Archiving Emails from Microsoft Exchange 2010

Please note: This tutorial only covers the specifics of archiving a Microsoft Exchange 2010 server. 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 Quick Start Guide for more information.

MailStore Server offers several ways to archive emails from a Microsoft Exchange 2010 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.

Archiving Individual Mailboxes

Archiving an Exchange Mailbox

Archiving Multiple Exchange Mailboxes Centrally

With MailStore, some or all mailboxes of an Exchange server can be archived in a single step. All necessary preparations, such as creating MailStore users, can be made automatically. The archiving process can be executed manually or automatically according to a schedule.

Step 1: Setting up a central user for accessing mailboxes

Before the archiving process can be set up in MailStore, a user with access to all mailboxes to be archived has to be created. The corresponding method is called impersonation in Microsoft Exchange.

The following preconditions have to be met to be able to configure Exchange Impersonation:

  • Administrative access to the Microsoft Exchange 2007 system on which the Client Access Role is installed
  • Domain Administrator privileges
  • An installation of Remote PowerShell on the machine which is used to execute the commands or access to the Exchange 2010 Server via Remote Desktop.

The following commands are executed in the Microsoft Exchange Management Shell:

Add access privileges

 New-ManagementRoleAssignment -Name:"MailStore Impersonation" `
 -Role:ApplicationImpersonation -User:serviceaccount

serviceaccount is the user account in UPN (User Principal Name) notation which you will use to access the mailboxes from MailStore. Please make sure that this user is not a member of any Exchange or Windows administrative group.

Check access privileges

Get-ManagementRoleAssignment -Role:ApplicationImpersonation ' 
 -RoleAssigneeType:User | Format-List *

 Get-ManagementRoleAssignment -Identity:"MailStore Impersonation" ' 
 | Format-List *

Remove access privileges

The following command is only to be used, if you want to remove access privileges from serviceaccount

Remove-ManagementRoleAssignment "MailStore Impersonation"

Step 2: Configuration of MailStore Server

Centrally Archiving Multiple Exchange Mailboxes

Archiving Incoming and Outgoing Emails Directly

With the support of the Exchange Server Journaling functionality, MailStore can archive the incoming and outgoing emails of all users automatically. This is the only way to ensure that all emails are archived in their entirety

Basic Functionality

Microsoft Exchange Server provides the option to take down all incoming, outgoing and internal email traffic. At the time of sending and receiving, a copy of the respective email is created and stored in a mailbox called Journal Mailbox. Additionally, the email is provided with a Journal report containing information about the actual senders and recipients.

MailStore can be configured to archive this Journal mailbox at regular intervals. During this process, the emails from the Journal mailbox will be assigned to their respective MailStore users (i.e. their user archives) automatically. This means that all users are able to view only their own emails.

Before the archiving process can be set up in MailStore, Journaling has to be set up for the Exchange Server. Please proceed as follows:

Step 1: Creating a Mailbox for Journaling

To set up a new Exchange user with a meaningful name, e.g. journal, please proceed as follows:

  • Start the Exchange Management Console and click on Recipient Configuration.
  • Click on New Mailbox.
  • Select User Mailbox and click on Next.
  • Select New User and click on Next.
  • Enter journal as user name (see screen shot below) and confirm by clicking on Next.
Xchg jour 2010 01.png
  • Click on Browse to select a mailbox database and click on Next.
  • Confirm the summary by clicking on New. The user journal is created.

Step 2: Configuring a New Mailbox as Journal Mailbox

Open the Exchange Management Console. In the tree structure, open Organization Configuration and then Hub Transport. Click on the Journaling tab and in the area on the right on New Journal Rule.

The dialog window New Journal Rule opens:

  • Enter a name for the journal rule, e.g. Journaling.
  • Click on Browse and select the user "journal" created above.
  • Under Scope, choose Global to capture all messages, Internal to capture internally sent messages only, or External to capture only those message with an external sender or recipient.
  • Make sure that the checkbox Enable Rule is activated.
  • Click on New to activate the rule. Please keep in mind that in complex Microsoft Exchange environments it may take several minutes until the new rule becomes effective.

Once the new configuration has come into effect, a copy of all incoming and outgoing emails is stored in the Journal mailbox (along with a report called Envelope). MailStore can now be configured to archive the Journal mailbox in regular intervals as described below.

Step 3: Configuration of MailStore Server

Archiving an Exchange Journal Mailbox

Public Folders

MailStore Server can archive the emails from the public folders of Microsoft Exchange servers and make them available to some or all MailStore users. The archiving process can be executed manually or automatically according to a schedule.


During archiving, emails are always assigned to individual users. Even when archiving a public folder, the user (or the user archive), for whom the emails are to be archived, has to be specified.

For this reason, first create a MailStore user for whom the public folder is to be archived. This user can be called publicfolder, for example. Next, all other users can be given access to the archive of the user publicfolder. This way, the archived content of the public folder is available to all MailStore users.

If MailStore users are not to have access to the archived public folder, skip this step and simply archive the emails to the user archive of the administrator (admin).

Information about how to create a new user in MailStore is available in the chapter User Management.

To be able to access all objects stored in all public folders without any problems, it is recommended to execute the following commands on the Exchange 2010 server hosting the respective public folders.

  • First, add the role Public Folder Management to a serviceAccount
 Add-Rolegroupmember -Identity "Public Folder Management" -Member '
  • Next, use the PowerShell Script AddUsersToPfRecursive.ps1 to add "Editor" permissions for all public folders.
 .\AddUsersToPfRecursive.ps1 -TopPublicFolder "\" -User '
 serviceAccount -Permission Editor

serviceAccount is now able to read, write and delete all objects stored in public folders. Don't forger to substitute serviceaccount with the Windows Useraccount in UPN (User Principle name) notation you want to use for archiving.

Archiving an Exchange Public Folder


The settings described above work in most cases. Yet, depending on the configuration of Microsoft Exchange Server, it is possible that a connection or registration fails even if all data has been entered correctly. If the suggestions in the corresponding error messages do not eliminate the problem, please try one or more of these alternative settings:

  • Use HTTP instead of HTTPS.
  • Make sure that the field Mailbox (opt.) contains the user's email address if it is different from the user's Windows login name.
  • Use IMAP (unencrypted), IMAP-TLS or IMAP-SSL (both encrypted) instead of HTTP(S). To use IMAP, it has to be activated in Exchange.

Throttling in Exchange 2010 SP1