Difference between revisions of "Exporting Email"

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Latest revision as of 10:52, 3 November 2021

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.
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, 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: Mailbox [email protected]
TO: Exchange Server EXCHANGE01
SCOPE: All folders except drafts

Like archiving profiles, existing export profiles can be executed, modified, deleted or even executed automatically. Further details can be found in the chapters Working with Archiving Profiles and 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 is 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.

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.

@@ Line 1: / Line 1: @@
-MailStore provides several functions regarding the export of 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.
+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 =
+== Available Export Destinations ==
 === Email Server ===
+*'''Microsoft&nbsp;365 Mailbox''' - A folder named ''MailStore Export'' is created in the Microsoft&nbsp;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.
-*'''Exchange mailbox''' - A folder named ''MailStore Export'' is created in the Exchange mailbox into which emails are copied.
+*'''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.
-*'''IMAP mailbox''' - A folder named ''MailStore Export'' is created in an IMAP mailbox into which emails are copied.
+*'''Google Workspace''' - A folder named ''MailStore Export'' is created in a Google Workspace mailbox into which emails are copied.
-*'''Email address using SMTP'''- Emails are forwarded to a specified email address using SMTP, the standard protocol for sending emails.
+*'''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.
-* '''Microsoft Outlook''' - A folder named ''MailStore Export'' is created in Microsoft Outlook into which emails are copied.
+* '''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.
-* '''Windows Mail''' - A folder named ''MailStore Export'' is created in Windows Mail into which emails are copied.
+* '''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.
-* '''Mozilla Thunderbird''' - A folder named ''MailStore Export'' is created in Mozilla Thunderbird into which emails are copied.
-* '''Mozilla SeaMonkey''' - A folder named ''MailStore Export'' is created in Mozilla SeaMonkey into which emails are copied.
 === Email Files ===
-*'''Directory (File System)''' - Either EML or MSG files are created (one per email).
+*'''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.
+* '''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.
-*'''CD/DVD''' - Either EML or MSG files (one per email) are burned to CD or DVD. MailStore can also distribute the backup among several storage media; CDs and DVDs can be used interchangeably. Rewritable disks (CD-RW or DVD-/+RW) can be used as well.
-'''Please note:''' EML files can be opened independently from MailStore by double-clicking and moving to applications such as Outlook Express via drag & drop. Outlook MSG files can be opened or archived directly with all versions of Microsoft Outlook (except Outlook Express).
+'''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 =
+== 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 email preview''' - To export an email currently displayed in the Email Preview, click on Export in the menu bar above the preview and select the export destination. A window appears in which additional settings may have to be specified.
+=== 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 (folder contents or search results)''' - Highlight the emails to be exported by holding down the control key (Ctrl) and right-clicking onto the emails. Pressing Ctrl and A highlights all emails. Click ''Export To'' and select the export destination. A window 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.
+=== 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 =
+== 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.
-In MailStore, 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: Mailbox [email protected]
-* TO: Exchange server EXCHANGE01
+* TO: Exchange Server EXCHANGE01
 * SCOPE: All folders except drafts
-== Creating an Export Profile ==
+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]]
+<p class="msnote">'''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 is 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.</p>
+=== 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 administrator is allowed to export the emails of others.
+* 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.
-* In MailStore, click on ''Export Email''.
+* Click on ''Export Email''.
 [[File:accs_export_01.png|center|450px]]
@@ Line 54: / Line 58: @@
 * 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 database backup) can be selected as well. Click on ''Next''.<br/><br/>'''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 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''.<br/><br/>'''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.
-Just like archiving profiles, already existing export profiles can be executed, edited or deleted at any time. Additional information is available in chapter [[Email_Archiving_with_MailStore_Basics#Working_with_Archiving_Profiles|Working with Archiving Profiles]].
+[[de:E-Mails_exportieren]]
+[[en:Exporting Email]]
-== Executing an Export Profile ==
-On the start page of MailStore Client, click on Export Email. From the list under Saved Settings (Profiles), select the profile to be executed and click on Run. After the export process has finished, a message appears containing information about any errors that may have occurred.
-= Automating the Export Process =
-With MailStore, every exporting task (every export profile) can be executed automatically according to specified points in time.
-== Procedure ==
-*Start MailStore Client on the computer on which the exporting task is to be executed according to a schedule. Please keep in mind that, if a full backup is to be performed, this has to be the computer on which MailStore Server is installed. If the emails of other users are to be exported, log on as administrator.
-*On the start page of MailStore Client, click on ''Export and Backup''.
-*Right-click on an existing profile and select ''Schedule Task''. Information about creating exporting tasks is available in the previous chapter: Exporting Emails.
-[[File:arch_schedule_01.png|center|350px]]
-In the next window ("Schedule Task"), the following settings of the planned task can be specified:
-'''Task - Name:''' The task name can be chosen freely. By default, the name of the export profile and its internal MailStore ID are used.
-'''Trigger:''' A time for daily execution (the task is executed once a day) or a time time interval (e.g. every 60 minutes) can be specified.
-If the option Other Trigger is chosen, the exporting task is created as Windows task but execution times still have to be specified. This has to be done using the Windows task planner and is described in Windows Help. All options offered by your current Windows version can be used.
-'''Windows Account:''' Specify here which user account is to be used when executing the scheduled task. The option Local System Account can be used for exports with destination Directory (File System) or CD/DVD, for example, and has the advantage that no password is required to execute the task. If the emails are to be archived from the applications of the current user (e.g. from Microsoft Outlook), the corresponding user account must be selected. In such cases, the option Local System Account is deactivated.
-'''Log Messages''' - File Name: If a log file is to be created, the name for that file can be specified here. The placeholders {DATE} and {TIME} can be used in the file name which will be replaced by the actual date and time during the archiving process. If desired, the log file can also be created on a network drive.
-After all settings have been specified, the task can be created by clicking on OK. Confirm the following safety prompt by clicking OK again. If any account other than the Local System Account has been selected under Windows Account, the Windows password of the currently logged on user has to be entered.
-A list of scheduled tasks is displayed in MailStore's Administrative Tools, showing all tasks created on the current computer up to this point.
-== Managing Scheduled Tasks ==
-Scheduled tasks created on the current computer are managed in Administrative Tools under Scheduled Tasks.
-[[File:arch_schedule_02.png|center|450px]]
-The list shows all scheduled tasks for archiving and export processes that were created on the current computer.
-'''Run Task:''' The selected task is executed immediately regardless of its scheduled runtime.
-'''Properties:''' The Windows task planner is opened for the selected task; all options offered by the  current Windows version can be used.
-'''Delete Task:''' The selected task is deleted. This does not affect the underlying archiving profile or any of the archived emails.
-'''Open Log Files Directory:''' The directory containing the protocols for the selected task is opened.
-== Viewing the Command Line ==
-If desired, the export process can be incorporated into a larger procedure, such as one run by a batch file (.bat). To simplify this process, MailStore offers the option Copy Cmd Line in the Schedule Task window (see above). Click on it to view a command line that can be incorporated into the desired procedure. For example:
- REM *** Microsoft Outlook (ID 77) ***
- "C:\Program Files\deepinvent\MailStore Server\MailStoreCmd.exe"
- --h="localhost" --pkv3="16:0e:95:b0:79:d2:e8:e0" -u="admin" --p="admin"
- --o="C:\ProgramData\MailStore\TaskLog\77_{DATE}-{TIME}.log"
- -c export-execute --id=77 --user="admin" --verbose
-The command line is to be read as follows:
-'''"...\MailStoreCmd.exe"''' - MailStoreCmd.exe is the MailStore Management Shell. It was developed for the automated execution of certain processes in MailStore. Additional information about MailStoreCmd is available in chapter The MailStore Management Shell.
-'''--h="localhost"''' - The computer name of the MailStore server to which MailStoreCmd.exe is to connect.
-'''--pkv3="..."''' - Public Key Fingerprint. It ensures that the MailStore server at the time of archiving is the same as it was at the time when the scheduled task was created (optimal safety feature).
-'''--u="admin"''' - User name.
-'''--p="admin"''' - Password.
-'''-c''' - The actual command follows (non-interactive mode).
-'''import-execute --id=77 --user="admin"''' - Execute the archiving profile of user admin with the  internal ID 77.