Archiving Emails from Microsoft Exchange 2010

Please note: This tutorial only covers the specifics of archiving a Microsoft Exchange 2010 server. It is assumed that you already have a MailStore Server installation or test installation and are familiar with the fundamentals of MailStore Server. Please refer to the Manual or Quick Start Guide for more information.

MailStore Server offers several ways to archive emails from a Microsoft Exchange 2010 server, 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 an Exchange Mailbox

Archiving Multiple Exchange Mailboxes Centrally

With MailStore, some or all mailboxes of an Exchange server can be archived in a single step. All necessary preparations, such as creating MailStore users, can be made automatically. The archiving process can be executed manually or automatically according to a schedule.

Step 1: Setting up a central user for accessing mailboxes

Before the archiving process can be set up in MailStore, a user with access to all mailboxes to be archived has to be created. The corresponding method is called impersonation in Microsoft Exchange.

The following preconditions have to be met to be able to configure Exchange Impersonation:

• Administrative access to the Microsoft Exchange 2007 system on which the Client Access Role is installed
• Domain Administrator privileges
• An installation of Remote PowerShell on the machine which is used to execute the commands or access to the Exchange 2010 Server via Remote Desktop.

The following commands are executed in the Microsoft Exchange Management Shell:

Add access privileges

 New-ManagementRoleAssignment -Name:"MailStore Impersonation" `
 -Role:ApplicationImpersonation -User:serviceaccount

serviceaccount is the user account in UPN (User Principal Name) notation which you will use to access the mailboxes from MailStore. Please make sure that this user is not a member of any Exchange or Windows administrative group.

Check access privileges

Get-ManagementRoleAssignment -Role:ApplicationImpersonation ' 
 -RoleAssigneeType:User | Format-List *

 Get-ManagementRoleAssignment -Identity:"MailStore Impersonation" ' 
 | Format-List *

Remove access privileges

The following command is only to be used, if you want to remove access privileges from serviceaccount

Remove-ManagementRoleAssignment "MailStore Impersonation"

Step 2: Configuration of MailStore Server

Centrally Archiving Multiple Exchange Mailboxes

Archiving Incoming and Outgoing Emails Directly

With the support of the Exchange Server Journaling functionality, MailStore can archive the incoming and outgoing emails of all users automatically. This is the only way to ensure that all emails are archived in their entirety

Basic Functionality

Microsoft Exchange Server provides the option to take down all incoming, outgoing and internal email traffic. At the time of sending and receiving, a copy of the respective email is created and stored in a mailbox called Journal Mailbox. Additionally, the email is provided with a Journal report containing information about the actual senders and recipients.

MailStore can be configured to archive this Journal mailbox at regular intervals. During this process, the emails from the Journal mailbox will be assigned to their respective MailStore users (i.e. their user archives) automatically. This means that all users are able to view only their own emails.

Before the archiving process can be set up in MailStore, Journaling has to be set up for the Exchange Server. Please proceed as follows:

Step 1: Creating a Mailbox for Journaling

To set up a new Exchange user with a meaningful name, e.g. journal, please proceed as follows:

• Start the Exchange Management Console and click on Recipient Configuration.
• Click on New Mailbox.
• Select User Mailbox and click on Next.
• Select New User and click on Next.
• Enter journal as user name (see screen shot below) and confirm by clicking on Next.

• Click on Browse to select a mailbox database and click on Next.
• Confirm the summary by clicking on New. The user journal is created.

Step 2: Configuring a New Mailbox as Journal Mailbox

Open the Exchange Management Console. In the tree structure, open Organization Configuration and then Hub Transport. Click on the Journaling tab and in the area on the right on New Journal Rule.

The dialog window New Journal Rule opens:

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• Enter a name for the journal rule, e.g. Journaling.
• Click on Browse and select the user "journal" created above.
• Under Scope, choose Global to capture all messages, Internal to capture internally sent messages only, or External to capture only those message with an external sender or recipient.
• Make sure that the checkbox Enable Rule is activated.
• Click on New 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.

Once the new configuration has come into effect, a copy of all incoming and outgoing emails is stored in the Journal mailbox (along with a report called Envelope). MailStore can now be configured to archive the Journal mailbox in regular intervals as described below.

Step 3: Configuration of MailStore Server

Archiving an Exchange Journal Mailbox

Public Folders

MailStore Server can archive the emails from the public folders of Microsoft Exchange servers and make them available to some or all MailStore users. The archiving process can be executed manually or automatically according to a schedule.

Preparation

During archiving, emails are always assigned to individual users. Even when archiving a public folder, the user (or the user archive), for whom the emails are to be archived, has to be specified.

For this reason, first create a MailStore user for whom the public folder is to be archived. This user can be called publicfolder, for example. Next, all other users can be given access to the archive of the user publicfolder. This way, the archived content of the public folder is available to all MailStore users.

If MailStore users are not to have access to the archived public folder, skip this step and simply archive the emails to the user archive of the administrator (admin).

Information about how to create a new user in MailStore is available in the chapter User Management.

To be able to access all objects stored in all public folders without any problems, it is recommended to execute the following commands on the Exchange 2010 server hosting the respective public folders.

• First, add the role Public Folder Management to a serviceAccount

 Add-Rolegroupmember -Identity "Public Folder Management" -Member '
 serviceAccount

• Next, use the PowerShell Script AddUsersToPfRecursive.ps1 to add "Editor" permissions for all public folders.

 .\AddUsersToPfRecursive.ps1 -TopPublicFolder "\" -User '
 serviceAccount -Permission Editor

serviceAccount is now able to read, write and delete all objects stored in public folders. Don't forger to substitute serviceaccount with the Windows Useraccount in UPN (User Principle name) notation you want to use for archiving.

Archiving an Exchange Public Folder

Troubleshooting

The settings described above work in most cases. Yet, depending on the configuration of Microsoft Exchange Server, it is possible that a connection or registration fails even if all data has been entered correctly. If the suggestions in the corresponding error messages do not eliminate the problem, please try one or more of these alternative settings:

• Use HTTP instead of HTTPS.
• Make sure that the field Mailbox (opt.) contains the user's email address if it is different from the user's Windows login name.
• Use IMAP (unencrypted), IMAP-TLS or IMAP-SSL (both encrypted) instead of HTTP(S). To use IMAP, it has to be activated in Exchange.

Throttling in Exchange 2010 SP1

Exchange 2010 supports throttling since the RTM version. With throttling you can control, on the server side, the speed as well as the amount of emails individual users can download from the server. Since SP1 for Exchange 2010 this is a standard feature. When installing SP1 an experimental throttling policy may be activated which is unsuitable for productive operations.

Please note: Always enter the UPN (User Principal Name) of the Window user used for archiving as serviceaccount.

Determining the Throttling Policy Applied to the MailStore serviceaccount

You can use the following Powershell script to check if the serviceaccount that MailStore uses for archiving is slowed down by a throttling policy:

 $policy = $null
 $policyLink = (Get-Mailbox serviceaccount).ThrottlingPolicy 
 if ($policyLink -eq $null)
 { 
   $policy = Get-ThrottlingPolicy | where-object {$_.IsDefault -eq $true}
 }
 else
 {
   $policy = $policyLink | Get-ThrottlingPolicy
 }
 
 $result = $policy | format-list -property Name, IsDefault, EWS*
 $result

To use the script, please copy the entire content into a .TXT file, change serviceaccount to the UPN (User Principal Name) of the Windows user who is used for archiving, and save the script as policycheck.ps1 (on the desktop of the Exchange server, for example).

The script can now be executed from the Exchange Management Shell. Since, in the context of MailStore Server, only the EWS* values are of any interest, the following result may be displayed:

 [PS] C:\users\Administrator\Desktop>.\policycheck.ps1 
 
 Name                          : DefaultThrottlingPolicy_8c5771...
 IsDefault                     : True
 EWSMaxConcurrency             : 100
 EWSPercentTimeInAD            : 50
 EWSPercentTimeInCAS           : 90
 EWSPercentTimeInMailboxRPC    : 60
 EWSMaxSubscriptions           : 5000
 EWSFastSearchTimeoutInSeconds : 60
 EWSFindCountLimit             : 1000

In this case, no separate policy exists for the serviceaccount. Since the property 'IsDefault' is true, the default throttling policy of the system applies to the serviceaccount. If the value was false, an individual policy would already have been applied to the serviceaccount whose name would be listed under 'Name'.

Da die Eigenschaft 'IsDefault' den Wert 'True' hat, gilt die Default Throttling Policy des Systems auch für den serviceaccount. Bei einem Wert 'False' wäre dem serviceaccount bereits eine individuelle Policy zugeordnet worden deren Namen man dem Wert 'Name' entnehmen kann.

Erzeugen und Zuweisen einer individuellen Throttling Policy

Es bietet sich an, für den serviceaccount eine eigene Policy einzurichten, um die Gesamtstabilität des Exchange 2010 Systems nicht durch eine zu großzügige Policy-Definition der Default Trottling Policy zu beeinträchtigen. Um für den serviceaccount eine eigene - auf die Belange von MailStore angepasste - Throttling Policy einzurichten, sind nur drei Zeilen nötig.

 New-ThrottlingPolicy MailStore 
 
 Get-ThrottlingPolicy MailStore | Set-ThrottlingPolicy -EWSFindCountLimit 2500 '
 -EWSPercentTimeInAD 70 -EWSPercentTimeInCAS 120 -EWSPercentTimeInMailboxRPC 80
 
 Set-Mailbox "servcieaccount" -ThrottlingPolicy MailStore

In Zeile 1 wird eine neue Trottling Policy erzeugt, Zeile 2 definiert die gewünschten Werte für die Policyund in Zeile 3 wird dem serviceaccount die individuelle Throttling Policy zugeordnet.

Wichtiger Hinweis: Um dem serviceaccount eine Policy zuweisen zu können, muss für diesen eine Mailbox eingerichtet sein.

Entfernen und Löschen einer individuellen Throttling Policy

Um eine individuelle Throttling Policy von einer Mailbox/einem Benutzeraccount zu entfernen führt man das folgende Kommando auf der Exchange Management Shell aus.

 Set-Mailbox "Serviceaccount" -ThrottlingPolicy $null

Damit wird die Zuweisung einer Trottling Policy aufgehoben. Um die Throttling Policy im Anschluss vom Exchange System zu löschen, setzt man den folgenden Befehl auf der Exchange Management Shell ab.

 Remove-ThrottlingPolicy MailStore 

Die Nachfrage bestätigt man mit "Y". Anschließend ist die Policy rückstandsfrei vom System gelöscht.

Weblinks

• MailStore Support