Archiving Emails from Microsoft Office 365

Revision as of 10:07, 27 June 2012 by Admin (talk | contribs) (Step 1: Setting up a central user for accessing mailboxes)


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Please note: This tutorial only covers the specifics of archiving from Microsoft Office 365 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 Microsoft Office 365 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.

Important notice: Dependent on your Office 365 plan, some archiving methods might not be usable in MailStore. The methods described under Archiving Multiple Office 365 Mailboxes Centrally and Archiving Incoming and Outgoing Emails Directly require functions that are only available Office 365 plans for midsize businesses and enterprises.

Synchronizing Users

As Microsoft Exchange requires the existence of an Active Directory, it is recommended to set up a synchronization as described in chapter Active Directory Integration of the MailStore Server manual.

Archiving Individual Office 365 Mailboxes

Includes:Archiving an Exchange Mailbox

Archiving Multiple Office 365 Mailboxes Centrally

With MailStore, some or all mailboxes of Microsoft Office 365 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.

Important notice: The function ApplicationImpersonation, which is required in order to archive multiple Office 365 mailboxes in a single step, is only available in Office 365 plans for midsize businesses and enterprises (E1-E5).

Step 1: Setting up a central user for accessing mailboxes

Before the archiving process can be set up in MailStore, a user has to be created. Afterwards follow these steps, to grant access permissions to the newly created user on all mailboxes:

  • Log into Microsoft's Online Portal with your Office 365 admin account.
  • Click on Admin and then on Manage under Exchange Online.
  • Navigate to Roles & Auditing > Administrator Role.
  • Under Role Groups select New....
    Arch office 365 multi 01.png
  • Enter a reasonable name and description for the new role group.
  • Under Roles add the role ApplicationImpersonation
  • Under Members add the user you want to give permission to access all mailboxes.
    Important notice: Users that the ApplicationImpersonation role should be assigned to, must not be member of any administrative group (e.g. "Domain Admins", "Enterprise Admins", "Exchange Organization Admins" or "Administrators").
  • Click on Save to create a new role group.

Step 2: Configuration of MailStore Server

Includes:Centrally Archiving Multiple Exchange Mailboxes

Archiving Incoming and Outgoing Emails Directly

With the support of Office 365 Exchange Online's journal function, 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

Important notice: The Office 365 Exchange Online's journal function, which is required to archive incoming and outgoing emails directly, is only available in Office 365 plans for midsize businesses and enterprises (E1-E5).

Basic Functionality

Microsoft Office 365 Exchange Online 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 Office 365 Exchange Online Server. Please proceed as follows:

Step 1: Creating a Mailbox for Journaling

The following steps describe how to set up journaling for your Microsoft Office 365 account.

  • Log into Microsoft's Online Portal with your Office 365 admin account.
  • Click on Admin and then on Manage under Exchange Online.
  • Click on Mail Control > Journaling.
  • Click New... to setup a new journal rule.
  • Configure the new rule as follows:
    • If the message is sent to or from... [Apply to all messages]
    • Journal the following messages... All messages
  • Set Send journal reports to any email address
  • Under Name of rule enter a reasonable name for the new journal rule, for instance MailStore Journal Archiving
  • Finally click on Save and confirm the question if you want this rule to apply to all future messages by clicking on Yes.
  • If you have not set up a recipient for None Delivery Reports (NDRs) for undeliverable journal reports yet, you are asked to do it now. Just follow the onscreen instructions.

Step 2: Configuration of MailStore Server

Setting up the archiving profile is very similar to a non-hosted Exchange 2010 environment.

Important notice: In case the journal mailbox is a regular IMAP mailbox, you still have to select Microsoft Exchange > In- and Outbound E-mail Automatically under Archive E-mail in order to ensure that MailStore processes the journal reports correctly. Access via usually needs to be set to IMAP, IMAP-TLS or IMAP-SSL.

Please note that MailStore Server is not able to delete Exchange journal emails from GMail mailboxes.

Includes:Archiving an Exchange Journal Mailbox

Troubleshooting

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.

Weblinks

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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.