Archiving Emails from Tobit David.fx

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This implementation guide covers the specifics of archiving Tobit David.fx 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 Tobit David.fx 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

Additionally to the internal user databases, David.fx may also use an Active Directory to manage and authenticate users. As MailStore Server also supports Active Directory and other LDAP directory services (e.g. OpenLDAP), it is recommended to set up synchronization in MailStore as well. Additional information on synchronizing users can be found in the corresponding chapter Active Directory Integration of the MailStore Server manual.

Note: When batch-archiving IMAP mailboxes MailStore Server automatically creates non-existing users. The authentication type of those users will be set to MailStore-integrated.

Archiving Individual Mailboxes

In MailStore Server archiving tasks are stored in archiving profiles. By following the procedure described here you can archive a single 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. }

Step 1: Activate Remote Access

By default, Tobit David.fx does not allow access to the mailboxes via the IMAP protocol. For each mailbox that is to be archived with MailStore, Remote Access has to be enabled and access data has to be specified. Please proceed as follows:

  • Open the program David.Administrator.
  • In the tree structure, open David | System | User.
  • Right-click on the name of the user who is to have IMAP access privileges and select Properties. Additional information are available directly from Tobit under Mail Access per POP3 und IMAP mit einem Benutzerkonto (German)

    Hint: You can activate Remote Access for all new users automatically using the User Template.
  • Open the Rights tab.
  • Under Common, enable Use Remote Access.
    David-1.png
  • Click on OK.

Step 2: Specify Access Data

  • Using David.fx Client, log in to the Tobit David.fx server as a user with administrative rights.
  • In the Navigator pane, open <servername> | User.
  • Right-click on the user who is to have Remote Access and click on Properties.
  • Open the Access tab.
  • Specify user name and password.
  • Click on OK.

Step 3: Configuration of MailStore Server

  • 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 Other Server via IMAP/POP3 from the Email Servers list in the Create Profile area of the application window.
  • A wizard opens guiding you through the setup process.
    Arch mailboxes 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.
    Arch mailboxes 01.png
  • Click on Next.
  • Customize the list of folders to be archived (IMAP only), the filter (IMAP only) 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).
    Arch mailboxes 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.
    Arch mailboxes 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.


Please note: Because Tobit David.fx does not separate email folders from non-email folders, it is imperative to exclude non-email folders from the archiving process.

Archiving Multiple Mailboxes in One Step

When archiving multiple mailboxes, Tobit David.fx functions the same as any other email server. However, to be able to use the IMAP protocol for accessing mailboxes, the following adjustments need to be made to the Tobit David.fx server:

Step 1: Activate Remote Access

By default, Tobit David.fx does not allow access to the mailboxes via the IMAP protocol. For each mailbox that is to be archived with MailStore, Remote Access has to be enabled and access data has to be specified. Please proceed as follows:

  • Open the program David.Administrator.
  • In the tree structure, open David | System | User.
  • Right-click on the name of the user who is to have IMAP access privileges and select Properties. Additional information are available directly from Tobit under Mail Access per POP3 und IMAP mit einem Benutzerkonto (German)

    Hint: You can activate Remote Access for all new users automatically using the User Template.
  • Open the Rights tab.
    David-1.png
  • Click on OK.

Step 2: Specify Access Data

  • Using David.fx Client, log in to the Tobit David.fx server as a user with administrative rights.
  • In the Navigator pane, open <servername> | User.
  • Right-click on the user who is to have Remote Access and click on Properties.
  • Open the Access tab.
  • Specify user name and password.
  • Click on OK.

Step 3: Configuration of MailStore Server

When archiving multiple mailboxes, Tobit David.fx functions the same as any other email server. Please refer to the corresponding chapter Batch-archiving IMAP Mailboxes in the MailStore Server manual. Since Tobit David.fx Server does not support Master Password authentication, you have to use a CSV file.

Please note: Because Tobit David.fx does not separate email folders from non-email folders, it is imperative to exclude non-email folders from the archiving process.

Archiving Incoming and Outgoing Emails Directly

Tobit's David.fx does not offer the functionality to archive all incoming and outgoing emails automatically or to deliver them to an archiving mailbox. However, you can still use this feature through MailStore Server Proxy. To set up the MailStore Proxy server, please refer to the corresponding chapter MailStore Proxy in the MailStore manual.

Important Notice: David.fx terminates outgoing SMTP deliveries to IP addresses that are assigned to the same machine as the one running David.fx with a "Loop detection" error. If you intend to install MailStore Proxy on the same machine as David.fx, configure the SMTP proxy to listen for incoming connection on an unassigned IP address. It is recommended to use an IP address from the loopback adapters network such as "127.0.0.2". This address can be used as smarthost address in David.fx.

Known Issues and Their Solutions

In some instances, the Tobit David.fx server changes the headers of certain emails in the mailbox, e.g. when switching to and from Daylight Savings Time (DST). Such emails then appear new to MailStore Server causing them to be archived a second time. Users see them as duplicates in their respective archives.

This non-standard behavior of the IMAP server is specific to Tobit David.fx environments.

This problem can be solved by disabling the automatic DST time adjustment in the operation system. Alternatively, the time zone can be set to UTC on the Tobit David.fx server.

Weblinks

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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.