Difference between revisions of "Archiving Emails Without Your Own Emailserver"

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'''Please note:''' This article only addresses archiving methods in an environments without an email server. It is assumed that you already have a MailStore Server installation or [http://www.mailstore.com/en/lp/sendlicense.aspx test installation] and are familiar with the basic functionality of MailStore Server. Please refer to the [[Manual]] or the [[Quick_Start_Guide|Quick Start Guide]].
+
'''Please note:''' 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.
  
 
MailStore Server offers several methods for archiving emails from an email server; they are described in the following. If you are not sure which archiving method is best for your company, please refer to chapter [[Choosing the Right Archiving Strategy]].
 
MailStore Server offers several methods for archiving emails from an email server; they are described in the following. If you are not sure which archiving method is best for your company, please refer to chapter [[Choosing the Right Archiving Strategy]].
  
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= Creating and Synchronizing User Accounts =
+
== Creating and Synchronizing User Accounts ==
−
 
+
When emails are archived, they are always assigned to individual users. For each user, whose emails will be archived with MailStore, a user account has to be created in MailStore. In addition to [[Quick_Start_Guide#Adding_New_Users|manually setting up new users]], MailStore Server provides several options for importing existing user data.
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== Why do I Need User Accounts in MailStore? ==
 
−
 
 
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When emails are archived, they are always assigned to individual users. For each user, whose emails will be archived with MailStore, a user account has to be created in MailStore. In addition to the [[Erste_Schritte#Anlegen_eines_neuen_Benutzers|manual setup of new users]], MailStore Server provides several options for importing existing user data.
 
−
 
 
−
== Active Directory Synchronization ==
 
  
 +
=== Active Directory Synchronization ===
 
Within an Active Directory Domain Service environment, MailStore's internal user database can be synchronized with the active directory of your company. A description of this feature is available in the article [[Active Directory Integration]].
 
Within an Active Directory Domain Service environment, MailStore's internal user database can be synchronized with the active directory of your company. A description of this feature is available in the article [[Active Directory Integration]].
  
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== Generic LDAP Server Synchronization ==
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=== Generic LDAP Server Synchronization ===
−
 
 
 
MailStore Server offers support for generic LDAP servers, which is described in detail in the article [[Generic LDAP Integration]].
 
MailStore Server offers support for generic LDAP servers, which is described in detail in the article [[Generic LDAP Integration]].
  
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== Using a CSV File ==
+
=== Using a CSV File ===
−
 
+
In relation with IMAP batch archiving, using a CSV file constitutes another option for importing user data. Detailed information about this topic is available in the article [[Batch-archiving_IMAP_Mailboxes|Batch Archiving IMAP Mailboxes]].
−
In connection with IMAP batch archiving, using a CSV file constitutes another option for importing user data. Detailed information about this topic is available in the article [[Stapelarchivierung_von_IMAP-Postf%C3%A4chern#Vorbereitung_.28Erstellung_einer_CSV-Datei.29|Batch Archiving IMAP Mailboxes]].
 
−
 
 
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= Archiving Individual Mailboxes =
 
  
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== Archiving Local Email Programs ==
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== Archiving Individual Mailboxes ==
  
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MailStore supports archiving emails from locally installed email applications such as Microsoft Outlook, Outlook Express or Mozilla Thunderbird. This archiving method is especially useful for archiving historic data and is generally executed only once for each user. The emails located in the users' local profiles are placed in the central MalStore archive on the server. A detailed description of how to set up this archiving method is available in the article [[Archiving Emails from Outlook, Thunderbird and Others]].
+
=== Archiving Local Email Programs ===
 +
MailStore supports archiving emails from locally installed email applications such as Microsoft Outlook or Mozilla Thunderbird. This archiving method is especially useful for archiving historic data and is generally executed only once for each user. The emails located in the users' local profiles are placed in the central MailStore archive on the server. A detailed description of how to set up this archiving method is available in the article [[Archiving_Email_from_Outlook,_Thunderbird_and_others|Archiving Email from Outlook, Thunderbird and others]].
  
 
Once the dispersed inventory data has been stored in the MailStore archive, we recommend setting up central archiving profiles directly on the MailStore server for regularly archiving the user mailboxes. These are described below.
 
Once the dispersed inventory data has been stored in the MailStore archive, we recommend setting up central archiving profiles directly on the MailStore server for regularly archiving the user mailboxes. These are described below.
  
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== IMAP / POP3 ==
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=== IMAP / POP3 ===
−
 
 
 
Archiving individual mailboxes on any email server can be done using the IMAP or POP3 protocols. Information about setting up the archiving process is available in the article [[Archiving Server Mailboxes]].
 
Archiving individual mailboxes on any email server can be done using the IMAP or POP3 protocols. Information about setting up the archiving process is available in the article [[Archiving Server Mailboxes]].
  
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== Hosted Exchange ==
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=== Microsoft Office 365 ===
 +
If you are using Microsoft Office 365, please follow the instructions in our article [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)|Archiving Emails from Microsoft 365]].
  
 +
=== Hosted Exchange ===
 
For archiving a Hosted Exchange mailbox, MailStore requires the access data for the email account made available by the provider. This includes user name (usually the email address), password as well as the (Exchange) server name.
 
For archiving a Hosted Exchange mailbox, MailStore requires the access data for the email account made available by the provider. This includes user name (usually the email address), password as well as the (Exchange) server name.
  
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Generally, the email application identifies the name of the Exchange server automatically using the auto discovery function (if supported by the service provider). This is why the server name is typically unknown to the user. To determine the required information, several options are available which are described below:
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Generally, the email application identifies the name of the Exchange server automatically using the autodiscover function (if supported by the service provider). This is why the server name is typically unknown to the user.
  
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=== MailStore Exchange Autodiscover Tool ===
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The server can be detected manually using the ''Exchange Proxy Settings'' in Microsoft Outlook. They can be found at ''Tools | Account Settings | Change| More Settings | Connection | Exchange Proxy Settings''
  
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The free [[Media:ExchangeAutodiscover.zip|MailStore Exchange Autodiscover Tool]] provides the most convenient way for determining the Hosted Exchange server name.
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[[File:He_serversetting_en.png|600px|center]]
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After [[Media:ExchangeAutodiscover.zip|downloading]], extracting and starting the tool, it automatically detects the server name using the user name and password. Once retrieved, the data can be entered directly into the archiving profile.
 
  
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[[Datei:autodiscover.png|center]]
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The setup of the archiving process for a Hosted Exchange mailbox is the same as the setup for a single Exchange mailbox on a local Exchange server. Additional information is available at [http://en.help.mailstore.com/Archiving_Emails_from_Microsoft_Exchange_2007#Archiving_Individual_Mailboxes| Archiving Individual Exchange Server Mailboxes].
  
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=== Detecting Access Data Manually in Microsoft Outlook ===
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== Archiving Multiple Mailboxes in One Step ==
  
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The server can also be detected manually using the ''Exchange Proxy Settings'' in Microsoft Outlook. They can be found under ''Extras | Konteneinstellungen | Ändern | Weitere Einstellungen | Registerkarte Verbindung | Exchange-Proxyeinstellungen''
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=== Batch Archiving of IMAP Mailboxes ===
 +
Instructions for setting up [[Batch-archiving_IMAP_Mailboxes|Batch Archiving Of IMAP Mailboxes]] using a CSV file are available in the corresponding article.
  
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[[File:He_serversetting_de.png|600px|center]]
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=== Microsoft Office 365 ===
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The setup of the archiving process for a Hosted Exchange mailbox is the same as the setup for a single Exchange mailbox on a local Exchange server. Additional information is available at [[E-Mail-Archivierung_von_Microsoft_Exchange_2007#Archivierung_einzelner_Postf.C3.A4cher|Exchange Server Archivierung einzelner Postfächer]].
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If you are using Microsoft Office 365 or Microsoft Exchange Online, please follow the instructions in our article [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)|Archiving Emails from Microsoft 365]].
  
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= Archiving Multiple Mailboxes in One Step =
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=== Hosted Exchange ===
 +
If your Hosted Exchange service provider offers setting up a "service account", this account can be used to archive multiple mailboxes in MailStore Server centrally. A "service account" is a user account with extended access privileges to multiple Exchange mailboxes. Additional information as well as detailed instructions for setting the appropriate privileges is available in our Exchange implementation guides:
 +
{{Hosted_Exchange_Versions|Archiving_Multiple_Exchange_Mailboxes_Centrally|Exchange Server}}
 +
== Archiving Incoming and Outgoing Emails Directly ==
 +
To implement the archiving of all incoming and outgoing emails directly without using a local email server, several methods are available, depending on which features are provided by your email service provider.
  
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== Batch Archiving of IMAP Mailboxes ==
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=== IMAP-Multidrop Mailbox ===
 +
If your email service provider supports setting up and using an IMAP or POP3 multidrop mailbox, it can also be used to archive all incoming and outgoing emails in MailStore. Setup procedures are described in the article [[Archiving IMAP and POP3 Multidrop Mailboxes]].
  
−
Instructions for setting up [[batch archiving of IMAP mailboxes]] using a CSV file are available in the corresponding article.
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=== Microsoft Office 365 ===
 +
If you are using Microsoft Office 365, please follow the instructions in our article [[Archiving_Emails_from_Microsoft_365_(Modern_Authentication)|Archiving Emails from Microsoft 365]].
  
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== Microsoft Hosted Exchange ==
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=== Hosted Exchange ===
 +
In order to archive all incoming and outgoing emails in a hosted Microsoft Exchange environment, it is required to set up journaling for all users or just a specific a distribution group of Exchange users. Please contact your hosting provider if this is possible. Information on how to archive emails from a journal mailbox can be found in our Exchange implementation guides:
 +
{{Hosted_Exchange_Versions|Step_3:_Configuration_of_MailStore_Server|Exchange Server}}
  
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If your Hosted Exchange service provider offers setting up a "service account", this account can be used to archive multiple mailboxes in MailStore Server centrally. A "service account" is a user account with extended access privileges to multiple Exchange mailboxes. Additional information as well as detailed instructions for setting the appropriate privileges is available in the articles [[E-Mail-Archivierung_von_Microsoft_Exchange_2007#Mehrere_Exchange-Postf.C3.A4cher_zentral_archivieren|Exchange Server 2007]] and [[E-Mail-Archivierung_von_Microsoft_Exchange_2010#Mehrere_Exchange-Postf.C3.A4cher_zentral_archivieren|Exchange Server 2010]]
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=== MailStore Gateway ===
 +
If none of the previous options are available and sending and receiving emails is done via SMTP/POP3, the free program MailStore Gateway can be used as it provides SMTP and POP3 proxy functionality. Technically, MailStore Gateway is placed between the local email clients (e.g. Thunderbird, Outlook, etc.) and the email server of the email service provider. Email clients are reconfigured to send and receive emails via MailStore Gateway, instead of the email service provider's server.
  
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= Archiving Incoming and Outgoing Emails Directly =
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<p class="msnote">'''Please note:''' MailStore Gateway only supports encrypted connections to protect login information and the transferred email content. The inbound connection parameters (e.g. port, encryption type) are used for the outbound connection to the email service provider's server as well.</p>
  
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To implement the archiving of all incoming and outgoing emails directly without using a local email server, several methods are available depending on which protocols are supported by your email service provider:
+
==== Setup MailStore Gateway ====
 +
The following are general steps to setup MailStore Gateway for the SMTP/POP3 proxy archiving scenario. Please refer to the [https://help.mailstore.com/en/gateway/ MailStore Gateway Manual] for detailed instructions about:
  
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== MailStore Proxy ==
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* Installation and setup
 +
* Logging on to the management console
 +
* Creating mailboxes
  
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If sending and receiving emails via POP3/SMTP, the free program MailStore Proxy can be used. Generally, the proxy server is placed between the local email client (e.g. Thunderbird, Outlook, etc.) and the email server of the service provider.  
+
After these steps, a mailbox with a unique ID (i.e. mbx-dead1234beef5678) should exist.
  
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=== Setup of the MailStore Proxy ===
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Once a new MailStore Gateway mailbox has been created, the configuration of the email clients must be changed. On the ''SMTP Proxy'' and ''POP3 Proxy'' tabs in the MailStore Gateway Management Console, the generic client configuration is shown. The example below demonstrates which particular settings need to be modified, followed by instructions on how to configure them in well known email clients.
  
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To setup the MailStore Proxy, please proceed as follows:
+
<p class=msnote>'''In environments with branch- or home offices, please note:''' Please keep in mind that all email clients have to be set up for using the MailStore Gateway. Because of this, the email clients in branch- or home offices have to be routed through the main office for sending or receiving emails. This can be done by using a VPN connection, for example.</p>
  
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* Install the MailStore proxy server on a machine which is able to connect to the internet. This can but does not have to be the same machine on which MailStore Server is installed.
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'''Example'''
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* Open the administration via MailStore Proxy Admin and set up a server for each, the incoming (POP3) and the outgoing (SMTP) connection. (Hint: If you retrieve your emails from different email servers, you can add additional proxy servers to the configuration.)
+
{|
 +
! Email Service Provider Domain
 +
| example.net
 +
|-
 +
! Local Domain
 +
| example.com
 +
|-
 +
! MailStore Gateway Server Name
 +
| gateway.example.com
 +
|-
 +
! Mailbox ID
 +
| mbx-dead1234beefdead5678beef
 +
|}
  
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: [[Image:Proxy_server_settings_smtp_de.png|600px|center]]
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'''SMTP Settings'''
  
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* Enter a meaningful name for the local SMTP server
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{| class="wikitable"
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* Under ''Incoming'', choose the IP address from which the proxy server is to accept connections in the local network (Default: ''All IP addresses'')
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!
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* Enter the port used (Default: 25)<br/>'''Please note:'''If there already is a program listening to port 25 on the machine on which the MailStore proxy server runs, an alternative port (e.g. port 26) has to be used for MailStore Proxy. Please keep in mind that this setting must be taken into account when setting up the email clients
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!Old Value
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* Under ''Destination Server'', enter the SMTP server address of your provider
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!New Value
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* Enter the port used (default: 25)
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|-
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* If the connection to the destination server is to be encrypted, choose the encryption type under encryption. Whether or not the connection to the destination server will be encrypted does in no way depend on the connection to MailStore Proxy being encrypted.<br/>'''Please note:''' When using encryption type SSL, the connections are generally made via port 465, not port 25. If necessary, change the value of the field ''port'' after destination server accordingly.
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!Server Name
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*
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|smtp.example.net
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* Erfordert der im Feld Ziel-Server eingetragene SMTP-Server eine Authentifizierung, können Sie in den Feldern Benutzername und Kennwort Zugangsdaten festlegen. Diese werden dann für die Verbindung zum Ziel-Server verwendet. Somit ist es z.B. nicht erforderlich, diese Zugangsdaten auf den Arbeitsstationen zu hinterlegen.
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|gateway.example.com
 +
|-
 +
!Port
 +
|587
 +
|587
 +
|-
 +
!Security
 +
|STARTTLS
 +
|STARTTLS
 +
|-
 +
!User Name
 +
|john.doe
 +
|john.doe%smtp.example.net%mbx-dead1234beefdead5678beef
 +
|}
  
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Nachdem Sie die SMTP-Server Verbindung konfiguriert haben, wechseln Sie auf den Reiter ''POP3 Proxy Server'', um diesen ebenfalls zu konfigurieren
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'''POP3 Settings'''
 +
{| class="wikitable"
 +
!
 +
!Old Value
 +
!New Value
 +
|-
 +
!Server Name
 +
|pop.example.net
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|gateway.example.com
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|-
 +
!Port
 +
|995
 +
|995
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|-
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!Security
 +
|SSL/TLS
 +
|SSL/TLS
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|-
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!User Name
 +
|john.doe
 +
|john.doe%pop.example.net%mbx-dead1234beefdead5678beef
 +
|}
  
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: [[Image:Proxy_server_settings_pop3_de.png|550px|center]]
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==== Setup of Email Clients ====
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Next, configure your email clients to use MailStore Gateway.
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* Vergeben Sie für den lokalen POP3-Server einen aussagekräftigen Namen
 
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* Wählen Sie unter ''Eingehend'' die IP-Adresse aus, auf welcher der Proxy-Server Verbindungen im lokalen Netzwerk annehmen soll (Standard: ''Alle IP-Adressen'')
 
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* Tragen Sie den verwendeten Port ein (Standard: 110)<br/>'''Hinweis:''' Sollte auf dem Rechner, auf dem der MailStore Proxy-Server läuft, bereits ein Programm installiert sein, welches den Port 110 abhört, so muss für den MailStore Proxy ein alternativer Port (bsp. 111) verwendet werden. Bitte beachten Sie, dass diese Einstellung bei der Einrichtung der E-Mail-Clients ebenfalls berücksichtigt werden muss.
 
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* Geben Sie unter ''Ziel-Server'' die POP3-Server Adresse Ihres Providers ein
 
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* Tragen Sie den verwendeten Port ein(Standard: 110)
 
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* Falls die Verbindung zum Zielserver verschlüsselt werden soll, wählen Sie unter Verschlüsselung den Verschlüsselungstyp. Ob die Verbindung zum Zielserver verschlüsselt wird, ist völlig unabhängig davon, ob die Verbindung zum MailStore Proxy verschlüsselt ist.<br/>'''Hinweis: '''achten Sie, dass beim Verschlüsselungstyp SSL die Verbindungen in der Regel nicht über den Port 110 sondern über Port 995 stattfinden. Ändern Sie ggf. den Wert für das Feld Port unter Ziel-Server entsprechend ab.
 
−
 
 
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Nachdem Sie alle notwendigen Einstellungen vorgenommen haben, muss der MailStore Proxy-Server Dienst einmal neu gestartet werden. Anschließend können Sie das Konfigurationsprogramm schließen.
 
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=== Einrichtung des verwendeten E-Mail-Clients ===  
 
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Im nächsten Schritt konfigurieren Sie Ihre E-Mail-Clients für die Verwendung des MailStore Proxy (nachfolgend beschrieben unter Verwendung von Mozilla Thunderbird und Outlook 2007).
 
  
 
'''Mozilla Thunderbird:'''
 
'''Mozilla Thunderbird:'''
  
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* Öffnen Sie in Mozilla Thunderbird die Postfacheinstellungen über ''Extras | Konteneinstellungen''
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* In Mozilla Thunderbird, open the mailbox settings via ''Thunderbird Menu > Options > Account Settings''.
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* Wählen Sie unter ''Postausgangs-Server (SMTP)'' Ihren aktuell verwendeten SMTP-Server aus und klicken Sie auf ''Bearbeiten''
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* Under ''Outgoing Mail Server (SMTP)'', select your current SMTP server and click on ''Edit''.
 +
*: [[File:Client_settings_smtp.png|350px|center]]
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* Change the ''Server Name'' to the host name or the IP address of the MailStore Gateway computer.
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* Adjust the ''User Name'' field to match the format ''remote_username%target_server%mailbox_id'' where
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** ''remote_username'' is the user name (e.g. john.doe) to login to a mailbox on ''target_server'',
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** ''target_server'' is the host name of the email service provider's server (e.g. smtp.example.net),
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** ''mailbox_id'' is the unique identifier of the MailStore Gateway mailbox into which copies of the sent emails are to be stored,
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** ''%'' is the percent character that is used as separator between the parameters.
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* Click on ''OK'' to save the changes.
 +
* To change the POP3 server, click on ''Server Settings'' under the corresponding account.
 +
*: [[File:Client_settings_pop3.png|350px|center]]
 +
* Change the ''Server Name'' to the host name or the IP address of the MailStore Gateway computer.
 +
* Adjust the user name to match the format ''remote_username%target_server%mailbox_id'' where
 +
** ''remote_username'' is the user name (e.g. john.doe) to login to a mailbox on ''target_server'',
 +
** ''target_server'' is the host name of the email service provider's server (e.g. pop.example.net),
 +
** ''mailbox_id'' is the unique identifier of the MailStore Gateway mailbox into which copies of the received emails are to be stored,
 +
** ''%'' is the percent character that is used as separator between the parameters.
 +
* Click ''OK'' to save the settings.
  
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: [[File:Thunderbird_client_settings_smtp_de.png|600px|center]]
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Send a test email to verify the new settings. If they are correct, the email will be sent to the mailbox of the recipient and a copy is stored in the MailStore Gateway mailbox with the given ID.
−
 
 
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* Ändern Sie den verwendeten SMTP-Server und tragen Sie dort den DNS-Namen oder die IP-Adresse des MailStore Proxy ein
 
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* Übernehmen Sie die Änderungen mit ''OK''
 
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* Klicken Sie nun zur Änderung des POP3-Servers auf ''Server-Einstellungen''
 
−
 
 
−
: [[File:Thunderbird_client_settings_pop3_de.png|600px|center]]
 
−
 
 
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* Ändern Sie den verwendeten POP3-Server und tragen Sie dort ebenfalls den DNS-Namen oder die IP-Adresse des MailStore Proxy ein.
 
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* Speichern Sie die Einstellungen
 
−
 
 
−
Um die geänderten Einstellungen zu überprüfen, versenden Sie eine Testnachricht. Wenn alle Einstellungen korrekt sind, wird die E-Mail im Postfach des Empfängers zugestellt. Hierneben finden Sie im ''Ausgabeverzeichnis'' eine Kopie der E-Mail-Nachricht als *.eml Datei sowie eine Reportdatei mit der Bezeichnung *.mpr.
 
  
 
'''Microsoft Outlook'''
 
'''Microsoft Outlook'''
  
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* Öffnen Sie die Postfacheinstellungen<br/>'''Outlook 2007:''' Klicken Sie im Menüpunkt ''Extras | Kontoeinstellungen''<br/>'''Outlook 2010:''' Klicken Sie auf der Ribbon Bar auf ''Datei'' und anschließend unter dem Menüpunkt ''Informationen'' auf ''Kontoeinstellungen | Kontoeinstellungen''
+
* Open the mailbox settings by clicking on ''File > Info > Account Settings > Manage Profiles > Email Accounts...''
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* Wählen Sie das gewünschte Konto aus und klicken Sie auf ''Ändern''
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* Select the appropriate account and click on ''Change''.
−
 
+
*: [[File:Client_Settings_Outlook.png|350px|center]]
−
: [[File:Outlook07_client_settings_de.png|600px|center]]
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* Change the SMTP server as well as the POP3 server being used and enter the host name or the IP address of the MailStore Gateway computer.
−
 
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* Adjust the user name to match the format ''remote_username%target_server%mailbox_id'' where
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* Ändern Sie den verwendeten SMTP-Server sowie den verwendeten POP3-Server und tragen Sie dort den DNS-Namen oder die IP-Adresse des MailStore Proxy ein
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** ''remote_username'' is the user name (e.g. john.doe) to login to a mailbox on ''target_server'',
−
* Übernehmen Sie die Änderungen durch klicken auf ''Weiter | Fertig stellen''  
+
** ''target_server'' is the host name of the email service provider's server (e.g. pop.example.net),
−
 
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** ''mailbox_id'' is the unique identifier of the MailStore Gateway mailbox into which copies of the received emails are to be stored,
−
Um die geänderten Einstellungen zu überprüfen, versenden Sie eine Testnachricht. Wenn alle Einstellungen korrekt sind, wird die E-Mail im Postfach des Empfängers zugestellt. Hierneben finden Sie im ''Ausgabeverzeichnis'' eine Kopie der E-Mail-Nachricht als *.eml Datei sowie eine Reportdatei mit der Bezeichnung *.mpr.
+
** ''%'' is the percent character that is used as separator between the parameters.
−
 
+
* Click on ''More Settings ...''
−
'''Hinweis für Umgebungen mit Filialbetrieb oder Home-Office:''' Bitte beachten Sie, dass sämtliche E-Mail-Clients für die Verwendung des MailStore Proxy-Servers eingerichtet werden müssen. Daher müssen auch die E-Mail-Clients in den Zweigstellen oder im Home-Office für den E-Mailversand bzw. -empfang über die Zentrale geroutet werden. Dies kann beispielsweise unter Verwendung einer VPN-Verbindung geschehen.
+
* Open the tab ''Outgoing Server''.
 +
*: [[File:Outlook08_client_settings_en.png|350px|center]]
 +
* Check the box ''My outgoing server (SMTP) requires authentication''.
 +
* Select the option ''Log on using''.
 +
* Adjust the user name to match the format ''remote_username%target_server%mailbox_id'' where
 +
** ''remote_username'' is the user name (e.g. john.doe) to login to a mailbox on ''target_server'',
 +
** ''target_server'' is the host name of the email service provider's server (e.g. smtp.example.net),
 +
** ''mailbox_id'' is the unique identifier of the MailStore Gateway mailbox into which copies of the sent emails are to be stored,
 +
** ''%'' is the percent character that is used as separator between the parameters.
 +
* Enter the password for the outgoing server.
 +
* Click ''OK''.
 +
* Save the changes by clicking  on ''Next > Finish''.
  
−
== IMAP-Sammelpostfach ==
+
Send a test email to verify the new settings. If they are correct, the email will be sent to the mailbox of the recipient and a copy is stored in the MailStore Gateway mailbox with the given ID.
  
−
Sofern Ihr E-Mailprovider die Einrichtung und Verwendung eines IMAP- oder POP3-Sammelpostfachs unterstützt, kann hiermit ebenfalls eine Archivierung aller ein- und ausgehenden E-Mails in MailStore realisiert werden (alternativ zur Verwendung des MailStore Proxy-Servers). Die Einrichtung finden Sie im entsprechenden Artikel [[IMAP- und POP3-Sammelpostfächer archivieren]] beschrieben.
+
==== Setup of MailStore ====
 +
{{Archiving MailStore Gateway Mailbox|''E-mail Client''|Arch_MailStore_Gateway_Client_01.png|Arch_MailStore_Gateway_Client_02.png|DSLink=[[#Creating_and_Synchronizing_User_Accounts|directory synchronization]]}}
  
−
= Weblinks =
+
[[de:E-Mail-Archivierung_ohne_eigenen_E-Mail-Server]]
−
* [http://www.mailstore.com/de/support.aspx MailStore Support]
+
[[en:Archiving_Emails_Without_Your_Own_Emailserver]]

Latest revision as of 09:32, 8 May 2023

Please note: This article only addresses archiving methods in environments without an email server. It is assumed that you already have a MailStore Server installation or test installation and are familiar with the basic functionality of MailStore Server. Please refer to the Manual or the Quick Start Guide for more information.

MailStore Server offers several methods for archiving emails from an email server; they are described in the following. If you are not sure which archiving method is best for your company, please refer to chapter Choosing the Right Archiving Strategy.

Creating and Synchronizing User Accounts

When emails are archived, they are always assigned to individual users. For each user, whose emails will be archived with MailStore, a user account has to be created in MailStore. In addition to manually setting up new users, MailStore Server provides several options for importing existing user data.

Active Directory Synchronization

Within an Active Directory Domain Service environment, MailStore's internal user database can be synchronized with the active directory of your company. A description of this feature is available in the article Active Directory Integration.

Generic LDAP Server Synchronization

MailStore Server offers support for generic LDAP servers, which is described in detail in the article Generic LDAP Integration.

Using a CSV File

In relation with IMAP batch archiving, using a CSV file constitutes another option for importing user data. Detailed information about this topic is available in the article Batch Archiving IMAP Mailboxes.

Archiving Individual Mailboxes

Archiving Local Email Programs

MailStore supports archiving emails from locally installed email applications such as Microsoft Outlook or Mozilla Thunderbird. This archiving method is especially useful for archiving historic data and is generally executed only once for each user. The emails located in the users' local profiles are placed in the central MailStore archive on the server. A detailed description of how to set up this archiving method is available in the article Archiving Email from Outlook, Thunderbird and others.

Once the dispersed inventory data has been stored in the MailStore archive, we recommend setting up central archiving profiles directly on the MailStore server for regularly archiving the user mailboxes. These are described below.

IMAP / POP3

Archiving individual mailboxes on any email server can be done using the IMAP or POP3 protocols. Information about setting up the archiving process is available in the article Archiving Server Mailboxes.

Microsoft Office 365

If you are using Microsoft Office 365, please follow the instructions in our article Archiving Emails from Microsoft 365.

Hosted Exchange

For archiving a Hosted Exchange mailbox, MailStore requires the access data for the email account made available by the provider. This includes user name (usually the email address), password as well as the (Exchange) server name.

Generally, the email application identifies the name of the Exchange server automatically using the autodiscover function (if supported by the service provider). This is why the server name is typically unknown to the user.

The server can be detected manually using the Exchange Proxy Settings in Microsoft Outlook. They can be found at Tools | Account Settings | Change| More Settings | Connection | Exchange Proxy Settings

He serversetting en.png

The setup of the archiving process for a Hosted Exchange mailbox is the same as the setup for a single Exchange mailbox on a local Exchange server. Additional information is available at Archiving Individual Exchange Server Mailboxes.

Archiving Multiple Mailboxes in One Step

Batch Archiving of IMAP Mailboxes

Instructions for setting up Batch Archiving Of IMAP Mailboxes using a CSV file are available in the corresponding article.

Microsoft Office 365

If you are using Microsoft Office 365 or Microsoft Exchange Online, please follow the instructions in our article Archiving Emails from Microsoft 365.

Hosted Exchange

If your Hosted Exchange service provider offers setting up a "service account", this account can be used to archive multiple mailboxes in MailStore Server centrally. A "service account" is a user account with extended access privileges to multiple Exchange mailboxes. Additional information as well as detailed instructions for setting the appropriate privileges is available in our Exchange implementation guides:

Archiving Incoming and Outgoing Emails Directly

To implement the archiving of all incoming and outgoing emails directly without using a local email server, several methods are available, depending on which features are provided by your email service provider.

IMAP-Multidrop Mailbox

If your email service provider supports setting up and using an IMAP or POP3 multidrop mailbox, it can also be used to archive all incoming and outgoing emails in MailStore. Setup procedures are described in the article Archiving IMAP and POP3 Multidrop Mailboxes.

Microsoft Office 365

If you are using Microsoft Office 365, please follow the instructions in our article Archiving Emails from Microsoft 365.

Hosted Exchange

In order to archive all incoming and outgoing emails in a hosted Microsoft Exchange environment, it is required to set up journaling for all users or just a specific a distribution group of Exchange users. Please contact your hosting provider if this is possible. Information on how to archive emails from a journal mailbox can be found in our Exchange implementation guides:


MailStore Gateway

If none of the previous options are available and sending and receiving emails is done via SMTP/POP3, the free program MailStore Gateway can be used as it provides SMTP and POP3 proxy functionality. Technically, MailStore Gateway is placed between the local email clients (e.g. Thunderbird, Outlook, etc.) and the email server of the email service provider. Email clients are reconfigured to send and receive emails via MailStore Gateway, instead of the email service provider's server.

Please note: MailStore Gateway only supports encrypted connections to protect login information and the transferred email content. The inbound connection parameters (e.g. port, encryption type) are used for the outbound connection to the email service provider's server as well.

Setup MailStore Gateway

The following are general steps to setup MailStore Gateway for the SMTP/POP3 proxy archiving scenario. Please refer to the MailStore Gateway Manual for detailed instructions about:

  • Installation and setup
  • Logging on to the management console
  • Creating mailboxes

After these steps, a mailbox with a unique ID (i.e. mbx-dead1234beef5678) should exist.

Once a new MailStore Gateway mailbox has been created, the configuration of the email clients must be changed. On the SMTP Proxy and POP3 Proxy tabs in the MailStore Gateway Management Console, the generic client configuration is shown. The example below demonstrates which particular settings need to be modified, followed by instructions on how to configure them in well known email clients.

In environments with branch- or home offices, please note: Please keep in mind that all email clients have to be set up for using the MailStore Gateway. Because of this, the email clients in branch- or home offices have to be routed through the main office for sending or receiving emails. This can be done by using a VPN connection, for example.

Example

Email Service Provider Domain example.net
Local Domain example.com
MailStore Gateway Server Name gateway.example.com
Mailbox ID mbx-dead1234beefdead5678beef

SMTP Settings

Old Value New Value
Server Name smtp.example.net gateway.example.com
Port 587 587
Security STARTTLS STARTTLS
User Name john.doe john.doe%smtp.example.net%mbx-dead1234beefdead5678beef

POP3 Settings

Old Value New Value
Server Name pop.example.net gateway.example.com
Port 995 995
Security SSL/TLS SSL/TLS
User Name john.doe john.doe%pop.example.net%mbx-dead1234beefdead5678beef

Setup of Email Clients

Next, configure your email clients to use MailStore Gateway.

Mozilla Thunderbird:

  • In Mozilla Thunderbird, open the mailbox settings via Thunderbird Menu > Options > Account Settings.
  • Under Outgoing Mail Server (SMTP), select your current SMTP server and click on Edit.
    Client settings smtp.png
  • Change the Server Name to the host name or the IP address of the MailStore Gateway computer.
  • Adjust the User Name field to match the format remote_username%target_server%mailbox_id where
    • remote_username is the user name (e.g. john.doe) to login to a mailbox on target_server,
    • target_server is the host name of the email service provider's server (e.g. smtp.example.net),
    • mailbox_id is the unique identifier of the MailStore Gateway mailbox into which copies of the sent emails are to be stored,
    • % is the percent character that is used as separator between the parameters.
  • Click on OK to save the changes.
  • To change the POP3 server, click on Server Settings under the corresponding account.
    Client settings pop3.png
  • Change the Server Name to the host name or the IP address of the MailStore Gateway computer.
  • Adjust the user name to match the format remote_username%target_server%mailbox_id where
    • remote_username is the user name (e.g. john.doe) to login to a mailbox on target_server,
    • target_server is the host name of the email service provider's server (e.g. pop.example.net),
    • mailbox_id is the unique identifier of the MailStore Gateway mailbox into which copies of the received emails are to be stored,
    • % is the percent character that is used as separator between the parameters.
  • Click OK to save the settings.

Send a test email to verify the new settings. If they are correct, the email will be sent to the mailbox of the recipient and a copy is stored in the MailStore Gateway mailbox with the given ID.

Microsoft Outlook

  • Open the mailbox settings by clicking on File > Info > Account Settings > Manage Profiles > Email Accounts...
  • Select the appropriate account and click on Change.
    Client Settings Outlook.png
  • Change the SMTP server as well as the POP3 server being used and enter the host name or the IP address of the MailStore Gateway computer.
  • Adjust the user name to match the format remote_username%target_server%mailbox_id where
    • remote_username is the user name (e.g. john.doe) to login to a mailbox on target_server,
    • target_server is the host name of the email service provider's server (e.g. pop.example.net),
    • mailbox_id is the unique identifier of the MailStore Gateway mailbox into which copies of the received emails are to be stored,
    • % is the percent character that is used as separator between the parameters.
  • Click on More Settings ...
  • Open the tab Outgoing Server.
    Outlook08 client settings en.png
  • Check the box My outgoing server (SMTP) requires authentication.
  • Select the option Log on using.
  • Adjust the user name to match the format remote_username%target_server%mailbox_id where
    • remote_username is the user name (e.g. john.doe) to login to a mailbox on target_server,
    • target_server is the host name of the email service provider's server (e.g. smtp.example.net),
    • mailbox_id is the unique identifier of the MailStore Gateway mailbox into which copies of the sent emails are to be stored,
    • % is the percent character that is used as separator between the parameters.
  • Enter the password for the outgoing server.
  • Click OK.
  • Save the changes by clicking on Next > Finish.

Send a test email to verify the new settings. If they are correct, the email will be sent to the mailbox of the recipient and a copy is stored in the MailStore Gateway mailbox with the given ID.

Setup of MailStore

Setting up archiving processes for MailStore Gateway mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter 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 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. 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 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.

    Arch MailStore Gateway Client 01.png
  • Select E-mail Client and click OK.

    Please note: To be able to archive a MailStore Gateway mailbox, MailStore Server users along with their email addresses must exist in the MailStore Server user management. If this is not the case, MailStore Server will offer to set up and run the directory synchronization at this point. Once completed, the wizard will resume.
    Alternatively, you can cancel the wizard and create users manually as described the in chapter User Management.

  • Fill out the fields Host, Mailbox ID and Password. Click on Test to verify the data entered.

    If MailStore Gateway uses a TLS certificate from a certificate authority that is not trusted by the MailStore Server computer, the option Accept all certificates must be checked.

    Arch MailStore Gateway Client 02.png
  • Adjust any further settings such as how to handle emails with unknown addresses or asking MailStore Server to delete emails after they have been archived.

    Please note: If you are additionally archiving messages from the users mailboxes, you have to set the target folder names here to the folder names that match the names that were created by the user mailbox archiving profiles. Otherwise, additional or similar folders could be created in the users' archives. The folder names are case-sensitive.

  • If the option Synchronize with Directory Services before archiving is enabled, the MailStore Server user list will be synchronized with the configured directory service before the archiving process actually runs. This has the advantage that, for example, new employees will be created as MailStore Server users before archiving which enables MailStore Server to sort their emails into the correct archives.
  • Click on Next.
  • The timeout value only has to be adjusted on a case-by-case basis (e.g. with very slow servers or network connections).
  • Click on Next.
  • At the last step, select a name for the new archiving profile. After clicking on Finish, the archiving profile will be listed under Saved Profiles and can be run immediately or automatically, if desired.
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