MailStore Server Help - User contributions [en]

EWS Migration

2026-04-09T10:13:01Z

Rjansen:

__NOTOC__
Exchange Web Services (EWS) is a technology that was developed specifically for accessing Exchange data. The API enables access to data from Microsoft Exchange Server and Exchange Online, including emails and mailboxes. EWS has been a central interface for third-party solutions such as archiving systems.

== Microsoft is discontinuing Exchange Web Services (EWS) for Microsoft 365 ==
Microsoft [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440 has announced] that it will block access to Exchange Web Services (EWS) for Exchange Online starting October 1, 2026. EWS will be completely shut down by April 2027. This decision affects all organizations that use EWS in conjunction with Exchange Online (Microsoft 365). After the shutdown, some resources will only be accessible via the Graph API, while for other resources there is [https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-ews-exchange-online currently no Graph API equivalent]. These resources will then no longer be accessible by third-party solutions.

Microsoft will [https://techcommunity.microsoft.com/blog/exchange/exchange-online-ews-your-time-is-almost-up/4492361 preconfigure and potentially restrict access] to EWS based on usage starting in August 2026. Administrators can also [https://learn.microsoft.com/en-us/exchange/client-developer/exchange-web-services/how-to-control-access-to-ews-in-exchange manage the settings themselves].

For customers using Exchange Online Kiosk, Microsoft Office 365, and Office 365 F1/F3, [https://techcommunity.microsoft.com/blog/exchange/update-to-ews-access-for-kiosk--frontline-worker-licensed-users/4474299 Microsoft will disable EWS access as early as June 2026].

== What will change for MailStore Server and MailStore SPE? ==
The shutdown of EWS initiated by Microsoft will require adjustments in MailStore Server and MailStore SPE, depending on the archiving strategy. Archiving methods within MailStore Server and MailStore SPE that previously have used EWS may no longer be able to connect after October 1st and will then encounter errors.

== Which protocols does MailStore use? ==

Up to and including version 25.4, MailStore exclusively created Microsoft 365 archiving and export profiles that used EWS. Starting with version 26.1, new archiving profiles for regular mailboxes use the Graph API. New archiving profiles for archive mailboxes and public folders continue to use EWS, as these are not accessible via the Graph API. New export profiles, starting with version 26.2, use the IMAP protocol, since importing complete emails into a Microsoft 365 mailbox using the Graph API is also not possible.

=== How can MailStore support me during the migration? ===

Make sure you have completed the app registration in Entra ID [[Synchronizing_User_Accounts_with_Microsoft_365_-_Modern_Authentication#Configuring_API_Permissions_in_Microsoft_Entra_ID|according to our instructions]]. In particular, the Mail.ReadWrite and IMAP.AccessAsApp permissions are now required.

The [[Email_Archiving_with_MailStore_Basics|summary of archiving profiles]] contains the protocol used. Microsoft 365 Journal archiving profiles do not typically use EWS and are therefore not affected.

If you have configured Microsoft 365 profiles that can be converted, this message will appear on the dashboard:

[[File:ews_conversion_message.png]]

Click this message to open the [[Microsoft_365_Profile_Conversion_Tool|Microsoft 365 Profile Conversion Tool]]. Use this tool to test and perform a conversion.

[[File:ConversionTool_en.png|450px|center]]

=== When do adjustments need to be made? ===

==== June 2026 ====

If you are an Exchange Online Kiosk, Microsoft Office 365, or Office 365 F1/F3 customer, all profiles must be migrated to Graph API and IMAP.

Archiving Exchange Online archive mailboxes and Exchange Online Public Folders will [https://techcommunity.microsoft.com/blog/exchange/update-to-ews-access-for-kiosk--frontline-worker-licensed-users/4474299 no longer be possible].

==== October 2026 ====

EWS profiles will continue to function after October 2026 if EWS access in Microsoft 365 is [https://learn.microsoft.com/en-us/exchange/client-developer/exchange-web-services/how-to-control-access-to-ews-in-exchange configured accordingly].

==== April 2027 ====

EWS profiles will no longer function after April 2027. Archiving regular mailboxes using Graph API and exporting to Microsoft 365 using IMAP will continue to function. Archiving Exchange Online archive mailboxes and Exchange Online Public Folders will no longer be possible. Microsoft [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440 has hinted] at a future solution, but has not yet published a concrete plan. Microsoft recommends [https://learn.microsoft.com/en-us/exchange/collaboration/public-folders/migrate-to-microsoft-365-groups migrating public folders to Microsoft 365 Groups].

[[de:EWS Migration]]
[[en:EWS Migration]]

Microsoft 365 Profile Conversion Tool

2026-03-24T10:38:45Z

Rjansen:

Microsoft is planning to [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440 retire] the Exchange Web Service(EWS) protocol in Exchange Online. This decision affects all companies that use EWS not just MailStore. This makes it necessary to use alternative access to Exchange Online mailboxes going into the future. We provide a conversion tool that will try to help you migrating profiles that rely on EWS and will stop working in the future.
The current Microsoft timeline for that can be followed [https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-ews-exchange-online here].

Further details about the proposed discontinuation of the EWS protocol can be found in the [[EWS Migration]] article or you might want to follow our [https://www.mailstore.com/en/blog/microsoft-is-discontinuing-ews-for-m365/ blog].

===Accessing the conversion tool===
When your MailStore Server installation is using a MIcrosoft 365 profile you should see a warning message on your dashboard. Click on that will open the Microsoft 365 Profile Conversion tool.

[[File:ConversionTool_en.png]]

The Conversion tool will show you an overview of all profiles connected to Microsoft 365. Archiving profiles, exporting profiles and gives you the option to convert those profiles to a version that will be able to be used after EWS has been retired.

The grid will show you profiles divided into three different kinds.
* automatic
*; These profiles need a conversion and should be convertible from within this tool. To just check if a conversion creates a usable profile click the ''Test convert'' button. It will do a temporary conversion and will test connection on that profile then. When you click ''Convert'' a test will be executed also and the profile is saved if successful.
* not supported
*; Those profiles can't be supported anymore when EWS is disabled. Microsoft did not provide alternatives yet without the use of EWS.
** Public Folders access will no longer be supported by Microsoft. Microsoft recommends a [https://learn.microsoft.com/en-us/exchange/collaboration/public-folders/migrate-to-microsoft-365-groups| migration] to Microsoft 365 Groups
** Archive mailboxes or sometimes called In-Place Archives are currently only supported via EWS. A future solution has been [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440| hinted] by Microsoft. But no actual plan has been released yet.
* not needed
*;Those profiles are either already converted or has been created currently with a EWS replacement solution already. Those profile can be considered safe and are shown here for completeness.
[[de:Microsoft_365_Profilkonvertierungstool]]

HelpTopicIds

2026-03-24T10:04:00Z

Rjansen:

* accs_export - [[Exporting_Email]]
* accs_extsearch - [[Accessing_the_Archive_with_the_MailStore_Client_software#Advanced_Search]]
* accs_outlook - [[Accessing_the_Archive_with_the_Microsoft_Outlook_integration]]
* accs_outlookapp - [[Accessing_the_Archive_with_the_Microsoft_Outlook_App_integration]]
* accs_preview - [[Accessing_the_Archive_with_the_MailStore_Client_software#Email_Preview]]
* accs_web - [[Accessing_the_Archive_with_MailStore_Web_Access]]
* arch_delete - [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving]]
* arch_filesystem - [[Archiving_Emails_from_External_Systems_(File_Import)]]
* arch_filepst - [[Archiving_Outlook_PST_Files_Directly]]
* arch_gateway - [[Archiving_MailStore_Gateway_Mailbox]]
* arch_m365conversion - [[Microsoft_365_Profile_Conversion_Tool]]
* arch_nospamproxy - [[Archiving_Emails_from_NoSpamProxy]]
* gateway_introduction - [[Archiving_MailStore_Gateway_Mailbox]]
* arch_googleapps_batch - [[Archiving_Emails_from_Google_Workspace#Archiving_Multiple_Mailboxes_Centrally]]
* arch_googleapps - [[Archiving_Emails_from_Google_Workspace]]
* arch_googleapps_multidrop - [[Archiving_Emails_from_Google_Workspace#Archiving_Incoming_and_Outgoing_Emails_Directly]]
* arch_googlemail_installed_app - [[Archiving_Emails_from_Gmail]]
* arch_outlookcom_modern_auth - [[Archiving_Emails_from_Outlook.com]]
* arch_icewarp - [[Archiving_Emails_from_IceWarp_Server]]
* arch_icewarp_mailbox - [[Archiving_Emails_from_IceWarp_Server#Archiving_Individual_Mailboxes]]
* arch_icewarp_mailboxes - [[Archiving_Emails_from_IceWarp_Server#Archiving_Multiple_Mailboxes_in_One_Step]]
* arch_icewarp_multidrop - [[Archiving_Emails_from_IceWarp_Server#Archiving_All_Incoming_and_Outgoing_Emails_Directly]]
* arch_imapbatch - [[Batch-archiving_IMAP_Mailboxes]]
* arch_inout - [[MailStore_Proxy]]
* arch_introduction - [[Archiving_Email]]
* arch_kerio - [[Archiving_Emails_from_Kerio_Connect]]
* arch_kerio_mailbox - [[Archiving_Emails_from_Kerio_Connect#Archiving_Individual_Mailboxes]]
* arch_kerio_mailboxes - [[Archiving_Emails_from_Kerio_Connect#Archiving_Multiple_Mailboxes_in_One_Step]]
* arch_kerio_multidrop - [[Archiving_Emails_from_Kerio_Connect#Archiving_Incoming_and_Outgoing_Emails_Directly]]
* arch_mailboxes - [[Archiving_Server_Mailboxes]]
* arch_mailclients - [[Archiving_Email_from_Outlook,_Thunderbird_and_others]]
* arch_mdaemon - [[Archiving_Emails_from_MDaemon]]
* arch_mdaemon_mailbox - [[Archiving_Emails_from_MDaemon#Archiving_Individual_Mailboxes]]
* arch_mdaemon_mailboxes - [[Archiving_Emails_from_MDaemon#Archiving_Multiple_Mailboxes_in_One_Step]]
* arch_mdaemon_multidrop - [[Archiving_Emails_from_MDaemon#Archiving_Incoming_and_Outgoing_Emails_Directly]]
* arch_multidrop - [[Archiving_IMAP_and_POP3_Multidrop_Mailboxes]]
* arch_profiles - [[Archiving_Email]]
* arch_schedule - [[Email_Archiving_with_MailStore_Basics#Automating_the_Archiving_Process]]
* arch_results - [[Email_Archiving_with_MailStore_Basics]]
* arch_selfolders - [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders]]
* bkup_integrated - [[Backup_and_Restore]]
* comp_auditing - [[Auditing]]
* comp_auditlog - [[Audit_Log]]
* comp_auditlogexport - [[Audit_Log]]
* comp_auditor - [[Compliance_General]]
* comp_forcechangepassword - [[Notes_on_Password_Complexity]]
* comp_general - [[Compliance_General]]
* comp_manage_passwords - [[Accessing_the_Archive_with_the_MailStore_Client_software#Managing_Passwords]]
* comp_password_complexity - [[Notes_on_Password_Complexity]]
* comp_retention - [[Retention_Policies]]
* comp_message_date - [[Message_Date_of_an_Email]]
* expo_googleapps - [[Exporting_Email]]
* gsta_login - [[Accessing_the_Archive_with_the_MailStore_Client_software#Starting_and_Login]]
* job_jobs - [[Jobs]]
* job_scheduling - [[Jobs]]
* job_results - [[Job_Results]]
* mads_sync - [[Administration]]
* tech_config - [[MailStore_Server_Service_Configuration]]
* tech_index - [[Search_Indexes]]
* tech_mscmd - [[MailStore_Server_Management_Shell]]
* tech_proxy - [[MailStore_Proxy]]
* tech_safemode - [[MailStore_Server_Service_Configuration]]
* tech_smtpsettings - [[SMTP_Settings]]
* tech_archives - [[Archives]]
* tech_storageloc - [[Storage_Locations]]
* tech_productupdates - [[Product_Updates]]
* tech_extstoremigration - [[Using External Archive Stores]]
* umgm_privileges - [[Users,_Folders_and_Settings#User_Management]]
* umgm_users - [[Users,_Folders_and_Settings#User_Management]]
* xchg_introduction - [[Archiving_Emails_from_Microsoft_Exchange]]
* xchg_jour_intro - [[Archiving_Emails_from_Microsoft_Exchange]]
* xchg_mailbox - [[Archiving_Emails_from_Microsoft_Exchange]]
* xchg_mailboxes - [[Archiving_Emails_from_Microsoft_Exchange]]
* xchg_archive_mailbox - [[Archiving_Emails_from_Microsoft_Exchange]]
* xchg_archive_mailboxes - [[Archiving_Emails_from_Microsoft_Exchange]]
* xchg_public - [[Archiving_Emails_from_Microsoft_Exchange]]
* impl_noownserver - [[Archiving_Emails_Without_Your_Own_Emailserver|(No own e-mail server)]]
* impl_exim - [[Archiving_Emails_from_an_Exim_Based_Email_Server|Exim]]
* impl_hmailserver - [[Archiving_Emails_from_hMailServer|hMailServer]]
* impl_intranator - [[Archiving_Emails_from_Intra2net_Systems|Intra2net Appliance Pro / Business Server]]
* impl_kerioconnect - [[Archiving_Emails_from_Kerio_Connect|Kerio Connect (Kerio MailServer)]]
* impl_kolab - [[Archiving_Emails_from_Kolab|Kolab]]
* impl_postfix - [[Archiving_Emails_from_a_Postfix_Based_Email_Server|Postfix]]
* impl_qmail - [[Archiving_Emails_from_a_Qmail_Based_Email_Server|Qmail]]
* impl_scalix - [[Archiving_Emails_from_Scalix|Scalix]]
* impl_sendmail - [[Archiving_Emails_from_a_Sendmail_Based_Email_Server|Sendmail]]
* impl_smartermail - [[Archiving_Emails_from_SmarterMail|SmarterMail]]
* impl_tobitdavid - [[Archiving_Emails_from_Tobit_David.fx|Tobit David.fx]]
* impl_zimbra - [[Archiving_Emails_from_Zimbra|Zimbra Collaboration Suite]]
* implexch_2003 - [[Archiving_Emails_from_Microsoft_Exchange_2003|Exchange 2003]]
* implexch_2007 - [[Archiving_Emails_from_Microsoft_Exchange_2007|Exchange 2007]]
* implexch_2010 - [[Archiving_Emails_from_Microsoft_Exchange_2010|Exchange 2010]]
* implexch_2013 - [[Archiving_Emails_from_Microsoft_Exchange_2013|Exchange 2013]]
* implexch_2016 - [[Archiving_Emails_from_Microsoft_Exchange_2016|Exchange 2016]]
* implexch_2019 - [[Archiving_Emails_from_Microsoft_Exchange_2019|Exchange 2019]]
* implexch_se - [[Archiving_Emails_from_Microsoft_Exchange_SE|Exchange SE]]
* implexch_o365 - [[Archiving_Emails_from_Microsoft_Office_365|Office 365]]
* welc_licensing - [[License_Management]]
* arch_microsoft365 - [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)]]
* arch_microsoft365_single - [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)#Archiving_Individual_Microsoft.C2.A0365_Mailboxes]]
* arch_microsoft365_multiple - [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)#Archiving_Multiple_Microsoft.C2.A0365_Mailboxes_Centrally]]
* arch_microsoft365_single_archive_mailbox - [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)#Archiving_Individual_Microsoft.C2.A0365_Archive_Mailboxes]]
* arch_microsoft365_multiple_archive_mailboxes - [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)#Archiving_Multiple_Microsoft.C2.A0365_Archive_Mailboxes_Centrally]]
* arch_microsoft365_public - [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)#Public_Folders]]
* expo_microsoft365 - [[Exporting_Email]]
* arch_m365_ews_migration - [[EWS_Migration]]
* cred_microsoft365 - [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server]]
* expo_mailstorecloudbulk - [[MailStore_Cloud_Help#Migration_from_MailStore_Server_to_MailStore_Cloud]]

[[de:HelpTopicIds]]
[[en:helpTopicIds]]

Microsoft 365 Profile Conversion Tool

2026-03-24T09:34:05Z

Rjansen:

Microsoft 365 Profile Conversion Tool

2026-03-24T09:20:54Z

Rjansen:

Microsoft is planning to [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440 retire] the Exchange Web Service(EWS) protocol in Exchange Online. This decision affects all companies that use EWS not just MailStore. This makes it necessary to use alternative access to Exchange Online mailboxes going into the future. We provide a conversion tool that will try to help you migrating profiles that rely on EWS and will stop working in the future.
The current Microsoft timeline for that can be followed [https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-ews-exchange-online here].

Further details about the proposed discontinuation of the EWS protocol can be found in the [[EWS Migration]] article or you might want to follow our [https://www.mailstore.com/en/blog/microsoft-is-discontinuing-ews-for-m365/ blog].

===Accessing the conversion tool===
When your MailStore Server installation is using such a profile you should see a warning message on your dashboard. Click on that will open the Microsoft 365 Profile Conversion tool.

[[File:ConversionTool_en.png]]

The Conversion tool will show you an overview of all profiles connected to Microsoft 365. Archiving profiles, exporting profiles and gives you the option to convert those profiles to a version that will be able to be used after EWS has been retired.

The grid will show you profiles divided into three different kinds.
* automatic
*; These profiles need a conversion and should be convertible from within this tool. To just check if a conversion creates a usable profile click the ''Test convert'' button. It will do a temporary conversion and will test connection on that profile then. When you click ''Convert'' a test will be executed also and the profile is saved if successful.
* not supported
*; Those profiles can't be supported anymore when EWS is disabled. Microsoft did not provide alternatives yet without the use of EWS.
** Public Folders access will no longer be supported by Microsoft. Microsoft recommends a [https://learn.microsoft.com/en-us/exchange/collaboration/public-folders/migrate-to-microsoft-365-groups| migration] to Microsoft 365 Groups
** Archive mailboxes or sometimes called In-Place Archives are currently only supported via EWS. A future solution has been [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440| hinted] by Microsoft. But no actual plan has been released yet.
* not needed
*;Those profiles are either already converted or has been created currently with a EWS replacement solution already. Those profile can be considered safe and are shown here for completeness.

File:ConversionTool en.png

2026-03-23T15:09:02Z

Rjansen: Rjansen uploaded a new version of File:ConversionTool en.png

Microsoft 365 Profile Conversion Tool

2026-03-23T14:48:57Z

Rjansen:

Microsoft is planning to [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440 retire] the Exchange Web Service(EWS) protocol in Exchange Online. This decision affects all companies that use EWS not just MailStore. This makes it necessary to use alternative access to Exchange Online mailboxes going into the future. We provide a conversion tool that will try to help you migrating profiles that rely on EWS and will stop working in the future.
The current Microsoft timeline for that can be followed [https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-ews-exchange-online here].

===Accessing the conversion tool===
When your MailStore Server installation is using such a profile you should see a warning message on your dashboard. Click on that will open the Microsoft 365 Profile Conversion tool.

[[File:ConversionTool_en.png]]

The Conversion tool will show you an overview of all profiles connected to Microsoft 365. Archiving profiles, exporting profiles and gives you the option to convert those profiles to a version that will be able to be used after EWS has been retired.

The grid will show you profiles divided into three different kinds.
* automatic
*; These profiles need a conversion and should be convertible from within this tool. To just check if a conversion creates a usable profile click the ''Test convert'' button. It will do a temporary conversion and will test connection on that profile then. When you click ''Convert'' a test will be executed also and the profile is saved if successful.
* not supported
*; Those profiles can't be supported anymore when EWS is disabled. Microsoft did not provide alternatives yet without the use of EWS.
** Public Folders access will no longer be supported by Microsoft. Microsoft recommends a [https://learn.microsoft.com/en-us/exchange/collaboration/public-folders/migrate-to-microsoft-365-groups| migration] to Microsoft 365 Groups
** Archive mailboxes or sometimes called In-Place Archives are currently only supported via EWS. A future solution has been [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440| hinted] by Microsoft. But no actual plan has been released yet. You might want to follow our [https://www.mailstore.com/en/blog/microsoft-is-discontinuing-ews-for-m365/ blog] if, when and how that might change.
* not needed
*;Those profiles are either already converted or has been created currently with a EWS replacement solution already. Those profile can be considered safe and are shown here for completeness.

Microsoft 365 Profile Conversion Tool

2026-03-23T14:37:39Z

Rjansen:

Microsoft is planning to [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440 retire] the Exchange Web Service(EWS) protocol in Exchange Online. This decision affects all companies that use EWS not just MailStore. This makes it necessary to use alternative access to Exchange Online mailboxes going into the future. We provide a conversion tool that will try to help you migrating profiles that rely on EWS and will stop working in the future.
The current Microsoft timeline for that can be followed [https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-ews-exchange-online here].

===Accessing the conversion tool===
When your MailStore Server installation is using such a profile you should see a warning message on your dashboard. Click on that will open the Microsoft 365 Profile Conversion tool.

[[File:ConversionTool_en.png]]

The Conversion toll will show you an overview of all profiles connected to Microsoft 365. Archiving profiles, exporting profiles and gives you the option to convert those profiles to a version that will be able to be used after EWS has been retired.

The grid will show you profiles divided into three different kinds.
* automatic
*; These profile need a conversion and should be convertible from within this tool. To just check if a conversion creates a usable profile click the 'Test convert' button. It will do a temporary conversion and will test connection on that profile then. When you click 'Convert' a test will be executed also and the profile is saved if successful.
* not supported
*; Those profiles can't be supported anymore when EWS is disabled. Microsoft did not provide alternatives yet without the use of EWS.
** Public Folders access will no longer be supported by Microsoft. Microsoft recommends a [https://learn.microsoft.com/en-us/exchange/collaboration/public-folders/migrate-to-microsoft-365-groups| migration] to Microsoft 365 Groups
** Archive mailboxes or sometimes called In-Place Archives are currently only supported via EWS. A future solution has been [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440| hinted] by Microsoft. But no actual plan has been released yet. You might want to follow our [https://www.mailstore.com/en/blog/microsoft-is-discontinuing-ews-for-m365/ blog] if, when and how that might change.
* not needed
*;Those profiles are either already converted or has been created currently with a EWS replacement solution already. Those profile can be considered safe and are shown here for completeness.

Microsoft 365 Profile Conversion Tool

2026-03-23T14:35:54Z

Rjansen:

Microsoft is planning to [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440 retire] the Exchange Web Service(EWS) protocol in Exchange Online. This decision affects all companies that use EWS not just MailStore. This makes it necessary to use alternative access to Exchange Online mailboxes going into the future. We provide a conversion tool that will try to help you migrating profiles that rely on EWS and will stop working in the future.
The current Microsoft timeline for that can be followed [https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-ews-exchange-online here].

===Accessing the conversion tool===
When your MailStore Server installation is using such a profile you should see a warning message on your dashboard. Click on that will open the Microsoft 365 Profile Conversion tool.

[[File:ConversionTool_en.png]]

The Conversion toll will show you an overview of all profiles connected to Microsoft 365. Archiving profiles, exporting profiles and gives you the option to convert those profiles to a version that will be able to be used after EWS has been retired.

The grid will show you profiles divided into three different kinds.
* automatic
*; These profile need a conversion and should be convertible from within this tool. To just check if a conversion creates a usable profile click the 'Test convert' button. It will do a temporary conversion and will test connection on that profile then. When you click 'Convert' a test will be executed also and the profile is saved if successful.
* not supported
*; Those profiles can't be supported anymore when EWS is disabled. Microsoft did not provide alternatives yet with the use of EWS.
** Public Folders access will no longer be supported by Microsoft. Microsoft recommends a [https://learn.microsoft.com/en-us/exchange/collaboration/public-folders/migrate-to-microsoft-365-groups| migration] to Microsoft 365 Groups
** Archive mailboxes or sometimes called In-Place Archives are currently only supported via EWS. A future solution has been [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440| hinted] by Microsoft. But no actual plan has been released yet. You might want to follow our [https://www.mailstore.com/en/blog/microsoft-is-discontinuing-ews-for-m365/ blog] if, when and how that might change.
* not needed
*;Those profiles are either already converted or has been created currently with a EWS replacement solution already. Those profile can be considered safe and are shown here for completeness.

Microsoft 365 Profile Conversion Tool

2026-03-23T14:03:53Z

Rjansen:

Microsoft is planning to [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440| retire] the Exchange Web Service(EWS) protocol in Exchange Online. This decision affects all companies that use EWS not just MailStore. This makes it necessary to use alternative access to Exchange Online mailboxes going into the future. We provide a conversion tool that will try to help you migrating profiles that rely on EWS and will stop working in the future.
The current Microsoft timeline for that can be followed [https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/deprecation-of-ews-exchange-online| here].

===Accessing the conversion tool===
When your MailStore Server installation is using such a profile you should see a warning message on your dashboard. Click on that will open the Microsoft 365 Profile Conversion tool.

[[File:ConversionTool_en.png]]

The Conversion toll will show you an overview of all profiles connected to Microsoft 365. Archiving profiles, exporting profiles and gives you the option to convert those profiles to a version that will be able to be used after EWS has been retired.

The grid will show you profiles divided into three different kinds.
* automatic
* not supported
* not needed

File:ConversionTool en.png

2026-03-23T12:20:51Z

Rjansen:

Microsoft 365 Profile Conversion Tool

2026-03-23T12:19:21Z

Rjansen: Created page with "Microsoft is planning to [https://techcommunity.microsoft.com/blog/exchange/retirement-of-exchange-web-services-in-exchange-online/3924440| retire] the Exchange Web Service(EW..."

Microsoft 365 Export

2026-03-23T10:49:21Z

Rjansen:

__NOTOC__
To be able to export emails to a Microsoft 365 mailbox, MailStore Server requires specific permissions on the target mailbox for an export. The more common help for exporting can be found in the article [[Exporting Email]].
== Steps for setting up needed permissions ==
=== Prerequisites in Azure Portal===
A registered App is needed with proper settings to be allowed to use IMAP
* Go to [https://portal.azure.com/#view/Microsoft_AAD_IAM/ActiveDirectoryMenuBlade/~/RegisteredApps| App Registrations] or navigate from the Azure Portal home to the App registrations service
* Select your Application. If you're already using directory service synchronization or archiving from Microsoft 365, you already have such an app registration. If not creating such an app registration is described in [[Synchronizing_User_Accounts_with_Microsoft_365_-_Modern_Authentication|Synchronizing User Accounts with Microsoft 365]].
* Navigate to Manage/API permissions and make sure you have enabled or activated the IMAP.AccessAsApp permission when configuring the API permissions in the Office 365 Exchange Online area.
=== Prerequisites for Powershell===
The PowerShell module ''ExchangeOnlineManagement'' is required to set the permission.
* The presence of the module can be checked with the following command.
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-Module ExchangeOnlineManagement -ListAvailable</source>
* If the output is empty, the module can be installed with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Install-Module -Name ExchangeOnlineManagement</source>
* If the output is not empty but the version is older than 3.8.0, the module can be updated with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Update-Module -Name ExchangeOnlineManagement</source>
* Then the module can be loaded:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Import-module ExchangeOnlineManagement</source>
=== Add permission on target mailbox ===
* Connect with your client, use a user who has ''Role Management'' permissions:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Connect-ExchangeOnline -Organization <tenantID></source>
* Creating an app registration also resulted in the creation of an Enterprise App with its ''own ObjectID'' in your tenant. The next step requires the Enterprise App's ObjectID (not from the original app registration) and ApplicationID. Both can be found in the Entra ID Portal at [https://portal.azure.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview this page].
* If you haven't before create a service principal for this Enterprise App:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">New-ServicePrincipal -AppId <appID> -ObjectId <enterpriseAppObjectID> -DisplayName "MailStore Service Principal"</source>
* The service principal must now be granted full access on the target mailbox. This email address must later be specified as the export mailbox in the MailStore Export profile:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Add-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID> -AccessRights FullAccess</source>

== Troubleshooting ==
* If you receive a Command Error. 12 (BAD). when executing or testing the export profile the permission is either missing or may not yet have been distributed withing the Exchange Online Infrastructure. You can check the permission with
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID></source>

Exporting Email

2026-03-23T10:45:37Z

Rjansen:

MailStore Server provides several options to export archived emails. Emails can be exported directly into server mailboxes or to the file system as individual email files (EML or MSG format), for example.

'''Please note:''' Backup strategies (a backup of the entire archive) are discussed separately in the article [[Backup and Restore]].

== Available Export Destinations ==

=== Email Server ===
*'''Microsoft 365 Mailbox''' - A folder named ''MailStore Export'' is created in the Microsoft 365 mailbox into which emails are copied. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.
*; Exporting to Microsoft 365 needs permissions on the target mailbox. Details can be found in the [[Microsoft 365 Export]] article.
*'''Exchange Mailbox''' - A folder named ''MailStore Export'' is created in the Exchange mailbox into which emails are copied. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.
*'''Google Workspace''' - A folder named ''MailStore Export'' is created in a Google Workspace mailbox into which emails are copied.
*'''Gmail''' - A folder named ''MailStore Export'' is created in a Gmail mailbox into which emails are copied.
*'''IMAP mailbox''' - A folder named ''MailStore Export'' is created in an IMAP mailbox into which emails are copied. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.

=== Email Clients ===
* '''Microsoft Outlook''' - A folder named ''MailStore Export'' is created in Microsoft Outlook into which emails are copied. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.
* '''Mozilla Thunderbird''' - A folder named ''MailStore Export'' is created in Mozilla Thunderbird into which emails are copied. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.
* '''Mozilla SeaMonkey''' - A folder named ''MailStore Export'' is created in Mozilla SeaMonkey into which emails are copied. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.

=== Email Files ===
*'''Directory (File System)''' - Either EML or MSG files are created (one per email). When enabling the option ''Update existing export'' only not already existing email files will be written into the target folders, or else all email files will be written again. The option ''Sign Export'' allows to ensure integrity of the exported data outside of the archive. Refer to [[Verifying a Signed Export]] for further details on how to verify integrity. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.
* '''Outlook PST File''' - A folder named ''MailStore Export'' is created in a Microsoft Outlook PST file into which emails are copied. If the option ''Retain folder structure'' is checked, the archive's folder hierarchy will be created in the destination, otherwise all email will be stored in the same folder.

'''Please note:''' EML files can be opened independently from MailStore Server by double-clicking and moving to applications such as Mozilla Thunderbird via drag & drop. Outlook MSG files can be opened or archived directly with all versions of Microsoft Outlook.

== Starting an Export ==
Depending on the user's permissions, MailStore Server allows exporting multiple emails in one step. Exporting or opening individual emails is possible at all time. In case an admin user wants to export emails of other users, [[Compliance_General#Archive_Access|Archive Access]] has to be unblocked.

=== Using the folder tree ===
Right-click on an element in the folder tree (user archive, folder or saved search), then select ''Export to...'' from the context menu and select the export destination. A dialog appears in which additional settings may have to be specified.

=== Using the list of emails ===
Highlight the emails to be exported by holding down the control key (Ctrl) and clicking onto the emails. Pressing Ctrl and A selects all emails. Right-click on the highlighted emails, then select ''Export to...'' from the context menu and select the export destination. A dialog appears in which additional settings may have to be specified.

=== Using the page "Export Email" ===
On this page, exporting tasks can be created and executed as export profiles (just like archiving profiles). Export profiles hold information about which emails will be exported to which destination. Each profile (i.e. the exporting task) can be executed manually or regularly according to a schedule. To learn more, please read on in the next section.

== Working with Exporting Profiles ==
In MailStore Server, every exporting task is stored as an exporting profile. The exporting process is started by executing such a profile.

Such an exporting profile could contain the following information:

* WHAT: Archive of alexis.page@example.com
* TO: Exchange Server exchange.example.com

Like archiving profiles, existing export profiles can be executed, modified, deleted or even executed automatically. Further details can be found in the chapters [[Email_Archiving_with_MailStore_Basics#Working_with_Archiving_Profiles|Working with Archiving Profiles]] and [[Email_Archiving_with_MailStore_Basics#Automating_the_Archiving_Process|Automating the Archiving Process]]

'''Important notice:''' Be aware that an export does not verify if the messages already exist in the destination. Therefore, duplicates are created in the selected destination when re-executing an export profile multiple times. Thus it is not recommended to automate the execution of export profiles. Only exception is the ''Directory (File System)'' export profile, where MailStore Server is able to do a comparison based on the file names.

=== Creating an Export Profile ===
To create a new export profile, please proceed as follows:

* Start MailStore Client on the computer which is to execute the export. Log on as administrator if the emails of other users are to be exported as well. Only a MailStore Server administrator is allowed to export the emails of others.
* Click on ''Export Email''.

[[File:accs_export_01.png|center|450px]]

* From the lists in the upper ''Create Profile'' area, select the destination to which emails are to be exported.
* A wizard opens to assist in specifying the export settings.
* At the first step, specify which folder is to be exported (subfolders are always included). Depending on the export destination, the file format to be used (e.g. EML , MSG or PST) can be selected as well. Click on ''Next''. '''Please note:''' Below the list of folders, a saved search can also be selected. MailStore runs the search before executing the actual export procedure; all emails returned by the search will be exported.
* At the second step, specify the exact target location to which emails are to be exported. For example, if ''Exchange Mailbox'' was selected as export destination earlier, the access data for the target mailbox can be specified and verified by clicking on ''Test''. Then click on ''Next''.
* Depending on the export destination specified, additional settings can be selected at the next step. For example, if ''IMAP mailbox'' was selected as the destination, a timeout value can be set, if needed.
* At the last step, a name for the export profile can be specified. After clicking on ''Finish'', the profile will be listed under ''Saved Profiles'' and can be run immediately, if desired.

[[de:E-Mails_exportieren]]
[[en:Exporting Email]]

Microsoft 365 Export

2026-03-23T10:28:11Z

Rjansen:

To be able to export emails to a Microsoft 365 mailbox, MailStore Server requires specific permissions on the target mailbox for an export. The more common help for exporting can be found in the article [[Exporting Email]].
== Steps for setting up needed permissions ==
=== Prerequisites in Azure Portal===
A registered App is needed with proper settings to be allowed to use IMAP
* Go to [https://portal.azure.com/#view/Microsoft_AAD_IAM/ActiveDirectoryMenuBlade/~/RegisteredApps| App Registrations] or navigate from the Azure Portal home to the App registrations service
* Select your Application. If you're already using directory service synchronization or archiving from Microsoft 365, you already have such an app registration. If not creating such an app registration is described in [[Synchronizing_User_Accounts_with_Microsoft_365_-_Modern_Authentication|Synchronizing User Accounts with Microsoft 365]].
* Navigate to Manage/API permissions and make sure you have enabled or activated the IMAP.AccessAsApp permission when configuring the API permissions in the Office 365 Exchange Online area.
=== Prerequisites for Powershell===
The PowerShell module ''ExchangeOnlineManagement'' is required to set the permission.
* The presence of the module can be checked with the following command.
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-Module ExchangeOnlineManagement -ListAvailable</source>
* If the output is empty, the module can be installed with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Install-Module -Name ExchangeOnlineManagement</source>
* If the output is not empty but the version is older than 3.8.0, the module can be updated with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Update-Module -Name ExchangeOnlineManagement</source>
* Then the module can be loaded:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Import-module ExchangeOnlineManagement</source>
=== Add permission on target mailbox ===
* Connect with your client, use a user who has ''Role Management'' permissions:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Connect-ExchangeOnline -Organization <tenantID></source>
* Creating an app registration also resulted in the creation of an Enterprise App with its ''own ObjectID'' in your tenant. The next step requires the Enterprise App's ObjectID (not from the original app registration) and ApplicationID. Both can be found in the Entra ID Portal at [https://portal.azure.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview this page].
* If you haven't before create a service principal for this Enterprise App:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">New-ServicePrincipal -AppId <appID> -ObjectId <enterpriseAppObjectID> -DisplayName "MailStore Service Principal"</source>
* The service principal must now be granted full access on the target mailbox. This email address must later be specified as the export mailbox in the MailStore Export profile:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Add-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID> -AccessRights FullAccess</source>

== Troubleshooting ==
* If you receive a Command Error. 12 (BAD). when executing or testing the export profile the permission is either missing or may not yet have been distributed withing the Exchange Online Infrastructure. You can check the permission with
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID></source>

Microsoft 365 Export

2026-03-23T10:21:34Z

Rjansen:

To be able to export emails to a Microsoft 365 mailbox, MailStore Server requires specific permissions on the target mailbox for an export. The more common help for exporting can be found in the article [[Exporting Email]].
== Steps for setting up needed permissions ==
=== Prerequisites in Azure Portal===
A registered App is needed with proper settings to be allowed to use IMAP
* Go to [https://portal.azure.com/#view/Microsoft_AAD_IAM/ActiveDirectoryMenuBlade/~/RegisteredApps| App Registrations] or navigate from the Azure Portal home to the App registrations service
* Select your Application. If you're already using directory service synchronization or archiving from Microsoft 365, you already have such an app registration. If not creating such an app registration is described in [[Synchronizing_User_Accounts_with_Microsoft_365_-_Modern_Authentication|Synchronizing User Accounts with Microsoft 365]].
* Navigate to Manage/API permissions and make sure you have enabled or activated the IMAP.AccessAsApp permission when configuring the API permissions in the Office 365 Exchange Online area.
=== Prerequisites for Powershell===
The PowerShell module ''ExchangeOnlineManagement'' is required to set the permission.
* The presence of the module can be checked with the following command.
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-Module ExchangeOnlineManagement -ListAvailable</source>
* If the output is empty, the module can be installed with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Install-Module -Name ExchangeOnlineManagement</source>
* If the output is not empty but the version is older than 3.8.0, the module can be updated with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Update-Module -Name ExchangeOnlineManagement</source>
* Then the module can be loaded:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Import-module ExchangeOnlineManagement</source>
=== Add permission on target mailbox ===
* Connect with your client, use a user who has ''Role Management'' permissions:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Connect-ExchangeOnline -Organization <tenantID></source>
* Creating an app registration also resulted in the creation of an Enterprise App with its ''own ObjectID'' in your tenant. The next step requires the Enterprise App's ObjectID (not from the original app registration) and ApplicationID. Both can be found in the Entra ID Portal at [https://portal.azure.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview this page].
* If you haven't before create a service principal for this Enterprise App:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">New-ServicePrincipal -AppId <appID> -ObjectId <enterpriseAppObjectID> -DisplayName "MailStore Service Principal"</source>
* The service principal must now be granted full access on the target mailbox. This email address must later be specified as the export mailbox in the MailStore Export profile:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Add-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID> -AccessRights FullAccess</source>

== Troubleshooting ==
* If you receive a Command Error. 12 (BAD). when executing or testing the export profile the permission is either missing or may not yet have been distributed withing the Exchange Online Infrastructure. You can check the permission with
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID></source>

Microsoft 365 Export

2026-03-23T10:15:25Z

Rjansen:

To be able to export emails to a Microsoft 365 mailbox, MailStore Server requires specific permissions on the target mailbox for an export. The more common help for exporting can be found in the article [[Exporting Email]].
== Steps for setting up needed permissions ==
=== Prerequisites in Azure Portal===
A registered App is needed with proper settings to be allowed to use IMAP
* Go to [https://portal.azure.com/#view/Microsoft_AAD_IAM/ActiveDirectoryMenuBlade/~/RegisteredApps| App Registrations] or navigate from the Azure Portal home to the App registrations service
* Select your or create a Application. Creating the app registration is described in [[Synchronizing_User_Accounts_with_Microsoft_365_-_Modern_Authentication|this article]]. If you're already using directory service synchronization or archiving from Microsoft 365, you already have such an app registration.
* Navigate to Manage/API permissions and make sure you have enabled or activated the IMAP.AccessAsApp permission when configuring the API permissions in the Office 365 Exchange Online area.
=== Prerequisites for Powershell===
The PowerShell module ''ExchangeOnlineManagement'' is required to set the permission. The presence of the module can be checked with the following command.
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-Module ExchangeOnlineManagement -ListAvailable</source>
* If the output is empty, the module can be installed with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Install-Module -Name ExchangeOnlineManagement</source>
* If the output is not empty but the version is older than 3.8.0, the module can be updated with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Update-Module -Name ExchangeOnlineManagement</source>
* Then the module can be loaded:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Import-module ExchangeOnlineManagement</source>
=== Connect to your tenant and add permission on target mailbox ===
* Connect with your client, use a user who has ''Role Management'' permissions:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Connect-ExchangeOnline -Organization <tenantID></source>
* Creating an app registration also resulted in the creation of an Enterprise App with its ''own ObjectID'' in your tenant. The next step requires the Enterprise App's ObjectID (not from the original app registration) and ApplicationID. Both can be found in the Entra ID Portal at [https://portal.azure.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview this page].
* If you haven't before create a service principal for this Enterprise App:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">New-ServicePrincipal -AppId <appID> -ObjectId <enterpriseAppObjectID> -DisplayName "MailStore Service Principal"</source>
* The service principal must now be granted full access on the target mailbox. This email address must later be specified as the export mailbox in the MailStore Export profile:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Add-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID> -AccessRights FullAccess</source>

== Troubleshooting ==
* If you receive a Command Error. 12 (BAD). when executing or testing the export profile the permission is either missing or may not yet have been distributed withing the Exchange Online Infrastructure. You can check the permission with
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID></source>

Microsoft 365 Export

2026-03-20T16:03:29Z

Rjansen: Created page with "To be able to export emails to a Microsoft 365 mailbox, MailStore Server requires specific permissions on the target mailbox for an export. The more common help for exporting..."

To be able to export emails to a Microsoft 365 mailbox, MailStore Server requires specific permissions on the target mailbox for an export. The more common help for exporting can be found in the article [[Exporting Email]].

'''Please note:''' Backup strategies (a backup of the entire archive) are discussed separately in the article [[Backup and Restore]].

== Steps for setting up permissions ==
The PowerShell module ''ExchangeOnlineManagement'' is required to set the permission. The presence of the module can be checked with the following command.
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Get-Module ExchangeOnlineManagement -ListAvailable</source>
* If the output is empty, the module can be installed with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Install-Module -Name ExchangeOnlineManagement</source>
* If the output is not empty but the version is older than 3.8.0, the module can be updated with the following command:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Update-Module -Name ExchangeOnlineManagement</source>
* Then the module can be loaded:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Import-module ExchangeOnlineManagement</source>
* Connect with your client, use a user who has ''Role Management'' permissions:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Connect-ExchangeOnline -Organization <tenantID></source>

* Creating the app registration also resulted in the creation of an Enterprise App with its ''own ObjectID'' in your tenant. The next step requires the Enterprise App's ObjectID (not from the original app registration) and ApplicationID. Both can be found in the Entra ID Portal at [https://portal.azure.com/#view/Microsoft_AAD_IAM/StartboardApplicationsMenuBlade/~/AppAppsPreview this page].
* Now create a service principal for this Enterprise App:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">New-ServicePrincipal -AppId <appID> -ObjectId <enterpriseAppObjectID> -DisplayName "MailStore Service Principal"</source>
* The service principal must now be granted permission to send emails on behalf of a user. This user's email address must later be specified as the sender in the MailStore SMTP settings:
*;'''Important Note:''' All emails restored using this mailbox will also be saved as a copy in the mailbox's ''Sent Items'' folder. Therefore, we recommend using a dedicated shared mailbox that only authorized employees have access to.

*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Add-MailboxPermission -Identity "emailAddressOf@sending.user" -User <enterpriseAppObjectID> -AccessRights FullAccess</source>
* Additionally, make sure that SMTP is allowed for this user:
*; <source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">Set-CASMailbox -Identity "emailAddressOf@sending.user" -SmtpClientAuthenticationDisabled $false</source>
* Click the … in the ''Credentials'' section and select your ''Credentials''.

Archiving Emails from Microsoft Exchange 2019

2026-02-20T12:40:44Z

Rjansen:

{{Multiline_Notices|Heading=Important Notice|{{3rd_Party_Product_EOL_Notice|Exchange 2019|Microsoft}}}}

{{Implementation Guide Preamble|Microsoft Exchange 2019}}

== Synchronizing Users ==
{{Archiving Exchange Synchronizing Users|Microsoft Exchange 2019}}

== Archiving Individual Mailboxes ==
{{Archiving Single Mailbox Preamble|Microsoft Exchange 2019}}
{{Archiving Exchange Single Mailbox}}

== Archiving Multiple Exchange Mailboxes Centrally ==
{{Archiving Multiple Mailboxes Preamble|Microsoft Exchange 2019}}

=== Step 1: Setting up a service account for accessing mailboxes ===
To archive multiple mailboxes at once, a service account with access access to all mailboxes to be archived needs to be created first. To be able to set up such an account, you must be a member of the ''Organization Management'' role group. There are two methods to configure the service account:

==== Method 1: Setting up the service account through the ''Exchange admin center'' ====

* Create an unprivileged domain user (e.g. ''MailStore Server'').
* Log on to the ''Exchange admin center'' of your Microsoft Exchange environment.
* Navigate to ''permissions''.
* Under ''admin roles'' select ''+ (New)''.
*: [[Image:Arch_exchange2013_multi_01.png|center|550px]]
* Enter a meaningful name (e.g. ''MailStore Impersonation'') and description for the new role group.
* Under ''Roles'' add the role ''ApplicationImpersonation''.
* Under ''Members'' add the user you've created above.
* Click on ''Save'' to create the new role group.
* Continue with step 2.

==== Method 2: Setting up the service account through the ''Exchange Management Shell'' ====

* Create an unprivileged domain user (e.g. ''mailstore@example.com'').
* Open a Microsoft Exchange Management Shell session on the Microsoft Exchange 2019 Server.
* Enter the following command:
<div style="margin-left: 2.5em;">
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">
New-ManagementRoleAssignment -Name:"MailStore Impersonation" -Role:ApplicationImpersonation -User:mailstore@example.com
</source>
</div>
* ''Optional:'' Enter the following command to check the role assignment:
<div style="margin-left: 2.5em;">
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">
Get-ManagementRoleAssignment -Role:ApplicationImpersonation -RoleAssigneeType:User | Format-List *

Get-ManagementRoleAssignment -Identity:"MailStore Impersonation" | Format-List *
</source>
</div>
* ''Optional:'' Enter the following command to remove the role assignment:
<div style="margin-left: 2.5em;">
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">
Remove-ManagementRoleAssignment "MailStore Impersonation"
</source>
</div>

=== Step 2: Configuration of MailStore Server ===
{{Archiving Exchange Multiple Mailboxes}}

== Archiving Incoming and Outgoing Emails Directly ==
{{Archiving Exchange Journal Mailbox Preamble|Microsoft Exchange 2019}}

=== Step 1: Creating a Mailbox for Journaling ===
{{Archiving Exchange Create Journal Mailbox|2013}}
=== Step 2: Configuring Exchange Journaling ===
{{Configuring Exchange Journaling Preamble|Microsoft Exchange 2019}}
==== Alternative 1: Configure Standard Journaling ====
* Log on to the ''Exchange admin center'' of your Microsoft Exchange environment.
* Select the ''servers'' menu item.
* On the ''databases'' tab, doubleclick on the mailbox database for which you want to set up journaling.
* Select the ''maintenance'' tab.
* Click on ''browse...'' next to the ''Journal recipient:'' box.
* Select the user that was created in step 1 from the recipient list and confirm with ''OK''.
*:[[File:Xchg_jour_2013_02a.png|center|480px]]
* Click on ''save'' to confirm the changes.

==== Alternative 2: Configure Premium Journaling ====
* Log on to the ''Exchange admin center'' of your Microsoft Exchange environment.
* Select the ''compliance management'' menu item.
* On the ''journal rules'' tab, click on ''+ (New)''.
* The dialog window ''New Journal Rule'' opens:
*:[[File:Xchg_jour_2013_02b.png|center|480px]]
* Enter a name for the journal rule, e.g. ''Journaling''.
* In the ''If the message is sent to or received from...'' section select whether the rule should apply to all messages or to specific users or groups.
* Under ''Journal the following messages...'', choose whether to capture all messages, internally sent messages only, or only those messages with an external sender or recipient.
* In the ''Send journal reports to:'' box, enter the email address of the user created in step 1.
* Click on ''save'' to activate the rule. Please keep in mind that in complex Microsoft Exchange environments it may take several minutes until the new rule becomes effective.

=== Step 3: Configuration of MailStore Server ===
{{Archiving Exchange Journal Mailbox}}

== Public Folders ==
{{Archiving Exchange Public Folders Preamble|Exchange 2019}}
* Log on to the ''Exchange admin center'' of you Microsoft Exchange environment as an Exchange admin.
* Navigate to ''public folders''.
* Click on the ''Ellipsis (…)'' and select ''Root permissions''.
*: [[File:Arch_exchange2013_pf_01.png|center|480px]]
* A new browser window opens. Click on ''+ (Add)''.
* Use ''Browse'' to choose the Exchange user you want to grant permissions.
* Choose ''Custom'' as ''Permission level'' and grant ''Read items'' and ''Delete all'' permissions.
*: [[File:Arch_office365_pf_02.png|center|347px]]
* Click on ''Save''.
* Enable the option ''Apply changes to this public folder and all its subfolders.''
* Click on ''Save''.
* Click on ''Close'' after saving has been completed successfully.
=== Step 3: Setting up the Archiving Process ===
{{Archiving Exchange Public Folder}}

== Shared Mailboxes ==
{{Archiving Exchange Shared Mailbox}}

== About Archiving Archive Mailboxes ==
{{Archive_Mailbox_Folder_Structure}}

== Archiving Individual Archive Mailboxes ==
{{Archiving Single Archive Mailbox Preamble|Microsoft Exchange 2019}}
{{Archiving Exchange Single Archive Mailbox}}

== Archiving Multiple Exchange Archive Mailboxes Centrally ==
{{Archiving Multiple Archive Mailboxes Preamble|Microsoft Exchange 2019}}
Create a service account that has access on all archive mailboxes as described
[[#Step_1:_Setting_up_a_service_account_for_accessing_mailboxes|here]].
{{Archiving Exchange Multiple Archive Mailboxes}}

== Throttling in Exchange 2019 ==
{{Archiving Exchange Throttling|2019}}

== Weblinks ==
* {{MailStore Support}}

[[de:E-Mail-Archivierung von Microsoft Exchange 2019]]
[[en:Archiving_Emails_from_Microsoft_Exchange_2019]]

Archiving Emails from Microsoft Exchange 2016

2026-02-20T12:40:23Z

Rjansen:

{{Multiline_Notices|Heading=Important Notice|{{3rd_Party_Product_EOL_Notice|Exchange 2016|Microsoft}}}}

{{Implementation Guide Preamble|Microsoft Exchange 2016}}

== Synchronizing Users ==
{{Archiving Exchange Synchronizing Users|Microsoft Exchange 2016}}
== Archiving Individual Mailboxes ==
{{Archiving Single Mailbox Preamble|Microsoft Exchange 2016}}
{{Archiving Exchange Single Mailbox}}

== Archiving Multiple Exchange Mailboxes Centrally ==
{{Archiving Multiple Mailboxes Preamble|Microsoft Exchange 2016}}

=== Step 1: Setting up a service account for accessing mailboxes ===
To archive multiple mailboxes at once, a service account with access access to all mailboxes to be archived needs to be created first. To be able to set up such an account, you must be a member of the ''Organization Management'' role group. There are two methods to configure the service account:

==== Method 1: Setting up the service account through the ''Exchange admin center'' ====

* Create an unprivileged domain user (e.g. ''MailStore Server'').
* Log on to the ''Exchange admin center'' of your Microsoft Exchange environment.
* Navigate to ''permissions''.
* Under ''admin roles'' select ''+ (New)''.
*: [[Image:Arch_exchange2013_multi_01.png|center|550px]]
* Enter a meaningful name (e.g. ''MailStore Impersonation'') and description for the new role group.
* Under ''Roles'' add the role ''ApplicationImpersonation''.
* Under ''Members'' add the user you've created above.
* Click on ''Save'' to create the new role group.
* Continue with step 2.

==== Method 2: Setting up the service account through the ''Exchange Management Shell'' ====

* Create an unprivileged domain user (e.g. ''mailstore@example.com'').
* Open a Microsoft Exchange Management Shell session on the Microsoft Exchange 2016 Server.
* Enter the following command:
<div style="margin-left: 2.5em;">
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">
New-ManagementRoleAssignment -Name:"MailStore Impersonation" -Role:ApplicationImpersonation -User:mailstore@example.com
</source>
</div>
* ''Optional:'' Enter the following command to check the role assignment:
<div style="margin-left: 2.5em;">
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">
Get-ManagementRoleAssignment -Role:ApplicationImpersonation -RoleAssigneeType:User | Format-List *

Get-ManagementRoleAssignment -Identity:"MailStore Impersonation" | Format-List *
</source>
</div>
* ''Optional:'' Enter the following command to remove the role assignment:
<div style="margin-left: 2.5em;">
<source lang="powershell" smart-tabs="true" toolbar="false" gutter="false">
Remove-ManagementRoleAssignment "MailStore Impersonation"
</source>
</div>

=== Step 2: Configuration of MailStore Server ===
{{Archiving Exchange Multiple Mailboxes}}

== Archiving Incoming and Outgoing Emails Directly ==
{{Archiving Exchange Journal Mailbox Preamble|Microsoft Exchange 2016}}

=== Step 1: Creating a Mailbox for Journaling ===
{{Archiving Exchange Create Journal Mailbox|2013}}
=== Step 2: Configuring Exchange Journaling ===
{{Configuring Exchange Journaling Preamble|Microsoft Exchange 2016}}
==== Alternative 1: Configure Standard Journaling ====
* Log on to the ''Exchange admin center'' of your Microsoft Exchange environment.
* Select the ''servers'' menu item.
* On the ''databases'' tab, doubleclick on the mailbox database for which you want to set up journaling.
* Select the ''maintenance'' tab.
* Click on ''browse...'' next to the ''Journal recipient:'' box.
* Select the user that was created in step 1 from the recipient list and confirm with ''OK''.
*:[[File:Xchg_jour_2013_02a.png|center|480px]]
* Click on ''save'' to confirm the changes.

==== Alternative 2: Configure Premium Journaling ====
* Log on to the ''Exchange admin center'' of your Microsoft Exchange environment.
* Select the ''compliance management'' menu item.
* On the ''journal rules'' tab, click on ''+ (New)''.
* The dialog window ''New Journal Rule'' opens:
*:[[File:Xchg_jour_2013_02b.png|center|480px]]
* Enter a name for the journal rule, e.g. ''Journaling''.
* In the ''If the message is sent to or received from...'' section select whether the rule should apply to all messages or to specific users or groups.
* Under ''Journal the following messages...'', choose whether to capture all messages, internally sent messages only, or only those messages with an external sender or recipient.
* In the ''Send journal reports to:'' box, enter the email address of the user created in step 1.
* Click on ''save'' to activate the rule. Please keep in mind that in complex Microsoft Exchange environments it may take several minutes until the new rule becomes effective.

=== Step 3: Configuration of MailStore Server ===
{{Archiving Exchange Journal Mailbox}}

== Public Folders ==
{{Archiving Exchange Public Folders Preamble|Exchange 2016}}
* Log on to the ''Exchange admin center'' of you Microsoft Exchange environment as an Exchange admin.
* Navigate to ''public folders''.
* Click on the ''Ellipsis (…)'' and select ''Root permissions''.
*: [[File:Arch_exchange2013_pf_01.png|center|480px]]
* A new browser window opens. Click on ''+ (Add)''.
* Use ''Browse'' to choose the Exchange user you want to grant permissions.
* Choose ''Custom'' as ''Permission level'' and grant ''Read items'' and ''Delete all'' permissions.
*: [[File:Arch_office365_pf_02.png|center|347px]]
* Click on ''Save''.
* Enable the option ''Apply changes to this public folder and all its subfolders.''
* Click on ''Save''.
* Click on ''Close'' after saving has been completed successfully.
=== Step 3: Setting up the Archiving Process ===
{{Archiving Exchange Public Folder}}

== Shared Mailboxes ==
{{Archiving Exchange Shared Mailbox}}

== About Archiving Archive Mailboxes ==
{{Archive_Mailbox_Folder_Structure}}

== Archiving Individual Archive Mailboxes ==
{{Archiving Single Archive Mailbox Preamble|Microsoft Exchange 2016}}
{{Archiving Exchange Single Archive Mailbox}}

== Archiving Multiple Exchange Archive Mailboxes Centrally ==
{{Archiving Multiple Archive Mailboxes Preamble|Microsoft Exchange 2016}}
Create a service account that has access on all archive mailboxes as described
[[#Step_1:_Setting_up_a_service_account_for_accessing_mailboxes|here]].
{{Archiving Exchange Multiple Archive Mailboxes}}

== Throttling in Exchange 2016 ==
{{Archiving Exchange Throttling|2016}}

== Weblinks ==
* {{MailStore Support}}

[[de:E-Mail-Archivierung von Microsoft Exchange 2016]]
[[en:Archiving_Emails_from_Microsoft_Exchange_2016]]

Archiving Emails from Microsoft 365 Hybrid

2026-02-20T12:35:10Z

Rjansen:

__NOTOC__
{{Multiline Notices|Heading=Important Notices|MailStore Server supports archiving emails from a hybrid environment with Microsoft 365 (Modern Authentication) and on-premises Exchange Server(s) only with [https://learn.microsoft.com/en-us/exchange/exchange-hybrid Microsoft's Best Practice Guides] and only with the global Microsoft Cloud.|If you have archived emails from an Exchange server and synchronized users from an Active Directory until now, follow the article [[Changing Archiving from Microsoft Exchange Server to Microsoft 365]].
|For better readability, the terms ''Microsoft 365'' and ''Exchange Online'' are used interchangeably hereinafter instead of ''Exchange Online / Microsoft 365''.
| Please test the described configurations early, preferably in the trial phase. In case your scenario differs from Microsoft's described best practices or is in any other way more individual, questions about feasibility can be identified early and discussed with our technical support.}}

== App Registration & User Synchronization ==
You have two options to synchronize users and their information into MailStore Server to make their mailboxes known and to allow them to log in at MailStore Server with their usual login details.

=== Synchronizing with Microsoft 365 (recommended for most scenarios) ===
MailStore Server will only be synchronized with Microsoft Entra ID of your Microsoft 365 tenant. Since your local Active Directory is being synchronized with Microsoft Entra ID via a Microsoft Entra ID Connector, all relevant users details are also present in Microsoft 365.
The advantage is that you can use all modern authentication methods, especially MFA, in MailStore Server.
Proceed as if you solely had a [[Synchronizing User Accounts with Microsoft 365 - Modern Authentication|Microsoft 365 environment]].

=== Synchronizing with the local Active Directory of your company ===
If you want to use Windows Authentication or Microsoft Active Directory Federation Services (ADFS) for logging in at MailStore Server you are able to synchronize MailStore Server with your local Active Directory. If you want to archive user mailboxes, shared mailboxes or public folder you still have to follow the [[Synchronizing User Accounts with Microsoft 365 - Modern Authentication|user synchronization with Microsoft 365 article]] to provide proper access permissions to your Microsoft 365 tenant. 
Do not execute these steps:
:* 2.4 Configuring App Authentication in Microsoft Entra ID
:* 2.5 Configuring the Redirect URI in MailStore Server
:* 2.7 User Database Synchronization
:* 4. Running Directory Services Synchronization
The created app will be used later in the process for archiving the mailboxes. To synchronize users from the local Active Directory, follow the [[Active Directory Integration]] article now.

== Archiving Microsoft 365 Mailboxes or Public Folders ==
Use the manual for archiving mailboxes in Microsoft 365 as a guide. On-premise Exchange mailboxes are also being archived using Microsoft 365.
* [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Archiving_Individual_Microsoft_365_Mailboxes|Archiving Individual Mailboxes]]
* [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Archiving_Multiple_Microsoft_365_Mailboxes_Centrally|Archiving Multiple Mailboxes Centrally]]
* [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Including_Microsoft_365_Shared_Mailboxes|Shared Mailboxes]]
* [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Public_Folders|Public Folders]]
* [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Archiving_Individual_Microsoft_365_Archive_Mailboxes|Archiving Individual Archive Mailboxes]]
* [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Archiving_Multiple_Microsoft_365_Archive_Mailboxes_Centrally|Archiving Multiple Archive Mailboxes Centrally]]

== Archiving Incoming and Outgoing Emails Directly ==

Both your Microsoft 365 tenant and on-premises Exchange Server need to be configured to send journal reports for incoming and outgoing mails.

* First configure the Journaling for Microsoft 365 with the MailStore Gateway: [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Archiving_Incoming_and_Outgoing_Emails_Directly|Archiving Incoming and Outgoing Emails Directly - Microsoft 365]]
* Then configure your local Exchange Server to also send their journal reports to the same Gateway mailbox. Use the manual for your matching Exchange Server version, but we recommend not creating a journal mailbox (skip step 1 in this case), but to define the external email address of your MailStore Gateway to be the recipient of these reports. This way, all reports are received at the same destination:
** [[Archiving_Emails_from_Microsoft_Exchange_SE#Archiving_Incoming_and_Outgoing_Emails_Directly|Exchange SE]]
** [[Archiving_Emails_from_Microsoft_Exchange_2019#Archiving_Incoming_and_Outgoing_Emails_Directly|Exchange 2019 (Legacy System)]]
** [[Archiving_Emails_from_Microsoft_Exchange_2016#Archiving_Incoming_and_Outgoing_Emails_Directly|Exchange 2016 (Legacy System)]]
** [[Archiving_Emails_from_Microsoft_Exchange_2013#Archiving_Incoming_and_Outgoing_Emails_Directly|Exchange 2013 (Legacy System)]]

[[de:E-Mail-Archivierung_von_Microsoft_365_Hybrid]]
[[en:Archiving_Emails_from_Microsoft_365_Hybrid]]

Archiving Emails from Microsoft Exchange

2026-02-20T12:29:06Z

Rjansen:

<noinclude>
Please select your version of Microsoft Exchange Server.
</noinclude>
{{Hosted_Exchange_Versions}}* [[Archiving_Emails_from_Microsoft_Exchange_2019|Microsoft Exchange 2019 (Legacy System]]
* [[Archiving_Emails_from_Microsoft_Exchange_2016|Microsoft Exchange 2013 (Legacy System]]
* [[Archiving_Emails_from_Microsoft_Exchange_2013|Microsoft Exchange 2013 (Legacy System)]]
* [[Archiving_Emails_from_Microsoft_Exchange_2010|Microsoft Exchange 2010 (Legacy System)]]
* [[Archiving_Emails_from_Microsoft_Exchange_2007|Microsoft Exchange 2007 (Legacy System)]]
<noinclude>
[[de:E-Mail-Archivierung von Microsoft Exchange]]
[[en:Archiving_Emails_from_Microsoft_Exchange]]
</noinclude>

Template:Hosted Exchange Versions

2026-02-20T12:26:41Z

Rjansen:

* [[Archiving_Emails_from_Microsoft_Exchange_SE#{{{1|}}}|{{{2|Microsoft Exchange}}} SE]]
<noinclude>
[[de:Vorlage:Hosted_Exchange_Versionen]]
[[en:Template:Hosted_Exchange_Versions]]
<noinclude>

Implementation

2026-02-20T12:23:36Z

Rjansen:

__NOTOC__
==== Microsoft 365 & Microsoft Exchange Servers & Outlook.com ====
* [[Archiving Emails from Microsoft 365 (Modern Authentication)|Microsoft Exchange Online / Microsoft 365 (Modern Authentication)]]
* [[Archiving Emails from Microsoft 365 Hybrid|Microsoft Exchange Online / Microsoft 365 Hybrid]]
* [[Archiving Emails from Microsoft Exchange SE|Microsoft Exchange SE]]
* [[Archiving Emails from Outlook.com|Outlook.com (Hotmail, Live, MSN)]]
==== Google Workspace & Gmail ====
* [[Archiving_Emails_from_Google_Workspace|Google Workspace]]
* [[Archiving_Emails_from_Gmail|Gmail]]
==== IMAP/POP3-based Email Servers ====
* [[Archiving Emails from MDaemon|MDaemon Email Server]]
* [[Archiving Emails from Kerio Connect|Kerio Connect (Kerio MailServer)]]
* [[Archiving Emails from IceWarp Server|IceWarp Server]]
* [[Archiving Emails from Intra2net Systems|Intra2net Appliance Pro / Business Server]]
* [[Archiving Emails from hMailServer|hMailServer]]
* [[Archiving Emails from Tobit David.fx|Tobit David.fx]]
* [[Archiving Emails from Zimbra|Zimbra Collaboration Suite]]
* [[Archiving Emails from Linux-based Email Servers|Linux-based Email Server]]
* [[Archiving Emails Without Your Own Emailserver]] (e.g. Hosted Exchange or POP3/IMAP-mailbox provided by an ISP)
==== Email Gateways ====
* [[Archiving Emails from NoSpamProxy|NoSpamProxy]]
==== Legacy Implementation Guides ====
{{{1|}}}
* [[Archiving Emails from Microsoft Exchange 2019|Microsoft Exchange 2019]]
* [[Archiving Emails from Microsoft Exchange 2016|Microsoft Exchange 2016]]
* [[Archiving Emails from Microsoft Exchange 2013|Microsoft Exchange 2013]]
* [[Archiving Emails from Microsoft Exchange 2010|Microsoft Exchange 2010]]
* [[Archiving Emails from Microsoft Exchange 2007|Microsoft Exchange 2007]]
* [[Archiving Emails from Kolab|Kolab]]
* [[Archiving Emails from Scalix|Scalix]]
<noinclude>
[[de:Implementation]]
[[en:Implementation]]
</noinclude>

System Requirements

2026-02-20T12:12:34Z

Rjansen:

== Hardware ==
The calculator below helps to specify the hardware needs subject to the number of users, stored email, and the [[Choosing_the_Right_Archiving_Strategy|archiving strategy]].

Calculations are based on the following base values:

* Yearly Email Volume per User: 10000
* Email Size: 75Kb
* Compression Ratio: 60%

<system_requirements product="server"/>

'''Please note: '''For a planned MailStore Server installation with more than 2000 users, please contact our [https://www.mailstore.com/en/support/ Technical Support] to determine the optimal hardware setup.

== Software ==

=== Operating System ===
MailStore Server, [[Accessing_the_Archive_with_the_MailStore_Client_software|MailStore Client]] and [[Accessing_the_Archive_with_the_Microsoft_Outlook_integration|MailStore Outlook Add-in]] require the following operating systems for installation and execution. Both 32-bit and 64-bit versions are supported.

* Microsoft Windows 11
* Microsoft Windows Server 2025 (Essentials, Standard, Datacenter, Datacenter Azure Edition)
* Microsoft Windows Server 2022 (Essentials, Standard, Datacenter, Datacenter Azure Edition)
* Microsoft Windows Server 2019 (Essentials, Standard, Datacenter)
* Microsoft Windows Server 2016 (Essentials, Standard, Datacenter, >= version 1803)

'''Please note: '''For a MailStore Server installation with more than 25 users, a Microsoft Windows Server operating system is required for the [[MailStore_Server_Service_Configuration|MailStore Server Service]] because of restrictions of concurrent connections of Microsoft Windows client operating systems.

=== Other Software ===
The following other software is required:

* Microsoft .NET Framework Version 4.8
* ''Optional:'' [[Search_Indexes#Install_Missing_IFilters|IFilter drivers]] on the MailStore Server computer for filetypes to be indexed

=== Outlook Versions ===

==== MailStore Outlook Add-in ====

MailStore Outlook Add-in is compatible with the following versions of Microsoft Outlook for Windows. Both, 32-bit and 64-bit versions are supported.

* Microsoft Outlook 2024 (Click-to-Run only, Windows Store version is '''not''' supported)
* Microsoft Outlook 2021 (Click-to-Run only, Windows Store version is '''not''' supported)

{{Multiline_Notices|Heading=Important Notice|{{3rd_Party_Product_EOL_Notice|Outlook 2003, 2007, 2010, 2013, 2016 and 2019|Microsoft}}}}

==== MailStore Outlook App ====

MailStore Outlook App is compatible with Outlook installations that are connected to an Microsoft 365 tenant.

That includes:

* Microsoft Outlook 365, Classic and New
* Microsoft Outlook 2024, Classic and New
* Microsoft Outlook 2021, Classic and New
* New Microsoft Outlook
* New Microsoft Outlook for the Web
* New Microsoft Outlook for Android

The tenant has to be used to [[MailStore_Outlook_App_Deployment|install and deploy]] the MailStore Outlook App.

=== Web Browsers ===
The following web browsers are officially supported by MailStore Web Access. Other browsers based on the same rendering engine as the once below (e.g. Opera) ''may'' work as well.

{| class="wikitable" |
! Operating System / Browser
! Edge
! Firefox (Latest)
! Chrome (Latest)
! Safari (Latest)
|-
! Windows 11
|
| style="text-align: center; | Supported
| style="text-align: center; | Supported
| style="text-align: center; | Supported
|-
! macOS
|
| style="text-align: center; | Supported
| style="text-align: center; | Supported
| style="text-align: center; | Supported
|-
! Linux
|
| style="text-align: center; | Supported
| style="text-align: center; | Supported
|
|}

== Frequently Asked Questions ==
=== Email Volume ===
'''Q:''' How do large email volumes affect the performance and what is recommended maximum?

'''A:''' The more emails are archived on a daily basis the more resources are required and more time is needed to execute certain tasks such as searching the archive. Environment with much higher volumes than 10000 emails per user per year, may experience degraded performance over time.

=== Dedicated machine ===
'''Q:''' Can I install MailStore Server on the same computer where Microsoft Exchange or any other email server is installed or do I have to install it on a dedicated machine?

'''A:''' Primarily this depends on the size of your setup, the archiving strategy and the kind of usage. Whenever possible, the MailStore Server service should be installed on a dedicated machine.

=== Database server ===
'''Q:''' Most email archiving products on the market seem to require Microsoft SQL Server or a similar product installed. Does MailStore Server also require an external database server?

'''A:''' MailStore Server comes with an [[Storage_Locations|integrated storage]] and does not depend on any other external database server.

=== Web server ===
'''Q:''' Do I need an additional web server like Microsoft IIS or Apache to offer MailStore Web Access to my clients?

'''A:''' No. MailStore Server runs its own HTTP server on the corresponding TCP ports. Therefore you do not need an additional web server to use MailStore Web Access.

=== Anti-Virus Software ===
'''F:''' What needs to be considered while using anti-virus software with MailStore?

'''A:''' When using file based virus scanners, it is recommended to exclude all archive directories (master database and archive stores) from scanning. For more information, please refer to the [[Notes_on_Antivirus_Software|notes on anti-virus software]].

=== Virtualization ===
'''Q:''' Is it possible to run MailStore Server on virtual machines like VMware guests or similar?

'''A:''' MailStore does not provide any tested and approved virtual machine image for virtualized platforms. Yet, it is generally possible to install and operate MailStore Server in a virtual environment. 
When running a virtual machine, keep in mind, that the system requirements (hardware and software requirements) must be met at all times in order to ensure a stable and efficient operation. For example, in a hosted virtual server environment, servers with exclusively dedicated resources should be used instead of servers that share their resources with other machines. 
It is mandatory to reserve appropriate compute and storage resources. In addition, such VM shall be deployed with on-premises hardware, not in public cloud environments. 
If a virtual machine is stopped, MailStore must either be frozen via VSS or the entire virtual machine including data storage must be stopped consistently. For more information, see the [[Backup_and_Restore|Backup and Restore article]]. 
Please note that MailStore cannot provide technical support for the configuration and operation of your virtualization system. Any application failure reported to MailStore must be reproduced on physical hardware in case of doubt.

=== Terminal Server environments ===
'''Q:''' Is it possible to run MailStore in a terminal server environment?

'''A:''' Yes, running MailStore Client and MailStore Outlook Add-in is absolutely possible. Running MailStore Server service on a terminal server is not recommended.

=== Network Attached Storage ===
'''Q:''' Do I have to store the archive on the local hard disk, or can I also store it (or parts of it) on network attached storage, e.g. a network share?

'''A:''' In general, using local storage is preferable to using network storage. To use MailStore Server with storage on a NAS, different options are available which are described in the article [[Using Network Attached Storage (NAS)]].

[[de:Systemanforderungen]]
[[en:System Requirements]]

Accessing the Archive with the MailStore Client software

2025-11-26T11:44:06Z

Rjansen:

== Installation & Update ==
The MailStore Client setup file that matches your MailStore Server version is stored on the MailStore Server machine. Follow the ''Install MailStore Client on other Computers'' link on your desktop and copy the corresponding setup file to the client computer.

It is a regular Windows setup program, that can by executed on the appropriate client computer by double-clicking on the setup file. Just follow on-screen instructions.

'''Notice:''' Alternatively to installing the MailStore Client application manually, you can also deploy it to the client computer though the Active Directories Group Policy feature. More information on that can be found in the article [[MailStore Client Deployment]]

If an update is installed on the MailStore Server computer, MailStore Client updates itself automatically on first login to stay compatible with MailStore Server. Therefore a re-installation of MailStore Client is usually not required.

== Starting and Login ==
Start MailStore Client by using the appropriate link on the desktop.

[[File:Gsta_useclient_00.png|right|350px]]
The window ''Connect to MailStore Server'' appears.
* Enter the DNS host name of the computer on which MailStore Server is installed into ''Server Name''. Be aware, that the pre-filled entry ''localhost'' only works if the MailStore Client is run from the same machine where MailStore Server is installed.
* Click ''Connect'' to connect to MailStore Server.
 
 
'''Hint: '''Did you activate the option ''Always connect to this server'' and you want to change the destination server later? Hold the <code>Shift</code> key pressed while opening MailStore Client.

After establishing the connection to MailStore Server, MailStore Client checks if newer a version of its own program files is available for downloading and, if necessary, updates these automatically.

[[File:Gsta_useclient_01.png|right|350px]]
Once the connection was established successfully, the user name dialog appears.
* Enter the user name of a MailStore user into the ''User Name'' field and click on ''Next''.
 
[[File:Gsta_useclient_02.png|right|350px]]
MailStore Server now determines how the user is to be authenticated.
* If MailStore Server is able to verify the user's credentials itself, the password dialog as shown on the right appears. Enter the password into the ''Password'' field and click on ''Log in''.
* If the user authenticates against Microsoft 365, Google Workspace or Active Directory Federation Services (AD FS), the default web browser will be opened to allow authentication through Microsoft's, Google's or the AD FS's authentication service. 

* [[File:Mfa_codeonly_trusted_device_03.png|right|350px]]If [[Multi-factor Authentication]] has been enabled , and the current device is not trusted, the user has to enter an MFA code.
 
== The MailStore Folder Structure ==
[[File:Accs_folders_01.png|right|240px]]
For each user, MailStore creates a folder on the highest level of the folder structure which corresponds to the archive of the respective user. It contains all emails that were archived for this user and is labeled ''My Archive''.

If the user has access to the archives of other MailStore users (as MailStore administrator, for example), their folders are listed as ''Archive of <User Name>'' under the top level folder ''Other Archives''

Below these main folders, the individual email sources (e.g. Microsoft Outlook or Exchange mailboxes) and their folder structures (e.g. ''Inbox'') are listed.

'''Notice: '''For MailStore administrators, accessing the archives of other users via the folder structure is blocked by default; this setting can be changed in the [[Compliance_General|compliance settings]]. Additionally, MailStore administrators can manage archives via the [[Archives]] page.

=== Deleting Folders ===
Folders and the emails contained therein can only be deleted after the appropriate user privileges have been assigned explicitly by the administrator. If the folder to be deleted contains any subfolders, they will be deleted as well.

=== Moving, Renaming, and Creating Folders Manually ===
Within MailStore, folders can be moved, renamed or created. Regular users can only do this within their own user archive, while MailStore administrators can move and rename folders beyond the boundaries of user archives.During the archiving process, MailStore adopts the folder structure and the folder names of the source (e.g. Microsoft Outlook).

Please note that moving large archives across the borders of user archives can take some time because the emails being moved have to be gathered by the full text index of the target user.

The features ''New Folder...'', ''Rename'' and ''Move to Folder...'' can be accessed by right-clicking on the corresponding archive folder.

If a MailStore administrator renames a user archive (Folder: ''Archive of <user name>'') without renaming the corresponding user, an empty archive will exist with this user name until it is changed.

'''Hint:''' Using an already existing folder name when renaming a folder, allows to merge the content of both folders.

=== Changing Message Type ===
In case the message recipient is shown wrongly instead of the message sender or vice versa, an administrator is able to change the ''message type'' of a message.

Highlight the emails and select ''Change Message Type'' in the context menu.

In case the message type of other users' message should be changed, [[Compliance_General#Archive_Access|archive access]] has to be unblocked.

Verify the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|archiving profile settings]] if necessary, so that the message type is already set correctly during archiving.

=== Deleting Emails ===
Highlight the emails to be deleted by clicking on the emails while holding down the <code>Ctrl</code> key (<code>Ctrl+A</code> will highlight all emails). Right-click on the highlighted item(s) and select ''Delete''. Users are only allowed to delete emails if they have received this privilege explicitly from the MailStore administrator.

Please keep in mind that allowing users to delete emails is not recommended; assigning such privileges makes it difficult, if not impossible, to comply with legal requirements regarding the storage of emails.

=== Moving Emails ===
Highlight the emails to be moved by clicking on the emails while holding down the <code>Ctrl</code> key (<code>Ctrl+A</code> will highlight all emails). Right-click on the highlighted item(s), select ''Move To Folder...'' and select a destination folder. Alternatively, drag and drop the highlighted emails into the destination folder. Emails can only be moved within a user archive unless you are a MailStore administrator.

== Searching by Folder Structure ==
MailStore sorts all archived email into MailStore's own folder structure. Below the main folders, the individual email sources (e.g. Microsoft Outlook or Exchange mailboxes) and their folder structures (e.g. ''Inbox'') are listed.

 

[[File:accs_folders_02.png|right|240px]]
=== Viewing the Emails in a Folder ===
To view the emails in a folder, simply click on the folder name. The emails will be listed below the folder structure.

Click on the text ''Sorted by: <value>'' to change the order in which emails are displayed. Emails can be sorted according to:

* Date
* From/To (sender/recipient of the email)
* Subject

Click on the Field to the right of ''Sorted by'' ("New to Old" in the screenshot) to reverse the order in which emails are arranged. By default, the latest email is displayed first.

=== Refreshing the View ===
To refresh the list of folders, click on a folder and press F5 on your keyboard.

Click on the folder again to refresh the list of emails.

=== Starting an Advanced Search in a Folder ===
To start an advanced search in a folder, right click on the folder and select ''Search here...''. The [[#Advanced Search|advanced search]] is shown and the folder is preselected.
 
{{Quick Search|Client|upper left}}
{{Advanced Search|Client}}

== Email Preview ==
MailStore offers an integrated email preview displaying emails the same way as standard email applications. To activate the preview, simply click on an email or use the arrow keys to highlight the desired email in the list.

[[File:Access client.png|center|550px]]

The menu bar above the email preview shows all functions available for the email currently displayed.

=== Save as... ===
Click on ''Save as...'' to save the current email in any Windows folder. Emails can be saved in the following file formats:

* '''RFC822 EML''' - These files can be opened independently from MailStore by double-clicking and can be moved to applications such as Mozilla Thunderbird by drag & drop.
* '''Outlook MSG''' - These files can be opened with or imported to all versions of Microsoft Outlook directly.

=== Print ===
Using the print function the email currently displayed will be printed including header information such as Date and Subject.

=== Find in Email ===
Click on ''Find in Email...'' to search the message body of the current email.

=== Internet Headers... ===
Click on ''Internet Headers'' to view the header of the current email, including all MIME parts.

=== Message Source ===
Click on ''Message Source'' to show the full source of the current message including all MIME-parts.

=== Delete (only with the appropriate privilege) ===
Click on ''Delete'' to delete the current email from the archive. Please keep in mind that, in order to use this function, the appropriate privilege has to be in place.

=== Retention Details (Administrators only) ===
This button is only available if [[Retention_Policies|retention policies]] are configured and enabled. 
[[File:Retention_Policies_05.png|right|350px]] Click on ''Retention Details'' to view the minimum and maximum retention date and the corresponding retention policies if applicable.

By clicking on a retention policy you can view its configuration directly. 

=== Reopening Emails in an Email Application ===
Emails previewed in MailStore can be reopened in any email application to reply to or forward them. Select an email client you want to open email messages in first, by clicking on ''Email Client:''. MailStore only lists email clients that are supported and that are installed on the computer from which MailStore Client is executed. The ''Default Application'' is the application, that is registered on Windows to open EML files.

[[File:accs_openclient_01.png|center|450px]]

Depending on the selected email client, additional button may be visible:

* '''Open in <email client>''' - Open the current message to the selected email client. Please note, that emails are simply opened, not stored, in the application. To restore emails to an email application, please use [[Exporting Email|MailStore's Export Feature]].

* '''Restore to <email client>...''' - Restore the current message to the selected email client. If further settings are required an additional button ''Settings..'' will be shown.

== Managing Passwords ==

Users with authentication set to ''Mailstore-integrated'' or ''Mailstore-integrated with MFA'' and the ''Change Password'' right are able to manage their passwords using the ''Manage Passwords'' button in the ''Quick Access'' area of the ''Start Page''. 

When a user successfully changes their password, all other active sessions for that user account are automatically signed out. The current session in which the password change is performed remains active. 

The regular user password can be used to login with any client, as long as MFA is disabled. [[Multi-factor_Authentication#Management_of_app_passwords|App passwords]] can be used to login with non MFA-capable clients, such as scheduled tasks, IMAP clients or Management API clients.
When MFA is active, an app password is mandatory for these non MFA-capable clients, if MFA is disabled, using an app password is optional. App passwords can never be used to login with MFA-capable clients.

[[de:Zugriff_über_die_MailStore_Client-Software]]
[[en:Accessing the Archive with the MailStore Client software]]

Audit Log

2025-09-25T10:05:41Z

Rjansen:

If MailStore's own audit log is used for logging audit events (default), this audit log can be retrieved via MailStore Client.

'''Please note:''' If the Windows Eventlog is used as destination for logging of audit events, the ''Audit Log'' option at ''Administrative Tools'' > ''Compliance'' is not shown. In that case, use your favorite method for retrieving information from the Windows Eventlog.

== Retrieving the Audit Log ==
To retrieve information stored in MailStore's own audit log, proceed as follows:

* Start MailStore Client and log on as a MailStore administrator (''admin'').
* Click ''Administrative Tools'' > ''Compliance'' and then ''Audit Log''.
*:[[File:Compliance_auditlog_01.png|center|550px]]
* The events to be fetched from the audit log can be filtered by modifying the settings for ''Date Range'', ''User Name'', ''User Activity Type'' and ''Maximum Number of Results''.
* Click on ''Retrieve''.
* The matching events are shown in the table. To show further details of an event, double-click on the corresponding table row.

== Exporting the Audit Log ==
The audit log can be exported in CSV format. This can be useful when audit events shall be analyzed with an external tool or when old events should be purged.

* Only audit log events from the integrated log can be exported.
* One CSV file is created per day.
* If the delete option is enabled data for a day will be deleted from the internal log only after it has been exported also.
* Only entire days can be exported.
* The current day cannot be exported.
* The timestamp of the files are in UTC.
* The timestamp of the events in the files are in UTC.
* The process can be canceled. If the delete option is enabled, events that have already been deleted will not be restored.
* Only events older than 30 days can be deleted.
* If the target directory already contains files, they may be overwritten.
* To load the CSV files into Excel, use the data import function available there.

'''To export, proceed as follows:'''

* Start the MailStore Client and log in as the MailStore administrator.
* Click ''Administration'' > ''Compliance'' and then ''Audit Log''.
* Click the ''Export'' button below the table.
*:[[File:Compliance_auditlog_02.png|center]]
* Select the date up to which you want to export the data. By default a date of 90 days in the past is selected.
* Select a target directory for the exported files.
* Select whether the exported data should be deleted from MailStore. The date will be automatically adjusted if it is less than 30 days in the past.
* Click ''Start''.
* A progress dialog will inform you about the process.

[[de:Audit-Protokoll]]
[[en:Audit Log]]

Audit Log

2025-09-25T10:00:16Z

Rjansen:

If MailStore's own audit log is used for logging audit events (default), this audit log can be retrieved via MailStore Client.

'''Please note:''' If the Windows Eventlog is used as destination for logging of audit events, the ''Audit Log'' option at ''Administrative Tools'' > ''Compliance'' is not shown. In that case, use your favorite method for retrieving information from the Windows Eventlog.

== Retrieving the Audit Log ==
To retrieve information stored in MailStore's own audit log, proceed as follows:

* Start MailStore Client and log on as a MailStore administrator (''admin'').
* Click ''Administrative Tools'' > ''Compliance'' and then ''Audit Log''.
*:[[File:Compliance_auditlog_01.png|center|550px]]
* The events to be fetched from the audit log can be filtered by modifying the settings for ''Date Range'', ''User Name'', ''User Activity Type'' and ''Maximum Number of Results''.
* Click on ''Retrieve''.
* The matching events are shown in the table. To show further details of an event, double-click on the corresponding table row.

== Exporting the Audit Log ==
The audit log can be exported in CSV format. This can be useful when audit entries shall be analyzed with an external tool or when old entries should be purged.

* Only audit log entries from the integrated log can be exported.
* One CSV file is created per day.
* If the delete option is enabled data for a day will be deleted from the internal log only after it has been exported also.
* Only entire days can be exported.
* The current day cannot be exported.
* The timestamp of the files is in UTC.
* The timestamp of the entries in the files is in UTC.
* The process can be canceled. If the delete option is enabled, entries that have already been deleted will not be restored.
* Only events older than 30 days can be deleted.
* If the target directory already contains files, they may be overwritten.
* To load the CSV files into Excel, use the data import function available there.

'''To export, proceed as follows:'''

* Start the MailStore Client and log in as the MailStore administrator.
* Click ''Administration'' > ''Compliance'' and then ''Audit Log''.
* Click the ''Export'' button below the table.
*:[[File:Compliance_auditlog_02.png|center]]
* Select the date up to which you want to export the data. By default a date of 90 days in the past is selected.
* Select a target directory for the exported files.
* Select whether the exported data should be deleted from MailStore. The date will be automatically adjusted if it is less than 30 days in the past.
* Click ''Start''.
* A progress dialog will inform you about the process.

[[de:Audit-Protokoll]]
[[en:Audit Log]]

Audit Log

2025-09-25T09:51:16Z

Rjansen:

If MailStore's own audit log is used for logging audit events (default), this audit log can be retrieved via MailStore Client.

'''Please note:''' If the Windows Eventlog is used as destination for logging of audit events, the ''Audit Log'' option at ''Administrative Tools'' > ''Compliance'' is not shown. In that case, use your favorite method for retrieving information from the Windows Eventlog.

== Retrieving the Audit Log ==
To retrieve information stored in MailStore's own audit log, proceed as follows:

* Start MailStore Client and log on as a MailStore administrator (''admin'').
* Click ''Administrative Tools'' > ''Compliance'' and then ''Audit Log''.
*:[[File:Compliance_auditlog_01.png|center|550px]]
* The events to be fetched from the audit log can be filtered by modifying the settings for ''Date Range'', ''User Name'', ''User Activity Type'' and ''Maximum Number of Results''.
* Click on ''Retrieve''.
* The matching events are shown in the table. To show further details of an event, double-click on the corresponding table row.

== Exporting the Audit Log ==
The audit log can be exported in CSV format. This can be useful when audit entries shall be analyzed with an external tool or when old entries should be purged.

* Only audit log entries from the integrated log can be exported.
* One CSV file is created per day.
* If the delete option is enabled audit data will be deleted from the internal log only after it has been exported also.
* Only entire days can be exported.
* The current day cannot be exported.
* The timestamp of the files is in UTC.
* The timestamp of the entries in the files is in UTC.
* The process can be canceled. If the delete option is enabled, entries that have already been deleted will not be restored.
* Only events older than 30 days can be deleted.
* If the target directory already contains files, they may be overwritten.
* To load the CSV files into Excel, use the data import function available there.

'''To export, proceed as follows:'''

* Start the MailStore Client and log in as the MailStore administrator.
* Click ''Administration'' > ''Compliance'' and then ''Audit Log''.
* Click the ''Export'' button below the table.
*:[[File:Compliance_auditlog_02.png|center]]
* Select the date up to which you want to export the data. By default a date of 90 days in the past is selected.
* Select a target directory for the exported files.
* Select whether the exported data should be deleted from MailStore. The date will be automatically adjusted if it is less than 30 days in the past.
* Click ''Start''.
* A progress dialog will inform you about the process.

[[de:Audit-Protokoll]]
[[en:Audit Log]]

Audit Log

2025-09-25T09:49:57Z

Rjansen:

If MailStore's own audit log is used for logging audit events (default), this audit log can be retrieved via MailStore Client.

'''Please note:''' If the Windows Eventlog is used as destination for logging of audit events, the ''Audit Log'' option at ''Administrative Tools'' > ''Compliance'' is not shown. In that case, use your favorite method for retrieving information from the Windows Eventlog.

== Retrieving the Audit Log ==
To retrieve information stored in MailStore's own audit log, proceed as follows:

* Start MailStore Client and log on as a MailStore administrator (''admin'').
* Click ''Administrative Tools'' > ''Compliance'' and then ''Audit Log''.
*:[[File:Compliance_auditlog_01.png|center|550px]]
* The events to be fetched from the audit log can be filtered by modifying the settings for ''Date Range'', ''User Name'', ''User Activity Type'' and ''Maximum Number of Results''.
* Click on ''Retrieve''.
* The matching events are shown in the table. To show further details of an event, double-click on the corresponding table row.

== Exporting the Audit Log ==
The audit log can be exported in CSV format. This can be useful when audit entries shall be analyzed with an external tool or when old entries should be purged.

* Only audit log entries from the integrated log can be exported.
* One CSV file is created per day.
* If the delete option is enabled audit data will be deleted from the internal log only after it has been exported also.
* Only entire days can be exported.
* The current day cannot be exported.
* The timestamp of the files is in UTC.
* The timestamp of the entries in the files is in UTC.
* The process can be canceled. If the delete option is enabled, entries that have already been deleted will not be restored.
* Only events older than 30 days can be deleted.
* If the target directory already contains files, they may be overwritten.
* To load the CSV files into Excel, use the data import function available there.

'''To export, proceed as follows:'''

* Start the MailStore Client and log in as the MailStore administrator.
* Click ''Administration'' > ''Compliance'' and then ''Audit Log''.
* Click the ''Export'' button below the table.
*:[[File:Compliance_auditlog_02.png|center]]
* Select the date up to which you want to export the data. By default, the date 90 days in the past is selected.
* Select a target directory for the exported files.
* Select whether the exported data should be deleted from MailStore. The date will be automatically adjusted if it is less than 30 days in the past.
* Click ''Start''.
* A progress dialog will inform you about the process.

[[de:Audit-Protokoll]]
[[en:Audit Log]]

Audit Log

2025-09-25T09:42:35Z

Rjansen:

If MailStore's own audit log is used for logging audit events (default), this audit log can be retrieved via MailStore Client.

'''Please note:''' If the Windows Eventlog is used as destination for logging of audit events, the ''Audit Log'' option at ''Administrative Tools'' > ''Compliance'' is not shown. In that case, use your favorite method for retrieving information from the Windows Eventlog.

== Retrieving the Audit Log ==
To retrieve information stored in MailStore's own audit log, proceed as follows:

* Start MailStore Client and log on as a MailStore administrator (''admin'').
* Click ''Administrative Tools'' > ''Compliance'' and then ''Audit Log''.
*:[[File:Compliance_auditlog_01.png|center|550px]]
* The events to be fetched from the audit log can be filtered by modifying the settings for ''Date Range'', ''User Name'', ''User Activity Type'' and ''Maximum Number of Results''.
* Click on ''Retrieve''.
* The matching events are shown in the table. To show further details of an event, double-click on the corresponding table row.

== Exporting the Audit Log ==
The audit log can be exported in CSV format. This can be useful when audit entries shall be analyzed with an external tool or when old entries should be purged.

* Only audit log entries from the integrated log can be exported.
* One CSV file is created per day.
* If the delete option is enabled, after a day is exported, that day will be deleted from the internal log.
* Only entire days can be exported.
* The current day cannot be exported.
* The timestamp of the files is in UTC.
* The timestamp of the entries in the files is in UTC.
* The process can be canceled. If the delete option is enabled, entries that have already been deleted will not be restored.
* Only events older than 30 days can be deleted.
* If the target directory already contains files, they may be overwritten.
* To load the CSV files into Excel, use the data import function available there.

'''To export, proceed as follows:'''

* Start the MailStore Client and log in as the MailStore administrator.
* Click ''Administration'' > ''Compliance'' and then ''Audit Log''.
* Click the ''Export'' button below the table.
*:[[File:Compliance_auditlog_02.png|center]]
* Select the date up to which you want to export the data. By default, the date 90 days in the past is selected.
* Select a target directory for the exported files.
* Select whether the exported data should be deleted from MailStore. The date will be automatically adjusted if it is less than 30 days in the past.
* Click ''Start''.
* A progress dialog will inform you about the process.

[[de:Audit-Protokoll]]
[[en:Audit Log]]

Audit Log

2025-09-25T08:35:43Z

Rjansen:

If MailStore's own audit log is used for logging audit events (default), this audit log can be retrieved via MailStore Client.

'''Please note:''' If the Windows Eventlog is used as destination for logging of audit events, the ''Audit Log'' option at ''Administrative Tools'' > ''Compliance'' is not shown. In that case, use the your favorite method for retrieving information from the Windows Eventlog.

== Retrieving the Audit Log ==
To retrieve information stored in MailStore's own audit log, proceed as follows:

* Start MailStore Client and log on as a MailStore administrator (''admin'').
* Click ''Administrative Tools'' > ''Compliance'' and then ''Audit Log''.
*:[[File:Compliance_auditlog_01.png|center|550px]]
* The events to be fetched from the audit log can be filtered by modifying the settings for ''Date Range'', ''User Name'', ''User Activity Type'' and ''Maximum Number of Results''.
* Click on ''Retrieve''.
* The matching events are shown in the table. To show further details of an event, double-click on the corresponding table row.

== Exporting the Audit Log ==
The audit log can be exported in CSV format. This can be useful when audit entries shall be analyzed with an external tool or when old entries should be purged.

* Only audit log entries from the integrated log can be exported.
* One CSV file is created per day.
* If the delete option is enabled, after a day is exported, that day will be deleted from the internal log.
* Only entire days can be exported.
* The current day cannot be exported.
* The timestamp of the files is in UTC.
* The timestamp of the entries in the files is in UTC.
* The process can be canceled. If the delete option is enabled, entries that have already been deleted will not be restored.
* Only events older than 30 days can be deleted.
* If the target directory already contains files, they may be overwritten.
* To load the CSV files into Excel, use the data import function available there.

'''To export, proceed as follows:'''

* Start the MailStore Client and log in as the MailStore administrator.
* Click ''Administration'' > ''Compliance'' and then ''Audit Log''.
* Click the ''Export'' button below the table.
*:[[File:Compliance_auditlog_02.png|center]]
* Select the date up to which you want to export the data. By default, the date 90 days in the past is selected.
* Select a target directory for the exported files.
* Select whether the exported data should be deleted from MailStore. The date will be automatically adjusted if it is less than 30 days in the past.
* Click ''Start''.
* A progress dialog will inform you about the process.

[[de:Audit-Protokoll]]
[[en:Audit Log]]

Archiving Emails from Intra2net Systems

2025-05-27T11:25:41Z

Rjansen: Typos

'''Please note:''' This tutorial only covers the specifics of archiving an Intra2net Appliance Pro or an Intra2net Business Server (in the following referred to as Intra2net system). It is assumed that you already have a MailStore Server installation or [https://www.mailstore.com/en/products/mailstore-server/mailstore-server-trial-download/ Test installation] and are familiar with the fundamentals of MailStore Server. Please refer to the [[MailStore_Help|Manual]] or the [[Quick Start Guide]] for more information.

MailStore Server offers several ways to archive emails from an Intra2net system, which are described below. If you are not sure which archiving method best suits your company, please refer to chapter [[Choosing the Right Archiving Strategy]].

== Archiving Individual Mailboxes ==
{{Archiving Single Mailbox Preamble|Intra2net system}}
{{Archiving Single Mailbox}}
{{Archiving Multiple Mailboxes|Intra2net system}}

== Archiving Incoming and Outgoing Emails Directly ==
First you may want to have a closer look at the [[https://www.intra2net.com/en/support/manual/administrator/base-email-archiving.php help article]] from Intra2net describing the steps needed within Intra2net. Focus on the description of the "POP3 multidrop mailbox (MailStore)" feature and set up Intra2net properly.

Now you can refer to the [[Archiving_IMAP_and_POP3_Multidrop_Mailboxes|Archiving IMAP and POP3 Multidrop Mailboxes]] article.

Enhancing the common documentation mentioned above please use "POP3-SSL" as protocol to archive from Intra2net's mailbox.

== Weblinks ==
* {{MailStore Support}}
* [https://www.intra2net.com Intra2net Homepage]
* [https://www.intra2net.com/en/support/manual/administrator/base-email-archiving.php Intra2net Manual, Archiving Chapter]

[[de:E-Mail-Archivierung von Intra2net Systemen]]
[[en:Archiving Emails from Intra2net Systems]]

Archiving Emails from Intra2net Systems

2025-05-27T11:08:29Z

Rjansen: updated Incoming and Outgoing Emails Directly section, fixed weblink was pointing to a german article

'''Please note:''' This tutorial only covers the specifics of archiving an Intra2net Appliance Pro or an Intra2net Business Server (in the following referred to as Intra2net system). It is assumed that you already have a MailStore Server installation or [https://www.mailstore.com/en/products/mailstore-server/mailstore-server-trial-download/ Test installation] and are familiar with the fundamentals of MailStore Server. Please refer to the [[MailStore_Help|Manual]] or the [[Quick Start Guide]] for more information.

MailStore Server offers several ways to archive emails from an Intra2net system, which are described below. If you are not sure which archiving method best suits your company, please refer to chapter [[Choosing the Right Archiving Strategy]].

== Archiving Individual Mailboxes ==
{{Archiving Single Mailbox Preamble|Intra2net system}}
{{Archiving Single Mailbox}}
{{Archiving Multiple Mailboxes|Intra2net system}}

== Archiving Incoming and Outgoing Emails Directly ==
First you may want to have a closer look at the [[https://www.intra2net.com/en/support/manual/administrator/base-email-archiving.php help article]] from Intra2net describing the steps needed within Intra2net. Focus on the description of the "POP3 multidrop mailbox (MailStore)" feature and set up Intra2net properly.

Now you can refer refer to the [[Archiving_IMAP_and_POP3_Multidrop_Mailboxes|Archiving IMAP and POP3 Multidrop Mailboxes]] article.

Enhancing the common documentation mentioned above please use "POP3-SSL" as protocol to archive from Intra2net's mailbox.

== Weblinks ==
* {{MailStore Support}}
* [https://www.intra2net.com Intra2net Homepage]
* [https://www.intra2net.com/en/support/manual/administrator/base-email-archiving.php Intra2net Manual, Archiving Chapter]

[[de:E-Mail-Archivierung von Intra2net Systemen]]
[[en:Archiving Emails from Intra2net Systems]]

Archiving Emails from Intra2net Systems

2025-05-27T11:03:29Z

Rjansen: /* Archiving Incoming and Outgoing Emails Directly */

'''Please note:''' This tutorial only covers the specifics of archiving an Intra2net Appliance Pro or an Intra2net Business Server (in the following referred to as Intra2net system). It is assumed that you already have a MailStore Server installation or [https://www.mailstore.com/en/products/mailstore-server/mailstore-server-trial-download/ Test installation] and are familiar with the fundamentals of MailStore Server. Please refer to the [[MailStore_Help|Manual]] or the [[Quick Start Guide]] for more information.

MailStore Server offers several ways to archive emails from an Intra2net system, which are described below. If you are not sure which archiving method best suits your company, please refer to chapter [[Choosing the Right Archiving Strategy]].

== Archiving Individual Mailboxes ==
{{Archiving Single Mailbox Preamble|Intra2net system}}
{{Archiving Single Mailbox}}
{{Archiving Multiple Mailboxes|Intra2net system}}

== Archiving Incoming and Outgoing Emails Directly ==
First you may want to have a closer look at the [[https://www.intra2net.com/en/support/manual/administrator/base-email-archiving.php|help article]] from Intra2net describing the steps needed within Intra2net. Focus on the description of the "POP3 multidrop mailbox (MailStore)" feature and set up Intra2net properly.

Now you can refer refer to the [[Archiving_IMAP_and_POP3_Multidrop_Mailboxes|Archiving IMAP and POP3 Multidrop Mailboxes]] article.

Enhancing the common documentation mentioned above please use "POP3-SSL" as protocol to archive from Intra2net's mailbox.

== Weblinks ==
* {{MailStore Support}}
* [https://www.intra2net.com Intra2net Homepage]
* [https://www.intra2net.com/de/support/manual/administrator/base-email-archiving.php Intra2net System Handbuch, Kapitel Archivierung]

[[de:E-Mail-Archivierung von Intra2net Systemen]]
[[en:Archiving Emails from Intra2net Systems]]

Archiving Emails from SmarterMail

2025-05-13T16:07:07Z

Rjansen: added warning about removed support

Support for SmarterMail has been permanently removed from MailStore Server 25.3 and all subsequent versions.

{{Implementation_Guide_Preamble|SmarterMail Server}}

== Synchronizing Users ==
Additionally to the internal user databases, SmarterMail may also use LDAP directory services such as 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|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 ==
{{Archiving Single Mailbox Preamble|SmarterMail}}
{{Archiving Single Mailbox}}
{{Archiving Multiple Mailboxes|SmarterMail}}

== Archiving Incoming and Outgoing Emails Directly ==
You can configure SmarterMail Server to save a copy of every email sent and received through the system in an additional mailbox. These emails can then be archived with MailStore Server using archiving tasks of the type [[Archiving IMAP and POP3 Multidrop Mailboxes]].

=== Step 1: Configure the mailbox to collect incoming and outgoing e-mails ===
Please set up this mailbox - in the following called "journal" - as follows:

* Login to SmarterMail Server by using the administrator's email address.
* Select ''Settings'' from the menu.
* In the left panel choose ''Domain Settings'' | ''Users''
* Now click on ''New'' to create a new user called ''journal'' as shown in the screenshot below.
*: [[File:Smartermail_1_en.PNG|center|520px]]
* Save the settings for the new user ''journal'' and logout.
* Login as administrator (not the email address) to your SmarterMail server.
* Click on ''Settings''.
* In the left panel select ''Events'' | ''New Event'' to create an event as shown below to journal all incoming emails. Enter your local email domain in the field ''To Domain''.
*: [[File:Smartermail_2_en.PNG|center|520px]]
* Give the event a unique name, e.g. ''Journal Incoming'' and save the settings.
* Open the ''Actions''-tab and set up an action for the newly created event as shown below.
*: [[File:Smartermail_3_en.PNG|center|520px]]
* Save your settings
* The event ''Journal Incoming'' now ensures to save a copy of all incoming messages in the mailbox of the ''journal'' user.
* Now create another event (e.g. call it ''Journal Outgoing'') to journal all outgoing emails as shown in the screenshot below. Enter your local email domain in the field ''From Domain''.
*: [[File:Smartermail_4_en.PNG|center|520px]]
* To save a copy of all outgoing messages in the mailbox of the ''journal'' user, you have to set up an action for this event as well.
*: [[File:Smartermail_3_en.PNG|center|520px]]

=== Step 2: Configuration of MailStore Server ===
{{Archiving Multidrop Mailbox}}

== Weblinks ==
* {{MailStore Support}}
* [http://www.smartertools.com/ Smartertools Homepage]
* [http://help.smartertools.com/SmarterMail/current/ SmarterMail Online Help]]

[[de:E-Mail-Archivierung von SmarterMail]]
[[en:Archiving Emails from SmarterMail]]

Implementation

2025-05-13T15:33:47Z

Rjansen: removed smartermail

__NOTOC__
==== Microsoft 365 & Microsoft Exchange Servers & Outlook.com ====
* [[Archiving Emails from Microsoft 365 (Modern Authentication)|Microsoft Exchange Online / Microsoft 365 (Modern Authentication)]]
* [[Archiving Emails from Microsoft 365 Hybrid|Microsoft Exchange Online / Microsoft 365 Hybrid]]
* [[Archiving Emails from Microsoft Exchange 2019|Microsoft Exchange 2019]]
* [[Archiving Emails from Microsoft Exchange 2016|Microsoft Exchange 2016]]
* [[Archiving Emails from Outlook.com|Outlook.com (Hotmail, Live, MSN)]]
==== Google Workspace & Gmail ====
* [[Archiving_Emails_from_Google_Workspace|Google Workspace]]
* [[Archiving_Emails_from_Gmail|Gmail]]
==== IMAP/POP3-based Email Servers ====
* [[Archiving Emails from MDaemon|MDaemon Email Server]]
* [[Archiving Emails from Kerio Connect|Kerio Connect (Kerio MailServer)]]
* [[Archiving Emails from IceWarp Server|IceWarp Server]]
* [[Archiving Emails from Intra2net Systems|Intra2net Appliance Pro / Business Server]]
* [[Archiving Emails from hMailServer|hMailServer]]
* [[Archiving Emails from Tobit David.fx|Tobit David.fx]]
* [[Archiving Emails from Zimbra|Zimbra Collaboration Suite]]
* [[Archiving Emails from Linux-based Email Servers|Linux-based Email Server]]
* [[Archiving Emails Without Your Own Emailserver]] (e.g. Hosted Exchange or POP3/IMAP-mailbox provided by an ISP)
==== Email Gateways ====
* [[Archiving Emails from NoSpamProxy|NoSpamProxy]]
==== Legacy Implementation Guides ====
{{{1|}}}
* [[Archiving Emails from Microsoft 365 (Basic Authentication)|Microsoft Exchange Online / Microsoft 365 (Basic Authentication)]]
* [[Archiving Emails from Microsoft Exchange 2013|Microsoft Exchange 2013]]
* [[Archiving Emails from Microsoft Exchange 2010|Microsoft Exchange 2010]]
* [[Archiving Emails from Microsoft Exchange 2007|Microsoft Exchange 2007]]
* [[Archiving Emails from Kolab|Kolab]]
* [[Archiving Emails from Scalix|Scalix]]
<noinclude>
[[de:Implementation]]
[[en:Implementation]]
</noinclude>

Archiving Emails from NoSpamProxy

2025-03-31T11:06:55Z

Rjansen:

This article only addresses archiving methods in environments without an email server. It is assumed that you already have a MailStore Server installation or [https://www.mailstore.com/en/products/mailstore-server/mailstore-server-trial-download/ test installation] and are familiar with the basic functionality of MailStore Server. Please refer to the [[MailStore_Help|Manual]] or the [[Quick Start Guide]] for more information.

Please proceed as follows:

* Configure ''NoSpamProxy'' according to their [https://docs.nospamproxy.com manual] so that emails are sent to a [https://help.mailstore.com/en/gateway/Quick_Start_Guide MailStore Gateway mailbox].
* Log on as MailStore Server administrator using MailStore Client.
* In MailStore Server, click on Archive Email.
* To create a new archiving profile, select ''NoSpamProxy'' from the ''Email Server'' list in the ''Create Profile'' area of the application window.
* A wizard opens that guides you through the setup process.

{{Template:MailStore_Gateway_Mailbox_Settings|||Arch_MailStore_Gateway_NoSpamProxy_02.png|TargetFolderHint=DontShow|DSLink=[[Administration|Directory Services Synchronization]]}}

[[de:E-Mail-Archivierung_von_NoSpamProxy]]
[[en:Archiving_Emails_from_NoSpamProxy]]

Template:Archiving MailStore Gateway Mailbox

2025-03-31T11:01:44Z

Rjansen:

Setting up archiving processes for MailStore Gateway mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter [[Email_Archiving_with_MailStore_Basics#Working_with_Archiving_Profiles|Working with Archiving Profiles]].

Before configuring MailStore Server, please make sure that a MailStore Server user account exists for each user whose emails are to be archived with the MailStore Gateway. Please refer to chapter [[Users,_Folders_and_Settings#User_Management|User Management]] for more information.

'''Important notice:''' It is imperative that, in user management under ''Properties'', the email address is specified for each user. This is the only way to make sure that the emails in the archive are assigned to the appropriate users. {{#ifeq: {{{POP3Hint|Show}}}|Show| If the POP3 user name does not match the user's email address, the user name has to be added separately.|}}

Please proceed as follows:

* Log on as MailStore Server administrator using MailStore Client.
* In MailStore Server, click on ''Archive Email''.
* To create a new archiving profile, select {{{4|''MailStore Gateway Mailbox''}}} from the ''Email Server'' list in the ''Create Profile'' area of the application window.
* A wizard opens that guides you through the setup process. 
*; [[File:{{{2|Arch_MailStore_Gateway_Office365_01.png}}}|center|347px]]
* Select {{{1|''Microsoft Exchange Online''}}} and click ''OK''. 

{{Template:MailStore_Gateway_Mailbox_Settings|||Arch_MailStore_Gateway_Office365_02.png|TargetFolderHint=DontShow|DSLink=[[Administration|Directory Services Synchronization]]}}

<noinclude>
[[de:Vorlage:Archivierung_MailStore_Gateway_Postfach]]
[[en:Template:Archiving_MailStore_Gateway_Mailbox]]
</noinclude>

Template:Archiving MailStore Gateway Mailbox

2025-03-31T10:56:49Z

Rjansen:

Setting up archiving processes for MailStore Gateway mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter [[Email_Archiving_with_MailStore_Basics#Working_with_Archiving_Profiles|Working with Archiving Profiles]].

Before configuring MailStore Server, please make sure that a MailStore Server user account exists for each user whose emails are to be archived with the MailStore Gateway. Please refer to chapter [[Users,_Folders_and_Settings#User_Management|User Management]] for more information.

'''Important notice:''' It is imperative that, in user management under ''Properties'', the email address is specified for each user. This is the only way to make sure that the emails in the archive are assigned to the appropriate users. {{#ifeq: {{{POP3Hint|Show}}}|Show| If the POP3 user name does not match the user's email address, the user name has to be added separately.|}}

Please proceed as follows:

* Log on as MailStore Server administrator using MailStore Client.
* In MailStore Server, click on ''Archive Email''.
* To create a new archiving profile, select {{{4|''MailStore Gateway Mailbox''}}} from the ''Email Server'' list in the ''Create Profile'' area of the application window.
* A wizard opens that guides you through the setup process. 
*; [[File:{{{2|Arch_MailStore_Gateway_Office365_01.png}}}|center|347px]]
* Select {{{1|''Microsoft Exchange Online''}}} and click ''OK''. 

{{Template:MailStore_Gateway_Mailbox_Settings|||Arch_MailStore_Gateway_NoSpamProxy_02.png|TargetFolderHint=DontShow|DSLink=[[Administration|Directory Services Synchronization]]}}

<noinclude>
[[de:Vorlage:Archivierung_MailStore_Gateway_Postfach]]
[[en:Template:Archiving_MailStore_Gateway_Mailbox]]
</noinclude>

Archiving Emails from NoSpamProxy

2025-03-31T10:26:29Z

Rjansen:

This article only addresses archiving methods in environments without an email server. It is assumed that you already have a MailStore Server installation or [https://www.mailstore.com/en/products/mailstore-server/mailstore-server-trial-download/ test installation] and are familiar with the basic functionality of MailStore Server. Please refer to the [[MailStore_Help|Manual]] or the [[Quick Start Guide]] for more information.

Please proceed as follows:

* Configure ''NoSpamProxy'' according to the [https://docs.nospamproxy.com manual] so that emails are sent to a [https://help.mailstore.com/en/gateway/Quick_Start_Guide MailStore Gateway mailbox].
* Log on as MailStore Server administrator using MailStore Client.
* In MailStore Server, click on Archive Email.
* To create a new archiving profile, select ''NoSpamProxy'' from the ''Email Server'' list in the ''Create Profile'' area of the application window.
* A wizard opens that guides you through the setup process.

{{Template:MailStore_Gateway_Mailbox_Settings|||Arch_MailStore_Gateway_NoSpamProxy_02.png|TargetFolderHint=DontShow|DSLink=[[Administration|Directory Services Synchronization]]}}

[[de:E-Mail-Archivierung_von_NoSpamProxy]]
[[en:Archiving_Emails_from_NoSpamProxy]]

Archiving Emails from Microsoft 365 - Modern Authentication

2025-02-13T11:53:48Z

Rjansen:

{{Implementation Guide Preamble|Exchange Online / Microsoft 365|{{#ev:youtube|https://youtu.be/X0Um0cDWGg0|350|right|''Tech Tip: Microsoft 365 Archiving Profiles''}}| Our Tech Tip video shows the essential configuration steps in this article.}}
 
{{Multiline Notices|Heading=Important Notices|If you have archived emails from an Exchange server and synchronized users from an Active Directory until now, follow the article [[Changing Archiving from Microsoft Exchange Server to Microsoft 365]].|MailStore Server supports archiving emails from the global Microsoft Cloud ''Microsoft 365'' and ''Office 365, operated by 21Vianet''. Other Environments like GCC, GCC High or DoD are not supported.|For better readability, the terms ''Microsoft 365'' and ''Exchange Online'' are used interchangeably hereinafter instead of ''Exchange Online / Microsoft 365''.}}

== App Registration & User Synchronization ==
Before archiving Microsoft 365 mailboxes, registering MailStore Server in your Microsoft 365 tenant is required. It is also highly recommended to synchronize users in MailStore Server directly with that tenant to fetch all information that is relevant for archiving such as email addresses. The registration and synchronization procedures are described in the chapter [[Synchronizing User Accounts with Microsoft 365 (Modern Authentication)]] of the MailStore Server manual.

'''Please note:''' MailStore Server runs as a [[MailStore Server Service Configuration|Windows service]] and thus must use ''Application Permissions'' to access user mailboxes in Microsoft 365. By design, on the Microsoft identity platform, which is at the heart of Microsoft 365 authentication and authorization, this permission scope encloses the full level of privileges implied by a permission. As a consequence, once registered as described above, MailStore Server has access to all mailboxes in your Microsoft 365 tenant. Therefore, with regard to security, access to the Microsoft 365 archiving profiles in MailStore Server is limited to MailStore Server administrators.

=== Including Microsoft 365 Shared Mailboxes ===
In Microsoft 365, shared mailboxes are special mailboxes that multiple users have access to. Unlike a normal mailbox, a shared mailbox is not associated to a licensed Microsoft 365 user. For MailStore Server to create user entries for shared mailboxes, you must therefore deactivate the option ''Synchronize licensed Microsoft Exchange Online users only'' in the section [[Synchronizing User Accounts with Microsoft 365 (Modern Authentication)#User_Database_Synchronization|User Database Synchronization]]. 
After synchronization you can grant MailStore Server users access to the archive of the shared mailbox by [[Users,_Folders_and_Settings#Folder_Access_.28e.g._Access_to_the_Emails_of_Other_Users.29|assigning privileges]]. For archiving shared mailboxes, just proceed as for individual or multiple mailboxes as detailed below.

== Archiving Individual Microsoft 365 Mailboxes ==
{{Archiving Single Mailbox Preamble|Microsoft 365}}
For each mailbox, please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft 365 mailbox 01.png|center|347px]]
* Select ''Single Mailbox'' and click on ''OK''.
*; [[File:Microsoft 365 mailbox 02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* In the ''Mailbox'' field, enter the primary email address of the user whose mailbox you want to archive.
* Click on ''Test'' to verify that MailStore Server can access the mailbox.
* Click on ''Next''.
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|Deletion Rules]]. By default, no emails will be deleted from the mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections).
*; [[File:Microsoft_365_mailbox_03.png|center|347px]]
* Click on ''Next'' to continue.
* Select the archive of the user for whom the selected mailbox is to be archived. If the user does not exist yet, click on ''Create a New User…''.
*; [[File:Microsoft_365_mailbox_04.png|center|347px]]
* 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, if desired, can be run immediately or automatically.

More information on how to execute archiving profiles can be found under the topic [[Email Archiving with MailStore Basics]]

== Archiving Multiple Microsoft 365 Mailboxes Centrally ==
{{Archiving Multiple Mailboxes Preamble|Microsoft 365}}
Please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft 365 mailboxes 01.png|center|347px]]
* Select ''Multiple Mailboxes'' and click ''OK''. 
*; {{Archiving_Multiple_or_Multidrop_Note|multiple mailboxes|[[#App_Registration_.26_User_Synchronization|directory synchronization]]}}
*; [[File:Microsoft 365 mailboxes 02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* Click on ''Next'' to continue.
*; [[File:Microsoft 365 mailboxes 03.png|center|347px]]
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|Deletion Rules]]. By default, no emails will be deleted from the mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections). Please keep in mind that these settings apply to all mailboxes to be archived, as specified in the next step.
*; {{Archiving_Multiple_Mailboxes_Centrally_Options|Microsoft_365_mailboxes_04.png|Microsoft 365}}

== Archiving Incoming and Outgoing Emails Directly ==
{{Archiving Exchange Journal Mailbox Preamble|Exchange Online}}

=== Step 1: Setup and Configure MailStore Gateway ===
Please refer to the [https://help.mailstore.com/en/gateway/ MailStore Gateway Manual] for detailed instructions about:

* Installation and Setup of MailStore Gateway
* Logging on to MailStore Gateway's Management Console
* Creating MailStore Gateway mailboxes

After these steps, a mailbox with an individual email address (e.g. mbx-dead1234beef5678@gateway.example.com) should exist.

=== Step 2: Configure MailStore Server ===
{{Archiving MailStore Gateway Mailbox|''In- and Outbound E-Mail Automatically''|Microsoft 365 journal 01.png|Arch_MailStore_Gateway_Office365_02.png|''Microsoft 365''|TargetFolderHint=DontShow|POP3Hint=DontShow|DSLink=[[#App_Registration_.26_User_Synchronization|directory synchronization]]}}

=== Step 3: Creating a Journal Rule ===
The following steps describe how to set up journaling for your Microsoft 365 account.

Since you are planning to use an external mailbox (MailStore Gateway) as the recipient for Journal reports, we highly recommend to first create an external contact with this mail address in your Exchange mailbox administration to prevent any later errors or warnings about an unknown recipient in the process.

* Sign in to the [https://purview.microsoft.com/ Microsoft 365 Purview portal] as an Exchange or Global Administrator for your Microsoft 365 tenant.
* In the left navigation menu select ''Settings''.
* In the now shown ''Settings'' submenu select ''Data Lifecycle Management'' and then select ''Exchange (legacy)'' or use [https://purview.microsoft.com/settings/application-settings/datalifecyclemanagement this link].
* Enter a mailbox in the ''Send undeliverable journal reports to'' section. This mailbox receives None Delivery Reports (NDRs) for undeliverable journal reports in case the primary journal mailbox is unreachable.
** This mailbox should be a dedicated mailbox for this purpose, which cannot reside in any Microsoft 365 tenant.
** The same journal report non-delivery reports mailbox must not be used for multiple tenants.
** The receiving mail server must not alter the ''X-MS-Exchange-Message-Is-Ndr'' email header.
** For this purpose, you can set up a second gateway on another server with an additional mailbox, as described in [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Step_1:_Setup_and_Configure_MailStore_Gateway|Step 1]]. Alternatively you can use any external mailbox that matches the above criteria.
** MailStore is able to extract the journal reports contained in the NDRs, then archive them like normal journal reports and thus assign the emails they contain to users. You can therefore create a second archiving profile as described in [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Step_2:_Configure_MailStore_Server|Step 2]], which archives from the Microsoft 365 journal report non-delivery reports mailbox.
* In the leftmost navigation menu select ''Data Lifecycle Management'', then ''Exchange (legacy)'', and finally ''Journal rules'' and therefore leave the ''Settings'' section or use [https://purview.microsoft.com/datalifecyclemanagement/exchange/journalrules this link].
* Create a new journaling rule by clicking on ''+ (New rule)''.
*:[[File:Arch_office365_journal_01.png|center|550px]]
* Enter the email address of the previously created MailStore Gateway mailbox in the ''Send journal reports to:'' box.
* Enter a name for the journal rule, e.g. ''Journaling''.
* In the ''Journal messages sent or received from'' section, select whether the rule should apply to everyone or to specific users or groups.
* Under ''Type of message to journal'', choose whether to capture all messages, internal messages only, or external messages only.
* Click on ''Next'', then validate your settings, click ''Submit'' to activate the rule.

== Public Folders ==
{{Archiving Exchange Public Folders Preamble|Exchange Online|Microsoft 365}}
* Sign in to the [https://admin.exchange.microsoft.com/#/publicfolders Microsoft 365 Exchange admin center] as an Exchange or Global Administrator for your Microsoft 365 tenant.
* Navigate to ''Public folders'', in case it it not already opened.
* Click on ''Root permissions''.
*: [[File:Microsoft_365_pf_01.png|center|480px]]
* The side-panel ''Folder permissions'' opens. Click on ''+ Add permissions''.
* Use the text box beneath ''Select User'' to choose the Microsoft 365 user you want to grant permissions.
* Choose ''Custom'' as ''Permission level'' and grant ''Read items'' and ''Delete all'' permissions.
*: [[File:Microsoft_365_pf_02.png|center|480px]]
* Click on ''Save Changes''.

=== Step 3: Setting up the Archiving Process ===
* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft 365 pf 03.png|center|347px]]
* Select ''Public Folders'' and click on ''OK''. 
*; [[File:Microsoft 365 pf 04.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* In the ''Mailbox'' field, enter the primary email address of the user that has access to the public folders as described above.
* The value of the ''Target Folder'' box defines the top level folder below which the public folder hierarchy will be created in the target archive. Usually, you can leave this value to its default.
* Click on ''Test'' to verify that MailStore can access the public folders.
* Click on ''Next'' to continue.
*; [[File:Microsoft 365 pf 05.png|center|347px]]
* Adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]]. By default, all public folders that contain emails will be archived.
* If needed, adjust [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|the filter]] and the [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving|Deletion Rules]]. By default, no emails will be deleted from the public folders. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections).
* Click on ''Next'' to continue.
*; [[File:Microsoft 365 pf 06.png|center|347px]]
* In the next step, select the archive of the user you have prepared in step 1.
* In the last step, specify a name for the archiving profile. After clicking ''Finish'' the archiving profile will be listed under ''Saved Profiles'' and can be run immediately or automatically if desired.

== About Archiving Archive Mailboxes ==
{{Archive_Mailbox_Folder_Structure}}

== Archiving Individual Microsoft 365 Archive Mailboxes ==
{{Archiving Single Archive Mailbox Preamble|Microsoft 365}}
For each mailbox, please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft_365_archive_mailbox 01.png|center|347px]]
* Select ''Single Archive Mailbox'' and click on ''OK''.
*; [[File:Microsoft_365_archive_mailbox 02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* In the ''Mailbox'' field, enter the primary email address of the user whose archive mailbox you want to archive.
* Click on ''Test'' to verify that MailStore Server can access the archive mailbox.
* Click on ''Next''.
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving|Deletion Rules]]. By default, no emails will be deleted from the archive mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections).
*; [[File:Microsoft_365_archive_mailbox_03.png|center|347px]]
* Click on ''Next'' to continue.
* Select the archive of the user for whom the selected archive mailbox is to be archived. If the user does not exist yet, click on ''Create a New User…''.
*; [[File:Microsoft_365_archive_mailbox_04.png|center|347px]]
* 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, if desired, can be run immediately or automatically.

More information on how to execute archiving profiles can be found under the topic [[Email Archiving with MailStore Basics]]

== Archiving Multiple Microsoft 365 Archive Mailboxes Centrally ==
{{Archiving Multiple Archive Mailboxes Preamble|Microsoft 365}}
Please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft_365_archive_mailboxes_01.png|center|347px]]
* Select ''Multiple Archive Mailboxes'' and click ''OK''. 
*; {{Archiving_Multiple_or_Multidrop_Note|multiple archive mailboxes|[[#App_Registration_.26_User_Synchronization|directory synchronization]]}}
*; [[File:Microsoft_365_archive_mailboxes_02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* Click on ''Next'' to continue.
*; [[File:Microsoft_365_archive_mailboxes_03.png|center|347px]]
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|Deletion Rules]]. By default, no emails will be deleted from the archive mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections). Please keep in mind that these settings apply to all mailboxes to be archived, as specified in the next step.
*; {{Archiving_Multiple_Mailboxes_Centrally_Options|Microsoft_365_archive_mailboxes_04.png|Microsoft 365}}

[[de:E-Mail-Archivierung_von_Microsoft_365_(Modern_Authentication)]]
[[en:Archiving_Emails_from_Microsoft_365_(Modern_Authentication)]]

Archiving Emails from Microsoft 365 - Modern Authentication

2025-02-13T11:41:07Z

Rjansen:

{{Implementation Guide Preamble|Exchange Online / Microsoft 365|{{#ev:youtube|https://youtu.be/X0Um0cDWGg0|350|right|''Tech Tip: Microsoft 365 Archiving Profiles''}}| Our Tech Tip video shows the essential configuration steps in this article.}}
 
{{Multiline Notices|Heading=Important Notices|If you have archived emails from an Exchange server and synchronized users from an Active Directory until now, follow the article [[Changing Archiving from Microsoft Exchange Server to Microsoft 365]].|MailStore Server supports archiving emails from the global Microsoft Cloud ''Microsoft 365'' and ''Office 365, operated by 21Vianet''. Other Environments like GCC, GCC High or DoD are not supported.|For better readability, the terms ''Microsoft 365'' and ''Exchange Online'' are used interchangeably hereinafter instead of ''Exchange Online / Microsoft 365''.}}

== App Registration & User Synchronization ==
Before archiving Microsoft 365 mailboxes, registering MailStore Server in your Microsoft 365 tenant is required. It is also highly recommended to synchronize users in MailStore Server directly with that tenant to fetch all information that is relevant for archiving such as email addresses. The registration and synchronization procedures are described in the chapter [[Synchronizing User Accounts with Microsoft 365 (Modern Authentication)]] of the MailStore Server manual.

'''Please note:''' MailStore Server runs as a [[MailStore Server Service Configuration|Windows service]] and thus must use ''Application Permissions'' to access user mailboxes in Microsoft 365. By design, on the Microsoft identity platform, which is at the heart of Microsoft 365 authentication and authorization, this permission scope encloses the full level of privileges implied by a permission. As a consequence, once registered as described above, MailStore Server has access to all mailboxes in your Microsoft 365 tenant. Therefore, with regard to security, access to the Microsoft 365 archiving profiles in MailStore Server is limited to MailStore Server administrators.

=== Including Microsoft 365 Shared Mailboxes ===
In Microsoft 365, shared mailboxes are special mailboxes that multiple users have access to. Unlike a normal mailbox, a shared mailbox is not associated to a licensed Microsoft 365 user. For MailStore Server to create user entries for shared mailboxes, you must therefore deactivate the option ''Synchronize licensed Microsoft Exchange Online users only'' in the section [[Synchronizing User Accounts with Microsoft 365 (Modern Authentication)#User_Database_Synchronization|User Database Synchronization]]. 
After synchronization you can grant MailStore Server users access to the archive of the shared mailbox by [[Users,_Folders_and_Settings#Folder_Access_.28e.g._Access_to_the_Emails_of_Other_Users.29|assigning privileges]]. For archiving shared mailboxes, just proceed as for individual or multiple mailboxes as detailed below.

== Archiving Individual Microsoft 365 Mailboxes ==
{{Archiving Single Mailbox Preamble|Microsoft 365}}
For each mailbox, please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft 365 mailbox 01.png|center|347px]]
* Select ''Single Mailbox'' and click on ''OK''.
*; [[File:Microsoft 365 mailbox 02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* In the ''Mailbox'' field, enter the primary email address of the user whose mailbox you want to archive.
* Click on ''Test'' to verify that MailStore Server can access the mailbox.
* Click on ''Next''.
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|Deletion Rules]]. By default, no emails will be deleted from the mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections).
*; [[File:Microsoft_365_mailbox_03.png|center|347px]]
* Click on ''Next'' to continue.
* Select the archive of the user for whom the selected mailbox is to be archived. If the user does not exist yet, click on ''Create a New User…''.
*; [[File:Microsoft_365_mailbox_04.png|center|347px]]
* 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, if desired, can be run immediately or automatically.

More information on how to execute archiving profiles can be found under the topic [[Email Archiving with MailStore Basics]]

== Archiving Multiple Microsoft 365 Mailboxes Centrally ==
{{Archiving Multiple Mailboxes Preamble|Microsoft 365}}
Please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft 365 mailboxes 01.png|center|347px]]
* Select ''Multiple Mailboxes'' and click ''OK''. 
*; {{Archiving_Multiple_or_Multidrop_Note|multiple mailboxes|[[#App_Registration_.26_User_Synchronization|directory synchronization]]}}
*; [[File:Microsoft 365 mailboxes 02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* Click on ''Next'' to continue.
*; [[File:Microsoft 365 mailboxes 03.png|center|347px]]
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|Deletion Rules]]. By default, no emails will be deleted from the mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections). Please keep in mind that these settings apply to all mailboxes to be archived, as specified in the next step.
*; {{Archiving_Multiple_Mailboxes_Centrally_Options|Microsoft_365_mailboxes_04.png|Microsoft 365}}

== Archiving Incoming and Outgoing Emails Directly ==
{{Archiving Exchange Journal Mailbox Preamble|Exchange Online}}

=== Step 1: Setup and Configure MailStore Gateway ===
Please refer to the [https://help.mailstore.com/en/gateway/ MailStore Gateway Manual] for detailed instructions about:

* Installation and Setup of MailStore Gateway
* Logging on to MailStore Gateway's Management Console
* Creating MailStore Gateway mailboxes

After these steps, a mailbox with an individual email address (e.g. mbx-dead1234beef5678@gateway.example.com) should exist.

=== Step 2: Configure MailStore Server ===
{{Archiving MailStore Gateway Mailbox|''In- and Outbound E-Mail Automatically''|Microsoft 365 journal 01.png|Arch_MailStore_Gateway_Office365_02.png|''Microsoft 365''|TargetFolderHint=DontShow|POP3Hint=DontShow|DSLink=[[#App_Registration_.26_User_Synchronization|directory synchronization]]}}

=== Step 3: Creating a Journal Rule ===
The following steps describe how to set up journaling for your Microsoft 365 account.

Since you are planning to use an external mailbox (MailStore Gateway) as the recipient for Journal reports, we highly recommend to first create an external contact with this mail address in your Exchange mailbox administration to prevent any later errors or warnings about an unknown recipient in the process.

* Sign in to the [https://purview.microsoft.com/ Microsoft 365 Purview portal] as an Exchange or Global Administrator for your Microsoft 365 tenant.
* In the left navigation menu select ''Settings''.
* In the now shown ''Settings'' menu select ''Data Lifecycle Management'' and then select ''Exchange (legacy)'' or use [https://purview.microsoft.com/settings/application-settings/datalifecyclemanagement this link].
* Enter a mailbox in the ''Send undeliverable journal reports to'' section. This mailbox receives None Delivery Reports (NDRs) for undeliverable journal reports in case the primary journal mailbox is unreachable.
** This mailbox should be a dedicated mailbox for this purpose, which cannot reside in any Microsoft 365 tenant.
** The same journal report non-delivery reports mailbox must not be used for multiple tenants.
** The receiving mail server must not alter the ''X-MS-Exchange-Message-Is-Ndr'' email header.
** For this purpose, you can set up a second gateway on another server with an additional mailbox, as described in [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Step_1:_Setup_and_Configure_MailStore_Gateway|Step 1]]. Alternatively you can use any external mailbox that matches the above criteria.
** MailStore is able to extract the journal reports contained in the NDRs, then archive them like normal journal reports and thus assign the emails they contain to users. You can therefore create a second archiving profile as described in [[Archiving_Emails_from_Microsoft_365_-_Modern_Authentication#Step_2:_Configure_MailStore_Server|Step 2]], which archives from the Microsoft 365 journal report non-delivery reports mailbox.
* In the leftmost navigation menu select ''Data Lifecycle Management'', then ''Exchange (legacy)'', and finally ''Journal rules'' and therefore leave the ''Settings'' section or use [https://purview.microsoft.com/datalifecyclemanagement/exchange/journalrules this link].
* Create a new journaling rule by clicking on ''+ (New rule)''.
*:[[File:Arch_office365_journal_01.png|center|550px]]
* Enter the email address of the previously created MailStore Gateway mailbox in the ''Send journal reports to:'' box.
* Enter a name for the journal rule, e.g. ''Journaling''.
* In the ''Journal messages sent or received from'' section, select whether the rule should apply to everyone or to specific users or groups.
* Under ''Type of message to journal'', choose whether to capture all messages, internal messages only, or external messages only.
* Click on ''Next'', then validate your settings, click ''Submit'' to activate the rule.

== Public Folders ==
{{Archiving Exchange Public Folders Preamble|Exchange Online|Microsoft 365}}
* Sign in to the [https://admin.exchange.microsoft.com/#/publicfolders Microsoft 365 Exchange admin center] as an Exchange or Global Administrator for your Microsoft 365 tenant.
* Navigate to ''Public folders'', in case it it not already opened.
* Click on ''Root permissions''.
*: [[File:Microsoft_365_pf_01.png|center|480px]]
* The side-panel ''Folder permissions'' opens. Click on ''+ Add permissions''.
* Use the text box beneath ''Select User'' to choose the Microsoft 365 user you want to grant permissions.
* Choose ''Custom'' as ''Permission level'' and grant ''Read items'' and ''Delete all'' permissions.
*: [[File:Microsoft_365_pf_02.png|center|480px]]
* Click on ''Save Changes''.

=== Step 3: Setting up the Archiving Process ===
* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft 365 pf 03.png|center|347px]]
* Select ''Public Folders'' and click on ''OK''. 
*; [[File:Microsoft 365 pf 04.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* In the ''Mailbox'' field, enter the primary email address of the user that has access to the public folders as described above.
* The value of the ''Target Folder'' box defines the top level folder below which the public folder hierarchy will be created in the target archive. Usually, you can leave this value to its default.
* Click on ''Test'' to verify that MailStore can access the public folders.
* Click on ''Next'' to continue.
*; [[File:Microsoft 365 pf 05.png|center|347px]]
* Adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]]. By default, all public folders that contain emails will be archived.
* If needed, adjust [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|the filter]] and the [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving|Deletion Rules]]. By default, no emails will be deleted from the public folders. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections).
* Click on ''Next'' to continue.
*; [[File:Microsoft 365 pf 06.png|center|347px]]
* In the next step, select the archive of the user you have prepared in step 1.
* In the last step, specify a name for the archiving profile. After clicking ''Finish'' the archiving profile will be listed under ''Saved Profiles'' and can be run immediately or automatically if desired.

== About Archiving Archive Mailboxes ==
{{Archive_Mailbox_Folder_Structure}}

== Archiving Individual Microsoft 365 Archive Mailboxes ==
{{Archiving Single Archive Mailbox Preamble|Microsoft 365}}
For each mailbox, please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft_365_archive_mailbox 01.png|center|347px]]
* Select ''Single Archive Mailbox'' and click on ''OK''.
*; [[File:Microsoft_365_archive_mailbox 02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* In the ''Mailbox'' field, enter the primary email address of the user whose archive mailbox you want to archive.
* Click on ''Test'' to verify that MailStore Server can access the archive mailbox.
* Click on ''Next''.
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving|Deletion Rules]]. By default, no emails will be deleted from the archive mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections).
*; [[File:Microsoft_365_archive_mailbox_03.png|center|347px]]
* Click on ''Next'' to continue.
* Select the archive of the user for whom the selected archive mailbox is to be archived. If the user does not exist yet, click on ''Create a New User…''.
*; [[File:Microsoft_365_archive_mailbox_04.png|center|347px]]
* 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, if desired, can be run immediately or automatically.

More information on how to execute archiving profiles can be found under the topic [[Email Archiving with MailStore Basics]]

== Archiving Multiple Microsoft 365 Archive Mailboxes Centrally ==
{{Archiving Multiple Archive Mailboxes Preamble|Microsoft 365}}
Please proceed as follows:

* Log on to MailStore Client as MailStore Server administrator.
* Click on ''Archive Email''.
* From the ''Email Servers'' list in the ''Create Profile'' area of the ''Archive Email'' page, select ''Microsoft 365'' or ''Microsoft 365 (21Vianet)'' to create a new archiving profile.
* A wizard opens to assist in specifying the archiving settings. 
*; [[File:Microsoft_365_archive_mailboxes_01.png|center|347px]]
* Select ''Multiple Archive Mailboxes'' and click ''OK''. 
*; {{Archiving_Multiple_or_Multidrop_Note|multiple archive mailboxes|[[#App_Registration_.26_User_Synchronization|directory synchronization]]}}
*; [[File:Microsoft_365_archive_mailboxes_02.png|center|347px]]
* Select the Microsoft 365 credentials that you have created during the registration of MailStore Server with Microsoft 365 from the ''Credentials'' drop-down list. You can also use the button (…) to access the [[Synchronizing_User_Accounts_with_Microsoft_365_(Modern_Authentication)#Creating_Credentials_in_MailStore_Server|Credential Manager]].
* Click on ''Next'' to continue.
*; [[File:Microsoft_365_archive_mailboxes_03.png|center|347px]]
* If needed, adjust the settings for the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|List of Folders to be Archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Archiving_Specific_Folders|Deletion Rules]]. By default, no emails will be deleted from the archive mailbox. The ''Timeout'' value only has to be adjusted in specific cases (e.g. with very slow network connections). Please keep in mind that these settings apply to all mailboxes to be archived, as specified in the next step.
*; {{Archiving_Multiple_Mailboxes_Centrally_Options|Microsoft_365_archive_mailboxes_04.png|Microsoft 365}}

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[[en:Archiving_Emails_from_Microsoft_365_(Modern_Authentication)]]