Introduction

Emails can be archived from the mailboxes of email servers such as Microsoft Exchange as well as from the locally installed email clients of the users.

All archiving tasks can be performed manually or automatically according to a schedule.

Various Archiving Features

Archiving emails from Microsoft Outlook and other email clients
As opposed to all other archiving features, it is imperative that the MailStore Client software is installed on the user computers when archiving emails from these users' email applications.

Once the archiving task is set up, it can be started manually by the user or executed automatically according to a schedule any number of times. Additional information about this topic is available in the chapter Archiving Emails from Outlook, Thunderbird and Other Applications.

Archiving Outlook PST and other files (file import) As administrator, you can archive Microsoft Outlook PST and other files, such as emails in .eml format, for other MailStore users. Additional information about these topics is available in chapters Archiving Outlook PST Files Directly and Archiving Emails from External Systems (File Import).

Archiving Exchange mailboxes and public folders With MailStore, already existing Exchange mailboxes as well as public folders can be archived. You have the option to archive individual, multiple or all mailboxes in one step. Additional information about this topic is available in chapter MailStore and Microsoft Exchange.

Archiving server mailboxes In addition to Microsoft Exchange server mailboxes, the mailboxes of other email servers can be archived using IMAP or POP3 protocols. These include web-based mailboxes such as Google Mail or Web.de. Additional information about this topic is available in the chapter Archiving Server Mailboxes.

Archiving multidrop mailboxes If you have a single multidrop mailbox for your domain on the ISP's mailserver or your current mailserver is able to deliver copies of all sent and received emails to another mailbox, MailStore is able to fetch all emails from such multidrop mailboxes and put them into the corresponding user's archive. Additional information about this topic is available in the chapter Archiving Multidrop IMAP Mailboxes.

Archiving emails directly upon sending and receiving MailStore can archive the entire incoming and outgoing email traffic automatically. If an Exchange server is available, this can be done through its Envelope Journaling function. In all other system environments, the MailStore proxy server can be used. The MailStore proxy server is available to all MailStore Server customers free of charge. Additional information about this topic is available in the chapter Archiving Incoming and Outgoing Emails Directly.

Performance Features of the Archiving Process

Emails are archived in facsimile and MIME compatible.
During the archiving process, file attachments are compressed automatically using a sophisticated algorithm.
MailStore stores identical file attachments only once in the archive (single-instance storage).
During the archiving process, emails and file attachments are automatically indexed for a full-text search.
The file attachments to be indexed can be free defined.

Working with Archiving Profiles

In MailStore, every archiving task is stored as an archiving profile. The archiving process is started by executing such a profile.

Such an archiving profile could contain the following information:

WHAT: Mailbox [email protected]
FROM: Exchange server EXCHANGE01
TO (Target archive in MailStore): peter.berten
SCOPE: All folders except drafts
DELETION RULE: Delete all archived emails older than 3 month from the Microsoft Exchange mailbox.

Creating an Archiving Profile

Start MailStore Client and click on Archive Email to create and execute an archiving profile.
In the upper area of the application window, select the source from which the emails are to be archived (e.g. Microsoft Outlook). A wizard opens.
At the first steps of the wizard, several different settings can be specified for the archiving profile. These include the selection of folders (e.g. "Inbox") and deletion rules (by default, no emails are deleted).
Please note: If you are logged on to MailStore Server as administrator, you will be prompted for the target archive (user archive), in which the emails are to be stored. If logged on as regular user, the corresponding user archive will be used automatically.
At the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Settings (Profiles) and can be run immediately, if desired.

Starting the Archiving Process

From the list under Saved Settings (Profiles), select the archiving profile to be executed and click on Run.

After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred.

In addition to being executed manually, archiving profiles can also be run automatically according to a schedule. Simply right-click on an existing profile and select Schedule Task. Additional information about this topic is available in chapter Automating the Archiving Process.

Executing Archiving Profiles Multiple Times

Any archiving profile can be run any number of times without concern. MailStore only archives emails that are not yet stored in the target archive (the specified user archive). MailStore also detects if any emails were moved to a different folder within the source application (e.g. Microsoft Outlook) and repeats such moves in MailStore accordingly.

Editing Archiving Profiles

To edit an existing archiving profile, right-click on the profile and select Properties. Make any desired changes and click on OK to save the new settings.

Deleting Archiving Profiles

If no longer needed, archiving profiles can be deleted. This has no effect on the emails that have already been archived. They remain in the archive. Right-click on the profile to be deleted and select Delete. A confirmation prompt appears; click on OK.

Managing and Executing the Archiving Profiles of Other Users

As MailStore administrator (admin), the archiving profiles created by other users for themselves can be managed as well. Simply select the checkbox Show Profiles of All Users in the lower left corner of the screen. Now the profiles can be edited, executed or deleted as if they were your own.

Exception: Executing the archiving profiles for Microsoft Outlook and other email clients for other users Generally, it is sensible to execute these profiles exclusively on the computer on which the corresponding application is installed. More precisely: If Mr. Brown has an archiving profile for Microsoft Outlook, it can be viewed and edited by the administrator through MailStore Client. However, executing this profile only makes sense if it is run using the MailStore Client that is installed on Mr. Brown's computer. This exception is only valid for Outlook, Outlook Express/Windows Live Mail, Thunderbird and Seamonkey.