email Search window as shown
below.
Screenshot 135 - 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 database
you want to search in, from the Search in Database drop down list.
2. Select the Search tab so that you can specify the search criteria.
3. Select a search field, for example Sender, from the left most drop
down list. From the second drop down list select the search condition,
and in the right most field specify what you are looking for.
NOTE: The GFI MailArchiver Bulk Export Tool search feature provides
the same functionality as the GFI MailArchiver web based search
page. You can find further information on the different fields and
search methods available in the ‘Searching using a single term’
section of the ‘Using GFI MailArchiver’ chapter.
4. If you want to add more search conditions, click the Add Condition
button. The GFI MailArchiver Bulk Export Tool adds a new search
condition entry underneath the last one. Between the last search
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GFI MailArchiver for Exchange
condition and the newly added one, a drop down list allows you to
specify how you want the search feature to link the search terms. You
can select either an AND operator or an AND NOT operator.
AND means: If search term A and search term B match then return
result. For example if sender is user@external.com and recipient is
jsmith@master-domain.com, then return a match. This would return all
emails sent by user@external.com to user jsmith@masterdomain.com.
AND NOT means: If search term A matches and search term B does
not match, then return result. For example if sender is
user@external.com and recipient is not jsmith@master-domain.com,
then return a match. This would return all emails sent by
user@external.com, sent to any user except jsmith@masterdomain.com.
You now need to configure the newly added search condition as
outlined in step 3. To add more search conditions repeat this step.
NOTE 1: You can specify up to four search terms in the query.
NOTE 2: 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. To perform the search, click the Find Now button. 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 136 - GFI MailArchiver Bulk Export Tool displaying the search results
NOTE 1: If nothing matches the search conditions specified, No
results where found is displayed.
NOTE 2: If the search operation is taking too long, you can click the
Stop button to interrupt the search.
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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 will 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 137 - 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.
112 • Exporting Emails
GFI MailArchiver for Exchange
Screenshot 138 - 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 with the GFI MailArchiver Bulk Export
Tool, the original email archived in the database is not removed.
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. Select the Export Options tab.
2. Click on the Restore to the following email address option and in
the edit 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, select the Send messages as Original
emails option. To send exported emails as attachments, select the
Send messages as Attachments option.
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Exporting Emails • 113
Screenshot 139 - Restore emails to a specific email address
4. To export the emails, click the Restore button. 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 the Stop button.
Screenshot 140 - Restoring emails process in progress
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. Select the Export Options tab.
2. Click on the Download to folder option and in the edit box specify
the path where you want the emails to be downloaded. You can also
114 • Exporting Emails
GFI MailArchiver for Exchange
click on the Browse button to select the destination visually from the
Browse For Folder dialog.
Screenshot 141 - Downloading emails to a disk location
3. To export the emails, click the Download button. 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 the Stop button.
Screenshot 142 – 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.
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Exporting Emails • 115
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).
Screenshot 143 - 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 144 - 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
support@gfi.com
•
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 support@gfi.com.
Ensure that you have registered your product on our website first, at
http://customers.gfi.com.
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Troubleshooting • 119
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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