Difference between revisions of "Archiving Emails from Kerio Connect"

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(Setup of the Archiving Process)
(Step 1: Setting up a Kerio Connect Archiving Mailbox)
 
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'''Please note:''' This tutorial only covers the specifics of archiving a Kerio Connect server (former Kerio MailServer). It is assumed that you already have a MailStore Server installation or [http://www.mailstore.com/en/lp/sendlicense.aspx Test installation] and are familiar with the fundamentals of MailStore Server.  Please refer to the [[MailStore_Help|Manual]] or the [[Quick Start Guide]] for more information.
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{{Implementation_Guide_Preamble|Kerio Connect Server}}
 
 
MailStore Server offers several ways to archive emails from a Kerio Connect server which are described below. If you are not sure which archiving method best suits your company, please refer to the chapter [[Choosing the Right Archiving Strategy]].
 
 
 
= Synchronizing Users =
 
  
 +
== Synchronizing Users ==
 
MailStore Server offers special support for synchronizing users with an Kerio Connect server. Information about setup is available in chapter [[Kerio Connect Integration]] of the manual.
 
MailStore Server offers special support for synchronizing users with an Kerio Connect server. Information about setup is available in chapter [[Kerio Connect Integration]] of the manual.
  
= Archiving Individual Mailboxes =
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== Archiving Individual Mailboxes ==
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{{Archiving Single Mailbox Preamble|Kerio Connect Server}}
  
Using the procedure described below you can archive an individual Kerio Connect mailbox for a specific MailStore user. The archiving process can be executed manually or according to a schedule.
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{{Archiving Single Mailbox|Kerio Connect|Kerio_mailbox_00.png|Kerio_mailbox_01.png|Kerio_mailbox_02.png|Kerio_mailbox_03.png}}
 
 
== Setup of the Archiving Process ==
 
 
 
For each mailbox please proceed as follows::
 
* Unless you want to archive your own mailbox into your personal user archive, please log on as MailStore administrator. Only a MailStore administrator can archive emails for other users.
 
* Click on ''Archive Email''.
 
* From the list ''Email Server'' under ''Create Profile'' select ''Kerio Connect'' to create a new archiving profile.
 
* A wizard opens to help specify the archiving settings.
 
*: [[File:Kerio_mailbox_00.png|center|350px]]
 
* Select ''Single Mailbox''.
 
{{:Includes:Archiving Server Mailboxes}}
 
  
 
'''Hint:''' If MailStore Server is configured to automatically delete successfully archived emails from the mailboxes and you do not want these emails moved to the "Deleted Items" folder by Kerio Connect, follow the instructions under [[Archiving_Emails_from_Kerio_Connect#Step_2:_Permanently_Deleting_Successfully_Archived_Emails|Permanently Deleting Successfully Archived Emails]] in the [[Archiving_Emails_from_Kerio_Connect#Archiving_Incoming_and_Outgoing_Emails_Directly|Archiving Incoming and Outgoing Emails Directly]] section of this document.
 
'''Hint:''' If MailStore Server is configured to automatically delete successfully archived emails from the mailboxes and you do not want these emails moved to the "Deleted Items" folder by Kerio Connect, follow the instructions under [[Archiving_Emails_from_Kerio_Connect#Step_2:_Permanently_Deleting_Successfully_Archived_Emails|Permanently Deleting Successfully Archived Emails]] in the [[Archiving_Emails_from_Kerio_Connect#Archiving_Incoming_and_Outgoing_Emails_Directly|Archiving Incoming and Outgoing Emails Directly]] section of this document.
  
= Archiving Multiple Mailboxes in One Step =
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== Archiving Multiple Mailboxes in One Step ==
 
 
 
Kerio Connect allows to access the mailboxes of other users via IMAP by using a master password.  
 
Kerio Connect allows to access the mailboxes of other users via IMAP by using a master password.  
  
== Step 1: Defining a Master Password ==
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=== Step 1: Defining a Master Password ===
 
 
 
* Log on to Kerio Connect Administration with an administrative user.
 
* Log on to Kerio Connect Administration with an administrative user.
 
* Click on ''Configuration'' > ''Advanced Options'' and open the ''Master Authentication'' tab.
 
* Click on ''Configuration'' > ''Advanced Options'' and open the ''Master Authentication'' tab.
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* Click on ''Apply'' to save changes.
 
* Click on ''Apply'' to save changes.
  
== Step 2: Configuration of MailStore Server ==
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=== Step 2: Configuration of MailStore Server ===
 
 
 
* Log on to MailStore Client as MailStore administrator.
 
* Log on to MailStore Client as MailStore administrator.
 
* Click on ''Archive Email''.
 
* Click on ''Archive Email''.
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* Customize the [[Email_Archiving_with_MailStore_Basics#Selecting_Folders_for_Archiving|list of folders to be archived]], the filter and the [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving|deletion rules]] as needed. By default, no emails will be deleted from the mailbox. The timeout value only has to be adjusted if necessary (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived.
 
* Customize the [[Email_Archiving_with_MailStore_Basics#Selecting_Folders_for_Archiving|list of folders to be archived]], the filter and the [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving|deletion rules]] as needed. By default, no emails will be deleted from the mailbox. The timeout value only has to be adjusted if necessary (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived.
 
* Click on ''Next'' to continue.
 
* Click on ''Next'' to continue.
*:[[File:Kerio_mailboxes_03.png|center|350px]]
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{{Archiving_Multiple_Mailboxes_Centrally_Options|Kerio_mailboxes_03.png|Kerio}}
* Select the users whose mailboxes you would like to archive. The following options are available:
 
*:'''All users with a configured email address'''
 
*: Choose this option to archive the mailboxes of all users who are set up in the MailStore user management along with their email addresses.
 
*: '''All users except the following'''
 
*: Using the list below, this feature allows you to exclude individual users (and thereby their Kerio Connect mailboxes) from the archiving process.
 
*: '''Only the following users'''
 
*: Using the list below, this feature allows you to include individual users (and thereby their Kerio Connect mailboxes) in in the archiving process. Only the mailboxes of users who were explicitly specified will be archived.
 
*: '''Synchronize with a directory service before archiving'''
 
*: If this option is enabled, the MailStore user list is synchronized with the configured directory service before every archiving process. This has the advantage that new employees, for example, will be set up as MailStore users automatically before archiving allowing MailStore to archive their Kerio Connect mailboxes automatically as well. This feature is especially recommended for archiving mailboxes according to a schedule.
 
* Finally, you can choose a name for the new archiving profile. Once you click on ''Finish'', the archiving profile will be listed under ''Saved Profiles'' and can be executed right away.
 
  
Additional information about executing archiving profiles is available in chapter [[Email Archiving with MailStore Basics]].
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<p class="msnote">'''Hint:''' If MailStore Server is configured to automatically delete successfully archived emails from the mailboxes and you do not want these emails moved to the "Deleted Items" folder by Kerio Connect, follow the instructions under [[Archiving_Emails_from_Kerio_Connect#Step_2:_Permanently_Deleting_Successfully_Archived_Emails|Permanently Deleting Successfully Archived Emails]] in the [[Archiving_Emails_from_Kerio_Connect#Archiving_Incoming_and_Outgoing_Emails_Directly|Archiving Incoming and Outgoing Emails Directly]] section of this document.</p>
 
 
'''Hint:''' If MailStore Server is configured to automatically delete successfully archived emails from the mailboxes and you do not want these emails moved to the "Deleted Items" folder by Kerio Connect, follow the instructions under [[Archiving_Emails_from_Kerio_Connect#Step_2:_Permanently_Deleting_Successfully_Archived_Emails|Permanently Deleting Successfully Archived Emails]] in the [[Archiving_Emails_from_Kerio_Connect#Archiving_Incoming_and_Outgoing_Emails_Directly|Archiving Incoming and Outgoing Emails Directly]] section of this document.
 
 
 
= Archiving Incoming and Outgoing Emails Directly =
 
  
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== Archiving Incoming and Outgoing Emails Directly ==
 
The Kerio Connect server offers an easy way to deliver all emails to a Kerio Connect specific archiving mailbox. MailStore Server archives this mailbox by means of an archiving task of type [[Archiving IMAP and POP3 Multidrop Mailboxes]].
 
The Kerio Connect server offers an easy way to deliver all emails to a Kerio Connect specific archiving mailbox. MailStore Server archives this mailbox by means of an archiving task of type [[Archiving IMAP and POP3 Multidrop Mailboxes]].
  
== Step 1: Setting up a Kerio Connect Archiving Mailbox ==
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=== Step 1: Setting up a Kerio Connect Archiving Mailbox ===
 
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* Click on ''Accounts'' and then on ''Users''.
 +
* Click on ''Add...'' and create a new mailbox that is used for archiving.
 
* Click on ''Configuration'' and then on ''Archiving and Backup''.
 
* Click on ''Configuration'' and then on ''Archiving and Backup''.
 
* Open the ''Archiving'' tab.
 
* Open the ''Archiving'' tab.
 
*:[[File:Kerio_multidrop_01.png|center|550px]]
 
*:[[File:Kerio_multidrop_01.png|center|550px]]
 
* Select the checkbox ''Enable email archiving''.  
 
* Select the checkbox ''Enable email archiving''.  
* Select the checkbox ''Archive to the remote email address'' and enter the email address of the archive mailbox (e.g. ''journal@mydomain.tld'') into the textfield.   
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* Select the checkbox ''Archive to the remote email address'' and enter the email address of the archive mailbox (e.g. ''journal@mydomain.tld'') that has been created previously into the text fieldPlease note, that this email address must not be assigned to any MailStore user.
 
* Select all four options under ''Archive'':
 
* Select all four options under ''Archive'':
 
** ''Local messages''
 
** ''Local messages''
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** ''Relayed messages''
 
** ''Relayed messages''
  
== Step 2: Permanently Deleting Successfully Archived Emails ==
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=== Step 2: Permanently Deleting Successfully Archived Emails ===
By default, Kerio Connect moves all emails that were deleted through IMAP into the folder ''Deleted Items''. As a result, those emails that were successfully archived and then deleted by MailStore are moved into this folder as well. To eliminate this behavior and remove all archived emails from the archiving mailbox permanently, please follow the steps below:
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By default, Kerio Connect moves emails marked as deleted via IMAP to the ''Deleted Items'' folder. As a result, the next time that the same mailbox is archived, MailStore will detect this move of messages in the mailbox, and then move those messages to the ''Deleted Items'' folder in the archive as well. The previously existing folder structure in the archive is lost.
* In any web browser, open the Kerio Connect Webmail.
 
* Log in as user of the archive mailbox.
 
* Click on ''Settings''.
 
*:[[File:Kerio_multidrop_02.png|center|350px]]
 
* Open the ''General'' tab.
 
* Select the checkbox ''Delete messages permanently (don’t move them to the Deleted Items folder)''.
 
* Click ''OK'' to save changes.
 
  
== Step 3: Configuration of MailStore Server ==
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This behavior may be undesirable.
  
* Start MailStore Client on the computer from which the archiving task is to be initiated according to a schedule. This can be the MailStore Server computer or any other machine. Log on as MailStore administrator using MailStore Client.
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There are two options to prevent this behavior. First, the ''Deleted Items'' folder could be completely excluded from archiving. Then MailStore will no longer detect moving messages to this folder and will be unable to move the messages in the archive. As a result, however, messages that were not visible in folders other than ''Deleted Items'' during archiving that was previously in progress are no longer archived at all.
* Click on ''Archive Email''.
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* From the ''Email Server'' list under ''Create Profile'' select ''Kerio Connect'' to create a new archiving profile.
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Second, the behavior of the Kerio Connect Server can be customized. The Kerio Connect Server can be configured so that messages marked as deleted are no longer moved to the ''Deleted Items'' folder, but only marked as deleted as intended by the IMAP standard.
* A wizard opens to help specify the archiving settings.
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*: [[File:Kerio_catchall_00.png|center|350px]]
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To enforce the IMAP default behavior, you must modify the ''mailserver.cfg'' file as described below. The changes affect all IMAP clients:
{{:Includes:Archiving_IMAP_and_POP3_Multidrop_Mailboxes}}
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 +
* Stop the Kerio Connect Service
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* Navigate to the install directory and locate the ''mailserver.cfg'' file
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* Open the file in a text editor and search for the string ''AutoExpungeOnDelete''
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* Change the value from ''1'' to ''0''
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* Once Kerio Connect is completely stopped, save your changes to the file
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* Start the Kerio Connect Service
 +
 
 +
=== Step 3: Configuration of MailStore Server ===
 +
{{Archiving Multidrop_Mailbox|Kerio Connect|Kerio_catchall_00.png|Kerio_catchall_01.png|Kerio_catchall_02.png}}
  
= Weblinks =
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== Weblinks ==
* [http://www.mailstore.com/en/support.aspx MailStore Support]
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* {{MailStore Support}}
 
* [http://www.kerio.com Kerio Homepage]
 
* [http://www.kerio.com Kerio Homepage]
  
 
[[de:E-Mail-Archivierung von Kerio Connect]]
 
[[de:E-Mail-Archivierung von Kerio Connect]]
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[[en:Archiving Emails from Kerio Connect]]

Latest revision as of 12:08, 31 August 2018

This implementation guide covers the specifics of archiving Kerio Connect Server mailboxes. 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 Kerio Connect Server mailboxes, which are described below. If you are not sure which archiving method best suits your company, please refer to the chapter Choosing the Right Archiving Strategy.


Synchronizing Users

MailStore Server offers special support for synchronizing users with an Kerio Connect server. Information about setup is available in chapter Kerio Connect Integration of the manual.

Archiving Individual Mailboxes

In MailStore Server Kerio Connect Server archiving tasks are stored in archiving profiles. By following the procedure described here you can archive a single Kerio Connect Server mailbox for a specific MailStore user. The archiving process can be executed manually or automatically. You can find further information about executing archiving profiles in chapter Email Archiving with MailStore Basics.


  • Users can only archive their own mailboxes to their personal user archive. To archive the emails of other users, you have to be logged on to MailStore Client as MailStore administrator. Only MailStore administrators can archive the emails of other users.
  • In MailStore, click on Archive Email.
  • To create a new archiving profile, select Kerio Connect from the Email Servers list in the Create Profile area of the application window.
  • A wizard opens guiding you through the setup process.
    Kerio mailbox 00.png
  • Select Single Mailbox and click on OK.
  • Fill out the fields Email Address, Host, Access via, User Name and Password. Click on Test to verify the data entered.
    For the IMAP-TLS and IMAP-SSL protocols only: You have the option to ignore SSL security warnings. Generally, these warnings appear if an unofficial certificate is used on the server.
    Kerio mailbox 01.png
  • Click on Next.
  • Customize the list of folders to be archived, the filter and the deletion rules. By default, no emails will be deleted from a mailbox. The timeout value only has to be adjusted as needed (e.g. with very slow servers).
    Kerio mailbox 02.png
  • Click on Next.
  • If logged on to MailStore Server as administrator, the target archive can be specified at the next step. Select the archive of the user for whom the mailbox is to be archived.
    Kerio mailbox 03.png
  • At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Profiles and can be run immediately, if desired.


Hint: If MailStore Server is configured to automatically delete successfully archived emails from the mailboxes and you do not want these emails moved to the "Deleted Items" folder by Kerio Connect, follow the instructions under Permanently Deleting Successfully Archived Emails in the Archiving Incoming and Outgoing Emails Directly section of this document.

Archiving Multiple Mailboxes in One Step

Kerio Connect allows to access the mailboxes of other users via IMAP by using a master password.

Step 1: Defining a Master Password

  • Log on to Kerio Connect Administration with an administrative user.
  • Click on Configuration > Advanced Options and open the Master Authentication tab.
    Kerio masterauth 00.png
  • Set the Enable master authentication on this server option.
  • Adjust the Allow master authentication only from IP address group to your needs.
  • Enter a complex password in the field Master password and confirm the password by entering it again in the Confirm password field.
  • Click on Apply to save changes.

Step 2: Configuration of MailStore Server

  • Log on to MailStore Client as MailStore administrator.
  • Click on Archive Email.
  • From the list E-Mail-Server under Create Profile select Kerio Connect to create a new archiving profile.
  • A wizard opens to help specify the archiving settings.
    Keio mailboxes 00.png
  • Select Multiple Mailboxes.
  • To be able to archive multiple mailboxes, MailStore users along with their email addresses have to be set up in the MailStore user management.
    Kerio mailboxes 01.png
  • Under Server Name enter the name of your Kerio Connect server.
  • Under Access via select the protocol to be used to access the Kerio Connect server. Wherever possible, you should always choose IMAP-TLS or IMAP-SSL.
    Please note: If you would like to automate the archiving process and access the Kerio Connect server using IMAP-TLS or IMAP-SSL, you should enable the option Ignore SSL Security Warnings. Otherwise, if an unofficial or self-signed certificate is used on the Kerio Connect server, the automatic execution of the archiving process will fail.
  • Under Password enter the master password defined in step one.
  • Click on Next to continue.
    Kerio mailboxes 02.png
  • Customize the list of folders to be archived, the filter and the deletion rules as needed. By default, no emails will be deleted from the mailbox. The timeout value only has to be adjusted if necessary (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived.
  • Click on Next to continue.
  • Select the users whose mailboxes are to be archived.
    Kerio mailboxes 03.png
    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 Kerio 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 Kerio 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 the configured directory service 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 Kerio mailbox is archived automatically as well. This option is especially recommended when the archiving process is to be executed automatically.
  • 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 or automatically, if desired.


Hint: If MailStore Server is configured to automatically delete successfully archived emails from the mailboxes and you do not want these emails moved to the "Deleted Items" folder by Kerio Connect, follow the instructions under Permanently Deleting Successfully Archived Emails in the Archiving Incoming and Outgoing Emails Directly section of this document.

Archiving Incoming and Outgoing Emails Directly

The Kerio Connect server offers an easy way to deliver all emails to a Kerio Connect specific archiving mailbox. MailStore Server archives this mailbox by means of an archiving task of type Archiving IMAP and POP3 Multidrop Mailboxes.

Step 1: Setting up a Kerio Connect Archiving Mailbox

  • Click on Accounts and then on Users.
  • Click on Add... and create a new mailbox that is used for archiving.
  • Click on Configuration and then on Archiving and Backup.
  • Open the Archiving tab.
    Kerio multidrop 01.png
  • Select the checkbox Enable email archiving.
  • Select the checkbox Archive to the remote email address and enter the email address of the archive mailbox (e.g. journal@mydomain.tld) that has been created previously into the text field. Please note, that this email address must not be assigned to any MailStore user.
  • Select all four options under Archive:
    • Local messages
    • Incoming messages
    • Outgoing messages
    • Relayed messages

Step 2: Permanently Deleting Successfully Archived Emails

By default, Kerio Connect moves emails marked as deleted via IMAP to the Deleted Items folder. As a result, the next time that the same mailbox is archived, MailStore will detect this move of messages in the mailbox, and then move those messages to the Deleted Items folder in the archive as well. The previously existing folder structure in the archive is lost.

This behavior may be undesirable.

There are two options to prevent this behavior. First, the Deleted Items folder could be completely excluded from archiving. Then MailStore will no longer detect moving messages to this folder and will be unable to move the messages in the archive. As a result, however, messages that were not visible in folders other than Deleted Items during archiving that was previously in progress are no longer archived at all.

Second, the behavior of the Kerio Connect Server can be customized. The Kerio Connect Server can be configured so that messages marked as deleted are no longer moved to the Deleted Items folder, but only marked as deleted as intended by the IMAP standard.

To enforce the IMAP default behavior, you must modify the mailserver.cfg file as described below. The changes affect all IMAP clients:

  • Stop the Kerio Connect Service
  • Navigate to the install directory and locate the mailserver.cfg file
  • Open the file in a text editor and search for the string AutoExpungeOnDelete
  • Change the value from 1 to 0
  • Once Kerio Connect is completely stopped, save your changes to the file
  • Start the Kerio Connect Service

Step 3: Configuration of MailStore Server

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 Kerio Connect from the Email Server list in the Create Profile area of the application window.
  • A wizard opens guiding you through the setup process.
    Kerio catchall 00.png
  • Select Multidrop Mailbox and click OK.
  • 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: You have the option to ignore SSL warnings. Generally, these warnings appear if an unofficial certificate is used on the server.

    Kerio catchall 01.png
  • 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.

    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.


Weblinks

Navigation
Tools
Print/export
About MailStore

  • MailStore Server is one of the leading email archiving solutions for SMB.
  • For private use there is a free tool for email archiving furthermore: MailStore Home.