Archiving Emails from Google Workspace
Please note: This tutorial only covers the specifics of archiving Google Mail mailboxes based on Google Apps. 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 the Quick Start Guide for more information.
MailStore Server offers several ways to archive emails from Google Mail mailboxes, 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.
Synchronizing Users
It is required to first set up a synchronization with Google Apps as described in chapter Google Apps Integration of the MailStore manual as the API credentials needed to configure archiving must first be created in the Google Apps Integration configuration process.
Note that while Google Apps uses it's own internal directory service, this directory service can be synchronized with external LDAP or Active Directory environments. Even if the Google Apps directory is not the primary source of user account information, it is highly recommended to synchronize MailStore Server directly with Google Apps.
Archiving Individual Mailboxes
By following the procedure described here, a single Google Apps mailbox can be archived for a specific MailStore user. The archiving process can be executed manually or automatically according to a schedule.
- Log on to MailStore Client as MailStore administrator. Only an administrator can archive emails via a Google Apps Service Account.
- Click on Archive Email.
- From the Email Servers list in the Create Profile area of the window, select Google Apps to create a new archiving profile.
- A wizard opens to assist in specifying the archiving settings.
- Select Single Mailbox and click on OK.
- The Service Account and Certificate from the Google Apps Integration configuration are also used for archiving.
- Fill out the following fields:
- Email Address
The email address of the user to be archived. - Service Account
The service account's email address provided by the Google Apps Project (e.g. 1047453716425-4l533u425bp2m3lfp0c23ntf8mghlbmb@developer.gserviceaccount.com). - Certificate
P12 file which was provided by Google. - Target Folders
The target folder in which MailStore will store received and send email. - Archive Spam
Google Apps spam folders are excluded by default, but can be archived by selecting this option.
- Important notice: MailStore will archive all mail contained within the selected mailbox, excluding Spam and Deleted messages. Due to the nature of how Google represents user defined labels in IMAP, they are not supported by MailStore, as a consequence, the entire mailbox will be archived.
- Click on Next.
- If needed, adjust the settings in the Filter and Delete sections. By default, no emails will be deleted from the mailbox. The Timeout value only has to be adjusted in specific cases (e.g. with very slow internet connections).
- Click on Next.
- The Target Archive must be specified. Select the archive of the user for whom the selected mailbox is to be archived. If the user does not exist yet, click on Create a New User.
- Click on Next.
- In the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Profiles and can be run immediately, if desired.
More information on how to execute archiving profiles can be found under the topic Email Archiving with MailStore Basics
Archiving Multiple Mailboxes Centrally
By following the procedure described here, multiple Google Apps mailboxes can be archived without specific configuration for each MailStore user. The archiving process can be executed manually or automatically according to a schedule.
- Log on to MailStore Client as MailStore administrator. Only an administrator can archive emails via a Google Apps Service Account.
- Click on Archive Email.
- From the Email Servers list in the Create Profile area of the window, select Google Apps to create a new archiving profile.
- A wizard opens to assist in specifying the archiving settings.
- Select Multiple Mailboxesand click on OK.
- The Service Account and Certificate from the Google Apps Integration configuration are also used for archiving.
- Fill out the following fields:
- Service Account
The service account's email address provided by the Google Apps Project (e.g. 1047453716425-4l533u425bp2m3lfp0c23ntf8mghlbmb@developer.gserviceaccount.com). - Certificate
P12 file which was provided by Google. - Target Folders
The target folder in which MailStore will store received and send email. - Archive Spam
Google Apps spam folders are excluded by default, but can be archived by selecting this option.
- Important notice: MailStore will archive all mail contained within the selected mailbox, excluding Spam and Deleted messages. Due to the nature of how Google represents user defined labels in IMAP, they are not supported by MailStore, as a consequence, the entire mailbox will be archived.
- Click on Next.
- If needed, adjust the settings for the list of folders to be archived, the filter and the deletion rules. By default, no emails will be deleted from the mailbox. The Timeout value only has to be adjusted in specific cases (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived.
- Click on Next.
- Select the users whose mailboxes are to be archived. The following options are available:
- All users with configured email address
Choose this option to archive the mailboxes of all users who are set up, along with their email addresses, in MailStore's user management. - All users except the following
Choose this option to exclude individual users (and thereby their Exchange mailboxes) from the archiving process, using the list of users below. - Only the following users
Choose this option to include individual users (and thereby their Google Apps mailboxes) in the archiving process, using the list of users below. Only the mailboxes of those users explicitly specified will be archived. - Synchronize with Directory Services before archiving
If selected, the MailStore user list will be synchronized with Google Apps before any archiving process is executed. This has the advantage that, for example, new employees will be created as MailStore users before archiving, so once the archiving process is executed, their Google Apps mailbox is archived automatically as well. This option is especially recommended when the archiving process is to be executed regularly according to a schedule.
- All users with configured email address
- Click on Next.
- In the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Profiles and can be run immediately, if desired.
More information on how to execute archiving profiles can be found under the topic Email Archiving with MailStore Basics
Archiving Incoming and Outgoing Emails Directly
MailStore Server can archive all incoming and outgoing emails of all users within a Google Apps email domain. Using this scenario it is possible to ensure a complete and compliant archive.
Basic Functionality
In Google Apps, Google Mail can be configured to forward a copy of all incoming, outgoing or internal email traffic to an external multidrop mailbox.
MailStore Server can be configured to archive this multidrop mailbox at regular intervals. During this process, the emails from the multidrop mailbox will be assigned to their respective MailStore users (i.e. their user archives) automatically. This means that each user is able to view only their own emails.
Before the archiving process can be set up in MailStore Server, email forwarding has to be set up for the Google Apps email domain.
Configuring email forwarding for your Google Apps email domain
Please proceed as follows:
- Log on to your Google Apps domain as an administrator.
- On the Settings tab, select Gmail in the Services section.
- Configure Receiving routing:
- Under Also deliver to, activate the Add more recipients option.
- Select Advanced and activate the Change envelope recipient option.
- Enter the email address of the multidrop mailbox into the Replace recipient field.
- Activate the Add X-Gm-Original-To header option.
- Click on Save further down the window and then on Add setting.
- Under Also deliver to, activate the Add more recipients option.
- Repeat steps 1 to 5 for Sending routing.
- Click on Save changes.
Important: The multidrop mailbox needs to be an external IMAP mailbox, that must not belong to the Google Apps email domain because the Gmail duplicate detection would drop identical emails that have been addressed to several recipients. By using an internal Gmail mailbox completeness of the archive cannot be achieved.
Setting up the Archiving Process
The above settings will ensure that a copy of all emails will be forwarded to a single external multidrop mailbox. MailStore extracts the sender and recipient information from the email headers to assign them to the appropriate users. By using this type of mailboxes it is possible to archive all incoming and outgoing emails.
Setting up archiving processes for multidrop mailboxes is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles.
Please proceed as follows:
- Log on as MailStore administrator using MailStore Client.
- In MailStore, click on Archive Email.
- To create a new archiving profile, select Other Server via IMAP/POP3 from the Email Server list in the Create Profile area of the application window.
- A wizard opens guiding you through the setup process.
- Select Multidrop Mailbox and click OK.
- Please note: To be able to archive a multidrop 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.
- Please note: To be able to archive a multidrop 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.
- Fill out the fields Access via, Host, Username and Password. Click on Test to verify the data entered.
- For the TLS and SSL protocols only: If the certificate provided by the remote host cannot be verified (e.g. self-signed or signed by an unknown certificate authority), enable the option Accept all certificates to allow MailStore to establish a connection. As this option leads to an insecure configuration, warnings may appear in the summary and/or the dashboard.
- Adjust any further settings such as how to handle emails with unknown addresses or asking MailStore to delete emails after they have been archived. The latter option is especially sensible when dealing with mailboxes that are exclusively used for archiving.
- The placeholders {u-email} or {h-email} can be used under Target Folders. {u-email} represents a user's primary email address and {h-email} is the email address found in the email header. Should a user have multiple aliases, using {h-email} will result in emails sent to different aliases of a user being archived in different folders, while using {u-email} will file all emails below the primary email address.
- Notice: 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 user list will be synchronized with configured directory service before the archiving process actually runs. This has the advantage that, for example, new employees will be created as MailStore users before archiving which enables MailStore 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).
- 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.
