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GFI MailArchiver 5 for Exchange

Manual

By GFI Software

http://www.gfi.com

Email: [email protected] Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of GFI Software. GFI MailArchiver is copyright of GFI SOFTWARE Ltd. © 1999-2008 GFI Software. All rights reserved. Version 5.0 – Last updated March 13, 2008

GFI MailArchiver for Exchange Contents • i

Contents

About GFI MailArchiver 1 Introduction to GFI MailArchiver ....................................................................................1 Key features of GFI MailArchiver ...................................................................................1 How does GFI MailArchiver work?.................................................................................4 GFI MailArchiver licensing scheme................................................................................4

Installing GFI MailArchiver 7 Introduction ....................................................................................................................7 On which machine should I install GFI MailArchiver?....................................................7 System requirements .....................................................................................................8 Hardware requirements .................................................................................................8 Preparing the servers for use with GFI MailArchiver .....................................................9 Preparing Microsoft Exchange Server for use with GFI MailArchiver..........................10

Microsoft Exchange Server 2003 Journaling ..................................................10 Enabling Envelope Journaling in Exchange Server 2003 (recommended)...............................................................................................11 Microsoft Exchange Server 2007 Journaling ..................................................14

Preparing Microsoft SQL Server for use with GFI MailArchiver ..................................17 Creating the database.....................................................................................18

Installing GFI MailArchiver ...........................................................................................18 Entering your license key after installation ..................................................................21 Updating a GFI MailArchiver installation with a more recent build ..............................23 Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver 5 .............................23

Completing the GFI MailArchiver 3 to 5 upgrade process..............................24 Upgrading a GFI MailArchiver 4 installation to GFI MailArchiver 5 .............................25

GFI MailArchiver database schema updates..................................................25 Role-based deployment ...............................................................................................28

Configuring GFI MailArchiver 29 Introduction to the Configuration..................................................................................29 Configuring General settings .......................................................................................29 Configuring which emails to archive ............................................................................31 Configuring whose emails to archive ...........................................................................32

Excluding a list of users from archiving ..........................................................32 Archiving the emails only of certain users ......................................................34 Archiving the emails of all users .....................................................................35 Removing users from the list ..........................................................................35

Configuring the archive stores .....................................................................................36 Configuring an archive store based on Microsoft SQL Server .......................37 Configuring an archive store based on Microsoft SQL Server and file system ................................................................................................43 Configuring an archive store based on GFI MailArchiver (Firebird) database and file system.................................................................50

Selecting in which archive store you want to archive emails.......................................55 Configure which archive stores can be browsed and searched ..................................55 Configuring archive stores management .....................................................................56

Changing the priority of the archive stores in the queue ................................59 Re-configuring the schedule settings..............................................................60

Attaching a GFI MailArchiver 3 database ....................................................................60 Viewing archive store statistics ....................................................................................66

ii • Contents GFI MailArchiver for Exchange

Re-configuring an archive store ...................................................................................67 Removing an archive store ..........................................................................................68 Configuring access control...........................................................................................68

Configuring the full access group....................................................................68 Configuring group managers ..........................................................................69 Configuring user access control......................................................................71 Removing Managers or Users from the lists...................................................73

Configuring the mail servers to archive........................................................................73 Adding a local Microsoft Exchange mail server ..............................................73 Adding a remote Microsoft Exchange mail server ..........................................78 Re-configuring a mail server ...........................................................................81 Removing a mail server ..................................................................................81 Enable / Disable email collection from a mail server ......................................81

Managing the search indexes ......................................................................................82 Rebuilding a search index...............................................................................84

Configuring retention policies.......................................................................................84 How are retention policies applied to emails? ................................................84 Creating a retention policy ..............................................................................85 Re-configuring a retention policy ....................................................................91 Removing a retention policy............................................................................91 Modifying the priority of retention policies.......................................................91 Creating a retention policy to match all emails ...............................................92 Enable / disable a retention policy ..................................................................93

Configuring categorization policies ..............................................................................93 How are categorization policies applied to emails?........................................94 Creating a categorization policy......................................................................94 Re-configuring a categorization policy..........................................................100 Removing a categorization policy .................................................................100 Enable / disable a categorization policy........................................................101

Using GFI MailArchiver 103 Introduction ................................................................................................................103 Browsing the email archive stores .............................................................................104

Expanding a conversation thread .................................................................104 Viewing an email ...........................................................................................105 Viewing email internet headers.....................................................................106 Viewing the whole conversation....................................................................107 Labeling the email .........................................................................................108 Restoring emails through the OneClick Restore feature ..............................110 Saving an email to disk .................................................................................110 Printing an email ...........................................................................................111 Downloading attachments.............................................................................112 Refreshing the conversation list....................................................................112 Browsing through the conversation pages....................................................112 Login as a different user ...............................................................................113

Browsing emails with an account that has access to other accounts........................113 Selecting a user account to browse..............................................................114 Viewing the complete list of accounts you can access.................................115

Searching the email archive stores............................................................................115 Searching with the advanced search............................................................118 Search for emails labeled with a specific label .............................................119 Search by specifying the email size..............................................................119 Search by specifying the Message ID field...................................................120 Search by specifying the Recipient or Sender..............................................120 Search by specifying the Sent or Received date ..........................................121 Search by specifying the Subject..................................................................121 Search throughout the whole email ..............................................................122 Searching using multiple search terms.........................................................122 Removing search conditions.........................................................................123 Viewing emails returned by a search............................................................123 Sorting the search results .............................................................................123

Creating and using search folders .............................................................................124

GFI MailArchiver for Exchange Contents • iii

What is a search folder? ...............................................................................124 Creating a search folder................................................................................124 Viewing the search folder contents...............................................................125 Modifying the search folder query.................................................................125 Deleting a search folder ................................................................................126

Selecting the localization language............................................................................127 Logging off from GFI MailArchiver .............................................................................128 Accessing GFI MailArchiver from Microsoft Outlook .................................................129 Resizing and hiding the navigation panel ..................................................................132

Auditing 135 Introduction ................................................................................................................135 Database activity auditing ..........................................................................................135

Configuring database activity auditing ..........................................................135 Uploading trace files to the auditing database..............................................141

User interaction auditing ............................................................................................141 Configuring user interaction auditing ............................................................141

Reports.......................................................................................................................142 Configuration management auditing report ..................................................144 Access control auditing report.......................................................................145 Data integrity auditing report.........................................................................146 Bulk import auditing report ............................................................................147 Retention policy auditing report ....................................................................148 Data leakage prevention auditing report.......................................................149 User audit trail auditing report.......................................................................150

Importing Emails 151 Introduction ................................................................................................................151 Configuring the GFI MailArchiver Import Service ......................................................151

Changing the date range associated with an archive store..........................155 Removing an archive store from the configuration .......................................155 Sharing the pickup folder ..............................................................................155

Using the GFI MailArchiver 2 Email Export wizard ....................................................156 Using the GFI PST-Exchange Email Export wizard...................................................160

Microsoft Exchange Source ..........................................................................160 Microsoft Exchange Public Folders...............................................................164 Microsoft Outlook Personal Folders (.pst) Source ........................................165 Selecting the folders to extract email from....................................................167 Set a cut off time ...........................................................................................168 Select the owner of the emails......................................................................169 Select a destination for the extracted emails ................................................170 Email extraction process...............................................................................172 Skipped Emails .............................................................................................174 Failed Emails.................................................................................................174

Using the GFI MailEssentials Email Archive Export wizard.......................................174

GFI PST Exporter 179 Introduction ................................................................................................................179 Installing GFI PST Exporter .......................................................................................179 Launching GFI PST Exporter.....................................................................................180 Configuring GFI PST Exporter ...................................................................................180

Configuring the archive store ........................................................................180 Configuring General Settings........................................................................181 Configuring Notification Settings...................................................................182 Configuring Computer Groups......................................................................183 Editing Computer Group configuration .........................................................186 Adding end-user machines to groups ...........................................................187 Configuring settings for end-user machines .................................................188

Deploying the GFI PST Exporter agent to computers ...............................................189 Processing PST files on end-user machines .............................................................191

iv • Contents GFI MailArchiver for Exchange

Reports and logs ........................................................................................................193 End-user machine PST process details........................................................193

Exporting Emails 197 Introduction ................................................................................................................197 Using the GFI MailArchiver Bulk Export Tool ............................................................197

Searching for emails .....................................................................................198 Viewing an email from the search results .....................................................200 Exporting emails............................................................................................201 Restore to a specific email address..............................................................201 Download to a folder on disk.........................................................................202 Connecting to multiple GFI MailArchiver installations...................................204 Disconnecting from a GFI MailArchiver installation ......................................205

Role-based Deployment 206 Introduction ................................................................................................................206 How role-based deployment works............................................................................207 System requirements .................................................................................................208 Getting Started ...........................................................................................................208

Executing the Deployment Manager Wizard on each instance.........................................................................................................208 Launching the Deployment Manager Wizard................................................209 Using the Deployment Manager Wizard .......................................................209 Assigning the Central Configuration Service Role........................................211 Assigning the Data Collection Role...............................................................212 Assigning the Storage role............................................................................213 Assigning the Search and Indexing Role......................................................213 Assigning the User Interface and Administration Role .................................215 Assigning the Data Import Service Role .......................................................216 Assigning multiple roles to a server ..............................................................217 Identifying the Central Configuration Service Role server............................217 Identifying the Data Collection Role server...................................................218 Identifying the Storage Role server...............................................................219 Identifying the Search and Indexing Role server ..........................................219

Recommended deployment scenario ........................................................................220 Alternative scenario ......................................................................................221

Troubleshooting 223 Introduction ................................................................................................................223 Knowledge Base ........................................................................................................223 Request support via e-mail ........................................................................................223 Request technical support via phone.........................................................................224 Web Forum ................................................................................................................224 Build notifications .......................................................................................................224

Appendix: Enabling IMAP on Microsoft Exchange Server 2007 225 Introduction ................................................................................................................225 Enabling IMAP ...........................................................................................................225

Index 226

GFI MailArchiver for Exchange About GFI MailArchiver • 1

About GFI MailArchiver

Introduction to GFI MailArchiver GFI MailArchiver is a powerful yet easy-to-use email archiving solution. With GFI MailArchiver, you can archive all internal and external email into a central archive store. You can then easily manage the email archive stores from the web-based configuration of GFI MailArchiver. If you want to, you can also allow users to browse and search past emails via the web-based browse and search interface.

Key features of GFI MailArchiver

Archive emails from multiple mail servers concurrently GFI MailArchiver allows you to configure multiple Microsoft Exchange mail servers, thus making it possible to archive email from two or more mail servers at the same time.

Installation on a separate machine from the mail server You can install GFI MailArchiver on a dedicated machine, separate from the machine running the Microsoft Exchange. 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 Exchange Server using IMAP. A dedicated machine for GFI MailArchiver also makes sense when you need to archive email from multiple Microsoft Exchange servers concurrently. On a Microsoft Exchange Server 2007 environment, you can install GFI MailArchiver on a machine with Microsoft Exchange 2007 Client Access Role Server. In this scenario, you need to enable the IMAP service to access the journaling mailbox stored on the Microsoft Exchange 2007 Mailbox Role Server machine. For more information refer to ‘Appendix: Enabling IMAP on Microsoft Exchange Server 2007’ in this manual.

Role-based deployment Role-based deployment allows for scalability of GFI MailArchiver in large IT infrastructures dealing with heavy email traffic. This is achieved through the deployment of multiple GFI MailArchiver instances on separate servers. Each instance is configured to fulfill diverse roles, to balance workload and collectively help for the smooth running of the email archiving process.

No changes to Exchange email system GFI MailArchiver uses the journaling feature of Exchange Server, to provide unparalleled scalability and reliability. Other email archiving

2 • Index GFI MailArchiver for Exchange

solutions actually replace the email with a link to their database – this can be a point of failure that could bring down your entire email system. GFI MailArchiver works in parallel and does not affect the way Exchange works.

Increase Exchange performance If you are storing all your company email on the Exchange Server, email performance will start to decline over time. By moving old emails into GFI MailArchiver archive stores, you will keep your Exchange stores compact and your Exchange performance high.

Allows on-line database backups to be taken GFI MailArchiver uses VSS (Volume Shadow Copy Service) technology to allow on-line database backups to be taken (using third-party backup software) without interrupting the archiving service. VSS provides the backup infrastructure for the Microsoft Windows XP and Microsoft Windows Server 2003 operating systems, as well as a mechanism for creating consistent point-in-time copies of data known as shadow copies. For information on third-party backup software compatibility, refer to the KBase article ‘Which online backup products are compatible with GFI MailArchiver 5?’ available on the GFI website

Audit all user activity GFI MailArchiver enables you to audit all user activity, through the auditing feature. This is particularly important in industries and countries where regulations require organizations to monitor user activity and keep audit trails of this activity. In GFI MailArchiver you can enable two types of auditing: database activity auditing and user interaction auditing. You can view auditing information through a number on-screen audit reports available by default with GFI MailArchiver.

Reduce administration costs You can backup and restore the GFI MailArchiver archive stores with ease, since the archive stores are stored in standard databases such as Microsoft SQL Server, Firebird database file, and compressed email binary source files on disk. There is no need for special Exchange backup tools.

Reduce email storage requirements GFI MailArchiver archives the entire email source in a compressed format. This data compression results in considerable disk space savings when compared to storing emails in the Exchange stores or in PST files.

Centrally manage email exports GFI PST Exporter is an agent-based utility through which you deploy agents on end-user machines, allowing you to centrally manage all network end-user machines. You can organize these end-user machines into groups, each with its own configuration settings. This enables you to establish for each group when and how emails are to be exported from PST files stored on the machines. GFI PST Exporter uses the GFI MailArchiver Import Service to then transfer exported emails to an archive store.


End the PST hell Users storing their emails in PST files on their local hard disk drive, will find it difficult to archive and search through the many PST files. Furthermore, many users do not know how to organize their PST files properly. GFI MailArchiver eliminates the need for users to archive their email in PST files on local hard disks. With GFI MailArchiver, users can browse, search and retrieve past emails via the web-based interface, rather than having to dig through a store of PST files on disk to find a particular email.

Import old emails The GFI MailArchiver Import Service in conjunction with the wizards provided, allow you to archive emails that the Microsoft Exchange processed prior to the installation of GFI MailArchiver. This makes it possible for the users to have all their email conversations available via the web-based interface.

Easy enforcement of company email policies Having a central store of email, enables you to easily search through corporate email for particular text and enforce any company email policies you may have in place.

Optionally exclude email archiving from particular users If required, you can instruct GFI MailArchiver not to archive email to and from particular users, including Active Directory users.

Email retention policies From the web-based configuration of GFI MailArchiver, you can configure retention policies that give you the control you need to remove emails from the archive stores either immediately or after some time, based on the content, sender and recipient.

Email categorization policies You can categorize emails based on the content, sender and recipient, by assigning labels. Email categorization comes in handy when you want to limit your search to emails with a particular label.

Email labeling Apart from the email labeling support offered by the categorization policies feature, individual users can create their own custom labels to identify and categorize their personal emails. This feature gives the users great flexibility in categorizing their emails and makes it easier to search and find the intended emails.

Search Folders Users can easily organize their emails into dynamic views that list specific emails that meet a certain search term, by creating search folders. The search folder will then list any existing archived emails that fit the search query and will automatically include any new emails archived that fit the same criteria.


Restore email through OneClick Restore Through the OneClick Restore feature, users can restore an email from the archive store to a mailbox.

How does GFI MailArchiver work? GFI MailArchiver operations can be divided in 3 logical stages: Stage 1: Retrieve emails Stage 2: Archive emails Stage 3: Browse archived emails

Figure 1 - Typical GFI MailArchiver installation

Stage 1: Retrieve emails GFI MailArchiver connects to the journaling mailbox on the Microsoft Exchange Server and collects the emails stored in the journaling mailbox. Stage 2: Archive emails GFI MailArchiver archives the emails to the active database configured, for example Microsoft SQL Server. Stage 3: Browse archived emails Users can browse and search for specific archived emails via the GFI MailArchiver web interface, using Microsoft Internet Explorer.

GFI MailArchiver licensing scheme The GFI MailArchiver licensing scheme is based on the number of Exchange mail-enabled users in the Active Directory, whose emails are being archived. For more information on GFI MailArchiver user counting refer to this Knowledge Base article: http://kbase.gfi.com/showarticle.asp?id=KBID003109

You can download and evaluate the complete version of GFI MailArchiver for 10 days with the default evaluation key. If the data you provided in the download form is correct, you will receive by email

http://kbase.gfi.com/showarticle.asp?id=KBID003109�


a license key which enables you to evaluate GFI MailArchiver for a total of 30 days. During the evaluation period all the GFI MailArchiver features are available. When the evaluation period expires, the GFI MailArchiver user interface will still be accessible; archiving features, however, will be disabled. NOTE: In GFI MailArchiver the license expires when the licensed user count is exceeded. In this case, systems administrators have a 15 day grace period during which they have to purchase new licenses. After the prescribed grace period, the GFI MailArchiver archiving features will be disabled. Licensing notifications will be sent by SMTP using the administrator’s email address specified through the GFI MailArchiver management console.

GFI MailArchiver for Exchange Installing GFI MailArchiver • 7

Installing GFI MailArchiver

Introduction This chapter highlights important points you should take into consideration before installing GFI MailArchiver on your network, so that you can make the best decisions on where to install and how to configure GFI MailArchiver on your network.

On which machine should I install GFI MailArchiver? GFI MailArchiver should be installed on a machine that forms part of the Active Directory domain whilst taking into consideration the following points:

• Email flow experienced by your servers • Machine hardware and software specifications • Need to archive email from multiple sources concurrently

For example, if you only need to archive email from one 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 Exchange servers using IMAP, we suggest that you install GFI MailArchiver on a separate machine. NOTE 1: GFI MailArchiver does not require a dedicated machine when it is not installed on the mail server. For example, you can, install GFI MailArchiver on machines running other applications such as GFI MailEssentials or GFI MailSecurity. NOTE 2: In a Microsoft Exchange Server 2007 environment, you can install GFI MailArchiver on a machine with Microsoft Exchange 2007 Client Access Role Server. In this scenario, you need to enable the IMAP service to access the journaling mailbox stored on the Microsoft Exchange 2007 Mailbox Role Server machine. For more information refer to ‘Appendix: Enabling IMAP on Microsoft Exchange Server 2007’ in this manual. The machine on which you choose to install GFI MailArchiver must have Microsoft Internet Information Services (IIS) and the World Wide Web Service installed and running. ASP.NET must be registered since GFI MailArchiver needs to create a virtual directory to host the GFI MailArchiver web interface.


System requirements To install GFI MailArchiver you need: • Windows 2000 (Service Pack 3 or higher), Windows 2003 or Windows

2008 NOTE: The machine needs to be a Domain Controller or connected to one, since GFI MailArchiver requires access to Active Directory.

• Access to Microsoft Exchange Server 2000 or later • Microsoft .NET Framework 2.0 • Internet Information Services (IIS) – World Wide Web service

NOTE: Ensure that ASP.NET is registered with IIS. To register it follow these steps: 1. Open Command Prompt 2. Go to <Windows Directory>\Microsoft.NET\Framework\<version number>\ 3. Type the command ‘aspnet_regiis.exe –i’ and press ENTER

• Microsoft Internet Explorer 5.5 or later

NOTE: Upon installation, GFI MailArchiver creates a default archive store in a Firebird database. (Firebird is an open source database server). Therefore, Microsoft SQL Server is only a requirement if you would like to store data on Microsoft SQL Server rather than on Firebird. GFI MailArchiver supports both Microsoft SQL Server 2000 (Service Pack 3 or higher) and Microsoft SQL Server 2005. Refer to the following Knowledge Base article for information regarding the Microsoft SQL Server collation mode required: http://kbase.gfi.com/showarticle.asp?id=KBID002277. To use GFI PST Exporter you need: • Outlook 2000 or later installed on target computers • Ports 8096 to 8099 open on target computers NOTE: Time skew outside specified limits will affect authentication. Time skew between domain controllers or between member machines and a domain controller can cause Kerberos ticket invalidation. As a result, agent deployment on target computers may fail with an ‘Access Denied’ error for the computers affected by time skew.

Hardware requirements The hardware requirements for GFI MailArchiver are: • Pentium 4 (or equivalent) - 2Ghz • 512MB RAM (minimum). Recommended: 2GB RAM • 2 GB of available physical disk space (NTFS) NOTE: It is recommended that you store databases and indexes on separate, appropriately sized hard disks. SCSI hard disks are highly recommended for indexes.



Preparing the servers for use with GFI MailArchiver GFI MailArchiver requires a Microsoft Exchange Server and a database server where to store the archived emails, such as Microsoft SQL Server. 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 blank database.


Preparing Microsoft Exchange Server for use with GFI MailArchiver To archive email from Microsoft Exchange Server, you will need to set up and configure journaling. The next sections show you how to do this for Microsoft Exchange Server 2003 and Microsoft Exchange Server 2007.

Microsoft Exchange Server 2003 Journaling You first need to set up and configure a journaling mailbox. The Exchange Server journaling feature will use the journaling mailbox to store a copy of each email that passes through the server. GFI MailArchiver will then periodically check the journaling mailbox and archive any emails found. To set up journaling on the Exchange Server, follow these steps: 1. Create a new mailbox where you want Microsoft Exchange to journal emails. Do this by adding a new user in the Active Directory Users and Computers console. Give the mailbox a relevant name such as ‘journal’. 2. Open the Exchange System Manager and navigate to the Mailbox Store node by expanding Servers <server_name> Storage Group. Right click on the Mailbox Store node and then click Properties. 3. In the Properties dialog go to the General tab and select the Archive all messages sent or received by mailboxes on this store check box.

Screenshot 1 - Enabling journaling on an Exchange mailbox store


4. Click on the Browse button located to the right of the Archive all messages sent or received by mailboxes on this store check box. 5. In the Select Recipient dialog box, enter the journaling mailbox name you created in step one, for example ‘journal’, and click OK. NOTE: If you want to archive emails to a public folder, enter a public folder name in the Select Recipient dialog. However, note that Microsoft does not recommend using public folders as the journal recipient. More information is available in the following Microsoft Knowledge Base article, http://support.microsoft.com/?kbid=843105, (refer to question 6 in the question and answer section).

Screenshot 2 - Selecting the journaling mailbox name

6. Close the Mailbox Store Properties dialog and the Exchange System Manager management console. The Exchange Server journaling mailbox created is now ready for use with GFI MailArchiver.

Enabling Envelope Journaling in Exchange Server 2003 (recommended) NOTE: If you want to archive email header information, you need to read this section to enable Exchange Envelope Journaling. If you do not want to archive email header information skip this section. GFI MailArchiver will still work correctly. Envelope Journaling is available in Exchange 2000 post Service Pack 3 and Exchange 2003 Service Pack 1. Exchange Envelope Journaling captures all the available RFC2821 recipients and all the RFC2822 recipients, including CC and BCC recipients. It also captures members of a distribution group expansion and it captures reports that include delivery receipts, NDRs, read receipts, and out-of-office notifications. For more information about Envelope Journaling, please visit this Microsoft web page: 3How Exchange Server Envelope Journaling Works. You can enable Envelope Journaling by using either one of these methods: 1. Use the Exchange Server Email Journaling Advanced Configuration (exejcfg.exe) tool. 2. Use the ADSI editor management console.

http://support.microsoft.com/?kbid=843105�


Method 1: Using the exejcfg.exe tool To enable Envelope Journaling using the exejcfg.exe tool, follow these steps: 1. Open the command prompt. 2. Navigate to the folder in which you copied the exejcfg.exe tool. 3. To enable Envelope Journaling, type exejcfg –e and press Enter. NOTE 1: exejcfg –d disables Envelope Journaling for that organization. NOTE 2: You can download the exejcfg.exe tool from the following Microsoft web page: http://www.microsoft.com/downloads/details.aspx?FamilyID=e7f73f10-7933-40f3-b07e-ebf38df3400d&displaylang=en NOTE 3: You can use the exejcfg.exe tool downloaded from the above link in both Exchange 2000 and Exchange 2003 Server environments.

Method 2: Using the ADSI editor To enable Envelope Journaling using the ADSI editor, follow these steps: 1. Open the adsiedit.msc console. NOTE: You can find the adsiedit.msc tool in the Windows 2003 Server support tools and in the Windows 2000 Server resource kit.

Screenshot 3 - ADSI Edit

2. Navigate to the CN=<your organization name> node by expanding ADSI Edit Configuration <CN=Configuration>

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<CN=Services> <CN=Microsoft Exchange>. Right-click on the CN<your organization name> node and then click Properties. 3. In the properties dialog, select the heuristics attribute from the Attributes list and click the Edit button.

Screenshot 4 - Heuristics attribute

4. In the Integer Attribute Editor dialog, type 512 in the Value edit box and click OK.

Screenshot 5 - Editing the heuristics attribute value

5. The Value column for the heuristics attribute will be updated to reflect the new value of 512 in the Attributes list.


Screenshot 6 - Heuristics value set to 512

6. Click OK to save the new setting and close the ADSIEdit console. Note: A value of 512 enables Envelope Journaling, and a value of 0 disables Envelope Journaling.

Microsoft Exchange Server 2007 Journaling Microsoft Exchange 2007 supports two types of journaling: 1. Store-level journaling 2. Journaling rules These two journaling methods are described below.

Store-level journaling Store-level journaling is similar to the journaling feature of Microsoft Exchange Server 2000/2003. Configuration of the Mailbox Database is similar to that of the Mailbox Store in Exchange 2003.


Screenshot 7 – Configuring a Mailbox Database

1. Select a Mailbox Database and click on Properties.

Screenshot 8 – Mailbox Database properties

2. Select the Journal Recipient option then select a journaling recipient, preferably a mailbox within the existing Exchange organization, from the Active Directory.


Journaling rules This feature is new to Microsoft Exchange 2007 and is only available with the “Premium client access license”. It allows an administrator to setup custom journaling rules such as: • Archive only incoming emails • Archive only outgoing emails • Archive emails for a particular group. GFI MailArchiver supports this type of journaling by detecting and displaying these rules in the Data Sources Configuration Wizard.

Screenshot 9 – Configuring Journaling rules

Journaling rules are configured from within the Hub role configuration. 1. Open the Journaling tab and click on New Journaling Rule.


Screenshot 10 –Creating a new Journaling rule

2. Choose a name for the rule and specify the Journal e-mail address, preferably a mailbox within the existing Exchange organization, from the Active Directory. 3. You can optionally choose to configure the Scope and Journal e-mail for recipient. Through these options you can define the recipient(s) on whom to apply the journaling rule. NOTE: Unlike previous versions of Microsoft Exchange server, journaling within Microsoft Exchange server 2007 includes envelope journaling by default, and thus does not require you to manually enable it.

Preparing Microsoft SQL Server for use with GFI MailArchiver This section is optional, since GFI MailArchiver now supports archive stores based on the Firebird database. If you want to create archive stores based on Microsoft SQL Server, you need to follow the steps in this section to create a new empty database through the Enterprise Manager. NOTE 1: You must configure Microsoft SQL Server to use Mixed Authentication mode to be able to use it with GFI MailArchiver. To do so, load the Enterprise Manager, right-click on the SQL Server node and click Properties. In the properties dialog, access the Security tab and click SQL Server and Windows under Authentication. NOTE 2: Refer to the following Knowledge Base article for further information regarding the Microsoft SQL Server collation mode required: http://kbase.gfi.com/showarticle.asp?id=KBID002277



Creating the database 1. Open the SQL Server Enterprise Manager; navigate to and expand the SQL Server node on which you want to create the database. 2. Right-click on the Databases node, and then click New Database.

Screenshot 11 - Creating a new database

3. In the Database Properties dialog box, type a name for the new database in the Name box, for example, 'MailArchiver', and then click OK. NOTE 1: For optimal performance, pre-allocate space for both the data and transaction files, for example, 500 MB for the data file and 50MB for the transaction file to avoid grow operations while archiving to the database, at least initially. To pre-allocate disk space, specify a value in the Initial size (MB) column. To further reduce slowdowns caused when Microsoft SQL Server performs a grow operation; you should set the file growth for both data and transaction files to a fixed value in megabytes, not more than 100 MB, instead of a percentage value. Additionally, ensure that the Maximum file size option is left to Unrestricted file growth for both data and transaction files. You can configure these settings from the Data Files and Transaction Log tabs of the Database Properties dialog box. NOTE 2: After the first month of archiving, note the database data file size. With this value, estimate the archive database size after six months, for example. If you estimate that your archive database will be larger than 20 GB, you should consider configuring the archive stores management feature of GFI MailArchiver. More information on this feature is available in the ‘Configuring archive stores management’ section of the ‘Configuring GFI MailArchiver’ chapter.

Installing GFI MailArchiver Before you install GFI MailArchiver, check the points below: 1. Make sure that you are logged on as Administrator or you are using an account with administrative privileges. 2. Save any pending work and close all open applications on the machine.


3. Check that the machine you are installing GFI MailArchiver on meets the system and hardware requirements specified earlier in this chapter. 4. Check the Exchange Server role. NOTE 1: GFI MailArchiver cannot be installed on the Exchange Server 2007 Edge Role, since such a server is typically deployed on a DMZ using ADAM instead of Active Directory. NOTE 2: You need to enable IMAP if installing on the Exchange Server 2007 Client Access Role. For more information refer to ‘Appendix: Enabling IMAP on Microsoft Exchange Server 2007’ in this manual.


To install GFI MailArchiver: 1. Double-click on: • Gfimailarchiver5_x86.exe to install GFI MailArchiver on x32

systems • Gfimailarchiver5_x64.exe to install GFI MailArchiver on x64

systems As soon as the Welcome page is displayed click Next. 2. Read the license agreement displayed in the License agreement page and click I accept the terms in the license agreement if you accept the terms of the license agreement. Click Next to continue the installation.

Screenshot 12 - Entering the administrator email address and product license key

3. Type the administrator email address in the Administrator Email box. If you bought a license for GFI MailArchiver, type it in the License Key box. If you do not have a license yet and want to evaluate GFI MailArchiver, leave the default evaluation license key in the License Key box. Click Next to continue the installation. NOTE: When you use the evaluation license key, you will be able to use GFI MailArchiver for 10 days. If later you decide to buy GFI MailArchiver, you will not need to install GFI MailArchiver again – entering the purchased license key will be sufficient. 4. To install GFI MailArchiver to the default location, click Next to continue. If you want to specify an alternative location where to install GFI MailArchiver, click Change and select a new installation path. Then click Next to continue with the installation. 5. Select the website where you want to install the GFI MailArchiver web interface from the Website list. In the Virtual Directory Alias box (set to ‘MailArchiver’ by default), type the name for the GFI MailArchiver web interface virtual folder. To continue with the installation click Next.


Screenshot 13 - Selecting a Website and Virtual Directory

6. Click Install to start the installation of GFI MailArchiver with the settings you configured in the previous pages.

Screenshot 14 - GFI MailArchiver installation progress

7. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard.

Entering your license key after installation NOTE: Entering the license key should not be confused with the process of registering your company details on our website. This is important; since it allows us to give you support, and notify you of important product news. Register at http://customers.gfi.com

http://customers.gfi.com/�


If you purchased GFI MailArchiver, you need to enter your license key in the GFI MailArchiver configuration. To do this, follow these steps: 1. Click Start All Programs GFI MailArchiver GFI MailArchiver to load the GFI MailArchiver configuration in Internet Explorer. 2. When prompted for a user name and password, type in the username and password of an account that has administrative privileges, to access the GFI MailArchiver configuration. 3. Click on the GFI MailArchiver Configuration Licensing node, in the left navigation pane. 4. Type or paste the GFI MailArchiver license key you bought in the License key box, then click Verify License Key.

Screenshot 15 - Entering the GFI MailArchiver license key

5. If you entered the license key correctly, GFI MailArchiver displays the following information: The License Status, the number of Licensed Users, the count of Mail Enabled Users, and for how long GFI MailArchiver has been running next to the Statistics label. If the license key specified is invalid, GFI MailArchiver will display Invalid license key in red next to the License Key box. If you entered a valid license key, click Save Settings. NOTE 1: The license key you bought is licensed for a number of users as shown next to the Licensed Users label. The number of Mail Enabled Users must always be smaller than or equal to the number of Licensed Users. If not, GFI MailArchiver will continue to work for 15 more days until you buy a new license key, and then expire if a new license key is not specified. NOTE 2: GFI MailArchiver counts the number of mail enabled users differently, depending on the exclusion settings configured in the Archiving and User Exclude Options node. The following points describe how GFI MailArchiver counts mail enabled users in the three possible scenarios of: archiving emails for all users, archiving emails for all users except for the users specified and archiving emails only for the users specified. For the examples, we will consider an Active


Directory (AD) made up of 40 objects, 12 of which are mail-enabled users.

• Archiving emails for all users – GFI MailArchiver counts all the mail enabled user accounts. It does not count other objects such as groups or machines. GFI MailArchiver will thus display 12 near the Mail Enabled Users label.

• Archiving emails for all users except for the users specified – GFI MailArchiver counts all mail enabled user accounts and subtracts the count of AD user accounts (not email addresses) specified in the list. Therefore, if you specified three AD user accounts and one email address for exclusion from archiving, GFI MailArchiver will display 9, near the Mail Enabled Users label.

• Archiving emails only for the users specified – GFI MailArchiver counts the AD user accounts (not email addresses) specified for inclusion in archiving. Therefore, if you specified three AD users for inclusion in archiving, GFI MailArchiver will display 3, near the Mail Enabled Users label. Please note that if you specify even one email address for inclusion in archiving, GFI MailArchiver will count all AD mail enabled user accounts and thus will display 12 near the Mail Enabled Users label.

Updating a GFI MailArchiver installation with a more recent build If you want to update your current installation of GFI MailArchiver with a more recent build, you should follow the same steps as those described in the ‘Upgrading a GFI MailArchiver 4 installation to GFI MailArchiver 5’ section of this chapter.

Upgrading a GFI MailArchiver 3 installation to GFI MailArchiver 5 NOTE: Before upgrading to GFI MailArchiver 5, make sure that you are running the latest build of GFI MailArchiver 3. If not, first install the latest build of GFI MailArchiver 3, then upgrade to GFI MailArchiver 5. If you currently have a machine with GFI MailArchiver 3 installed, and you want to upgrade that installation to GFI MailArchiver 5, follow these steps: NOTE 1: Microsoft Access databases are no longer supported and will not be upgraded. NOTE 2: You can browse and search upgraded GFI MailArchiver 3 databases from GFI MailArchiver 5, but you will not be able to archive further data into them. NOTE 3: Databases configured in the database management feature of GFI MailArchiver 3 are not upgraded and will not be listed in the GFI MailArchiver 5 Archive Stores Management page. 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver5.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Follow the installation wizard on-screen instructions. 3. The installation wizard will inform you that it will upgrade your current GFI MailArchiver installation and that you need to perform


some post-installation steps to complete the upgrade process. The post-installation upgrade steps are outlined below and in the following Knowledge Base article: http://kbase.gfi.com/showarticle.asp?id=KBID002870 To continue with the upgrade process, click Next.

Screenshot 16 - Upgrading the GFI MailArchiver 2 installation to GFI MailArchiver 3

4. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard.

Completing the GFI MailArchiver 3 to 5 upgrade process Once the installation completes you need to follow these steps to upgrade the GFI MailArchiver 3 databases and re-enable email collection and archiving from the mail servers configured. 1. Access the GFI MailArchiver configuration as outlined in the ‘Introduction to the Configuration’ section of the ‘Configuring GFI MailArchiver’ chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. In the Archive Stores page, you will see a default database created by the GFI MailArchiver 5 installation, and all the Microsoft SQL Server based GFI MailArchiver 3 databases found in the previous installation.

3. Click the button, for one of the GFI MailArchiver 3 databases listed. This will launch the Archive Store Wizard. 4. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. 5. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 6. Click Finish to close the wizard.



7. Repeat steps 3 to 6 for each of the GFI MailArchiver 3 databases listed in the Archive Stores page. 8. Click Save Settings. 9. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. In the Mail Servers to Archive page, you will see the mail servers you configured and archived emails from in GFI MailArchiver 3. To give you time to configure where you want to archive emails before GFI MailArchiver 5 starts archiving emails to the default database, all the Microsoft Exchange servers listed have archiving disabled. Thus, you now need to re-enable email collection and archiving from the mail servers configured.

10. Click the button, to the right of a mail server, to launch the Mail Server Wizard. 11. On the first page of the Mail Server Wizard, select the Archive emails from this server check box. 12. Click Finish to close the wizard. 13. Repeat steps 10 to 12 for each mail server configured in the Mail Servers to Archive page. 14. Click Save Settings. You have completed the upgrade process from GFI MailArchiver 3 to GFI MailArchiver 5. You can now browse through the emails previously archived by GFI MailArchiver 3 and any newly archived emails, by clicking on the GFI MailArchiver Conversations Browse node.

Upgrading a GFI MailArchiver 4 installation to GFI MailArchiver 5 If you want to upgrade from GFI MailArchiver 4 to GFI MailArchiver 5, follow these steps: 1. Run the GFI MailArchiver setup program by double-clicking on the MailArchiver5.exe file. The installation wizard will perform some unpacking operations and then display the Welcome page. Click Next to continue. 2. Follow the installation wizard on-screen instructions. 3. The installation wizard displays the finish page when the installation completes. Click Finish to close the installation wizard.

GFI MailArchiver database schema updates If there are any updates to the database schema, the installation wizard will inform you about this with the following screenshot. The installation will disable email collection and archiving from the mail servers configured, since GFI MailArchiver cannot use the databases until you perform the update procedure outlined below.


Screenshot 17 - Database schema updates

When the installation completes you need to perform the following steps to update the database schema of the archive stores configured and re-enable email collection and archiving from the mail servers configured. 1. Access the GFI MailArchiver configuration as outlined in the ‘Introduction to the Configuration’ section of the ‘Configuring GFI MailArchiver’ chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane.

3. Click the button, to the right of the archive store, to launch the Archive Store Wizard. 4. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema.


Screenshot 18 - Upgrade database schema

5. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 6. Click Finish to close the wizard. 7. Repeat steps 3 to 6 for each archive store configured in the Archive Stores page. 8. Click Save Settings. 9. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. If you configured archive stores in this page, follow steps 10 to 15. If not, go to step 16.

10. Click the button, to the right of the archive store, to launch the Archive Store Wizard. 11. Go through the pages of the Archive Store Wizard by clicking Next until you reach the database verification page. Then click Yes to update the database schema. 12. When the upgrade completes, the wizard displays Database verification successful. Click Next until you reach the wizard finish page. 13. Click Finish to close the wizard. 14. Repeat steps 10 to 13 for each archive store configured in the Archive Stores Management page. 15. Click Save Settings. 16. You now need to re-enable email collection and archiving from the mail servers configured. To do so, click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane.

17. Click the button, to the right of the mail server, to launch the Mail Server Wizard. 18. On the first page of the Mail Server Wizard, select the Archive emails from this server check box.


19. Click Finish to close the wizard. 20. Repeat steps 17 to 19 for each mail server configured in the Mail Servers to Archive page. 21. Click Save Settings.

Role-based deployment Role-based Deployment allows for scalability of GFI MailArchiver in large IT infrastructures dealing with heavy email traffic. This is achieved through the deployment of multiple GFI MailArchiver instances on separate servers. Each instance is configured to fulfill diverse roles, to balance workload and collectively help for the smooth running of the email archiving process. The following roles can currently be assigned to GFI MailArchiver instances: • Central Configuration Service • Data Collection • Storage • Search and Indexing • User Interface and Administration • Data Import Service For information on how to use this feature, refer to the ‘Role-based Deployment’ chapter in this manual.

GFI MailArchiver for Exchange Configuring GFI MailArchiver • 29

Configuring GFI MailArchiver

Introduction to the Configuration When the GFI MailArchiver installation completes, you need to configure some settings, such as from where do you want to archive emails, who do you need to exclude from the archiving process and in which archive store do you want to store archived emails, amongst others. To access the GFI MailArchiver configuration, follow these steps: 1. Click Start All Programs GFI MailArchiver GFI MailArchiver to load the GFI MailArchiver configuration in Internet Explorer. 2. When prompted for a user name and password, type in the username and password of an account that has administrative privileges, to access the GFI MailArchiver configuration. 3. Click any of the nodes listed under the GFI MailArchiver Configuration node, to configure and view the current settings for that node.

Screenshot 19 - GFI MailArchiver Configuration

Configuring General settings From the General Settings configuration page, you can specify the administrator email address and the SMTP server and port number GFI MailArchiver should use to send administrative notification emails and when restoring emails to a mailbox through OneClick Restore. To configure the general settings, follow these steps:


1. Load the GFI MailArchiver Configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration General Settings node, in the left navigation pane.

Screenshot 20 – Configuring general settings

3. Type the administrator email address in the Administrator Email Address box. 4. Specify the SMTP server name or IP address in the SMTP Server box. Specify the SMTP server port number in the Port Number box. 5. Select Use SSL for secure communications.


Screenshot 21 – Configuring SMTP server login credentials

6. Select This SMTP server requires authentication if your SMTP server requires this, and enter the login credentials. 7. Click Save Settings.

Configuring which emails to archive To configure which emails you want GFI MailArchiver to archive, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. To archive inbound emails, under Archiving Options select the Inbound Emails check box. 4. To archive outbound emails, under Archiving Options select the Outbound Emails check box. 5. To archive internal emails, under Archiving Options select the Internal Emails check box. 6. Click Save Settings.


Screenshot 22 - Selecting the emails you want to archive

Configuring whose emails to archive In the ‘Configuring which emails to archive’ section earlier in this chapter, you configured which emails you want GFI MailArchiver to archive based on the email direction (inbound, outbound, and internal). This section will show you how to control whose emails you want GFI MailArchiver to archive, by configuring exclude options. By default, GFI MailArchiver is configured to Archive emails for all users.

Excluding a list of users from archiving To archive the emails of all users but exclude some users from archiving, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive emails for all users, except anyone listed below. 4. To exclude a specific email address, select Email from the list that is inline with the Add button. 5. In the box next to the list, type the email address you want to exclude from archiving. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both [email protected] and [email protected]. To exclude a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. NOTE: You can specify both local email addresses as well as external email addresses.


6. Click Add to add the email address to the list.

Screenshot 23 - Excluding an email address

7. To add more excluded email addresses, repeat steps 5 and 6. 8. To exclude an Active Directory user, select User from the list that is inline with the Add button.

Screenshot 24 - Excluding an Active Directory user

9. The list next to the Add button, lists all email enabled Active Directory users. Select the one you want to exclude from archiving. 10. Click Add to add the Active Directory user to the list. 11. To add more excluded users, repeat steps 9 and 10.


Screenshot 25 - Active Directory user excluded

12. Click Save Settings. NOTE: GFI MailArchiver will not archive an email that has a sender or recipient listed in the exclusion list. For example, if you exclude [email protected] from archiving, and [email protected] sends an email to [email protected] and [email protected], GFI MailArchiver will not archive the email.

Archiving the emails only of certain users To archive the emails only of certain users and exclude everyone else, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive emails only for the users listed below. 4. To include a specific email address, select Email from the list that is inline with the Add button. 5. In the box next to the list, type the email address you want to include for archiving. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both [email protected] and [email protected]. To include a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. NOTE: You can specify both local email addresses as well as external email addresses. 6. Click Add to add the email address to the list. 7. To include more email addresses, repeat steps 5 and 6.


8. To include an Active Directory user, select User from the list that is inline with the Add button. 9. The list next to the Add button, lists all email enabled Active Directory users. Select the one you want to include for archiving. 10. Click Add to add the Active Directory user to the list. 11. To include more users, repeat steps 9 and 10.

Screenshot 26 – Archiving emails only for the users listed

12. Click Save Settings. NOTE: GFI MailArchiver will archive an email that has a sender or recipient listed in the inclusion list. For example, if you exclude everyone except [email protected] from archiving, and [email protected] sends an email to [email protected] and [email protected], GFI MailArchiver will archive the email.

Archiving the emails of all users If you want to archive the emails of all users, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane. 3. Under User Exclude Options, click Archive emails for all users. NOTE: You do not need to remove the users or email addresses you might have previously added to the list, since GFI MailArchiver will ignore these entries when you select Archive emails for all users. 4. Click Save Settings.

Removing users from the list To remove individual email addresses or Active Directory users from the list, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archiving and User Exclude Options node, in the left navigation pane.


3. Click the button to the right of the email address or Active Directory user you want to remove from the list. Repeat this step to remove further entries. 4. Click Save Settings.

Configuring the archive stores This section will show you how to configure the archive stores where you want GFI MailArchiver to store the archived emails.

What is an archive store? When GFI MailArchiver archives an email, it stores the following information:

• Email source in compressed format. This is stored either on disk or in the database.

• Metadata related to the email. This is always stored in a database.

• Search index entries updated with email data. The search index is always stored on disk.

This related data makes up an archive store in GFI MailArchiver. GFI MailArchiver supports three types of archive stores, these are:

• Microsoft SQL Server archive store – The email source and metadata is stored in the database. The search index is stored on disk (NTFS).

• Microsoft SQL Server and (NTFS) file system archive store – The email metadata is stored in the database. The email source and search index are stored on disk (NTFS).

• GFI MailArchiver database and (NTFS) file system – The email metadata is stored in a Firebird database. The email source and search index are stored on disk (NTFS).

NOTE: The GFI MailArchiver installation creates an archive store based on Firebird and (NTFS) file system and configures GFI MailArchiver to archive emails into it, by default. To configure an archive store do the following: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane.


Screenshot 27 - The Archive Stores page

3. Follow the steps in either one of the following sections depending on the type of archive store you want to create.

Configuring an archive store based on Microsoft SQL Server In this type of archive store, archived email metadata and the compressed email binary source are stored in the Microsoft SQL Server database. The search index is stored on disk (NTFS). NOTE: Before you configure an archive store based on Microsoft SQL Server, ensure that you have followed the steps in the ‘Preparing Microsoft SQL Server for use with GFI MailArchiver’ section of the ‘Installing GFI MailArchiver’ chapter. To configure an archive store based on Microsoft SQL Server, follow these steps: 1. In the Archive Stores page, click Add Archive Store, to display the Archive Store Wizard. 2. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, ‘Jan - Mar 2006’. This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 3. If you want to grant your network users the ability to browse and search through the archived emails, select the Allow users to browse and search this archive store check box. 4. Since you are now configuring a new archive store, leave the Do not allow further archiving into this archive store check box clear. This option is useful when you want to attach a Microsoft SQL Server database that contains archived emails for browsing and searching, but do not want to archive further data into the database. 5. Click Next to continue.


Screenshot 28 – Archive Store Wizard

6. Click Microsoft SQL Server database and then click Next. 7. Select the Microsoft SQL Server where the backend database is stored from the Microsoft SQL Server box. If the Microsoft SQL Server you want to use is not detected and listed automatically by the wizard, you can type the IP or machine name of the server hosting the Microsoft SQL Server you want to use. NOTE: If you want to connect to a Microsoft SQL Server on an alternate port, type the port number in the Microsoft SQL Server box using the following format ‘SQLServerMachineName, PortNumber’. 8. Select the authentication method you want to use. If you select Windows Authentication, the Wizard will use the credentials of the account displayed in parenthesis next to the option. If you want to use SQL Server authentication, click Microsoft SQL Server Authentication and type the login name and password in the Login Name and Password boxes respectively. Click Next to continue. NOTE 1: Regardless of which authentication method you choose, ensure that the account used to log on has administrative privileges or is set as the database owner, ‘dbo’, on the database. NOTE 2: The wizard does not store the credentials specified in this page. The wizard will only use the credentials to connect and create the necessary schema in the backend database.


Screenshot 29 – Select Microsoft SQL Server and authentication method

9. Click on the database you want to use from the list and then click Next.

Screenshot 30 - Selecting the Microsoft SQL Server database

10. The wizard will connect to the selected database to create and verify the database schema required by GFI MailArchiver. When the wizard completes the schema creation and verification, it displays Database verification successful. Click Next to continue.


Screenshot 31 - Database schema created and verified

11. GFI MailArchiver creates two roles, ‘db_marc_archive’ and ‘db_marc_browse’, on the database selected for added security. GFI MailArchiver uses the ‘db_marc_browse’ role for browsing only and requires read only access. GFI MailArchiver uses the ‘db_marc_archive’ role for archiving only and requires write access. You now need to specify the accounts to use for the archiving and browsing roles.

Screenshot 32 - Specifying the Archiving and Search /Browsing accounts


NOTE 1: We recommend using different accounts for archiving and browsing, since it will result in increased security. To do so, leave the Use the same credentials specified for the archiving role check box clear. NOTE 2: We recommend specifying nonexistent accounts, for both archiving and browsing roles, so that the wizard will create them automatically for you with the correct database roles assigned. To do so, leave the Create the login accounts specified automatically if they do not exist check box selected. Click Next to create the accounts and continue. 12. The wizard will connect to the database to create the specified accounts and assign the respective role. When the wizard completes it displays User creation successful. Click Next to continue.

Screenshot 33 - Archiving and Search /Browsing accounts created

13. GFI MailArchiver creates a search index, based on the content of the emails archived, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store. You can do this either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list. NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space. The search index uses more disk space as additional emails get stored in the archive store. Click Next to continue.


Screenshot 34 - Specifying where to store the search index

14. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard.

Screenshot 35 - Archive Store Wizard finish page

15. The table in the Archive Stores page lists the newly created archive store. To save the archive store in the configuration, click Save Settings.


Screenshot 36 - New archive store saved in configuration

Configuring an archive store based on Microsoft SQL Server and file system In this type of archive store, archived email metadata is stored in the Microsoft SQL Server database, while the archived email binary source is stored in compressed format on disk (NTFS). The search index is as always, stored on disk (NTFS). NOTE: Before you configure an archive store based on Microsoft SQL Server and file system, ensure that you have followed the steps in the ‘Preparing Microsoft SQL Server for use with GFI MailArchiver’ section of the ‘Installing GFI MailArchiver’ chapter. To configure an archive store based on Microsoft SQL Server and file system, follow these steps: 1. In the Archive Stores page, click Add Archive Store, to display the Archive Store Wizard. 2. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, ‘Jan - Mar 2006’. This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 3. If you want to grant your network users the ability to browse and search through the archived emails, select the Allow users to browse and search this archive store check box. 4. Since you are now configuring a new archive store, leave the Do not allow further archiving into this archive store check box clear. This option is useful when you want to attach a Microsoft SQL Server database that contains archived emails for browsing and searching, but do not want to archive further data into the database. 5. Click Next to continue.


Screenshot 37 - Archive Store Wizard

6. Click Microsoft SQL Server database and file system and then click Next. 7. Select the Microsoft SQL Server where the backend database is stored from the Microsoft SQL Server box. If the Microsoft SQL Server you want to use is not detected and listed automatically by the wizard, you can type the IP or machine name of the server hosting the Microsoft SQL Server you want to use. NOTE: If you want to connect to a Microsoft SQL Server on an alternate port, type the port number in the Microsoft SQL Server box using the following format ‘SQLServerMachineName, PortNumber’. 8. Select the authentication method you want to use. If you select Windows Authentication, the Wizard will use the credentials of the account displayed in parenthesis next to the option. If you want to use SQL Server authentication, click Microsoft SQL Server Authentication and type the login name and password in the Login Name and Password boxes respectively. Click Next to continue. NOTE 1: Regardless of which authentication method you choose, ensure that the account used to log on has administrative privileges or is set as the database owner, ‘dbo’, on the database. NOTE 2: The wizard does not store the credentials specified in this page. The wizard will only use the credentials to connect and create the necessary schema in the backend database.



9. Click on the database you want to use from the list and then click Next.

Screenshot 39 - Selecting the Microsoft SQL Server database

10. In this page, specify the full path where you want to store the archived emails compressed binary source for this archive store. Type the path in the Full path to original emails storage location box.


NOTE 1: The archived emails compressed binary source should be stored on a disk with ample free space available. Depending on your mail server traffic, you might need a hundred gigabytes or more of free storage space to cater for a year’s worth of email. The amount of disk space required depends on many factors such as, amount of emails archived per year, average number of attachments per email, and the type of attachments, for example, compressed images, such as jpeg, do not compress much, but text and Microsoft Word documents compress to a much smaller file size. NOTE 2: You can also specify a UNC path where you want to store the archived email compressed binary source. GFI MailArchiver will use the local system account for authentication. If the local system account does not have the necessary permissions, select the Use the following login and password to access the above UNC path check box and specify a login name and password in the Login Name and Password boxes respectively. Click Next to continue.

Screenshot 40 – Specifying the path for the archived emails binary source storage location

11. The wizard will connect to the selected database to create and verify the database schema required by GFI MailArchiver. When the wizard completes the schema creation and verification, it displays Database verification successful. Click Next to continue.



12. GFI MailArchiver creates two roles, ‘db_marc_archive’ and ‘db_marc_browse’, on the database selected for added security. GFI MailArchiver uses the ‘db_marc_browse’ role for browsing only and requires read only access. GFI MailArchiver uses the ‘db_marc_archive’ role for archiving only and requires write access. You now need to specify the accounts to use for the archiving and browsing roles.





14. GFI MailArchiver creates a search index, based on the content of the emails archived, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store. You can do this either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list. NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space. The search index uses more disk space as additional emails get stored in the archive store. Click Next to continue.



15. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard.





Configuring an archive store based on GFI MailArchiver (Firebird) database and file system NOTE: To use this option, you do not need to have Firebird installed on the machine, since the GFI MailArchiver installation installs the required Firebird support libraries. In this type of archive store, archived email metadata is stored in the GFI MailArchiver (Firebird) database, while the archived email binary source is stored in compressed format on disk (NTFS). The search index is also stored on disk (NTFS). To configure an archive store based on GFI MailArchiver (Firebird) database and file system, follow these steps: 1. In the Archive Stores page, click Add Archive Store, to display the Archive Store Wizard. 2. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, ‘Jan - Mar 2006’. This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 3. If you want to grant your network users the ability to browse and search through the archived emails, select the Allow users to browse and search this archive store check box. 4. Since you are now configuring a new archive store, leave the Do not allow further archiving into this archive store check box clear. This option is useful when you want to attach a Firebird database that contains archived emails for browsing and searching, but do not want to archive further data into the database. 5. Click Next to continue.


Screenshot 47 - Archive Store Wizard

6. Click GFI MailArchiver database and file system and then click Next. 7. In this page, you need to specify the full path, including database file name with extension .fdb, where you want to store the Firebird database for this archive store. You can do this either by typing it in the Full path to the Firebird database file box or else by selecting the folder visually from the list. If you specify an inexistent path or file name, the wizard will create it automatically for you.

Screenshot 48 – Specify storage location for Firebird database


NOTE: The Firebird database should be stored on a disk with ample free space available, since it can consume a lot of disk space. The Firebird database consumes more disk space as additional emails get stored in the archive store. Click Next to continue. 8. In this page, specify the full path where you want to store the archived emails compressed binary source for this archive store. Type the path in the Full path to original emails storage location box. NOTE 1: The archived emails compressed binary source should be stored on a disk with ample free space available. Depending on your mail server traffic, you might need a hundred gigabytes or more of free storage space to cater for a year’s worth of email. The amount of disk space required depends on many factors such as, amount of emails archived per year, average number of attachments per email, and the type of attachments, for example, compressed images, such as jpeg, do not compress much, but text and Microsoft Word documents compress to a much smaller file size. NOTE 2: You can also specify a UNC path where you want to store the archived email compressed binary source. GFI MailArchiver will use the local system account for authentication. If the local system account does not have the necessary permissions, select the Use the following login and password to access the above UNC path check box and specify a login name and password in the Login Name and Password boxes respectively. Click Next to continue.

Screenshot 49 - Specifying the path for the archived emails binary source storage location

9. The wizard will create the specified database with the schema required by GFI MailArchiver. When the wizard completes the schema creation and verification, it displays Database verification successful. Click Next to continue.



10. GFI MailArchiver creates a search index, based on the content of the emails archived, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store. You can do this either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list.



NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space. The search index uses more disk space as additional emails get stored in the archive store. Click Next to continue. 11. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard.





Selecting in which archive store you want to archive emails In GFI MailArchiver, you can configure multiple archive stores, but GFI MailArchiver can store new email only to a single archive store at a time. To configure into which archive store you want to archive new emails, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. 3. Select the archive store you want to archive new emails into from the Archive in the following store list.

Screenshot 54 - Selecting the active archive store

4. Click Save Settings.

Configure which archive stores can be browsed and searched GFI MailArchiver gives you the ability to hide certain archive stores from the users. For example, if an archive store contains very old emails and you do not want the network users to be able to browse and search through it any longer, you can hide it.

Screenshot 55 - Archive store list in browse page


To control which archive stores the network users can browse and search, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane.

3. Click the button to the right of the archive store you want to modify, to display the Archive Store Wizard. On the first page, select or clear the Allow users to browse and search this archive store check box, to make the archive store visible or hidden to the users respectively. 4. Click Finish to close the wizard and then click Save Settings. GFI MailArchiver will update the archive store lists in the Browse and Search pages accordingly.

Screenshot 56 – Archive store list in browse page updated

Configuring archive stores management Through the GFI MailArchiver Archive Stores Management feature, you can set up a queue of new archive stores that GFI MailArchiver will start archiving to according to the schedule you configure. This feature is useful because it allows you to: 1. Keep the active archive store size under control, by configuring GFI MailArchiver to start archiving to a new archive store every quarter, for example. 2. Create archive stores for each quarter or year, for example, so that you can better manage which archive stores you want to allow network users to browse and search. To configure archive stores management, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane.


Screenshot 57 - Archive Stores Management

3. You now need to create a queue of archive stores, which GFI MailArchiver will start archiving to, according to the schedule you will setup up later on. To add an archive store to the queue, click Add Archive Store. 4. Use the Archive Store Wizard as outlined in one of the following sections earlier in this chapter, depending on the type of archive store you want to create.

• Configuring an archive store based on Microsoft SQL Server • Configuring an archive store based on Microsoft SQL Server

and file system • Configuring an archive store based on GFI MailArchiver

(Firebird) database and file system 5. Repeat steps 3 and 4 above to add as many archive stores to the queue as you want. NOTE: When adding archive stores to the queue, make sure you always select a new database backend. This is important since if you choose the same database for different archive stores in the queue, you would end up with emails from different periods in the same archive store, which would be confusing for both the users who search and browse the emails, as well as for performing administrative tasks on the archive store.


Screenshot 58 – Archive stores added to the queue

6. You now need to configure the schedule that controls when GFI MailArchiver will start archiving to the archive stores in the queue. To enable the archive stores management feature and configure the schedule, select the Enable the swap archive store schedule check box. 7. From the Start schedule on lists, select when you want the first archive store in the table to become active. For example, if you want to start archiving to the first archive store in the table from the beginning of the year 2007, select January and 2007 from the list. 8. Next, you need to specify how often you want GFI MailArchiver to switch to a new archive store from the table. For example, if you want to use a new archive store every quarter, type 3 in the Swap archive store every box. 9. Notice that the Start Archiving to on column shows when GFI MailArchiver will start archiving to each archive store in the queue. Click Save Settings. NOTE 1: GFI MailArchiver lists the archive stores in the table in Start archiving to on date order. The archive store listed on top is the one that GFI MailArchiver will start archiving to first according to the schedule, followed by the one beneath it and so on. NOTE 2: Network users cannot browse and search the archive stores listed in the Archive Stores Management page, even though the corresponding row under the User Browsing Allowed column is checked. The User Browsing Allowed column in the Archive Stores Management page shows you whether the network users will be able to browse and search the archive store, once GFI MailArchiver starts archiving to it and thus becomes active.


Screenshot 59 - Archive Stores Management schedule configured

Five days before GFI MailArchiver starts archiving to the next archive store in the queue, it will test the archive store settings. GFI MailArchiver will then send a notification email, to the administrator’s email address you configured in the General Settings node, to inform you whether the test was successful or not. If the archive store settings failed the test, GFI MailArchiver will inactivate the schedule. You must then check why the first archive store in the queue failed and after you fix the problem re-activate the schedule. When GFI MailArchiver starts archiving to a new archive store according to the schedule you configure, the following actions take place:

• GFI MailArchiver will remove the archive store from the Archive Stores Management list and move it to the Archive Stores list.

• GFI MailArchiver will send a notification email, to the administrator’s email address you configured in the General Settings node.

• GFI MailArchiver will check that there are more archive stores in the queue, so that when the time comes for GFI MailArchiver to use a new archive store, one is actually available in the queue. If there are no more archive stores configured in the queue, GFI MailArchiver will inform you of this in the notification email and disable the schedule.

Changing the priority of the archive stores in the queue If you want to modify the priority of a particular archive store in the archive stores management queue, so that GFI MailArchiver starts archiving to the archive store before or after another archive store, follow these steps:


1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. 3. Click the button or button to the left of the archive store to raise or lower the archive store priority respectively. 4. Repeat step 3 until all the archive stores are in the priority you want. Check the Start archiving to on column to make sure. 5. Click Save Settings.

Re-configuring the schedule settings If you want to re-configure the schedule settings, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane. 3. Modify the Start schedule on and Swap archive store every settings and then click Save Settings.

Attaching a GFI MailArchiver 3 database NOTE 1: You can only attach GFI MailArchiver 3 databases based on Microsoft SQL Server. GFI MailArchiver 5 does not support Microsoft Access databases any longer. NOTE 2: You can only attach a GFI MailArchiver 3 database for browsing and searching. Thus, you cannot select an attached GFI MailArchiver 3 database for further archiving, since GFI MailArchiver 5 treats it as read only. To attach a GFI MailArchiver 3 database, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node, in the left navigation pane. 3. Click Attach GFI MailArchiver 3 Database, to display the Archive Store Wizard.


Screenshot 60 - Attaching a GFI MailArchiver 3 database

4. In the first page of the wizard, type a name for the archive store in the Archive Store Name box. The name you give the archive store should be descriptive, for example, ‘Jan - Mar 2006’. This makes it easier for you to manage the archive stores and helps the users of your network select the correct archive store to browse and search through. 5. To grant your network users the ability to browse and search through the archived emails, select the Allow users to browse and search this archive store check box. NOTE: The Do not allow further archiving into this archive store check box is selected by default and cannot be changed, since GFI MailArchiver 5 treats GFI MailArchiver 3 databases as read only. 6. Click Next to continue. 7. Select the Microsoft SQL Server where the GFI MailArchiver 3 database is stored from the Microsoft SQL Server box. If the Microsoft SQL Server you want to use is not detected and listed automatically by the wizard, you can type the IP or machine name of the server hosting the Microsoft SQL Server you want to use. NOTE: If you want to connect to a Microsoft SQL Server on an alternate port, type the port number in the Microsoft SQL Server box using the following format, ‘SQLServerMachineName, PortNumber’.



8. Select the authentication method you want to use. If you select Windows Authentication, the Wizard will use the credentials of the account displayed in parenthesis next to the option. If you want to use SQL Server authentication, click Microsoft SQL Server Authentication and type the login name and password in the Login Name and Password boxes respectively. Click Next to continue. NOTE 1: Regardless of which authentication method you choose, ensure that the account used to log on has administrative privileges or is set as the database owner, ‘dbo’, on the database. NOTE 2: The wizard does not store the credentials specified in this page. The wizard will only use the credentials to connect and verify the schema in the GFI MailArchiver 3 database. 9. Click on the database you want to attach, and then click Next.


Screenshot 62 - Selecting the GFI MailArchiver 3 database

10. The wizard will connect to the selected database and verify the GFI MailArchiver 3 database schema. When the wizard completes, it displays Database verification successful. Click Next to continue.

Screenshot 63 – GFI MailArchiver 3 database schema verified

11. GFI MailArchiver creates two roles, ‘db_marc_archive’ and ‘db_marc_browse’, on the database selected for added security. GFI MailArchiver uses the ‘db_marc_browse’ role for browsing only and requires read only access. GFI MailArchiver uses the


‘db_marc_archive’ role for write access only. You now need to specify the accounts to use for the archiving and browsing roles.





13. GFI MailArchiver creates a search index, based on the content of the emails currently archived in the GFI MailArchiver 3 database, to speed up user search requests. GFI MailArchiver stores the search index on disk (NTFS). In this page, you need to specify the full path where you want to store the search index for this archive store, either by typing it in the Full path to search index storage location box or else by selecting the folder visually from the list.



NOTE: The search index should be stored on a disk with ample free space available, since it can consume a lot of disk space, depending on the size of the GFI MailArchiver 3 database you are attaching. Click Next to continue. 14. The wizard finish page displays a summary of the settings you configured. Review the settings and click Finish to complete the wizard.


15. The table in the Archive Stores page lists the attached GFI MailArchiver 3 database as a new archive store. To save the archive store in the configuration, click Save Settings.

Screenshot 68 - GFI MailArchiver 3 database saved in configuration

Viewing archive store statistics To view archive store statistics such as database creation date, database size and number of archived emails, follow these steps:


1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node or GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane.

3. From the table, click the button to the right of the archive store of your choice.

Screenshot 69 – Archive Store statistics

4. When ready, click Close in the Archive Store Statistics window.

Re-configuring an archive store NOTE: When you choose to re-configure an archive store, you cannot change the type of the archive store. For example, if the archive store uses Microsoft SQL Server, you cannot change it to Firebird. All the other settings are re-configurable. If you want to change the settings of an archive store, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node or GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane.

3. From the table, click the button to the right of the archive store you want to re-configure, to display the Archive Store Wizard. Use the wizard as outlined in the earlier sections of this chapter that showed you how to configure an archive store. Select the appropriate section basing yourself on the type of archive store you are re-configuring. 4. When you finish and close the wizard, click Save Settings.


Removing an archive store If you want to remove an archive store from the Archive Stores or Archive Stores Management pages, follow these steps: NOTE: When you remove an archive store from the configuration, GFI MailArchiver will not delete the information associated with the archive store. Thus, the following information is retained: archived emails metadata, archived emails compressed binary sources and search index information. 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Archive Stores node or GFI MailArchiver Configuration Archive Stores Management node, in the left navigation pane.

3. From the table, click the button to the right of the archive store you want to remove. 4. Click Save Settings.

Configuring access control By default, an Active Directory (AD) user can browse and search only through his emails. Through the Access Control page, you can configure the full access group, group managers and user access control. When you configure an AD group as the full access group, the users forming part of that group can browse and search through all the emails stored in all the archive stores. You should carefully select the AD group you want to grant full access rights, since archived emails may contain sensitive and confidential information. To configure the full access group, read the ‘Configuring the full access group’ section below. Group managers are AD users that have a management or supervisory role in your organization. If you configure an AD user as a group manager of a particular AD group, the AD user will be able to browse and search through the emails of all the users forming part of that AD group. To configure group managers read the ‘Configuring group managers’ section below. Through the user access control feature, you can grant a specific AD user access to browse and search the emails of another AD user. This feature comes in handy when you want to for example, grant an AD user access to the emails of another user that no longer forms part of your company, and whose AD account was deleted. To configure user access control read the ‘Configuring user access control’ section below.

Configuring the full access group To configure the full access group, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane. 3. Under Full Access Group, select an AD group from the Full Access Group list.


Screenshot 70 – Access control page


Configuring group managers To configure an AD user as a group manager, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter.


Screenshot 71 - Selecting an AD user from the manager list

2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane. 3. Under Group Managers, select an AD user from the Manager list. 4. Select the AD group that the AD user selected in step 3 manages, from the Has access to Group list. In this way, you are giving the AD user selected in step 3, the privilege to browse and search through the emails of all the AD users, forming part of the AD group you selected. 5. Click Add Manager.


Screenshot 72 - Group manager configured

6. Repeat steps 3 to 5 to add more group managers to the list. 7. Click Save Settings.

Configuring user access control To grant an AD user the privilege to browse and search through the emails of another AD user, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane. 3. Under User Access Control, select an AD user from the User list.


Screenshot 73 - Selecting an AD user from the user list

4. From the Has access to User list, select the AD user that the AD user selected in step 3 can access. In this way, you are giving the AD user selected in step 3, the privilege to browse and search through the emails of the AD user you select. NOTE: Users whose AD account is deleted, will have (Deleted) displayed next to the account name in the Has access to User list.

Screenshot 74 - User access control configured


5. Click Add User. 6. Repeat steps 3 to 5 to add more user access control entries to the list. 7. Click Save Settings.

Removing Managers or Users from the lists To remove AD users listed either under Group Managers or User Access Control, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Access Control node, in the left navigation pane.

3. Click the button to the right of the AD user you want to remove from the list. 4. Repeat step 3 to remove more AD users. 5. Click Save Settings.

Configuring the mail servers to archive This section will show you how to add the Microsoft Exchange servers from where you want GFI MailArchiver to collect and archive emails. GFI MailArchiver can collect and archive emails from more than one Microsoft Exchange Server. If you want to collect and archive emails from multiple mail servers simultaneously, you can add the mail servers from the Mail Servers to Archive node.

Screenshot 75 - Mail Server to Archive

Adding a local Microsoft Exchange mail server NOTE: The Exchange Server you select must have journaling turned on and have a mailbox configured as the journaling mailbox. The ‘Preparing Microsoft Exchange Server for use with GFI MailArchiver’ section of the ‘Installing GFI MailArchiver’ chapter shows you how to configure journaling on Microsoft Exchange.


If you installed GFI MailArchiver on the Microsoft Exchange server machine, and want to add the local Microsoft Exchange mail server in the configuration, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. Click Add Mail Server, to display the Mail Server Wizard. 4. On the first page, click Local Microsoft Exchange. 5. If you want GFI MailArchiver to collect and archive email from this mail server, select the Archive emails from this server check box.

Screenshot 76 - Mail Server Wizard

6. Click Next to continue. 7. The wizard will list all the journaling mailboxes detected on Microsoft Exchange. Click on the journaling mailbox from where you want to collect and archive email.


Screenshot 77 - List of journaling mailboxes

8. Click Next to continue.

Screenshot 78 - Connecting to Microsoft Exchange through ExOLEDB provider


9. The default provider selected for use in such a scenario is the ExOLEDB provider. If you want to use this provider, click Next to continue and go to step 11. Otherwise, click IMAP and follow step 10.

Screenshot 79 - Connecting to Microsoft Exchange through IMAP provider

10. The wizard will populate the required settings with good default values, so most probably all you need to specify is the password in the Password box. If you need to modify any other setting, for example, you connect to IMAP through a non-default port, the default IMAP port is 143, you can modify the relevant settings, in this case the value in the IMAP Port box. In the Mailbox \ folder box enter the name of the root folder in the mailbox, usually INBOX, or the full path to the public folder (for example, Public Folders/JournalFolder), that is being used for journaling on the Microsoft Exchange Server. Click Next to continue. NOTE: Microsoft does not recommend using public folders as the journal recipient. More information is available in the following Microsoft Knowledge Base article, http://support.microsoft.com/?kbid=843105, question and answer section, question 6. 11. The Mail Server Wizard will try to connect to the mail server you selected through the provider and settings you configured. If the connection to the mail server succeeds, click Next to continue.



Screenshot 80 - Settings summary - Microsoft Exchange through ExOLEDB

12. The wizard displays a summary of the settings you configured. To add the mail server and finish the wizard, click Finish.

Screenshot 81 - Settings summary - Microsoft Exchange through IMAP


13. GFI MailArchiver will list the new mail server in the table. Click Save Settings.

Screenshot 82 - Collecting email from a local Microsoft Exchange server

Adding a remote Microsoft Exchange mail server NOTE: The Exchange Server you select must have journaling turned on and have a mailbox configured as the journaling mailbox. The ‘Preparing Microsoft Exchange Server for use with GFI MailArchiver’ section of the ‘Installing GFI MailArchiver’ chapter shows you how to configure journaling on Microsoft Exchange. If you want to add a remote Microsoft Exchange mail server in the configuration, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane. 3. Click Add Mail Server, to display the Mail Server Wizard. 4. On the first page, click Remote Microsoft Exchange. 5. If you want GFI MailArchiver to collect and archive email from this mail server, select the Archive emails from this server check box.


Screenshot 83 - Mail Server Wizard


Screenshot 84 - IMAP settings


7. In the Server box, type the IP or machine name of the remote Microsoft Exchange server, 8. The wizard fills the IMAP Port box with the default IMAP port value of 143. If you connect IMAP through another port number, type it in the IMAP Port box. 9. Select the SSL check box if you are using IMAP through SSL. 10. Specify a login name and password for the journaling mailbox you want to access in the Login box and Password box respectively. 11. In the Mailbox \ folder box type the name of the root folder in the mailbox, usually INBOX, or the full path to the public folder (for example, Public Folders/JournalFolder), that is being used for journaling on the Microsoft Exchange Server. Click Next to continue. NOTE: Microsoft does not recommend using public folders as the journal recipient. More information is available in the following Microsoft Knowledge Base article, http://support.microsoft.com/?kbid=843105, question and answer section, question 6. 12. The Mail Server Wizard will try to connect to the mail server you selected through the IMAP provider. If the connection to the Microsoft Exchange mail server succeeds, click Next to continue. 13. The wizard displays a summary of the settings you configured. To add the mail server and finish the wizard, click Finish.

Screenshot 85 - Settings summary - Remote Microsoft Exchange through IMAP

14. GFI MailArchiver will list the new mail server in the table. Click Save Settings.



Screenshot 86 - Collecting email from a remote Microsoft Exchange server

Re-configuring a mail server NOTE: When you choose to re-configure a Microsoft Exchange mail server, you cannot modify all the settings. For example you cannot change the journaling mailbox from where you want to collect and archive emails. If you want to change the settings of a mail server, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane.

3. From the table, click the button to the right of the mail server you want to re-configure, to display the Mail Server Wizard. Use the wizard as outlined in the earlier sections of this chapter that showed you how to configure a mail server. Select the appropriate section basing yourself on the type of mail server you are re-configuring. 4. When you finish and close the wizard, click Save Settings.

Removing a mail server If you want to remove a mail server from the list, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane.

3. Click the button to the right of the mail server you want to remove. 4. Click Save Settings.

Enable / Disable email collection from a mail server If you want to enable / disable email collection and archiving from a mail server, for example, due to some maintenance, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter.


2. Click on the GFI MailArchiver Configuration Mail Servers to Archive node, in the left navigation pane.

3. From the table, click the button to the right of the mail server you want to modify, to display the Mail Server Wizard. 4. On the first page of the wizard select or clear the Archive emails from this server check box, to enable / disable email collection and archiving from the mail server respectively. 5. Click Finish to close the wizard. 6. Click Save Settings.

Managing the search indexes GFI MailArchiver creates search indexes for each archive store you configure. Each search index automatically indexes new email content archived in the corresponding archive store, to keep the search index updated and enable the users to perform precise and fast searches. This section will show you how to configure the frequency with which you want GFI MailArchiver to index new archived emails into the search indexes. You will also learn how to force a full search index rebuild, in cases where you might suspect that the search index is no longer valid. To configure how often you want GFI MailArchiver to index new emails archived in an archive store, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Search Index Management node, in the left navigation pane.

Screenshot 87 - Search Index Management

3. In the Search Index Management page, you can view a list of all the current search indexes associated with the archive stores present in the Archive Stores page and Archive Stores Management page. NOTE: The search indexes associated with the archive stores listed in the Archive Stores page have a status of Online. On the other hand, the search indexes associated with the archive stores listed in the


Archive Stores Management page have a status of Standby, since these search indexes are associated with archive stores that are not yet active and therefore there are no emails in them to index.

Screenshot 88 - Search index update frequency

4. Under Indexing Schedule click on one of the following options to select the frequency with which you want GFI MailArchiver to index new archived emails. Index new archived emails immediately – GFI MailArchiver will index the new email content as soon as it stores it in the archive store. This option guarantees the most up-to-date search index, thus users will be able to search for and find the latest archived emails. Depending on the amount of emails archived, this option could create a significant performance hit due to the updating frequency. Index new archived emails every – With this option you can select to update the search index with the latest archived emails at a constant interval, such as every half an hour, every hour, every two hours. We recommend using this option since it strikes the right balance between update frequency and performance hit. Index new archived emails every day at – If you select this option, you can specify a time using the hour and minutes list, at which time GFI MailArchiver will update the search indexes with all the new archived emails stored since the last search index update. With this option, you can get GFI MailArchiver to index new email during low traffic time. The downside of this option is that the users will not be able to find the emails that GFI MailArchiver archived during the last 24 hours through search, since the search index does not include details about them yet. NOTE: Irrespective of the update frequency you select, the users will always be able to view the new archived emails through the browse feature. 5. Click Save Settings.


Rebuilding a search index If you suspect that a search index is no longer returning the correct search results or that somehow it was corrupted, you can use the configuration to rebuild the search index. NOTE: Keep in mind that to rebuild a search index, GFI MailArchiver might take several hours, depending on the amount of emails stored in the respective archive store, during which time users will not be able to find emails in that archive store through the search feature. In addition, rebuilding a search index will of course affect performance on the server, since this is a processor and hard disk intensive operation. Therefore, we suggest that if you want to rebuild an index it is best if you do so during a low activity period, such as after office hours. To rebuild a search index, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Search Index Management node, in the left navigation pane. 3. Click the Rebuild Index link to the right of the search index you want to rebuild. 4. Click Save Settings.

Configuring retention policies Through retention policies, you can control for how long you want to keep certain types of emails in the archive stores. For example, you can configure a retention policy that deletes emails with specific keywords or phrases in the body or subject, sent or received from particular email addresses or domains, after 90 days. Retention policies are useful if you want to control the archive store size by deleting emails that are no longer required and to satisfy legal requirements, for example.

How are retention policies applied to emails? GFI MailArchiver will check the content of an email against any retention policies configured at the time of archiving. NOTE: Retention policies created or modified after GFI MailArchiver has already stored an email in an archive store will not affect that email. This is because GFI MailArchiver checks emails against retention policies only at the time of archiving. GFI MailArchiver will first check the email against the highest priority retention policy. If the email fits the conditions specified in the retention policy, the retention policy is associated with the email. If the email does not fit the highest priority retention policy, GFI MailArchiver will check against the next retention policy configured, if any, according to priority. GFI MailArchiver repeats this process until the email either matches a configured retention policy or else there are no more retention policies, in which case GFI MailArchiver will forever store the email in the archive store since no retention policies are associated with it. NOTE: An email can match only one retention policy. Thus, the priorities you assign to the retention policies are very important.


If an email matches a retention policy and the action specified in the retention policy is delete email immediately, GFI MailArchiver will discard the email immediately without it ever being stored in an archive store. If the action specified in the retention policy is set to delete after a number of days, then GFI MailArchiver will store the email in an archive store and associate the matching retention policy to it, so that when the time comes, GFI MailArchiver will purge the email from the archive store.

Creating a retention policy To create a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Click Add Retention Policy to display the Retention Policy Wizard. 4. On the first page, type a descriptive name for the retention policy in the Retention Policy Name box. The Retention policy in effect check box should be selected if you want GFI MailArchiver to check emails against this retention policy. Click Next to continue.

Screenshot 89 - Retention Policy Wizard

5. In the Subject Keywords page, you can specify a list of keywords. If the email subject contains any of the keywords specified and the email satisfied the other conditions configured in the wizard, the retention policy would apply to that email. To add a keyword or phrase, type it in the box to the left of the Add button, and then click Add.


Screenshot 90 - Subject keywords

6. Repeat step 5 to add more keywords. The wizard displays the conditions that must be satisfied by the email in order for the retention policy to apply in the Apply retention policy if box. 7. If you want to match whole words only, select the Match whole words check box. Click Next to continue. 8. In the Body Keywords page, you can specify a list of keywords. If the email body contains any of the keywords specified and the email satisfied the other conditions configured in the wizard, the retention policy would apply to that email. To add a keyword or phrase, type it in the box to the left of the Add button, and then click Add.


Screenshot 91 - Body keywords

9. Repeat step 8 to add more keywords. The wizard displays the conditions that must be satisfied by the email in order for the retention policy to apply in the Apply retention policy if box. 10. If you want to match whole words only, select the Match whole words check box. Click Next to continue. 11. In the Email Sender page, you can specify a list of Active Directory (AD) users and email addresses. If the email sender matches any of the AD users / email addresses specified and the email satisfied the other conditions configured in the wizard, the retention policy would apply to that email. To add a specific email address, select Email from the list that is inline with the Add button. 12. In the box next to the list, type the email address. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local email addresses as well as external email addresses.


Screenshot 92 - Email Sender

13. To add more email addresses, repeat step 12. 14. To add an AD user, select User from the list that is inline with the Add button. 15. The list next to the Add button, lists all email enabled AD users. Select the one you want to add and click Add. 16. To add more AD users, repeat step 15. 17. Click Next to continue. 18. In the Email Recipient page, you can specify a list of Active Directory (AD) users and email addresses. If one or more of the email recipients match any of the AD users / email addresses specified and the email satisfied the other conditions configured in the wizard, the retention policy would apply to that email. To add a specific email address, select Email from the list that is inline with the Add button. 19. In the box next to the list, type the email address. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local email addresses as well as external email addresses. 20. To add more email addresses, repeat step 19. 21. To add an AD user, select User from the list that is inline with the Add button. 22. The list next to the Add button, lists all email enabled AD users. Select the one you want to add and click Add.


23. To add more AD users, repeat step 22.

Screenshot 93 - Email recipient


Screenshot 94 - Retention policy action

25. In this page, you must specify the action you want GFI MailArchiver to take on emails that match this retention policy. You can either delete the emails immediately by clicking Deleted


immediately under Retention Policy Action, or else delete the emails after a certain amount of days by clicking Deleted from the archive store after option and typing the number of days in the box below. Click Next to continue.

Screenshot 95 - Retention policy settings summary

26. On the last page of the wizard, you can review the settings and conditions configured in the previous pages. To finish and close the wizard, click Finish.

Screenshot 96 - Saved retention policy

27. GFI MailArchiver will list the new retention policy in the table. If you have more than one retention policy configured, follow the steps in the ‘Modifying the priority of retention policies’ section further down in this chapter. Click Save Settings.


Re-configuring a retention policy NOTE: If you re-configure the conditions of a retention policy, emails present in an archive store are not affected. On the other hand, if you change the action from for example, delete in 60 days to delete in 90 days, the emails in the archive store that have that retention policy applied to them, will be deleted after being stored for 90 days in the archive store, instead of 60 days. If you want to modify a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane.

3. From the table, click the button to the right of the retention policy you want to modify, to display the Retention Policy Wizard. Use the wizard as outlined in the ‘Creating a retention policy’ section earlier in this chapter. NOTE: To remove keywords, AD users or email addresses from any of the lists in the Retention Policy Wizard, click the button to the right of the corresponding entry you want to remove. 4. When you finish and close the wizard, click Save Settings.

Removing a retention policy NOTE: If you remove a retention policy, GFI MailArchiver will never delete the emails stored in the archive stores that had that retention policy applied to them. This occurs, since GFI MailArchiver checks that the retention policy associated with an email still exists before it deletes the email from the archive store. If you want to remove a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane.

3. Click the button to the right of the retention policy you want to remove. 4. Click Save Settings.

Modifying the priority of retention policies NOTE: An email can match only one retention policy. Thus, the priorities you assign to the retention policies are very important. If you configured multiple retention policies, you can modify their priority as outlined below: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Click the button or button to the left of the retention policy to raise or lower the retention policy priority respectively. 4. Repeat step 3 until all the retention policies are in the priority you want. 5. Click Save Settings.


Creating a retention policy to match all emails NOTE: Use the information outlined in this section with great care. If you configure a match all emails retention policy and assign it the wrong priority, you could end up with GFI MailArchiver deleting all emails from the archive stores configured. A retention policy that matches all emails comes in handy in the following scenario. For example, you want to keep all financial emails for 5 years, all administrative emails for 2 years, and all sales emails for 1 year, but you want to delete all other emails to keep the archive store size under control. To do this you would do the following: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane. 3. Create retention policies for Financial Emails, Administrative Emails and Sales Emails with the action set to delete after 5, 2 and 1 year respectively. Refer to the ‘Creating a retention policy’ section. 4. Create a retention policy that matches all emails by specifying * in the subject or body list, or *@* in the sender or recipient list. The wizard will display a warning in red on the last page as shown in the screenshot below.

Screenshot 97 - Match all emails warning

5. Arrange the priorities of the retention policies as required, but always give the match all emails retention policy the lowest priority. Refer to the ‘Modifying the priority of retention policies’ section.


Screenshot 98 - Match all emails retention policy scenario


Enable / disable a retention policy If you want to enable / disable a retention policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Retention Policies node, in the left navigation pane.

3. From the table, click the button to the right of the retention policy you want to modify, to display the Retention Policy Wizard. 4. On the first page of the wizard select or clear the Retention policy in effect check box, to enable / disable the retention policy respectively. 5. Click Finish to close the wizard. 6. Click Save Settings.

Configuring categorization policies Categorization policies enable you to categorize emails at the organization level, by labeling emails based on content before they are stored in the archive stores. For example, you can configure a categorization policy that labels emails with the label ‘Sales’ if they contain the keyword ‘advert’ in the body or subject, and are sent or received by the following address, ‘[email protected]’. Categorization policies are useful when you want to limit your search to emails with a specific label. The fact that GFI MailArchiver labels the email at the organization level before archiving, guarantees that all emails that fit the conditions specified in the categorization policy have the correct label. Although GFI MailArchiver supports user level labeling of emails, relying on end users to label emails correctly is not reliable since a user might forget to label an email. In addition, if a categorization policy labels an email, all the users who have access to that particular email will be able to see the label and they can search for all the emails categorized with that label.


How are categorization policies applied to emails? GFI MailArchiver will check the content of an email against any categorization policies configured at the time of archiving. If one or more categorization policies match the email content, GFI MailArchiver will label the email with the labels configured in the matching categorization policies. NOTE: Categorization policies created or modified after GFI MailArchiver has already stored an email in an archive store will not affect that email. This is because GFI MailArchiver checks emails against categorization policies only at the time of archiving.

Creating a categorization policy To create a categorization policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Categorization Policies node, in the left navigation pane. 3. Click Add Categorization Policy to display the Categorization Policy Wizard. 4. On the first page, type a descriptive name for the categorization policy in the Categorization Policy Name box. The Categorization policy in effect check box should be selected if you want GFI MailArchiver to check emails against this categorization policy. Click Next to continue.

Screenshot 99 - Categorization Policy Wizard

5. In the Subject Keywords page, you can specify a list of keywords. If the email subject contains any of the keywords specified and the email satisfied the other conditions configured in the wizard, the categorization policy would apply to that email. To add a keyword or


phrase, type it in the box to the left of the Add button, and then click Add.

Screenshot 100 - Subject keywords

6. Repeat step 5 to add more keywords. The wizard displays the conditions that must be satisfied by the email in order for the categorization policy to apply in the Apply categorization policy if box. 7. If you want to match whole words only, select the Match whole words check box. Click Next to continue. 8. In the Body Keywords page, you can specify a list of keywords. If the email body contains any of the keywords specified and the email satisfied the other conditions configured in the wizard, the categorization policy would apply to that email. To add a keyword or phrase, type it in the box to the left of the Add button, and then click Add. 9. Repeat step 8 to add more keywords. The wizard displays the conditions that must be satisfied by the email in order for the categorization policy to apply in the Apply categorization policy if box. 10. If you want to match whole words only, select the Match whole words check box. Click Next to continue.


Screenshot 101 - Body keywords

11. In the Email Sender page, you can specify a list of Active Directory (AD) users and email addresses. If the email sender matches any of the AD users / email addresses specified and the email satisfied the other conditions configured in the wizard, the categorization policy would apply to that email. To add a specific email address, select Email from the list that is inline with the Add button. 12. In the box next to the list, type the email address. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local email addresses as well as external email addresses. 13. To add more email addresses, repeat step 12. 14. To add an AD user, select User from the list that is inline with the Add button. 15. The list next to the Add button, lists all email enabled AD users. Select the one you want to add and click Add. 16. To add more AD users, repeat step 15.


Screenshot 102 - Email Sender

17. Click Next to continue. 18. In the Email Recipient page, you can specify a list of Active Directory (AD) users and email addresses. If one or more of the email recipients match any of the AD users / email addresses specified and the email satisfied the other conditions configured in the wizard, the categorization policy would apply to that email. To add a specific email address, select Email from the list that is inline with the Add button. 19. In the box next to the list, type the email address. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both [email protected] and [email protected]. To match a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com. Click Add. NOTE: You can specify both local email addresses as well as external email addresses. 20. To add more email addresses, repeat step 19. 21. To add an AD user, select User from the list that is inline with the Add button. 22. The list next to the Add button, lists all email enabled AD users. Select the one you want to add and click Add. 23. To add more AD users, repeat step 22.


Screenshot 103 - Email recipient


Screenshot 104 - Categorization policy action

25. In this page, you must specify the label you want GFI MailArchiver to assign to the emails that match this categorization policy. You can either select an existing categorization label from the list or else type a new label. Click Next to continue.


Screenshot 105 - Categorization policy settings summary

26. On the last page of the wizard, you can review the settings and conditions configured in the previous pages. To finish and close the wizard, click Finish.

Screenshot 106 - Saved categorization policy

27. GFI MailArchiver will list the new categorization policy in the table.


Screenshot 107 - An email categorized at the organization level

Re-configuring a categorization policy NOTE: If you re-configure the conditions of a categorization policy, emails present in an archive store are not affected. If you want to modify a categorization policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Categorization Policies node, in the left navigation pane.

3. From the table, click the button to the right of the categorization policy you want to modify, to display the Categorization Policy Wizard. Use the wizard as outlined in the ‘Creating a categorization policy’ section earlier in this chapter. NOTE: To remove keywords, AD users or email addresses from any of the lists in the Categorization Policy Wizard, click the button to the right of the corresponding entry you want to remove. 4. When you finish and close the wizard, click Save Settings.

Removing a categorization policy NOTE: If you remove a categorization policy, GFI MailArchiver will not modify the emails already stored in the archive stores. For example, if an email was labeled ‘Sales’ through a categorization policy, GFI MailArchiver will not remove the ‘Sales’ label if you delete the corresponding categorization policy. If you want to remove a categorization policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Categorization Policies node, in the left navigation pane.

3. Click the button to the right of the categorization policy you want to remove.



Enable / disable a categorization policy If you want to enable / disable a categorization policy, follow these steps: 1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter. 2. Click on the GFI MailArchiver Configuration Categorization Policies node, in the left navigation pane.

3. From the table, click the button to the right of the categorization policy you want to modify, to display the Categorization Policy Wizard. 4. On the first page of the wizard select or clear the Categorization policy in effect check box, to enable / disable the categorization policy respectively. 5. Click Finish to close the wizard. 6. Click Save Settings.

GFI MailArchiver for Exchange Using GFI MailArchiver • 103

Using GFI MailArchiver

Introduction This chapter will show you how to use GFI MailArchiver to browse and search through your archived emails. If the account you login with has certain access privileges, you will be able to browse and search through the emails of your subordinates as well. To browse and search through the archived conversations, follow these steps: 1. Load Microsoft Internet Explorer. In the Address bar type the following and press Enter. ‘http://<hostname>/<GFI MailArchiver virtual folder name>‘

For example, http://win2k3entsvr.master-domain.com/MailArchiver 2. When prompted for a user name and password, type in your domain credentials, that is the username and password you use to login to Microsoft Windows.

Screenshot 108 - GFI MailArchiver loading

3. When GFI MailArchiver finishes the load process, it displays the navigation panel on the left hand side and the content panel on the right hand side.


Screenshot 109 - GFI MailArchiver conversations

Browsing the email archive stores To browse through your emails, you need to load the GFI MailArchiver web interface as shown in the ‘Introduction’ section earlier in this chapter and then click on the Browse node in the navigation panel to display the Browse Conversations page. The Browse Conversations page displays your archived emails grouped by conversation. GFI MailArchiver displays the most recently updated conversations on top. NOTE 1: By default, GFI MailArchiver displays the conversations stored in the currently active archive store. If the administrator created multiple archive stores, the Browse Conversations page will list them in the List conversations in archive list. If you want to browse the conversations in a different archive store, select the archive store from the List conversations in archive list. NOTE 2: GFI MailArchiver groups emails under a particular conversation by using the Microsoft Exchange thread-index field. Microsoft Outlook and Microsoft Exchange OWA both generate the thread-index field, thus GFI MailArchiver groups the emails you generate from these clients under the correct conversation group. Emails you generate from other email clients do not contain the thread-index field and thus GFI MailArchiver will not manage to group these emails under one conversation even if they have the same subject. In such cases, GFI MailArchiver will create a new conversation group for each email, with the email subject as the conversation title.

Expanding a conversation thread In the Browse Conversations page, the conversations are listed underneath the following columns: Conversation Subject, Emails, Last Email. The Emails column displays the number of emails forming part of that particular conversation. The Last Email column displays the time when GFI MailArchiver last updated the conversation with a new archived email. To view the emails forming part of a particular conversation, click anywhere on the conversation row.


NOTE: To collapse a conversation and hide the list of emails forming part of the conversation, click anywhere on the conversation row once again.

Screenshot 110 - Expanded conversations

Viewing an email To view an email, follow these steps: 1. Click on the conversation row to expand the conversation and view the emails forming part of the conversation. 2. Click on the email you want to view from the list of emails forming part of the conversation. GFI MailArchiver will display the email you selected. NOTE: To make email-browsing safe, GFI MailArchiver cleans the email body from any malicious scripts before it displays the information. However, note that GFI MailArchiver stores the unaltered email body content in the archive store. Therefore, if you save an email to disk and then open it with another email client, it might contain malicious scripts.


Screenshot 111 - Viewing an email in GFI MailArchiver

Viewing email internet headers

If GFI MailArchiver archived the email you are viewing from a Microsoft Exchange Server journaling mailbox, and the administrator enabled Envelope Journaling, you can view the internet headers of the email. NOTE: You can find further information on how to setup Envelope Journaling in the ‘Enabling Envelope Journaling’ section of the ‘Installing GFI MailArchiver’ chapter. To view the internet headers of the email, click the View Email Header button. GFI MailArchiver will display the email header information in a panel.

To close the panel, either click View Email Header once again or else click the panel close button.


Screenshot 112 – Viewing email headers

Viewing the whole conversation

To view the whole conversation in the mail view window, click on the View Conversation Thread button. GFI MailArchiver will list all the emails forming part of the conversation in a panel. If you want to view another email from the conversation, click on it.

To close the panel, either click View Conversation Thread once again or else click the panel close button.


Screenshot 113 - Viewing the whole conversation

Labeling the email In GFI MailArchiver, you can easily categorize your emails by labeling them. Labels are useful when you want to limit your search to specific email types, for example, search through the emails you labeled important.

To add / remove labels from an email, click on the Edit Email Labels button. GFI MailArchiver will display the required controls so that you can create new labels, add labels and remove labels from the email. The Available Labels list shows the labels you have already created and that you can associate with this email. To create a new label and assign it to the current email, type it in the Available Labels box and click Label Email. To assign an existent label to the email, select it from the Available Labels list and then click Label Email. When you assign a label, GFI MailArchiver will list the label under the Assigned Labels list. To remove an assigned label from the current email, select it from the Assigned Labels list and then click Remove Label. When you remove a label from an email, GFI MailArchiver will list the label under the Available Labels list.

To close the panel, either click Edit Email Labels once again or else click the panel close button.


Screenshot 114 - Adding / removing labels from an email

GFI MailArchiver displays the labels assigned to an email in the Labels field. GFI MailArchiver displays labels you assign to an email in black. GFI MailArchiver displays labels assigned at the organization level through categorization policies in red. You cannot remove categorization policies labels from an email.

Screenshot 115 - Email with personal label and categorization policy label


Restoring emails through the OneClick Restore feature

If you want to restore an archived email to a specific mailbox or want to forward a copy of the email to a specific email address, click on the Restore Email to a Mailbox button. GFI MailArchiver will display the Restore Email panel. In the Send this email to the following email address box, type the email address where you want to send a copy of the current email. Click Restore Email.

Screenshot 116 - Restoring an email through OneClick restore

NOTE: The OneClick Restore feature works by sending a copy of the email you are viewing to the address you specified, through the SMTP server configured in the General Settings page. For further information, read the ‘Configuring General settings’ section of the ‘Configuring GFI MailArchiver’ chapter.

To close the panel, either click Restore Email to a Mailbox once again or else click the panel close button.

Saving an email to disk

If you want to save the whole email to disk, including any attachments, click on the Download Email button. The browser will display the File Download dialog box. Click Save and from the Save As dialog choose the location where you want to save the email. Click Save.


Screenshot 117 - Saving an email to disk

NOTE: GFI MailArchiver saves the emails in MIME format. You can open the email in any text editor, or if you saved it with an .eml extension, you can open the saved email in Outlook Express. When the email download completes, the browser displays a Download complete dialog box. Click Close.

Printing an email

If you want to print the email, click on the View Print Version of Email button. GFI MailArchiver displays the printer friendly version of the email in a new browser window.

Screenshot 118 - Printer friendly email


Use the print functionality of your browser to print the email.

Downloading attachments If the email you are viewing contains attachments, GFI MailArchiver displays the attachments next to the Attachments field. To view / download an attachment, follow these steps: 1. Click on the attachment filename. 2. The browser will display the File Download dialog box. Click Open if you want to open the attachment immediately in the associated application, or else click Save if you want to save the attachment to disk. NOTE: Be careful when opening attachments from emails, since they can contain Viruses or Trojans. Before opening an attachment, we recommend that you always save the attachment to disk and scan it with a virus checker.

Screenshot 119 - Saving an email attachment

Refreshing the conversation list To provide better performance, GFI MailArchiver caches the conversations displayed in the Browse Conversations page. A consequence of this caching is that GFI MailArchiver might not immediately display new archived emails. To include the latest archived emails in the Browse Conversations page, click the button near the top right corner.

Browsing through the conversation pages By default, GFI MailArchiver displays up to 25 conversations per page. If there are more conversations, GFI MailArchiver spreads them out on separate pages. To navigate through the conversation pages, click


on the page links provided in the navigation bar as shown in the screenshot below.

Screenshot 120 - Conversations spread out over various pages

If you want jump to a particular page directly, type the page number in the View page box and click Go.

Login as a different user If you want to login in with a different user account, follow these steps: 1. Click Log Off in the navigation panel. 2. GFI MailArchiver will display a note in the browser to instruct you to close the browser to complete the log off process. In this page, click Login as a different user.

Screenshot 121 - Login as a different user

3. The browser displays the authentication dialog box. Type in the user name and password of the user account you want to log on with, in the User name box and Password box respectively. 4. Click OK. GFI MailArchiver will log on and display the conversations for the user you specified.

Browsing emails with an account that has access to other accounts This section will show you how to use the specific features available to a user account that has access to other user accounts. To learn how to use all the other browsing features, you should read the ‘Browsing the email archive stores’ section earlier in this chapter. NOTE: For further information on how to setup group managers and user access control, read the ‘Configuring access control’ section of the ‘Configuring GFI MailArchiver’ chapter.


Selecting a user account to browse When you log on with a user account that has access to other user accounts, the Browse Conversations page displays the List conversations for list.

Screenshot 122 - Logged in with a group manager account

To browse through the emails of a particular account, click on the List conversations for list and select the account name you want.

Screenshot 123 - Selecting the account to browse

GFI MailArchiver will display the emails owned by the account name you selected from the List conversations for list.


Screenshot 124 - Browsing through the emails of the account you selected

NOTE: If you want to browse through the emails of all the accounts in the group, including your own account, all at the same time, click the List conversations for list and select All subordinates.

Viewing the complete list of accounts you can access To view a complete list of the accounts you can browse and search through, click the Account List node from the navigation pane. The list includes the following columns: User Name, Account, Primary address and Emails (a count of the emails archived for that account).

Screenshot 125 - List of all the accounts you can access

To refresh the list with the latest archived emails count, click the button in the top right corner.

Searching the email archive stores To search through your emails, you need to load the GFI MailArchiver web interface as shown in the ‘Introduction’ section earlier in this chapter and then click on the Search node in the navigation panel to display the Search page. By default, GFI MailArchiver displays the simple search interface as shown in the screenshot below. To perform a search from this page, all you need to do is type the search query in the Search for box,


select a date range from the Search through emails from list and click Search. NOTE 1: In the Search for box you can make use of wildcard characters such as ? and *. A question mark matches any single character, whilst an asterisk matches any string of characters. For example, if you want to search for emails containing the word ‘Swiss’, you can type ‘sw??s’ or ‘sw*s’ in the Search for box. NOTE 2: When you perform a simple search, GFI MailArchiver looks for matching emails in all the archive stores available. With the advanced search feature, outlined in the ‘Searching with the advanced search’ section below, you can select the archive stores you want GFI MailArchiver to search into for emails. NOTE 3: When you perform a simple search, GFI MailArchiver will look for the search query specified in all the email fields available, including any attachments. With the advanced search feature, outlined in the ‘Searching with the advanced search’ section below, you can select the fields to include in the search.

Screenshot 126 - Simple search

GFI MailArchiver will list the emails that match the search query you specify below the Search area. GFI MailArchiver displays up to 25 emails per page. If more than 25 emails matched the search query, GFI MailArchiver will spread the emails out on separate pages.


Screenshot 127 - Search results after performing a simple search

To navigate through the search results pages, click on the page links provided. NOTE: If you want to change the amount of emails listed per page, click the Options node, and from the Options page select the number of emails you want to list per page from the Search results per page list and then click Save Settings.

Screenshot 128 - Selecting the number of emails to list in each search page

NOTE: If you logged in with a user account that has access to other user accounts, the simple search will by default search through your emails only. If you want to search through all the emails you have access to, clear the Search through my emails only check box.


Searching with the advanced search To access the advanced search feature, click on the View Advanced Search Options link in the Search page. NOTE: To switch back to the simple search mode, click on the View Simple Search Options link.

Screenshot 129 - Advanced search

With the GFI MailArchiver advanced search feature, you can be more specific in your search query, since you can specify search queries for specific fields such as subject, recipient and size. You can also limit your search to emails labeled with a specific label. In the advanced search feature, you can also select the archive stores you want GFI MailArchiver to search into for emails. GFI MailArchiver lists the available archive stores in the Search in the following archive(s) list. If you want to search through multiple archive stores, click the archive store names you want to include in the search while holding the CTRL key pressed. NOTE: If you logged in with a user account that has access to other user accounts, the advanced search will by default search through your emails only. If you want to search through all the emails you have access to, select All Subordinates from the Search through the emails of list. To search through the emails of a specific user account you have access to, select the user account you want from the Search through the emails of list. The GFI MailArchiver advanced search supports search queries on any of the following fields: • Size (KB) • Message ID • Recipient • Sender • Sent Date • Received Date


• Subject • Whole email NOTE: You can specify wildcard characters such as ? and * when specifying search terms for any of the following fields: Message ID, Recipient, Sender, Subject, Whole Email. A question mark matches any single character, whilst an asterisk matches any string of characters. For example, if you want to search for emails containing the word ‘Swiss’, you can specify a search query of ‘sw??s’ or ‘sw*s’ for the Whole Email field.

Search for emails labeled with a specific label If you want to search for emails that the categorization policies or you labeled with a specific label, follow these steps: 1. Select the Search for emails labeled check box. 2. From the list below the check box, select the label you want.

Screenshot 130 - Searching for emails with a specific label

NOTE: GFI MailArchiver displays personal labels in black and categorization policy labels in red. 3. Clear the Search for emails matching the following conditions check box. NOTE: If you want to search for specific criteria within the emails labeled with a specific label, select the Search for emails matching the following conditions check box and specify the search terms you require as outlined in the sections that follow. 4. Click Search.

Search by specifying the email size If you want to search for emails of a particular size, follow these steps: 1. Select the Search for emails matching the following conditions check box. 2. Select Size (KB) from the fields list. 3. From the condition list select whether you want to find emails with an overall size that is greater than (IS GREATER THAN), smaller than


(IS SMALLER THAN) or equal to (IS EXACTLY) the file size you specify in the next step. 4. Type a file size value in the box to the right of the conditions list.

Screenshot 131 - Email size field

5. Click Search.

Search by specifying the Message ID field Each email contains a Message ID field in the headers. The Message ID field contains a unique ID generated by the Microsoft Exchange that uniquely identifies an email, for example: [email protected] To search for emails using the Message ID field, follow these steps: 1. Select the Search for emails matching the following conditions check box. 2. Select Message ID from the fields list. 3. Type the message ID you want to search for in the box to the right of the fields list.

Screenshot 132 - Message ID field

4. Click Search.

Search by specifying the Recipient or Sender If you want to search for emails with a particular sender or recipient, follow these steps: 1. Select the Search for emails matching the following conditions check box. 2. Select Sender or Recipient from the fields list to search for a sender or recipient respectively. 3. Type the email address or Active Directory (AD) display name of the account you want to search for in the box to the right of the fields list.

Screenshot 133 - Sender field

4. Click Search.


Search by specifying the Sent or Received date If you want to search for emails that were sent or received on particular dates, follow these steps: 1. Select the Search for emails matching the following conditions check box. 2. Select Sent Date or Received Date from the fields list to search for emails sent or received on a particular date respectively. 3. From the condition list select whether you want to find emails whose sent or received date is before (IS BEFORE), after (IS AFTER) or on (IS EXACTLY) the date you specify in the next step.

4. Click the button to display the calendar from where you can choose a date visually. If you want to alter the date selected, either click the button once again, or else alter the date directly from the box.

Screenshot 134 - Calendar control

5. Click the Search button.

Screenshot 135 - Sent date field

Search by specifying the Subject If you want to search for emails having a particular subject, follow these steps: 1. Select the Search for emails matching the following conditions check box. 2. Select Subject from the fields list. 3. Type the search query in the box to the right of the fields list.

Screenshot 136 - Subject field

4. Click Search.


Search throughout the whole email If you want to search for emails that have some specific content anywhere in the email, follow these steps: 1. Select the Search for emails matching the following conditions check box. 2. Select Whole Email from the fields list. 3. Type the search query in the box to the right of the fields list.

Screenshot 137 - Searching the whole email

4. Click Search.

Searching using multiple search terms If you have specified a search condition and you want to add more search conditions, follow these steps: 1. Click Add Condition to add a new condition entry beneath the last condition. NOTE: The conditions are logically ANDed together. This means that an email must satisfy all conditions for GFI MailArchiver to list it in the search results. For example, if you specify the following conditions, GFI MailArchiver search will only list the emails sent from [email protected] to [email protected]. Sender is [email protected] AND

Recipient is [email protected]

Screenshot 138 - Adding a condition

2. To setup this search condition, refer to the ‘Searching with the advanced search’ section earlier in this chapter.

3. To add more conditions repeat steps 1 and 2.


4. When you are ready to perform the search, click Search.

Removing search conditions To remove a particular search condition, click the button to the right of the condition you want to remove. If you added multiple search conditions and want to remove all the conditions specified at once, click the Remove All Conditions button.

Viewing emails returned by a search To view a particular email from the search results returned just click on it. For further information on what functionality is available when viewing an email, read from the ‘Viewing an email’ section to the ‘Downloading attachments’ section of this chapter. To view another email, close the email view window by clicking on the button and then click on another email from the search results list.

Sorting the search results By default, GFI MailArchiver sorts the search results by relevance, with the most relevant emails listed on top. To sort the search results on a different field, select a sorting field from the Sort results by list and then select a sort order from the list to the right. You can sort the search results on one of the following fields, Relevance, Sent Date, Subject, Sender, Recipient and Size.

Screenshot 139 - Sorting the search results


Creating and using search folders

What is a search folder? A search folder is a special kind of folder whose content changes dynamically as the search query you based the search folder on finds new matching items. In GFI MailArchiver, you create a search folder based on a search query you define in the Search page. When you access the search folder, GFI MailArchiver will list all the matching archived emails in it. NOTE: The emails listed in a search folder are not stored in the search folder. The search folder stores the search query only. Therefore, you can create, modify and delete search folders without losing any archived emails. By default, GFI MailArchiver creates three search folders under the Search Folders node. These are: Emails in last 7 days: This search folder lists the emails that you sent or received in the last seven days. Emails in last 30 days: This search folder lists the emails that you sent or received in the last thirty days. Large email: This search folder lists all the emails whose overall size is greater than 1MB.

Creating a search folder If you want to create a search folder, follow these steps: 1. Click on the Search node in the navigation pane to display the Search page. 2. Use the simple or advanced search interface to create the search query you want to base the search folder on. Refer to the ‘Searching the email archive stores’ and ‘Searching with the advanced search’ sections earlier in this chapter for more information on how to search. 3. Click Search to view the emails that match the search query you specified. If the emails returned do not match exactly the emails you were looking for, refine the search query. 4. Click Save as new Search Folder. 5. In the Enter the new Search Folder’s name box, type a descriptive name for the new search folder.


Screenshot 140 - Creating a search folder

6. Click Save. GFI MailArchiver will create and add the new search folder under the Search Folders node.

Viewing the search folder contents To view the contents of the search folder, follow these steps: 1. Expand the Search Folders node. 2. Click on the search folder you want to view. GFI MailArchiver will load the search folder selected in the content panel on the right hand side.

Screenshot 141 - Viewing a search folder

Modifying the search folder query If you want to refine or alter the search query of a search folder, follow these steps: 1. Click on the Search Folders node.


2. In the Search Folders page, click on the button to the right of the search folder you want to modify.

Screenshot 142 - Edit search folder query

3. Modify the search query. Click Search to view the emails that match the search query you specified. If the emails returned do not match exactly the emails you were looking for, refine the search query further. 4. Click Save. NOTE: If you want to create a new search folder, based on the modified search query, click Save as new Search Folder. Specify a descriptive name for the new search folder and click Save next to the name box.

Deleting a search folder NOTE: The emails listed in a search folder are not stored in the search folder. The search folder stores the search query only. Therefore, you can delete search folders without losing any archived emails. 1. Click on the Search Folders node.

Screenshot 143 - Search folders list

2. In the Search Folders page, click on the button to the right of the search folder you want to delete.


Selecting the localization language By default, GFI MailArchiver loads the web interface in the English language. To view the GFI MailArchiver web interface in another language, follow these steps: 1. Click on the Options node in the navigation pane to display the Options page. 2. In the Options page, select the language you want from the Display GFI MailArchiver in the following language list. 3. Click Save Settings. GFI MailArchiver will reload the web interface in the language you selected. NOTE: GFI MailArchiver will always load the configuration in the English language, irrespective of the preferred language you configure.

Screenshot 144 – Selecting a language for the GFI MailArchiver web interface

GFI MailArchiver stores your language preference in a cookie on the machine from where you accessed the GFI MailArchiver web interface. GFI MailArchiver will load the web interface in your preferred language the next time you access it. NOTE 1: The preferred language you select affects the GFI MailArchiver web interface text only. GFI MailArchiver will display any other text, such as email addresses and email content in the original language. NOTE 2: The language you selected only affects the GFI MailArchiver web interface text. Globalization settings such as dates are still displayed according to the settings configured in Microsoft Internet Explorer. For example, if the language options of Microsoft Internet Explorer are set to English, but you selected Spanish as the preferred language in GFI MailArchiver, you still would see the dates formatted in English, with month names written in the English language instead of Spanish. To correct this behavior you need to change the language settings of Microsoft Internet Explorer. To change the language settings of Microsoft Internet Explorer, follow these steps:


1. Select Tools > Internet Options… from the Microsoft Internet Explorer menu bar. 2. From the General tab of the Internet Options dialog box, click Languages… near the bottom of the dialog box to display the Language Preference dialog box. 3. Click Add… to add the desired language.

Screenshot 145 - Microsoft Internet Explorer Language Preference

4. You now need to move your preferred language to the top of the list. To do this, select your preferred language from the list and click Move Up until you position the language you want at the start of the list. 5. Click OK twice to close the Language Preference dialog box and Internet Options dialog box.

Logging off from GFI MailArchiver When you finish browsing and searching through your email, we suggest that you log off from the GFI MailArchiver web interface. To log off, follow these steps: 1. Click Log off in the top right corner of the navigation panel. 2. GFI MailArchiver will display a note in the browser window as shown in the screenshot below.


Screenshot 146 - 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 archived emails from Microsoft Outlook, follow these steps: 1. Load Microsoft Outlook. 2. Right-click on the Personal Folders node, in the Folder List (left pane), and then click on New Folder to display the Create New Folder dialog box.

Screenshot 147 - Creating a new folder

3. In the Name box, type a descriptive name for the new folder, for example, Email Archive. Do not change any other settings.


Screenshot 148 - Specify a name for the new folder

4. Click OK to close the dialog box.

Screenshot 149 - Modify the new folder properties

5. Microsoft Outlook will display the newly created folder as a sub-folder of the Personal Folders node. You now need to modify the properties of the newly created folder. To do so, right-click on the new folder and then click Properties to display the <Folder Name> Properties dialog box.


Screenshot 150 - New folder properties dialog

6. Clear the Automatically generate Microsoft Exchange views check box. 7. Click the Home Page tab. 8. In the Address box, type the following: http://<GFI MailArchiver Server Name>/<GFI MailArchiver virtual folder name>

For example, http://win2k3entsvr.master-domain.com/MailArchiver 9. Select the Show home page by default for this folder check box.

Screenshot 151 - Specify the GFI MailArchiver address


10. Click OK to close the dialog box. 11. To view your archived emails through the GFI MailArchiver web-based interface, click on the new folder you created in the previous steps, for example, Email Archive.

Screenshot 152 - Entering credentials to authenticate with GFI MailArchiver

12. When prompted for a user name and password, type in your domain credentials, that is the username and password you use to login to Microsoft Windows. 13. GFI MailArchiver will display your archived emails.

Screenshot 153 – Viewing archived emails from Microsoft Outlook

Resizing and hiding the navigation panel The GFI MailArchiver interface is split in two parts, a navigation panel on the left hand side and a content panel on the right hand side.


Screenshot 154 – Navigation panel visible

If you want to hide the navigation panel to have more screen space for the content panel of GFI MailArchiver, click the button in the top left corner of the navigation panel. GFI MailArchiver will then look as in the screenshot below.


Screenshot 155 - Navigation panel hidden

To display the navigation panel again, click the button in the top left corner. If you want to resize the width of the navigation panel without hiding it completely, follow these steps: 1. Move the mouse pointer anywhere on top of the split line between the navigation and content panel. 2. When the mouse pointer becomes a , drag the mouse pointer to the left or right to move the split line. 3. When the split line is at the position you want, release the mouse button.

GFI MailArchiver for Exchange Auditing • 135

Auditing

Introduction This chapter will show you how to use the auditing feature in GFI MailArchiver, to audit all user activity. This is particularly important in industries and countries where regulations require organizations to monitor user activity and keep audit trails of this activity. In GFI MailArchiver you can enable two types of auditing: • Database activity auditing • User interaction auditing

Database activity auditing GFI MailArchiver database activity auditing uses the tracing capabilities of Microsoft SQL Server to record all activity affecting the GFI MailArchiver archive databases. Trace data is stored in a text file in a user specified location on the Microsoft SQL Server machine. There is one trace file per server, containing trace data from all archive stores hosted on the server. The Microsoft SQL Server service holds an exclusive lock on the trace file, ensuring that the file cannot be tampered with. Through a link in the auditing section of the GFI MailArchiver management console, you can then trigger the process to upload trace files into the auditing database. Following the upload, you can view auditing reports through the Auditing Reports page in the console. NOTE: GFI MailArchiver can only audit archive stores based entirely on Microsoft SQL Server. Archive stores that are based on any of the following cannot be audited: • Microsoft SQL Server database and file system • GFI MailArchiver (Firebird) database and file system.

Configuring database activity auditing To configure database activity auditing: 1. Click on the GFI MailArchiver Auditing Settings node.


Screenshot 156 – Database Activity Auditing

2. In the Database Activity Auditing section, click on the edit settings button next to the Microsoft SQL Server for which you want to enable database auditing. This will launch the Auditing Database Wizard dialog.


Screenshot 157 – Auditing Database Wizard: list of archive stores

3. The welcome dialog lists all archive stores hosted on the specified Microsoft SQL Server. Click Next to continue.

Screenshot 158 – Auditing Database Wizard: authentication method


4. Select the authentication method you want to use to connect to the Microsoft SQL Server. If you choose the Microsoft SQL Server Authentication option, specify the administrator credentials to use. Click Next to continue.

Screenshot 159 – Auditing Database Wizard: specify auditing database

5. Specify the auditing database to use, where all database activity auditing data will be stored. You can choose either to create a new auditing database or to use an existing one. In the latter case, choose the database from the list displayed. Click Next to continue.


Screenshot 160 – Auditing Database Wizard: specify the SQL Server credentials

6. Specify the SQL Server credentials you want to assign to the auditing role. If the account you specified does not exist, you can choose to have it created automatically. Click Next to continue. NOTE: The credentials you specify here are used by GFI MailArchiver to read/write from the auditing database. The credentials specified cannot have sysadmin or database owner privileges associated with them.


Screenshot 161 – Auditing Database Wizard: specify whether you want to enable tracing

7. Specify whether you want to enable tracing on GFI MailArchiver archive stores. If you enable tracing, specify the path on the Microsoft SQL Server machine where the trace files will be stored. Click Next to continue. NOTE: You should lock down the location where you store the Microsoft SQL Server trace files through NTFS permissions, so that only the Microsoft SQL Server Service can access the location. This, together with the exclusive lock held by the Microsoft SQL Server service, ensures that the data in the trace files cannot be tampered with.


Screenshot 162 – Auditing Database Wizard: finalize configuration

8. The final wizard dialog summarizes the configuration settings you have specified. Click Finish to confirm and close the wizard. 9. Click the Save Settings button in the Auditing Settings page for the configuration to be saved and take effect.

Uploading trace files to the auditing database To upload trace files to the auditing database: 1. Click on the GFI MailArchiver Auditing Settings node. 2. In the Database Activity Auditing section of the Auditing Settings page, determine the Microsoft SQL Server(s) for which you want to upload trace files. You should select Microsoft SQL Server(s) that have the check mark symbol , denoting that auditing is enabled for the server(s). To upload the trace file, click on the upload icon .

User interaction auditing Through the GFI MailArchiver user interaction auditing feature, you can record all users’ activity whilst they are using the GFI MailArchiver web interface to browse email archive stores. When user interaction auditing is enabled, you can view relevant auditing reports through the Auditing Reports page in the console. NOTE: To enable user interaction auditing, you first need to configure an auditing database on Microsoft SQL Server. For information on how to do this, go through steps 1 to 6 described in the ‘Configuring database activity auditing’ section in this chapter.

Configuring user interaction auditing To configure user interaction auditing:


1. Click on the GFI MailArchiver Auditing Settings node.

Screenshot 163 – User Interaction Auditing

2. In the User Interaction Auditing section, select the Enable user interaction auditing option. 3. Select the Microsoft SQL Server on to which interaction auditing data will be stored, from the drop down list. 4. Click the Save Settings button for the configuration to be saved and take effect.

Reports Auditing reports are based on data generated by database activity auditing and user interaction auditing. You can view the auditing reports from within the GFI MailArchiver management console. Database activity auditing reports: • Configuration Management • Access Control • Data Integrity • Bulk Import • Retention Policy • Data Leakage Prevention User interaction auditing report: • User Audit Trail


Screenshot 164 – Auditing reports

To access the reports, click on the GFI MailArchiver Auditing Reports node, then select the desired report from the Auditing Reports page. All reports can be sorted and/or filtered. To do this click on the sorting

and filtering button , located at the top of each report page.

To print a report click on the print report button , located at the top of each report page. NOTE: The Bulk Import and Retention Policy auditing reports are located under the data handling auditing reports category. To access these reports, click on the GFI MailArchiver Auditing Reports Data Handling Reports


Configuration management auditing report

Screenshot 165 – Configuration management auditing report

Use this report to list all the configuration changes made in GFI MailArchiver. Information displayed includes: • User who made the changes • Changes effected Clicking on any configuration change in the list will bring up a window with detailed information on that change.


Access control auditing report

Screenshot 166 – Access control auditing report

Use this report to list all the changes made to the access control configuration of GFI MailArchiver. Information displayed includes: • User who made the changes • The user affected by the change • What permissions were changed


Data integrity auditing report

Screenshot 167 – Data integrity auditing report

Use this report to list all the changes made to the GFI MailArchiver archive stores and auditing databases, which were not carried out through the GFI MailArchiver services. Information displayed includes: • Event type • Microsoft SQL server and database affected • Database user affected • Action taken • Machine from which action originated. The following report options are available: • To view trace data for a specific Microsoft SQL Server, click on the

Select Microsoft SQL Server button , located at the top of the report page, and select the server from the drop-down list.

• To group the list by event type, click on the group by event type

button , located at the top of the report page.

• To group the list by date, click on the group by date button , located at the top of the report page.

• Clicking on any database change in the list will bring up a window with detailed information on that change.


Bulk import auditing report

Screenshot 168 – Bulk import auditing report

Use this report to list the amount of emails imported into the archive stores through the bulk import service, for each import. Information displayed includes: • Date of import • Name of archive store • Number of emails imported


Retention policy auditing report

Screenshot 169 – Retention policy auditing report

Use this report to list the retention policies executed and the amount of emails deleted. Information displayed includes: • Date on which the policy was executed • Name of archive store • Name of retention policy • Number of emails deleted Clicking on any executed retention policy in the list will bring up a window with detailed information on the policy executed.


Data leakage prevention auditing report

Screenshot 170 – Data leakage auditing report

Use this report to list which users performed actions that could lead to data leakage, such as forwarding of emails from the archive stores. Information displayed includes: • User that performed the action • Action performed • Number of emails affected


User audit trail auditing report

Screenshot 171 – User audit trail auditing report

Use this report to list the actions taken by users whilst using the GFI MailArchiver web interface. Information displayed includes: • User name • Action taken • Date/time action was taken The following report options are available:

• To group the list by user, click on the group by user button , located at the top of the report page.

• To group the list by date, click on the group by date button , located at the top of the report page.

• Clicking on any user action in the list will bring up a window with detailed information on the action taken.

GFI MailArchiver for Exchange Importing Emails • 151

Importing Emails

Introduction This chapter will show you how to archive the emails that the Microsoft Exchange processed prior to the installation of GFI MailArchiver. GFI MailArchiver can import old emails via the GFI MailArchiver Import Service. This service processes emails copied to the Import Service pickup folder, and archives them into the archive stores you configure. Different wizards, outlined further on in this chapter, help you to export emails from the following message stores:

• Microsoft Outlook PST files • Microsoft Exchange mailboxes and public folders • GFI MailArchiver 2 email archive databases • GFI MailEssentials email archive databases

Therefore, to use the import feature of GFI MailArchiver, you first need to specify in which archive stores you want to store the imported emails. This procedure is outlined in the ‘Configuring the GFI MailArchiver Import Service’ section below.

Configuring the GFI MailArchiver Import Service As a first step, you need to configure the archive store in which you want to store the imported emails. We suggest that you create a dedicated archive store for imported emails only. Depending on the amount of emails you plan to import, creating multiple archive stores, to dedicate an archive store for each import period, would be a good idea. For further information on how to add and configure an archive store in GFI MailArchiver, read the ‘Configuring the archive stores’ section in the ‘Configuring GFI MailArchiver’ chapter. After you create the archive stores that will be used to store imported emails, follow the steps below to configure the GFI MailArchiver Import Service. 1. Click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI MailArchiver Import Service Configuration, to load the GFI MailArchiver Import Service Configuration.


Screenshot 172 - The GFI MailArchiver Import Service Configuration

2. Click Change Settings.

Screenshot 173 - Adding a new archive store

3. Click Add Store to display the Add new store dialog box.


Screenshot 174 - Selecting the archive store and configuring the date range

4. Under Store Properties, select one of the archive stores you created to store imported emails, from the Name list. 5. Under Archiving date range, specify the date range for this archive store by using the From and To calendars. The GFI MailArchiver Import Service will only import emails in this database that fall in the date range you specify here. Note that you cannot specify a date range that overlaps with the date range of other configured archive stores. NOTE: Ideally, you should configure multiple archive stores to cover the date ranges of all the emails you plan on importing. 6. Click OK.


Screenshot 175 - Archive stores added in the configuration

NOTE: If the date range you selected overlaps with the date range of another configured archive store, the configuration will prompt you with the dialog box shown below.

Screenshot 176 - Dates specified for archive store overlap with another archive store

7. To configure another database repeat steps 3 to 6. 8. The configuration will display the archive stores in the list. Under the Activity column, the GFI MailArchiver Import Service displays the current archive store activity. To save and apply the new settings, click Apply Settings.


Screenshot 177 – GFI MailArchiver Import Service configuration saved

Changing the date range associated with an archive store To change the date range that is associated with an archive store, follow these steps: 1. Load the GFI MailArchiver Import Service Configuration. 2. Click Change Settings. 3. Select the archive store you want to modify from the list and click Configure Store. 4. In the Edit Store dialog box, modify the date range covered by the archive store from the From and To calendars under Archiving date range. 5. Click OK. 6. To save and apply the new settings, click Apply Settings.

Removing an archive store from the configuration To remove an archive store from the GFI MailArchiver Import Service configuration, follow these steps: 1. Load the GFI MailArchiver Import Service Configuration. 2. Click Change Settings. 3. Select the archive store you want to remove from the list and click Remove Store. 4. Click Yes. NOTE: The archive store is removed from the configuration only. The actual data stored in the database and on disk is not deleted. 5. To save and apply the new settings, click Apply Settings.

Sharing the pickup folder The GFI MailArchiver Import Service imports any emails copied in the pickup folder. The import service pickup folder is located in the following path:


<GFI MailArchiver Installation Path>\MAIS\Pickup If you want to run the email export wizards on remote machines, and want the exported emails to be automatically imported into a GFI MailArchiver archive store, you need to export the emails directly to the import service pickup folder. To do this from remote machines, you need to share the import service pickup folder with read/write permissions. In this way, you can for example, execute the GFI PST-Exchange Email Export Wizard on a remote machine, and save the exported emails directly to the shared pickup folder. The GFI MailArchiver Import Service will then process the saved exported emails and archive them into one of the archive stores configured. NOTE 1: If an email in the pickup folder has a date that does not fit the date range of any of the archive stores configured, the import service will move the email to the ‘Unclassified’ folder. The ‘Unclassified’ sub-folder is located in the following path: <GFI MailArchiver Installation Path>\MAIS\Unclassified For each email, the GFI MailArchiver Import Service will create four files in the ‘Unclassified’ folder, for example: 200503mchnname_112132568200036_[20061123173817].body 200503mchnname_112132568200036_[20061123173817].emc 200503mchnname_112132568200036_[20061123173817].eml 200503mchnname_112132568200036_[20061123173817].envelope The first part of the file name in the ‘Unclassified’ folder begins with the year and month in which the email was sent. If you want to import the emails in the ‘Unclassified’ folder, add an archive store with a date range that includes the dates of the emails in the ‘Unclassified’ folder and click Apply Settings. From the services management console, stop the GFI MailArchiver Import Service. Then move the emails you want to import, ensuring that for each email you copy all four files, to the Queue sub-folder located in the following path: <GFI MailArchiver Installation Path>\MAIS\Queue. Finally, start the GFI MailArchiver Import Service from the services management console. On the other hand, if you are sure that you do not want to import certain emails in the ‘Unclassified’ folder, since they are too old, delete the files. NOTE 2: If the GFI MailArchiver Import Service moves 500 or more emails to the ‘Unclassified’ folder, the import process will suspend itself until you either delete the emails or move them to the Queue folder for reprocessing as outlined in the note above.

Using the GFI MailArchiver 2 Email Export wizard The GFI MailArchiver 5 database schema is different from the one GFI MailArchiver 2 uses. For this reason, GFI MailArchiver 5 cannot use GFI MailArchiver 2 databases directly. If you want GFI MailArchiver 5 to display the data stored in a GFI MailArchiver 2 database, you first need to export the data from the GFI MailArchiver 2 database by using the GFI MailArchiver 2 Email Export wizard. The GFI MailArchiver Import Service will then import the exported emails into a new GFI MailArchiver 5 archive store.


NOTE 1: Please note that the GFI MailArchiver 2 Email Export wizard can only export emails from a Microsoft SQL Server database. NOTE 2: The GFI MailArchiver 2 Email Export wizard does not modify the old GFI MailArchiver 2 database. To export the emails from a GFI MailArchiver 2 Microsoft SQL Server database, follow these steps: 1. Click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI MailArchiver 2 Email Export, to load the GFI MailArchiver 2 Email Export wizard.

Screenshot 178 - GFI MailArchiver 2 Email Export wizard


Screenshot 179 - Specify SQL Server and authentication method to use


3. Select the Microsoft SQL Server where the GFI MailArchiver 2 database you want to export emails from is stored, from the Server name/IP address list. You can also type the machine name or IP address of a Microsoft SQL Server machine that the export wizard did not list automatically. 4. Under Authenticate through, select the authentication method you want to use to connect to the Microsoft SQL Server. You can select either Windows Authentication or Microsoft SQL Server Authentication. If you select Microsoft SQL Server authentication, you must specify a username and password in the Login ID box and Password box respectively. 5. Click Next to continue.

Screenshot 180 - Select the GFI MailArchiver 2 database from where you want to export emails

6. From the GFI MailArchiver 2 database list, select from which database you want the wizard to export emails. Click Next to continue.


Screenshot 181 - Select a destination for the exported emails

7. Select the location where you want the GFI MailArchiver 2 Email Export wizard to save the exported emails. If you want the GFI MailArchiver Import Service to import the exported emails into a GFI MailArchiver 5 archive store, you need to select the location of the GFI MailArchiver Import Service pickup folder. Click Next to start the export process.

Screenshot 182 - Email export process progress

8. The GFI MailArchiver 2 Email Export wizard keeps you informed of the export progress by means of a progress bar.


NOTE: The export process can take several hours to complete depending on the amount of emails stored in the GFI MailArchiver 2 database. 9. When the export process completes, click Finish to close the GFI MailArchiver 2 Email Export wizard.

Using the GFI PST-Exchange Email Export wizard NOTE: If you want to use the GFI PST-Exchange Email Export wizard on another machine, manually copy the <GFI MailArchiver Installation Path>\ eewiz sub-folder, to the machine where you want to run it. To use the GFI PST-Exchange Email Export wizard, click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI PST-Exchange Email Export, to load the GFI PST-Exchange Email Export wizard. In the welcome page, click Next to continue and choose from which source you want to extract emails. The GFI PST-Exchange Email Export wizard can extract emails from the following sources:

• Microsoft Exchange mailboxes • Microsoft Exchange public folders • Microsoft Outlook personal folders (.pst) files

Screenshot 183 - GFI PST-Exchange Email Export wizard welcome page

Microsoft Exchange Source To extract emails from Microsoft Exchange, click on Microsoft Exchange Server, as shown in the screenshot below.


Screenshot 184 - Microsoft Exchange mailbox source

The Microsoft Exchange Server option is available in any one of the following scenarios:

• You are running the wizard on a machine with Microsoft Exchange Server installed.

• You are running the wizard on a machine that does not have Microsoft Exchange Server installed on it, but the OLE DB Internet Publishing Provider (IPP) is available, so you can connect to remote Microsoft Exchange Servers. NOTE: The OLE DB Internet Publishing Provider is a Microsoft provider used to access documents stored on HTTP servers, by using the Web Distributed Authoring and Versioning (WebDAV) protocol. The GFI PST-Exchange Email Export wizard uses the WebDAV provider to access remote Microsoft Exchange Servers. The OLE DB Internet Publishing Provider is installed by default only on Windows 2000 all versions. For further information on how to install this provider on a Windows 2003 machine, visit the following GFI Knowledge Base article: http://kbase.gfi.com/showarticle.asp?id=KBID002089.

The screenshot shown above can look slightly different, depending on what options are available. For example, if you execute the GFI PST-Exchange Email Export wizard on a machine with Microsoft Exchange Server installed, the source selection page would look like the screenshot below.



Screenshot 185 – Microsoft Exchange installed on local machine

When you execute the GFI PST-Exchange Email Export wizard on a Microsoft Exchange machine, the wizard disables the Exchange Server, User name, and Password boxes, as shown in the screenshot above. The fields are not required since the wizard will connect to the local Exchange server and will authenticate using the credentials of the Windows account with which you logged in. NOTE: The Windows account must have Microsoft Exchange ‘Receive as’ and ‘Send as’ permissions on the mailboxes you want to extract email from. By default, even the Full Exchange administrator account does not have these permissions granted. If you run the GFI PST-Exchange Email Export wizard on a machine, which does not have Microsoft Exchange installed on it, you need to specify the connection settings in the Exchange Server, User name, and Password boxes. If the Microsoft Exchange server you are connecting to requires an SSL connection, select the SSL Connection check box. NOTE: If you need to specify a non-default port number or you have multiple virtual folders, you can alter the connection string manually in the box on top of the Mailboxes list.

Screenshot 186 - Exchange connection string customization

To add the mailboxes from which you want to extract emails, click Add mailbox. In the Active Directory object-picker dialog box, enter a username and click OK.


Screenshot 187 - Adding a mailbox

The GFI PST-Exchange Email Export wizard will check if the username and password specified have read/write access to the mailbox of the user account specified. If not you will be prompted with a dialog box as shown below.

Screenshot 188 - Username and password specified have no access to mailbox

NOTE: If you execute the GFI PST-Exchange Email Export wizard on the Microsoft Exchange machine directly, the read/write access test will use the current logged on user credentials. If the username and password specified have access, the wizard will add the mailbox to the list as shown below.

Screenshot 189 - 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 Remove mailbox. If all the mailboxes you want to extract email from are in the list, click Next to continue.

Microsoft Exchange Public Folders To extract emails from Microsoft Exchange Server public folders, select the Extract from Public Folders check box. If Microsoft Exchange OWA requires an SSL connection, select the SSL Connection check box. If the GFI PST-Exchange Email Export wizard is running on the Microsoft Exchange server machine, you do not need to specify anything else, just click Next to continue.

Screenshot 190 - Connect to local public folders

If you are executing the GFI PST-Exchange Email Export wizard on a machine without Microsoft Exchange, and wish to connect to the public folders of a remote Microsoft Exchange machine, you need to specify the following details: • IP or machine name of the remote Exchange server you want to

connect to • a username and a password, as shown below.


Screenshot 191 - Connect to remote public folders

NOTE: To extract emails from public folders, the user used to connect to the public folders should have ‘owner’ role privileges on the folders from which you want to extract emails. You can review or change the client access permissions for a particular folder by using the Exchange System Manager. If you need to specify custom connection string settings, for example, a non-default port number, you can alter the connection string manually in the box on top of the Mailboxes list.

Screenshot 192 - Connecting to non-default port number

Microsoft Outlook Personal Folders (.pst) Source To extract emails from Microsoft Outlook personal folders (.pst) files, click Microsoft Outlook PST Files, as shown in the screenshot below.


Screenshot 193 - Microsoft Outlook personal folders (PST) files

If you execute the GFI PST-Exchange Email Export wizard on a machine with Microsoft Outlook installed, the Microsoft Outlook PST Files option will be available. NOTE 1: When extracting emails from a Microsoft Outlook personal folders (.pst) file, make sure you select PST files that do not form part of the default Outlook profile on the machine where you are running the wizard. NOTE 2: When the GFI PST-Exchange Email Export wizard extracts an email from a PST file it deletes it from the PST file. Therefore, it is important to make a backup copy of the PST file before using it with the GFI PST-Exchange Email Export wizard. To add a PST file click Add PST file. From the Select a Microsoft Outlook PST dialog box, locate the PST file you want to extract emails from, and click Open, as shown in the following screenshot.


Screenshot 194 - Select the Microsoft Outlook (PST) file

The GFI PST-Exchange Email Export wizard will add the PST file you selected to the list as shown in the screenshot below. You can add more than one PST file to the list. This feature makes it possible to extract emails from multiple personal folders in one go. To remove a PST file from the list, select it and then click Remove PST File. Once you have selected all the PST files you want to extract email from, click Next to enumerate the folders contained in the PST files.

Screenshot 195 - 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 wizard will display the folders in a tree view as shown in the screenshot below. The number displayed to the right of the folder name is the count of email items stored in that folder. Grayed out folders do not contain any items and cannot be selected.

Screenshot 196 - Select the folders to process

NOTE: If the source selected is Microsoft Exchange public folders, it is possible that some folders will have ‘Not Owner’ displayed to the right of the folder name. The wizard grays out these folders, and you cannot select them. The ‘Not Owner’ label means that the account credentials you specified do not have Microsoft Exchange Owner role privileges on that particular folder. Refer to the Microsoft Exchange Public Folders section for more details. Select the folders you want to extract email from by selecting the check box beside the folder name of your choice. Click Next to continue onto the next page. NOTE: To select all the sub-folders underneath a specific folder node, hold the CTRL key pressed and click on the check box to the left of the parent folder.

Set a cut off time The stores you select might contain emails that the Microsoft Exchange processed after you installed GFI MailArchiver on your network. If the GFI PST-Exchange Email Export wizard extracted these emails and copied them to the pickup folder location of the GFI MailArchiver Import Service, duplicate emails would end up in the GFI MailArchiver database. For this reason, it is important that you configure the date and time when you installed GFI MailArchiver on your network as the cut off time. The GFI PST-Exchange Email Export wizard will only extract the


emails, from the stores selected, that the mail server processed prior to the cut off time set.

Screenshot 197 - Cut off time option

Click Next to continue on to the owner selection page.

Select the owner of the emails 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 PST-Exchange Email Export wizard will not display the owner selection page if you are extracting emails from Microsoft Exchange mailboxes. In this page, you need to specify who owns the emails you are going to extract. The email address you specify in the Owner box is important since when importing the extracted emails, GFI MailArchiver will use it to determine the owner. For example if GFI MailArchiver imports the extracted emails, and you specified [email protected] in the Owner box, the GFI MailArchiver interface will display the imported emails under [email protected]. NOTE 1: When extracting emails from Microsoft Exchange public folders, the owner of each email will be determined using the following method. If the email sender forms part of the Active Directory global catalog, GFI MailArchiver will use the sender email address as the owner. If not, GFI MailArchiver will use the owner you specified in the GFI PST-Exchange Email Export wizard as the owner. NOTE 2: When GFI MailArchiver imports emails extracted from Microsoft Exchange public folders, the emails visible to a user will only be those posted by the particular user. For example, [email protected] will only see emails posted to the public folder by [email protected].


Screenshot 198 - Owner selection page

You can either enter an email address directly in the Owner box or else click Owner and use the Active Directory Select User dialog box. Click Next to continue.

Screenshot 199 - Active Directory Select User dialog box

Select a destination for the extracted emails You now need to select a destination folder where the GFI PST-Exchange Email Export wizard will save the extracted emails in text files using the RFC822 format. If you want the GFI MailArchiver Import Service to import the extracted emails into a GFI MailArchiver archive store, you need to select the GFI MailArchiver Import Service pickup folder location as the destination. When you run the GFI PST-Exchange Email Export wizard on the GFI MailArchiver machine, the Destination box is automatically filled in with the import service pickup folder path. NOTE 1: If you are running the GFI PST-Exchange Email Export wizard on another machine, and you selected the GFI MailArchiver Import Service shared pickup folder as the destination, make sure that


the account under which the GFI PST-Exchange Email Export wizard is running has write permission. NOTE 2: The GFI MailArchiver Import Service deletes the extracted emails saved in the pickup folder after it has imported them in the GFI MailArchiver archive store.

Screenshot 200 - Destination selection page

To select the destination for the extracted emails, click the … button to the right of the Destination box. From the Browse For Folder dialog box select the destination and click OK.

Screenshot 201 - Browse for folder dialog box

After selecting the destination, click Next to continue.


Email extraction process The GFI PST-Exchange Email Export wizard displays a process notice page.

Screenshot 202 - Process notice page

If you want to change any of the settings configured on the previous pages, use the Back button to do so. If the settings you specified are correct, click Next to continue. The GFI PST-Exchange Email Export wizard will start extracting the emails selected. The email extraction process can take several minutes to complete, depending on for example, which email source you have selected, or how many emails you are extracting. For example, extracting emails from a remote Microsoft Exchange server machine will be slower than extracting emails from a local Microsoft Exchange or Microsoft Outlook email store. The screenshot below displays the process progress page. This page will show you which folder and email is currently being processed, the overall progress and the folder level progress.


Screenshot 203 - Process progress page

When the GFI PST-Exchange Email Export wizard completes the email extraction process, it will display the finish page as shown in the screenshot below. This page displays the total number of emails selected for extraction, the number of emails successfully extracted, total of skipped emails, and the total number of failed emails.

Screenshot 204 - GFI PST-Exchange Email Export wizard finish page

Click Finish to close the GFI PST-Exchange Email Export wizard.


Skipped Emails The GFI PST-Exchange Email Export wizard will skip an email for one of the following reasons:

• The extraction process came across an email, in a Microsoft Exchange mailbox or public folder, which is marked as already extracted.

• The extraction process came across an email, which the mail server processed after the cut off date and time specified.

NOTE: When extracting emails from a Microsoft Exchange mailbox or public folder source, the GFI PST-Exchange Email Export wizard marks the extracted emails as processed by writing the following globally unique identifier (GUID) to an unused extension attribute. 255DAA0D-B0AF-4640-AEBB-4039B07E5F3B The extension attributes checked are http://schemas.microsoft.com/exchange/extensionattribute1 to http://schemas.microsoft.com/exchange/extensionattribute10. The GFI PST-Exchange Email Export wizard uses only one extension attribute to flag the email as processed. For more information about extension attributes, follow this link: http://msdn2.microsoft.com/en-us/library/ms873846.aspx

1Failed Emails When the GFI PST-Exchange Email Export wizard fails to extract an email it logs details about it, for example the subject, date/time and folder in which it is stored, in a text file. The GFI PST-Exchange Email Export wizard will display the View Failed Mails Log File button if at least one email failed to extract. To view the failed mails log file, click View Failed Mails Log File.

Screenshot 205 - View failed mails log file button

The GFI PST-Exchange Email Export wizard will load the failed mails log file in your system default text editor.

Using the GFI MailEssentials Email Archive Export wizard The GFI MailEssentials email archive database schema is different from the one GFI MailArchiver 5 uses. For this reason, GFI MailArchiver 5 cannot use GFI MailEssentials email archive databases directly. If you used the GFI MailEssentials archiving feature to archive emails into a Microsoft SQL Server database, and you now want to include that data into a GFI MailArchiver archive store, you first need to export the emails from the GFI MailEssentials archive database. The GFI MailArchiver Import Service will then process the extracted emails and archive them in the configured GFI MailArchiver archive stores. NOTE 1: The GFI MailEssentials Email Archive Export wizard can only export emails from a Microsoft SQL Server database.

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NOTE 2: The GFI MailEssentials Email Archive Export wizard does not modify the old GFI MailEssentials email archive database. To export the emails from a GFI MailEssentials email archive Microsoft SQL Server database, follow these steps: 1. Click on the Start menu and from the GFI MailArchiver program group, expand the Import Tools sub-group and select GFI MailEssentials Email Archive Export, to load the GFI MailEssentials Email Archive Export wizard.

Screenshot 206 - GFI MailEssentials Email Archive Export wizard

2. Click Next in the GFI MailEssentials Email Archive Export wizard welcome page to proceed.

Screenshot 207 - Specify SQL Server and authentication method to use


3. Select the Microsoft SQL Server where the GFI MailEssentials email archive database you want to export is stored, from the Server name/IP address list. You can also type the machine name or IP address of a Microsoft SQL Server machine that the export wizard did not list automatically. 4. Under Authenticate through, select the authentication method you want to use to connect to the Microsoft SQL Server. You can select either Windows Authentication or Microsoft SQL Server Authentication. If you select the Microsoft SQL Server authentication option, you must specify a username and password in the Login ID box and Password box respectively. 5. Click Next to continue.

Screenshot 208 - Select the email archive database from where you want to export emails

6. From the GFI MailEssentials email archive database list, select from which database you want to export emails. Click Next to continue. 7. You now need to select a location where the GFI MailEssentials Email Archive Export wizard will save the exported emails. If you want the GFI MailArchiver Import Service to import the exported emails into a GFI MailArchiver archive store, you need to select the location of the GFI MailArchiver Import Service pickup folder. Click Next to start the export process.


Screenshot 209 - Select a destination for the exported emails

8. The GFI MailEssentials Email Archive Export wizard keeps you informed of the export progress by means of a progress bar. NOTE: The export process can take several hours to complete depending on the amount of emails stored in the GFI MailEssentials email archive database.

Screenshot 210 - Email export process progress

9. When the export process completes, click Finish to close the GFI MailEssentials Email Archive Export wizard.

GFI MailArchiver for Exchange GFI PST Exporter • 179

GFI PST Exporter

Introduction This chapter will show you how to use GFI PST Exporter to archive emails processed by Microsoft Exchange prior to the installation of GFI MailArchiver. GFI PST Exporter is an agent-based utility forming part of the GFI MailArchiver installation. The utility installs agents on end-user machines, which then extract emails from PST files stored on the machines. GFI PST Exporter uses the GFI MailArchiver Import Service to transfer emails to an archive store. Agents save extracted emails in a destination folder; the GFI MailArchiver Import Service then imports the extracted emails into a GFI MailArchiver archive store. Advantages of using GFI PST Exporter include: Computer Groups – You can organize end-user machines into computer groups. You can then configure specific settings for each computer group, giving you greater flexibility on when and how to carry out PST exports. Central management – No intervention is required on end-user machines. You deploy agents through the GFI PST Exporter Management Console. When you configure settings in the console, these are then automatically replicated to the end-user machines through the agents. Export reports – You can view details on exports from all end-user machines, from within the GFI PST Exporter Management Console. The information displayed includes status, date/time of export and number of emails exported. Scalability – The utility can be used in organizations with a large number of PST files, where the use of GFI PST-Exchange Email Export Wizard would not be feasible.

Installing GFI PST Exporter To install GFI PST Exporter follow these steps: 1. Click on Start All Programs GFI MailArchiver Import Tools Install GFI PST Exporter.

2. Click Next to install GFI PST Exporter to the default location.


Screenshot 211 – GFI PST Exporter Master Service credentials

3. Specify the credentials under which the GFI PST Exporter Master Service will be running and click Install to finalize the installation.

Launching GFI PST Exporter Launch the GFI PST Exporter Management Console from Start All Programs GFI MailArchiver Import Tools GFI PST Exporter Management Console

Configuring GFI PST Exporter Following installation, you need to configure GFI PST Exporter settings in the General Settings and Notification Settings nodes. NOTE: The Reports and Computer Groups features will only become available after configuring settings in these two nodes.

Configuring the archive store As a first step you need to configure the GFI MailArchiver Import Service. For information on how to do this, refer to the ‘Configuring the GFI MailArchiver Import Service’ section in the ‘Importing Emails’ chapter.


Configuring General Settings

Screenshot 212 – GFI PST Exporter: general settings

From the General Settings configuration section you specify settings which will apply to all end-user machines on which the GFI PST Exporter agent has been deployed. To configure the general settings: 1. Click on General Settings node. 2. Specify the cut-off date and time in the Cut-off date (UTC time) field. You normally set a date and time just prior to the installation of GFI MailArchiver. Doing this will ensure that you only extract emails which have not been processed by GFI MailArchiver, thus avoiding duplicate emails in the archive store. 3. Specify the maximum email size in the Max exportable email size field. Emails larger than the size specified will not be exported. 4. Specify the pickup folder in the GFI MailArchiver pickup folder field. This is the folder from which the GFI MailArchiver Import Service will transfer extracted emails to the archive store. The import service pickup folder is normally located in the following path: <GFI MailArchiver Installation Path>\MAIS\Pickup NOTE 1: Do not specify mapped drives; use the full UNC path ‘\\server\share’ NOTE 2: You need to share the import service pickup folder, giving read/write permissions. 5. Specify the directory service type and query root in the Directory Services section. Click Verify to test the directory service configuration you specified. 6. Specify the name of the Exchange server in the Microsoft Exchange Server field. 7. Specify credentials in the Domain and Username fields. This should be a domain controller account and will be used by the GFI


PST Exporter agent to process and extract emails on the end-user machine. Select the Validate on save option to validate the credentials you specified. 8. Click Save to save the configuration. The settings will be applied to all end-user machines on which the GFI PST Exporter agent has been deployed. NOTE: Click Revert instead of Save if you want to cancel all settings you made.

Configuring Notification Settings

Screenshot 213 – GFI PST Exporter: notification settings

You can configure GFI PST Exporter to notify you on PST processing status taking place on end-user machines. To configure email settings: 1. Click on Notification Settings node. 2. Select “SMTP” from the Mail Server Type drop down list. 3. Specify the method by which access to the mail server is authenticated, in the Authorization Method field. 4. Specify the name of the Microsoft Exchange server in the Mail Server Address field. 5. Depending on the Authorization Method you selected, specify username and password in the Username and Password fields. 6. Specify an email address in the From Email Address field. This is the email address shown as the sender of the notification. The address you specify does not necessarily have to be an existing one, but you can specify an email address on which you can then configure email rules in Outlook. 7. Specify the email address in the To Email Address field to which notifications will be sent. 8. Click Send Test Email to test the settings you specified.


9. Click Save to save the configuration. The settings will be applied to all end-user machines on which the GFI PST Exporter agent has been deployed.

Configuring Computer Groups

Screenshot 214 – GFI PST Exporter: computer groups

You can organize end-user machines into computer groups. For each of the computer groups you can then specify different settings and carry out PST exports separately. To configure computer groups: 1. Click on Computer Groups node.

2. Click on the new computer group button to create a new computer group.

Screenshot 215 – GFI PST Exporter: create a computer group

3. Specify the group name.


Screenshot 216 – GFI PST Exporter: computer group properties

4. The properties dialog for the group you are creating will now come up. Click on the General tab. 5. In the Ownership section, specify who will be the owner of extracted emails for this computer group: • If you want a specific owner to be assigned to all extracted emails,

select the All PST’s belong to email option and enter the owner email address.

• If you want the Outlook email profile, under which emails were extracted, to be assigned to all extracted emails, select the Auto detect ownership option.

NOTE: Ownership of emails is important. When GFI MailArchiver archives extracted emails for a computer group, it will use the email address you specify here as being the owner of the emails. Only the specified owner will then be able to browse the archived emails. 6. In the Directory Services sections, specify directory services for this computer group. By default, the settings you specified in General Settings are displayed. You should only change them if the computer group you are creating is part of another domain. Click Verify to test any changes to the directory service configuration.


Screenshot 217 – GFI PST Exporter: computer group locations to search

7. Click on the Sources tab. In the Restrict to Folders section, include/exclude the path(s) within which PST files can be processed. The include/exclude condition you specify applies to all folders and subfolders within the path. The path(s) you specify can be: • Local – referring to the end-user machine where the agent is

deployed • Mapped – which are resolved according to user profile • UNC – in the format 1\\server\share. Click Add to add the path to the list.




Screenshot 218 – GFI PST Exporter: computer group notifications

8. Click on the Notifications tab. Specify what notifications should be generated when PST files are processed. Options include: • Never notify • Notify when processing fails • Always notify In the Mail Server section, the settings you specified in the Notification Settings node will be displayed but cannot be edited. Click Send Test Email to send a test email. 9. Click OK to save the computer group configuration.

Editing Computer Group configuration You can amend the computer group configuration settings after you having created the group. To do this: 1. Click on Computer Groups node.


Screenshot 219 – GFI PST Exporter: edit computer group configuration

2. Click on the computer group sub-node. 3. Click Edit in the view pane to bring up the properties dialog for the computer group. For more information refer to steps 4 to 9 in the ‘Configuring Computer Groups’ section in this chapter. 4. Change settings for the computer group and click OK to save the configuration.

Adding end-user machines to groups After having created a computer group, you specify which end-user machines belong to that group. To add end-user machines: 1. Click on Computer Groups node. 2. Select the computer group in the view pane.


Screenshot 220 – GFI PST Exporter: add computer

3. Click on the add computer button to add a computer to the group. 4. Specify the computer name to be added to the group and click OK.

Configuring settings for end-user machines You can configure settings for an end-user machine to be different from those for the computer group. To configure settings for an end-user machine: 1. Click on Computer Groups node. 2. Click on the computer group sub-node.

3. Click on the expand icon to expand the computer group and list all end-user machines 4. Select the end-user machine sub-node.


Screenshot 221 – GFI PST Exporter: edit computer settings

5. Click Edit in the view pane to bring up the properties dialog for the end-user machine. The dialog is the same as the one for computer groups. For more information refer to steps 4 to 9 in the ‘Configuring Computer Groups’ section in this chapter. 6. Configure settings for the end-user machine and click OK to save the configuration. NOTE: If, after having changed settings for an end-user machine, you want to revert the settings to be the same as those for the computer group, click on Revert to Group in the view pane.

Deploying the GFI PST Exporter agent to computers After having added an end-user machine to a computer group, you deploy the GFI PST Exporter agent to that computer. To deploy the agent: 1. Click on Computer Groups node. 2. Select the computer group in the view pane. 3. Select the computer on which to deploy the agent.


Screenshot 222 – GFI PST Exporter: deploying the agent

4. Click on the deploy button to remotely install the agent on the computer. This will bring up the GFI PST Exporter – Deployment Manager wizard.

Screenshot 223 – GFI PST Exporter: deploying the agent

5. Specify the owner of extracted emails for this computer, in the Ownership from field. Ownership options include:


• Leave unchanged – the current owner will be assigned to extracted emails

• Group default – the owner specified in the computer group will be assigned to extracted emails

• Force auto-detection – force the agent to detect the Outlook email profile under which emails are extracted, and assign it to all extracted emails

• Force specific owner – specify the email address of the owner which will be assigned to the extracted emails

If you choose the “Force specific owner” option, enter the owner email address in the Forced owner email address field. Click Next to continue.

Screenshot 224 – GFI PST Exporter: remote computer requirements

6. Take note of the requirements on the end-user machine for the agent to be deployed and function successfully. Click Next to continue and start deployment on the end-user machine. NOTE: A window may pop on the end-user machine informing the user that the agent is being deployed. The window closes automatically once deployment is complete. 7. Click Close once deployment is complete.

Processing PST files on end-user machines After having deployed the GFI PST Exporter agent on end-user machines, you can remotely trigger the agent to start processing PST files on selected machines within a computer group. To process PST files and extract emails: 1. Click on Computer Groups node.


2. Select the computer group in the view pane. 3. Select the computer(s) in the group on which to start processing.

4. Click on the start button to start processing the PST files on the selected computers. 5. The Starting processing dialog comes up showing whether processing started successfully. Click Close to close the window.

Screenshot 225 – GFI PST Exporter: processing at remote computer

6. You can view processing status in the view pane. Details shown for each end-user machine include the number of emails examined and the number of emails extracted.

7. Click on the stop button if you want to stop processing on end-user machine(s).


Reports and logs

Screenshot 226 – GFI PST Exporter: export report

Through the Reports node you can view the Export Report, which displays details on processed PST files. Besides details on successful exports, any errors or warnings encountered are also displayed. Information shown includes status, group and computer names, date and time when processing attempts were made, and number of emails exported. To view the report click on Reports Node. You can also print the report or export it in HTML format.

End-user machine PST process details Besides the export report, you can also view log details on processed PST files for each end-user machine. To view a detailed export log: 1. Click on Computer Groups node. 2. Click on the computer group sub-node.

3. Click on the expand icon to expand the computer group and list all end-user machines 4. Select the end-user machine sub-node for which you want to display details.


Screenshot 227 – GFI PST Exporter: processing logs

5. Click on the Logs tab in the view pane to view a list of export jobs. Double-clicking on a job will bring up details for that particular job. To view processed PST file details: 1. Click on Computer Groups node. 2. Click on the computer group sub-node.

3. Click on the expand icon to expand the computer group and list all end-user machines 4. Select the end-user machine sub-node for which you want to display details.


Screenshot 228 – GFI PST Exporter: PSTs processed

5. Click on the PST tab in the view pane to view a list of PST files that were processed. Information displayed includes PST file location, process success/failure and number of emails exported.

NOTE: Select a PST file and click on the re-export button if you want to re-export emails from the PST file. Exercise caution when doing this, as it may result in duplicate emails being archived.

.

GFI MailArchiver for Exchange Exporting Emails • 197

Exporting Emails

Introduction The GFI MailArchiver web based user interface allows you to restore individual emails to an email address you define, through OneClick Restore. This feature is useful, but if you want to export or restore more than one email in one go, you need to use the GFI MailArchiver Bulk Export Tool. Through the GFI MailArchiver Bulk Export Tool, you can connect to a GFI MailArchiver installation, search for the emails you want to export, and finally export all of the emails in one go by means of the following methods:

• Restore to a specific email address • Download to a specific location

The GFI MailArchiver Bulk Export Tool is useful when you want to export a set of emails fitting specific search criteria, for example, when you need to provide emails to satisfy a litigation support request.

Using the GFI MailArchiver Bulk Export Tool To load the GFI MailArchiver Bulk Export Tool, select GFI MailArchiver Bulk Export from the GFI MailArchiver program group in the Start menu. On loading, the GFI MailArchiver Bulk Export Tool will display the Connect to GFI MailArchiver dialog box as shown below.

Screenshot 229 - The GFI MailArchiver Bulk Export Tool

Specify the URL you use to connect to GFI MailArchiver, in the MailArchiver URL box. The next time you use the GFI MailArchiver Bulk Export Tool, the MailArchiver URL box will display a list of GFI


MailArchiver URLs you successfully connected to in previous sessions. You now need to specify the account that the GFI MailArchiver Bulk Export Tool will use to authenticate with the GFI MailArchiver URL specified. If you want to authenticate with the user account you are using to run the GFI MailArchiver Bulk Export Tool, click Current User Account. If you want to specify a particular user account for authentication, click The Following User Account, and then specify a username and password in the User Name box and Password box respectively. To connect, click OK. Once connected, the GFI MailArchiver Bulk Export Tool displays a new Email Search window as shown below.

Screenshot 230 - A new Email Search window

Searching for emails To search for the emails you want to export, follow these steps: 1. In the Email Search window, select the GFI MailArchiver archive stores you want to search in, from the Search in following archive(s) list. If you want to search through multiple archive stores, click the archive store names you want to include in the search while holding the CTRL key pressed. 2. Click the Search tab so that you can specify the search criteria. 3. Select a search field, for example Subject, from the field list and specify the criteria you are looking for. NOTE: The GFI MailArchiver Bulk Export Tool search feature provides the same functionality as the GFI MailArchiver web based advanced search. You can find further information on the different fields and search methods available in the ‘Searching with the advanced search’ section of the ‘Using GFI MailArchiver’ chapter. 4. If you want to add more search conditions, click Add Condition. The GFI MailArchiver Bulk Export Tool will add a new search condition entry underneath the last one.


NOTE: The conditions are logically ANDed together. This means that an email must satisfy all conditions for the GFI MailArchiver Bulk Export tool to list it in the search results. For example, if you specify the following conditions, the search will only list the emails sent from [email protected] to [email protected]. Sender is [email protected] AND Recipient is [email protected] To add more search conditions repeat this step. NOTE: If you have more than one search condition in the search query, you can remove a search condition by clicking the Remove Condition button. If you want to reset the whole search query, click the New Search button and click OK in the dialog box displayed. 5. If you want to limit your search to emails labeled with specific categorization policy labels, select them from the Filter by Label list. You can select multiple labels from the list by holding the CTRL key pressed while selecting labels with the mouse pointer. 6. To perform the search, click Find Now. The GFI MailArchiver Bulk Export tool will display the search results underneath the search conditions specified, as shown in the screenshot below. For each email matching the search condition, the following information is displayed: Subject, Sender, Recipients, Date/Time and Size.

Screenshot 231 - 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 Stop to interrupt the search.

By default, the GFI MailArchiver Bulk Export Tool sorts the search matches by date and time. If you want to sort the search results on


another column, click the column heading on which you want to sort. If you click the same column heading, the search results are sorted on the same column but in reverse order. For example, if the search results are sorted on the Date/Time column in ascending order and you click on the same column heading, the search results will be sorted on the Date/Time column but in descending order.

If more than 100 emails match the search criteria specified, the search results would be spread out across different pages each containing a maximum of 100 emails. To navigate to different pages use the navigation buttons underneath the search results table.

Screenshot 232 - 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.

Screenshot 233 - Viewing an email


Exporting emails When you are satisfied that the emails in the search result meet the criteria you searched for, you can select to export them using one of the following methods:

• Restore to a specific email address • Download to a folder on disk

NOTE: When you export emails, the GFI MailArchiver Bulk Export Tool exports a copy of the emails and therefore it does not remove the original emails from the archive stores.

Restore to a specific email address To restore all the emails returned in the search result set to a specific email address, follow these steps: 1. Click the Export Options tab. 2. Click Restore to the following email address and in the box specify the email address where you want the exported emails to be sent. 3. The GFI MailArchiver Bulk Export Tool can send each exported email, either in its original format or as an attachment in a new email. To send in the original format, click Send messages as Original emails. To send exported emails as attachments, click Send messages as Attachments.

Screenshot 234 - Restore emails to a specific email address

4. To export the emails, click Restore. The GFI MailArchiver Bulk Export tool will display the progress of the export process in the status bar of the Email Search window as shown below. The bulk export tool disables the Email Search window until the export process completes. If you want to stop the export process, click Stop.


Screenshot 235 - 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. Click the Export Options tab. 2. Click Download to folder and in the box specify the path where you want to store the exported emails. You can also click Browse to select the destination visually from the Browse For Folder dialog box.


Screenshot 236 - Downloading emails to a disk location

3. To export the emails, click Download. The GFI MailArchiver Bulk Export tool will display the progress of the export process in the status bar of the Email Search window as shown below. The bulk export tool disables the Email Search window until the export process completes. If you want to stop the export process, click Stop.

Screenshot 237 – Downloading emails process in progress

In the destination folder you selected, the GFI MailArchiver Bulk Export tool creates a new sub-folder, named ‘GFIMArc_Export_’ followed by a timestamp. You can copy this folder to another computer or to removable media such as a CD-ROM or DVD-ROM for example. The folder contains a root XML file having the same name as the folder along with one or more sub-folders. For example, if you selected ‘c:\exported emails\’ as the destination, and you downloaded three emails, the folder would contain the following files: c:\exported emails\GFIMArc_Export_20060113_1519_1 GFIMArc_Export_20060113_1519_1.xml c:\exported emails\GFIMArc_Export_20060113_1519_1\Folder_1 Folder_1.xml Mailarchiver_-2147482426_1.xml Mailarchiver_-2147482910_1.xml Mailarchiver_-2147482379_1.xml If you open the GFIMArc_Export_20060113_1519_1.xml in Microsoft Internet Explorer, it shows a table listing the emails in Folder_1 (page 1). If you export many emails, page navigation numbers are displayed


in the footer of the page so that you can list the emails stored in the other sub-folders, for example, Folder_7 (page 7).

Screenshot 238 - 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.


Screenshot 239 - 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.


Role-based Deployment

Introduction Role-based Deployment allows for scalability of GFI MailArchiver in large IT infrastructures dealing with heavy email traffic. This is achieved through the deployment of multiple GFI MailArchiver instances on separate servers. Each instance is configured to fulfill diverse roles, to balance workload and collectively help for the smooth running of the email archiving process. The following roles can currently be assigned to GFI MailArchiver instances: • Central Configuration Service • Data Collection • Storage • Search and Indexing • User Interface and Administration • Data Import Service

GFI MailArchiver for Exchange Role-based Deployment • 207

How role-based deployment works

Figure 2 - How Role-based Deployment works

The GFI MailArchiver role-based deployment process in a distributed environment involves the following steps: 1. Establish the number of GFI MailArchiver instances required and the role to assign to each instance. For information, refer to the ‘Getting started’ chapter in this manual. 2. Install GFI MailArchiver on each server that will be participating in the deployment. This is a normal installation as described in the ‘Installing GFI MailArchiver’ chapter of the GFI MailArchiver 5 user manual. 3. Execute the Deployment Manager Wizard on each GFI MailArchiver instance. For information refer to the ‘Executing the Deployment Manager Wizard’ section in this chapter. 4. Store each server’s deployment configuration file for future reference. This file may be required when updating to newer GFI MailArchiver builds or when the administrator needs to reconfigure the deployment roles. 5. Configure GFI MailArchiver through the management console, from the server with the User Interface and Administration role. NOTE 1: GFI MailArchiver instances communicate with each other over the network using the .NET Remoting protocol. NOTE 2: A GFI MailArchiver instance can be assigned more than one role; the following roles can be assigned to more than one GFI MailArchiver instance:


• Data Collection • User Interface and Administration • Data Import Service Though there may be a number of GFI MailArchiver instances distributed over the network, this fact is transparent to the administrator when it comes to configuring GFI MailArchiver, since configuration is centralized. Once the deployment process is complete, the administrator does not have to configure individual servers but can carry out all configuration through the GFI MailArchiver management console. In a distributed deployment, the GFI MailArchiver management console is accessible from the server(s) assigned the User Interface and Administration role.

System requirements For the GFI MailArchiver Role-based deployment you need: • Hardware and software specifications as described in the

‘Installing GFI MailArchiver’ chapter NOTE 1: Role-based deployment is not supported on Windows 2000 server NOTE 2: For a Role-based deployment only MS SQL Server based archive stores are supported. NOTE 3: If you are using a Microsoft SQL Server and NTFS file system archive store, make sure that the archived email binary source path is specified in UNC format.

• GFI MailArchiver services running under Active Directory credentials allowing communication over the network

Getting Started You assign roles to GFI MailArchiver instances by using the Deployment Manager Wizard, which simplifies and streamlines the process. This section explains how to use the Deployment Manager Wizard to assign roles.

Executing the Deployment Manager Wizard on each instance You need to execute the Deployment Manager Wizard on each GFI MailArchiver instance according to the role(s) it will be assigned, in the following order: a. Central Configuration Service

b. Storage c. Search and Indexing d. Data Collection (more than one allowed) e. User Interface and Administration (more than one allowed) f. Data Import Service (more than one allowed)


That is, you should first execute the wizard for the GFI MailArchiver instance which will be assigned the Central Configuration Service role, then execute it for the GFI MailArchiver instance with the Storage role, and so on.

Launching the Deployment Manager Wizard To launch the Deployment Manager Wizard, follow these steps: 1. Open Command Prompt 2. Go to <Program Files Directory>\GFI\MailArchiver\DM\ 3. Type the command ‘deploymentmanager.exe’ and press ENTER

Using the Deployment Manager Wizard 1. After launching the Deployment Manager Wizard you are presented with the welcome dialog. Click Next to continue.

Screenshot 240 – Selecting roles

2. Specify which role(s) will be assigned to the GFI MailArchiver instance on this server and click Next. NOTE: Move the mouse pointer over any role listed in the dialog to view the relevant description for that role. 3. Based on the roles selected in the previous stage, you will be asked to configure some parameters. For information on how to configure roles refer to the next sections. Click Next to continue.


Screenshot 241 – Specify Active Directory credentials

4. Specify the Active Directory credentials under which to run GFI MailArchiver services and click Next. NOTE 1: GFI MailArchiver services must run under an Active Directory user account. NOTE 2: Specify an account which has read/write access privileges on the Microsoft Exchange configuration.

Screenshot 242 – Apply all configuration settings specified

5. Click Next to initiate the process and apply all specified parameters.


NOTE: During this process all GFI MailArchiver services need to be stopped and re-started. This occurs automatically and may take minutes to complete. 6. Click Finish to finalize your settings and close the Deployment Manager Wizard.

Assigning the Central Configuration Service Role

Screenshot 243 – Assigning the Central Configuration Service role

To assign the ‘Central Configuration Service Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role maintains the central configuration database of the GFI MailArchiver deployment and hosts miscellaneous services like email restore and licensing. You can only assign the ‘Central Configuration Service Role’ to one server in the deployment.


Assigning the Data Collection Role

Screenshot 244 – Assigning the Data Collection role

To assign the ‘Data Collection Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role collects emails, to be archived, from Microsoft Exchange locations. To achieve maximum performance, assign the ‘Data Collection Role’ to a GFI MailArchiver instance residing directly on the Microsoft Exchange server. You can assign this role to multiple servers in the deployment. However, ensure that the ‘server tagging’ option is enabled when assigning the ‘User Interface and Administration Role’.


Assigning the Storage role

Screenshot 245 – Assigning the Storage role

To assign the ‘Storage Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role provides email storage and retrieval services. You can only assign the ‘Storage Role’ to one server in the deployment.

Assigning the Search and Indexing Role


Screenshot 246 – Assigning the Search and Indexing role

To assign the ‘Search and Indexing Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role provides email search and indexing services. GFI MailArchiver creates search indexes for each archive store you configure. Each search index automatically indexes new email content archived in the corresponding archive store, to keep the search index updated and enable users to perform precise and fast searches. You can only assign the ‘Search and Indexing Role’ to one server in the deployment.

Screenshot 247 – Specify the word breaker for the Search and Indexing role

You will be prompted to specify the word breaker to use. Word breakers for each language enable the resulting terms to be more accurate for that language. If no word breaker is available for a particular language, the neutral word breaker is used. With the neutral word breaker, words are broken at neutral characters such as spaces and punctuation marks. Select the indexing option available if you also want to index email message attachments.


Assigning the User Interface and Administration Role

Screenshot 248 – Assigning the User Interface and Administration role

To assign the ‘User Interface and Administration Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role enables users to browse/search their archives and administrators to configure GFI MailArchiver through the management console. You can assign the ‘User Interface and Administration Role’ to multiple servers in the deployment.


Screenshot 249 – Specify User Interface and Administration role settings

You will be prompted to specify the authentication method to use (Windows or Forms) to log in to the GFI MailArchiver management console. If more than one server is assigned the Data Collection role, select the Enable server tagging in the Data Sources configuration option. Server tagging allows multiple GFI MailArchiver instances running the Data Collection role to process different mailboxes without interfering with each other.

Assigning the Data Import Service Role

Screenshot 250 – Assigning the Data Import Service role

To assign the ‘Data Import Service Role’ select the appropriate option from the list of roles in the ‘Server Role Selection’ dialog. The server assigned this role uploads imported emails to the GFI MailArchiver archive stores. You can assign the ‘Data Import Service Role’ to multiple servers in the deployment.


Assigning multiple roles to a server

Screenshot 251 – Assigning multiple roles

A GFI MailArchiver instance may be assigned more than one role. To assign the required roles, select the appropriate options from the list of roles in the ‘Server Role Selection’ dialog.

Identifying the Central Configuration Service Role server

Screenshot 252 – Identifying the Central Configuration Service Role server


If you are assigning a role other than the ‘Central Configuration Service Role’ to a GFI MailArchiver instance, you are prompted to identify the server which has been assigned that role. Click Test connection to verify that the ‘Central Configuration Service Role’ server you specified is accessible.

Identifying the Data Collection Role server

Screenshot 253 – Identifying the Data Collection Role server

If you are assigning the ‘User Interface and Administration Role’ to a GFI MailArchiver instance, but not the ‘Data Collection Role’ to the same instance, you are prompted to identify the server with the ‘Data Collection Role’. Click Test connection to verify that the ‘Data Collection Role’ server you specified is accessible.


Identifying the Storage Role server

Screenshot 254 – Identifying the Storage Role server

If you are assigning a role other than the ‘Storage Role’ to a GFI MailArchiver instance, you are prompted to identify the server which has been assigned that role. Click Test connection to verify that the ‘Storage Role’ server you specified is accessible.

Identifying the Search and Indexing Role server

Screenshot 255 – Identifying the Search and Indexing Role server


If you are assigning a role other than the ‘Search and Indexing Role’ to a GFI MailArchiver instance, you are prompted to identify the server which has been assigned that role. Click Test connection to verify that the ‘Search and Indexing Role’ server you specified is accessible.

Recommended deployment scenario

Figure 3 - Deployment scenario

This is the recommended scenario for a GFI MailArchiver distributed deployment. In this scenario, an organization will be deploying three GFI MailArchiver instances. Each instance is installed on a separate server, with each server fulfilling roles as shown in the following table:

Server ID Role(s)

• Data Collection

• User Interface and Administration

• Central Configuration Service • Storage

• Search and Indexing • Data Import Service

NOTE: To achieve maximum performance, assign the ‘Data Collection Role’ to a GFI MailArchiver instance residing directly on the Microsoft Exchange server with the journaling mailbox. These are the steps to follow for this deployment: 1. Install GFI MailArchiver on each server 2. Execute the Deployment Manager Wizard on each of the three servers to assign roles to the GFI MailArchiver instances. The roles should be assigned in the order as listed in the ‘Executing the


Deployment Manager Wizard on each instance’ section of this chapter. Run the Deployment Manager Wizard in the order as shown in the following table:

Server ID order Deployment Manager Wizard

Run Wizard to assign the following roles:

• Central Configuration Service • Storage • Search and Indexing • Data Import Service

Run Wizard to assign the Data Collection role

Run Wizard to assign the User Interface and Administration role

3. Configure GFI MailArchiver through the management console, accessed from Server ID 2, which is the server with the User Interface and Administration role.

Alternative scenario Another recommended scenario is to deploy servers with the following GFI MailArchiver roles: • Server 1:

o Central Configuration Service o Storage

• Server 2: o Search and Indexing

• Server 3: o Data Collection NOTE 1: To achieve maximum performance, assign the Data Collection role to a GFI MailArchiver instance residing directly on the Microsoft Exchange server with the journaling mailbox. NOTE 2: You can have multiple servers assigned with the Data Collection role.

• Server 4: o User Interface and Administration

NOTE: You can have multiple servers assigned with the User Interface and Administration role, enabling you to set up a web farm.

• Server 5 (Temporary server): o Data Import Service NOTE: This temporary server can be used when past emails (before GFI MailArchiver was installed) from PST files will be imported into the archive stores. Importing past emails is


normally a one-time process, thus the temporary nature of this server.

GFI MailArchiver for Exchange Troubleshooting • 223

Troubleshooting

Introduction The troubleshooting chapter explains how you should go about resolving issues you have. The main sources of information available to users are: • The manual – most issues can be solved by reading the manual. • The GFI Knowledge Base – accessible from the GFI website • The GFI technical support site • Contacting the GFI Technical Support department by email at

[email protected] • Contacting the GFI Technical Support department using our live

support service at http://support.gfi.com/livesupport.asp • Contacting our Technical Support department by telephone.

Knowledge Base GFI maintains a Knowledge Base, which includes answers to the most common problems. If you have a problem, please consult the Knowledge Base first. The Knowledge Base always has the most up-to-date listing of technical support questions and patches. The Knowledge Base can be found on http://kbase.gfi.com

7Request support via e-mail If, after using the Knowledge Base and this manual, you have any problems that you cannot solve, you can contact the GFI Technical Support department. The best way to do this is via e-mail, since you can include vital information as an attachment that will enable us to solve the issues you have more quickly. The Troubleshooter, included in the program group, automatically generates a series of files needed for GFI to give you technical support. The files would include the configuration settings, debugging log files and so on. To generate these files, start the troubleshooter wizard and follow the instructions in the application. In addition to collecting all the information, you will be asked a number of questions. Please take your time to answer these questions accurately. Without the proper information, it will not be possible to diagnose your problem. Then go to the troubleshooter\support folder, located under the main program directory, compress the files in ZIP format, and send the generated ZIP file to [email protected]. Ensure that you have registered your company details on our website first, at http://customers.gfi.com.

mailto:[email protected]�

http://support.gfi.com/livesupport.asp�

http://kbase.gfi.com/�

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We will answer your query within 24 hours or less, depending on your time zone.

Request technical support via 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 company details on our website first, at http://customers.gfi.com

8Web Forum User to user technical support is available via the web forum. The forum can be found at: http://forums.gfi.com/

8Build 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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GFI MailArchiver for Exchange Appendix: Enabling IMAP on Microsoft Exchange Server 2007 • 225

Appendix: Enabling IMAP on Microsoft Exchange Server 2007

Introduction In a Microsoft Exchange Server 2007 environment, you can install GFI MailArchiver on a machine with Microsoft Exchange 2007 Client Access Role Server. In this scenario, you need to enable the IMAP service to access the journaling mailbox stored on the Microsoft Exchange 2007 Mailbox Role Server machine. This is required since the IMAP service is by default disabled. This appendix explains the steps required to enable IMAP.

Enabling IMAP

Screenshot 256 – Enabling the IMAP service

To enable IMAP follow these steps: 1. Click on Start Run and type in ‘Services.msc’. This will bring up the ‘Services’ dialog. 2. Navigate the list of services until you find the ‘Microsoft Exchange IMAP4’ service. Right-click on the service and select Properties. 3. From the General tab which opens by default, select Automatic from the Startup type drop-down provided, click Apply and then click Start. 4. Click OK to save your settings and close the dialog. Confirm that the service is now running. 5. By default IMAP uses SSL to secure the connection. If you want to use simple authentication instead of SSL, follow steps 6 to 8. 6. Load the ‘Exchange Management Shell’, type ‘set-imapsettings –logintype plaintextlogin’ and press Enter. 7. Restart the ‘Microsoft Exchange Information Store’ 8. Restart the ‘Microsoft Exchange IMAP Service’.


Index

A Active Directory 3, 7, 8, 10, 15,

17, 19, 23, 33, 34, 35, 36, 68, 87, 88, 96, 97, 120, 162, 169, 170

archive 1, 2, 3, 4, 7, 8, 10, 11, 17, 18, 23, 25, 26, 27, 29, 31, 32, 34, 35, 36, 37, 40, 41, 42, 43, 45, 47, 48, 49, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 60, 61, 63, 65, 66, 67, 68, 73, 74, 78, 81, 82, 83, 84, 85, 90, 91, 92, 93, 94, 100, 104, 105, 113, 115, 116, 118, 124, 151, 152, 153, 154, 155, 156, 159, 170, 171, 174, 175, 176, 177, 179, 180, 198, 201

ASP.NET 7, 8 Audit 2 Auditing 135 Authenticate 158, 176

C categorize 3, 93, 108 Central Configuration Service

Role 211 Client Access Role 1, 7, 19, 225

D Data Collection Role 212 Data Import Service Role 216 database 2, 4, 8, 9, 17, 18, 23,

24, 25, 26, 27, 36, 37, 38, 39, 40, 41, 43, 44, 45, 46, 47, 48, 50, 51, 52, 57, 60, 61, 62, 63, 64, 65, 66, 153, 154, 155, 156, 157, 158, 160, 168, 174, 175, 176, 177

E Edge Role 19 envelope journaling 9, 17 export 151, 156, 157, 158, 159,

160, 174, 175, 176, 177, 197, 198, 201, 203

F Firebird 2, 8, 17, 36, 50, 51, 52,

57, 67

G GFI PST Exporter 179

I IIS 7, 8 IMAP 1, 7, 19, 76, 77, 79, 80, 225 import 151, 153, 155, 156, 159,

170, 176, 179 Internet Explorer 4, 8, 22, 29,

103, 127, 128, 203

J journaling 1, 4, 7, 9, 10, 11, 14,

15, 16, 17, 73, 74, 75, 76, 78, 80, 81, 106, 225

L license agreement 20 License Key 20, 22

M Mailbox Role 1, 7, 225 Microsoft Exchange Server 1, 2,

4, 7, 8, 9, 10, 11, 14, 19, 73, 76, 78, 80, 106, 160, 161, 162, 164, 225

Microsoft Exchange Server 2007 1, 7, 10, 14, 19, 225

O OneClick 4, 29, 110, 197

P PST 2, 3, 151, 156, 160, 161,

162, 163, 164, 165, 166, 167, 168, 169, 170, 172, 173, 174

PST Exporter 2, 8, 179

R recipient 3, 11, 15, 17, 34, 35, 76,

80, 89, 92, 98, 118, 120 Role-based Deployment 206

S Search and Indexing Role 213 sender 3, 34, 35, 87, 92, 96, 120,

169 SQL Server 2, 4, 8, 9, 17, 18, 24,

36, 37, 38, 39, 43, 44, 45, 57, 60, 61, 62, 67, 157, 158, 174, 175, 176

Storage role 213 System requirements 8, 208

U user access control 68, 71, 73,

113 User Interface and Administration

Role 215

V Virtual Directory Alias 20 Volume Shadow Copy Service 2

GFI MailArchiver for Exchange Index • 227

VSS 2

W wizard 21, 23, 24, 25, 27, 28, 37,

38, 39, 41, 42, 43, 44, 46, 48, 49, 50, 51, 52, 54, 56, 61, 62, 63, 64, 66, 67, 74, 76, 77, 80, 81, 82, 85, 86, 87, 88, 90, 91, 92, 93, 94, 95, 96, 97, 99, 100, 101, 156, 157, 158, 159, 160, 161, 162, 163, 164, 166, 167, 168, 169, 170, 172, 173, 174, 175, 176, 177, 223

X x32 20 x64 20

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