Archiving Emails from IceWarp Mail Server

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This implementation guide covers the specifics of archiving IceWarp Mail Server mailboxes. It is assumed that you already have a MailStore Server installation or test installation and are familiar with the fundamentals of MailStore Server. Please refer to the Manual or the Quick Start Guide for more information.

MailStore Server offers several ways to archive emails from IceWarp Mail Server mailboxes, which are described below. If you are not sure which archiving method best suits your company, please refer to the chapter Choosing the Right Archiving Strategy.


Synchronizing Users

MailStore Server offers special support for synchronizing users with an IceWarp Mail Server. Information about setup is available in chapter IceWarp Server Integration of the manual.

Archiving Individual Mailboxes

In MailStore Server IceWarp Mail Server archiving tasks are stored in archiving profiles. By following the procedure described here you can archive a single IceWarp Mail Server mailbox for a specific MailStore user. The archiving process can be executed manually or automatically. You can find further information about executing archiving profiles in chapter Email Archiving with MailStore Basics.


  • Users can only archive their own mailboxes to their personal user archive. To archive the emails of other users, you have to be logged on to MailStore Client as MailStore administrator. Only MailStore administrators can archive the emails of other users.
  • In MailStore, click on Archive Email.
  • To create a new archiving profile, select IceWarp Mail Server from the Email Servers list in the Create Profile area of the application window.
  • A wizard opens guiding you through the setup process.
    IceWarp mailbox 00.png
  • Select Single Mailbox and click on OK.
  • Fill out the fields Email Address, Host, Access via, User Name and Password. Click on Test to verify the data entered.
    For the IMAP-TLS and IMAP-SSL protocols only: You have the option to ignore SSL security warnings. Generally, these warnings appear if an unofficial certificate is used on the server.
    IceWarp mailbox 01.png
  • Click on Next.
  • Customize the list of folders to be archived, the filter and the deletion rules. By default, no emails will be deleted from a mailbox. The timeout value only has to be adjusted as needed (e.g. with very slow servers).
    IceWarp mailbox 02.png
  • Click on Next.
  • If logged on to MailStore Server as administrator, the target archive can be specified at the next step. Select the archive of the user for whom the mailbox is to be archived.
    IceWarp mailbox 03.png
  • At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Profiles and can be run immediately, if desired.


Archiving Multiple Mailboxes in One Step

Starting with version 10.4, IceWarp Mail Server allows users with the appropriate user privileges to access the mailboxes of other users via IMAP. Once a new user has been created or an existing user has been provided with the corresponding privileges, please proceed as follows:

  • Log on to MailStore Client as MailStore administrator.
  • Click on Archive Email.
  • From the list E-Mail-Server under Create Profile select IceWarp Mail Server to create a new archiving profile.
  • A wizard opens to help specify the archiving settings.
    IceWarp mailboxes 00.png
  • Select Multiple Mailboxes.
  • To be able to archive multiple mailboxes, MailStore users along with their email addresses have to be set up in the MailStore user management.
    IceWarp mailboxes 01.png
  • Under Host enter the name of your IceWarp mail server.
  • Under Access via select the protocol to be used to access the IceWarp mail server. Wherever possible, you should always choose IMAP-TLS or IMAP-SSL.
    Please note: If you would like to automate the archiving process and access the IceWarp mail server using IMAP-TLS or IMAP-SSL, you should enable the option Ignore SSL Warnings. Otherwise, if an unofficial or self-signed certificate is used on the IceWarp mail server, the automatic execution of the archiving process will fail.
  • Under User Name and Password enter the access data of a user who has access to all IceWarp mailboxes to be archived. With IceWarp Mail this is a user with administrative privileges.
  • Click on Next to continue.
    IceWarp mailboxes 02.png
  • Customize the list of folders to be archived, the filter and the deletion rules. By default, no emails will be deleted from the mailbox. The timeout value only has to be adjusted as needed (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived.
  • Click on Next to continue.
  • Select the users whose mailboxes are to be archived.
    IceWarp mailboxes 03.png
    The following options are available:
    • All users with configured email address
      Choose this option to archive the mailboxes of all users who are set up, along with their email addresses, in MailStore's user management.
    • All users except the following
      Choose this option to exclude individual users (and thereby their IceWarp mailboxes) from the archiving process, using the list of users below.
    • Only the following users
      Choose this option to include individual users (and thereby their IceWarp mailboxes) in the archiving process, using the list of users below. Only the mailboxes of those users explicitly specified will be archived.
    • Synchronize with Directory Services before archiving
      If selected, the MailStore user list will be synchronized with the configured directory service before any archiving process is executed. This has the advantage that, for example, new employees will be created as MailStore users before archiving, so once the archiving process is executed, their IceWarp mailbox is archived automatically as well. This option is especially recommended when the archiving process is to be executed automatically.
  • Click on Next.
  • In the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Profiles and can be run immediately or automatically, if desired.


Archiving All Incoming and Outgoing Emails Directly

IceWarp Mail Server allows you to deliver all emails to a separate IceWarp Mail Server archiving mailbox. From this IceWarp Mail Server archiving mailbox and using the respective archiving profile, the archiving process can be executed with MailStore Server. The emails are distributed among the archives of the corresponding MailStore users.

Step 1: Setup of the IceWarp Mail Server Archiving Feature

To create a central multidrop mailbox to which copies of all incoming and outgoing emails are delivered, IceWarp Mail Server's archiving feature must first be activated and configured. Please proceed as follows:

  • Log on to IceWarp Server Administrator or IceWarp WebAdmim as administrator.
  • Change to Advanced view.
  • Click on Mail and then on Archive.
    IceWarp user 01.png
  • Under General, activate the archiving feature of your IceWarp Mail Server.
  • Enter an Archive to Directory e.g. C:\Archive\ and optionally a Directory trailer path. IceWarp Mail Server creates a folder structure below the archive directory in the format Domain\Mailbox\Directory trailer path.
  • Under Options enable Do not archive RSS and Do not archive spam if applicable.
  • Click on Apply to save these settings.

Step 2: Setup of an IceWarp Mailbox to Access the IceWarp Archive

Once the archiving feature has been set up, an IceWarp user with access to the IceWarp archive has to be created. This user is later used by MailStore to retrieve the messages.

  • Log on to IceWarp Server Administrator or IceWarp WebAdmim as administrator.
  • Click on Domains & Accounts > Management.
  • Click on the domain in which you would like to create the new user.
  • Create the new IceWarp user.
    IceWarp user 02.png
  • In the Options tab under Mailbox enter the full path of the archive directory specified in step 1 into the field Mailbox path.
  • Click on Apply to finish.

Step 3: Configuration of MailStore Server

Setting up archiving processes for multidrop mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles.

Please proceed as follows:

  • Log on as MailStore administrator using MailStore Client.
  • In MailStore, click on Archive Email.
  • To create a new archiving profile, select IceWarp Mail Server from the Email Server list in the Create Profile area of the application window.
  • A wizard opens guiding you through the setup process.
    IceWarp catchall 00.png
  • Select Multidrop Mailbox and click OK.
  • Fill out the fields Access via, Host, Username and Password. Click on Test to verify the data entered.
    For the TLS and SSL protocols only: You have the option to ignore SSL warnings. Generally, these warnings appear if an unofficial certificate is used on the server.
    IceWarp catchall 01.png
  • Adjust any further settings such as how to handle emails with unknown addresses or asking MailStore to delete emails after they have been archived. The latter option is especially sensible when dealing with mailboxes that are exclusively used for archiving.
  • Click on Next.
  • The timeout value only has to be adjusted on a case-by-case basis (e.g. with very slow servers).
  • Click on Next.
  • At the last step, select a name for the new archiving profile. After clicking on Finish, the archiving profile will be listed under Saved Profiles and can be run immediately or automatically, if desired.


Weblinks

Navigation
Tools
About MailStore

  • MailStore Server is one of the leading email archiving solutions for SMB.
  • For private use there is a free tool for email archiving furthermore: MailStore Home.