Difference between revisions of "Archiving Emails from MDaemon"

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'''Please note:''' This tutorial only covers the specifics of archiving an MDaemon mail server. 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 [[Manual]] or [http://www.mailstore.com/en/doc/server4-quickstart-en.pdf Quick Start Guide] for more information.
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{{Implementation_Guide_Preamble|MDaemon Email Server}}
  
MailStore Server offers several ways to archive emails from an MDaemon mail 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]].
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== Synchronizing Users ==
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In addition to the internal user databases, MDaemon may also use SQL databases or LDAP directory services such as Active Directory or OpenLDAP to manage and authenticate users. It is recommended to set up directory service synchronization in MailStore as well. Additional information on synchronizing users can be found in the corresponding chapters of the MailStore Server manual:
  
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* [[MDaemon Integration]] (recommended)
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* [[Active Directory Integration]]
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* [[Generic LDAP Integration]]
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* [[Application Integration]] (SPE)
  
= Synchronizing Users =
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== Archiving Individual Mailboxes ==
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{{Archiving Single Mailbox Preamble|MDaemon}}
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{{Archiving Single Mailbox|MDaemon Email Server|Mdaemon_mailbox_00.png|Mdaemon_mailbox_01.png|Mdaemon_mailbox_02.png|Mdaemon_mailbox_03.png}}
  
Additionally to it's integrated file-based user database, MDaemon also supports different kinds of central SQL databases and directory services to manage users. Like MDaemon, MailStore also support Active Directory and other LDAP directory services (e.g. OpenLDAP). Therefore it is recommended to synchronize MDaemon as well as MailStore Server with the same central directory service. Instructions how to configure MailStore Server can be found in the chapter [[Active Directory Integration]] and [[Generic LDAP Integration]] in the MailStore Server manual.
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== Archiving Multiple Mailboxes in One Step ==
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* Log on to MailStore Client as administrator.
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* Click on ''Archive Email''.
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* From the ''Email Servers'' list under ''Create Profile'' select ''MDaemon Email Server'' to create a new  archiving profile.
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* A wizard opens to assist in specifying the archiving settings.
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*:[[File:Mdaemon_mailboxes_00.png|center|350px]]
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* Select ''Multiple Mailboxes''.
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*: {{Archiving_Multiple_or_Multidrop_Note|multiple mailboxes|[[#Synchronizing_Users|directory synchronization]]}}
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*:[[File:Mdaemon_mailboxes_01.png|center|350px]]
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* Under ''Host'' enter the name or IP address of your MDaemon Email Server.
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* From ''Access via'' select the protocol used to access the MDaemon Email Server. It is recommended to select either ''IMAP-TLS'' or ''IMAP-SSL''.
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*: '''Please Note:''' When using the ''IMAP-TLS'' or ''IMAP-SSL'' protocols with a self-signed SSL certificate, you have to set the option ''Ignore SSL security warnings'' if you want to execute the archiving profile based on a scheduled task.  Otherwise the execution of the task will fail.
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* Under ''User Name'' and ''Password'', enter the access data of a user who has access to all the MDaemon mailboxes to be archived. This is usually a MDaemon administrator.
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* Under ''Special Folder (optional)'' you may enter the name of the IMAP folder containing sent messages.
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* Click on ''Next'' to continue.  
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* Customize the [[Email_Archiving_with_MailStore_Basics#Selecting_Folders_for_Archiving|list of folders to be archived]], the [[Email_Archiving_with_MailStore_Basics#Specifying_Filter_Criteria_for_Archiving|filter]] and the [[Email_Archiving_with_MailStore_Basics#Deleting_Emails_after_Archiving|deletion rules]]. By default, no emails will be deleted from a 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.
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*: [[File:Mdaemon_mailboxes_02.png|center|350px]]
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*: '''Please note:''' ''Public Folders'' and ''Shared Folders'' to which a user has access, will be archived into the user's own archive by default. Please refer to the [[Archiving_Emails_from_MDaemon#Public_Folders|public folders section]] on how to prevent this.
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* Click ''Next'' to continue.
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{{Archiving_Multiple_Mailboxes_Centrally_Options|Mdaemon_mailboxes_03.png|MDaemon}}
  
= Archiving Individual Mailboxes =
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== Archiving Incoming and Outgoing Emails Directly ==
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The MDaemon Email Server offers an easy way to deliver all emails to an MDaemon specific multidrop mailbox. MailStore Server archives this mailbox by means of an archiving task of type [[Archiving IMAP and POP3 Multidrop Mailboxes]].
  
When archiving individual mailboxes, MDaemon functions the same as any other email server. Please refer to the corresponding chapter [[Archiving Server Mailboxes]] in the MailStore Server manual.
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=== Step 1: Create a new account to be used as multidrop mailbox for archiving ===
 
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* Add a new account by selecting ''Accounts'' and then ''New Account''.
= Archiving Multiple Mailboxes in One Step =
 
 
 
When archiving multiple mailboxes, MDaemon functions the same as any other email server. Please refer to the corresponding chapter [[Batch Archiving IMAP Mailboxes]] in the MailStore manual.
 
 
 
= Archiving Incoming and Outgoing Emails Directly =
 
The MDaemon mail server offers an easy way to deliver all emails to an MDaemon specific multidrop mailbox. MailStore Server archives this mailbox by means of an archiving task of type [[Archiving IMAP and POP3 Multidrop Mailboxes]].
 
 
 
== Step 1: Create a new account to be used as multidrop mailbox for archiving ==
 
 
 
* Add a new account by selecting ''Accounts'' and then ''New Account''
 
 
* Name the account ''mailstore'' and assign a strong password.
 
* Name the account ''mailstore'' and assign a strong password.
 
* In the following screenshot you can see the sample configuration for the mailbox ''mailstore@example.com''
 
* In the following screenshot you can see the sample configuration for the mailbox ''mailstore@example.com''
 
*: [[File:Md_user_01.png|480px|center]]
 
*: [[File:Md_user_01.png|480px|center]]
  
== Step 2: Create a new content filter rule for archiving ==
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=== Step 2: Create a new content filter rule for archiving ===
 
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* Open the content filter editor by selecting ''Security'' an then ''Content Filter''.
* Open the content filter editor by selecting ''Security'' an then ''Content Filter''
 
 
* If not yet enabled, enable the rules processing engine.
 
* If not yet enabled, enable the rules processing engine.
* Click on ''New rule''
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* Click on ''New rule''.
* Choose a name for the new rule, e.g. "MailStore Archiving"
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* Choose a name for the new rule, e.g. "MailStore Archiving".
* Under ''Conditions...'' select the checkbox ''If ALL MESSAGES'' and under ''Actions...'' select the checkbox ''COPY the message to FOLDER...''
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* Under ''Conditions...'' select the checkbox ''If ALL MESSAGES'' and under ''Actions...'' select the checkbox ''COPY the message to FOLDER...''.
 
*:[[File:Md_cf_01.png|center|480px]]
 
*:[[File:Md_cf_01.png|center|480px]]
* In the text area on the bottom of the window, click on the link ''specify information''
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* In the text area on the bottom of the window, click on the link ''specify information''.
* In the window ''Copy message to folder...'' click on ''Browse''
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* In the window ''Copy message to folder...'' click on ''Browse''.
 
* Select the directory of the account you created in step 1.
 
* Select the directory of the account you created in step 1.
 
*:[[File:Md_cf_02.png|center]]
 
*:[[File:Md_cf_02.png|center]]
Line 43: Line 59:
 
*Click on ''OK'' to save the new content filter rule.
 
*Click on ''OK'' to save the new content filter rule.
  
== Step 3: Configuration of MailStore Server ==
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=== Step 3: Configuration of MailStore Server ===
Configure MailStore Server to archive the new MDaemon mailbox in regular intervals (e.g. daily at 11pm) using an archiving task of type [[Archiving IMAP and POP3 Multidrop Mailboxes]].
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{{Archiving Multidrop Mailbox|MDaemon Email Server|Mdaemon_catchall_00.png|Mdaemon_catchall_01.png|[[#Synchronizing_Users|directory synchronization]]}}
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== Public Folders ==
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Public folders in MDaemon are shown inside the users' mailboxes in a folder that can be specified by an MDaemon administrator in the ''Server Settings''.
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[[File:Mdaemon-public-folders-shared-folders-en.png|center|480px]]
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With MailStore's default settings, the archiving profiles ''Single Mailbox'' and ''Multiple Mailboxes'' will archive public folders into the user's own archive. If that behavior is not desired, Public Folders can be excluded from being archived by the regular archiving profiles of the users' mailboxes and instead archived into a separate archive, for the costs of one additional user license. The following describes how this can be accomplished.
  
After archiving, emails can and should be deleted from the MDaemon mailbox automatically by MailStore Server. The MailStore archiving task can be configured accordingly.
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=== Exclude Public Folders from regular archiving profiles ===
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* Log on to MailStore Client as MailStore administrator .
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* Click on ''Archive E-Mail''.
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* Right click on an existing MDaemon archiving profile and click on ''Properties''.
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* Click on ''Next'' to get to ''Advanced Settings''.
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* In the ''Folders'' section click on the button with the three dots.
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* Add the name of MDaemon's public folders into the ''Exclude Folders and Subfolders'' text area. By default the name is ''Public Folders''.
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*: [[File:Mdaemon-public-folders-filter-en.png|center|480px]]
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*: '''Please note:''' ''Shared Folders'' can also be excluded by adding the name of MDaemon's shared folders to the exclude list. This prevents archiving "foreign" messages into a user's archive. Refer to  [[Users,_Folders_and_Settings#Specifying_Privileges|Specifying Privileges]] to find out how to give users access on other archives.
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* Save the changes made to the archiving profile.
  
= Weblinks =
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=== Creating a dedicated archiving profile for Public Folders ===
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* Log on to MailStore Client as MailStore administrator .
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* Create a [[Users,_Folders_and_Settings#Creating_a_New_User|new user]] into whose archive the public folders should be archived. This user requires one additional license.
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* Create a new archiving profile of the type ''MDaemon'' > ''[[Archiving_Emails_from_MDaemon#Archiving_Individual_Mailboxes|Single Mailbox]]''.
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* Use the credentials of a user that has at least read permissions on the public folders.
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* Click on ''Next'' to get to ''Advanced Settings''.
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* In the ''Folders'' section click on the button with the three dots.
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* Add the name of MDaemon's public folders to the ''Include Folders and Subfolders'' text area. By default the name is ''Public Folders''.
 +
*: [[File:Mdaemon-public-folders-filter-include-en.png|center|480px]]
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* This profile will ignore all user messages in other folders and will archive public folders only.
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* Close the dialog and click on ''Next''.
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* Select the previously created user as ''Target Archive''.
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*: [[File:Mdaemon-public-folders-user-en.png|center|480px]]
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* Finish the creation of this archiving profile.
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* Refer to  [[Users,_Folders_and_Settings#Specifying_Privileges|Specifying Privileges]] to find out how to give users access to the Public Folder archive.
  
* [http://www.mailstore.com/en/support.aspx MailStore Support]
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== Weblinks ==
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* {{MailStore Support}}
 
* [http://www.mdaemon.com MDaemon Homepage]
 
* [http://www.mdaemon.com MDaemon Homepage]
  
 
[[de:E-Mail-Archivierung von MDaemon]]
 
[[de:E-Mail-Archivierung von MDaemon]]
 +
[[en:Archiving_Emails_from_MDaemon]]

Latest revision as of 14:38, 11 December 2019

This implementation guide covers the specifics of archiving MDaemon Email 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 MDaemon Email 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

In addition to the internal user databases, MDaemon may also use SQL databases or LDAP directory services such as Active Directory or OpenLDAP to manage and authenticate users. It is recommended to set up directory service synchronization in MailStore as well. Additional information on synchronizing users can be found in the corresponding chapters of the MailStore Server manual:

Archiving Individual Mailboxes

In MailStore Server MDaemon archiving tasks are stored in archiving profiles. By following the procedure described here you can archive a single MDaemon 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 MDaemon Email Server from the Email Servers list in the Create Profile area of the application window.
  • A wizard opens guiding you through the setup process.
    Mdaemon 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.
    Mdaemon 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).
    Mdaemon mailbox 02.png
    Please note: Public Folders and Shared Folders to which a user has access, will be archived into the user's own archive by default. Please refer to the public folders section on how to prevent this.
  • 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.
    Mdaemon 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.


Archiving Multiple Mailboxes in One Step

  • Log on to MailStore Client as administrator.
  • Click on Archive Email.
  • From the Email Servers list under Create Profile select MDaemon Email Server to create a new archiving profile.
  • A wizard opens to assist in specifying the archiving settings.
    Mdaemon mailboxes 00.png
  • Select Multiple Mailboxes.
    Please note: In order to be able to archive multiple mailboxes, the MailStore users along with their email addresses have to exist in the MailStore user management. If this is not the case, MailStore 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.
    Mdaemon mailboxes 01.png
  • Under Host enter the name or IP address of your MDaemon Email Server.
  • From Access via select the protocol used to access the MDaemon Email Server. It is recommended to select either IMAP-TLS or IMAP-SSL.
    Please Note: When using the IMAP-TLS or IMAP-SSL protocols with a self-signed SSL certificate, you have to set the option Ignore SSL security warnings if you want to execute the archiving profile based on a scheduled task. Otherwise the execution of the task will fail.
  • Under User Name and Password, enter the access data of a user who has access to all the MDaemon mailboxes to be archived. This is usually a MDaemon administrator.
  • Under Special Folder (optional) you may enter the name of the IMAP folder containing sent messages.
  • Click on Next to continue.
  • 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 in specific cases (e.g. with very slow servers). Please keep in mind that these settings apply to all mailboxes to be archived.
    Mdaemon mailboxes 02.png
    Please note: Public Folders and Shared Folders to which a user has access, will be archived into the user's own archive by default. Please refer to the public folders section on how to prevent this.
  • Click Next to continue.
  • Select the users whose mailboxes are to be archived.
    Mdaemon 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 MDaemon 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 MDaemon 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 MDaemon 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.


Archiving Incoming and Outgoing Emails Directly

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

Step 1: Create a new account to be used as multidrop mailbox for archiving

  • Add a new account by selecting Accounts and then New Account.
  • Name the account mailstore and assign a strong password.
  • In the following screenshot you can see the sample configuration for the mailbox mailstore@example.com
    Md user 01.png

Step 2: Create a new content filter rule for archiving

  • Open the content filter editor by selecting Security an then Content Filter.
  • If not yet enabled, enable the rules processing engine.
  • Click on New rule.
  • Choose a name for the new rule, e.g. "MailStore Archiving".
  • Under Conditions... select the checkbox If ALL MESSAGES and under Actions... select the checkbox COPY the message to FOLDER....
    Md cf 01.png
  • In the text area on the bottom of the window, click on the link specify information.
  • In the window Copy message to folder... click on Browse.
  • Select the directory of the account you created in step 1.
    Md cf 02.png
  • Click on OK to confirm the path specified.
  • The configuration is now complete.
    Md cf 03.png
  • Click on OK to save the new content filter rule.

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 MDaemon Email Server from the Email Server list in the Create Profile area of the application window.
  • A wizard opens guiding you through the setup process.
    Mdaemon catchall 00.png
  • Select Multidrop Mailbox and click OK.
    Please note: In order to be able to archive a multidrop mailbox, the MailStore users along with their email addresses have to exist in the MailStore user management. If this is not the case, MailStore 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.
  • 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.

    Mdaemon 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.


Public Folders

Public folders in MDaemon are shown inside the users' mailboxes in a folder that can be specified by an MDaemon administrator in the Server Settings.

Mdaemon-public-folders-shared-folders-en.png

With MailStore's default settings, the archiving profiles Single Mailbox and Multiple Mailboxes will archive public folders into the user's own archive. If that behavior is not desired, Public Folders can be excluded from being archived by the regular archiving profiles of the users' mailboxes and instead archived into a separate archive, for the costs of one additional user license. The following describes how this can be accomplished.

Exclude Public Folders from regular archiving profiles

  • Log on to MailStore Client as MailStore administrator .
  • Click on Archive E-Mail.
  • Right click on an existing MDaemon archiving profile and click on Properties.
  • Click on Next to get to Advanced Settings.
  • In the Folders section click on the button with the three dots.
  • Add the name of MDaemon's public folders into the Exclude Folders and Subfolders text area. By default the name is Public Folders.
    Mdaemon-public-folders-filter-en.png
    Please note: Shared Folders can also be excluded by adding the name of MDaemon's shared folders to the exclude list. This prevents archiving "foreign" messages into a user's archive. Refer to Specifying Privileges to find out how to give users access on other archives.
  • Save the changes made to the archiving profile.

Creating a dedicated archiving profile for Public Folders

  • Log on to MailStore Client as MailStore administrator .
  • Create a new user into whose archive the public folders should be archived. This user requires one additional license.
  • Create a new archiving profile of the type MDaemon > Single Mailbox.
  • Use the credentials of a user that has at least read permissions on the public folders.
  • Click on Next to get to Advanced Settings.
  • In the Folders section click on the button with the three dots.
  • Add the name of MDaemon's public folders to the Include Folders and Subfolders text area. By default the name is Public Folders.
    Mdaemon-public-folders-filter-include-en.png
  • This profile will ignore all user messages in other folders and will archive public folders only.
  • Close the dialog and click on Next.
  • Select the previously created user as Target Archive.
    Mdaemon-public-folders-user-en.png
  • Finish the creation of this archiving profile.
  • Refer to Specifying Privileges to find out how to give users access to the Public Folder archive.

Weblinks

Navigation
Tools
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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.