Archiving Emails Without Your Own Emailserver

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 test installation and are familiar with the basic functionality of MailStore Server. Please refer to the Manual or the Quick Start Guide.

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

Why do I Need User Accounts in MailStore?

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 manual setup of 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 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 Batch Archiving IMAP Mailboxes.

Archiving Individual Mailboxes

Archiving Local Email Programs

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.

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.

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 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:

MailStore Exchange Autodiscover Tool

The free MailStore Exchange Autodiscover Tool provides the most convenient way for determining the Hosted Exchange server name. After 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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Detecting Access Data Manually in Microsoft Outlook

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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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 Exchange Server Archivierung einzelner Postfächer.

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 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 the articles Exchange Server 2007 and Exchange Server 2010

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 protocols are supported by your email service provider:

MailStore Proxy

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.

Setup of the MailStore Proxy

To setup the MailStore Proxy, please proceed as follows:

• 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.
• 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.)

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• Enter a meaningful name for the local SMTP server
• Under Incoming, choose the IP address from which the proxy server is to accept connections in the local network (default: All IP addresses)
• Enter the port used (default: port 25)
  Please note:If there already is a program listening to port 25 installed 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
• Under Destination Server, enter the SMTP server address of your provider
• Enter the port used (default: port 25)
• If the connection to the destination server is to be encrypted, select the encryption type. 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.
  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 under destination server accordingly.
• If the SMTP server entered as destination server requires authentication, access data can be specified in the fields user name and password. This data is then used to connect to the destination server. Therefore, it is not necessary to keep the access data on the work stations.

Once the SMTP server connection is configured, open the POP3 Proxy Server tab to configure the POP3 server connection.

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• Enter a meaningful name for the local POP3-Server
• Under Incoming select the IP address from which the proxy server is to accept connections in the local network. (Default: All IP addresses)
• Enter the port used (default: port 110)
  Please note: If there already is a program listening to port 110 installed on the machine on which the MailStore proxy server runs, an alternative port (e.g. port 111) must be used for MailStore Proxy. Please keep in mind that this setting must be taken into account when setting up the email clients.
• Under destination server enter the POP3 server address of you provider
• Enter the port used (default: port 110)
• If the connection to the destination server is to be encrypted, select the encryption type. 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.
  Please note: When using encryption type SSL, the connections are generally made via port 995, not port 110. If necessary, change the value for the field port under destination server accordingly.

Once all necessary configurations are complete, the MailStore Proxy Server service must be restarted once. Afterwards, you may close the configuration program.

Einrichtung des verwendeten E-Mail-Clients

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:

• Öffnen Sie in Mozilla Thunderbird die Postfacheinstellungen über Extras | Konteneinstellungen
• Wählen Sie unter Postausgangs-Server (SMTP) Ihren aktuell verwendeten SMTP-Server aus und klicken Sie auf Bearbeiten

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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
• Übernehmen Sie die Änderungen mit OK
• Klicken Sie nun zur Änderung des POP3-Servers auf Server-Einstellungen

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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.
• 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

• Öffnen Sie die Postfacheinstellungen
  Outlook 2007: Klicken Sie im Menüpunkt Extras | Kontoeinstellungen
  Outlook 2010: Klicken Sie auf der Ribbon Bar auf Datei und anschließend unter dem Menüpunkt Informationen auf Kontoeinstellungen | Kontoeinstellungen
• Wählen Sie das gewünschte Konto aus und klicken Sie auf Ändern

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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
• Übernehmen Sie die Änderungen durch klicken auf Weiter | Fertig stellen

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.

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.

IMAP-Sammelpostfach

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.

Weblinks

• MailStore Support