Backup and Restore


Preliminary Considerations

MailStore Server supports two methods to perform a full backup of the email archive including all user settings: the MailStore integrated backup feature and the use of an external backup software.

Which method best suits the needs of your business depends on your preferences as well as your system environment. In smaller environments without a designated administrator, the integrated backup feature has the advantage that no extensive configuration needs to be performed in order to make sure that the backup is successfully completed and that all pertinent data and directories are included. To be able to transfer the data (to Digital Audio Tape, for example), it is necessary to integrate the backed up data into another system backup.

When using external backup software (e.g. Symantec Backup Exec, Windows NTBackup or Acronis True Image,) a few measures have to be taken to be able to create a successful backup. However, it has the advantage that the MailStore Server data can be integrated into existing backup strategies without having to perform a separate system backup.

Please note: In MailStore's Administrative Tools under Storage Locations, older file groups can be write-protected. Write-protected file groups remain available to all users (although they cannot be moved or deleted) and no longer have to be included in ongoing backup procedures. These file groups can be stored on cost-efficient storage media. More information about file groups and storage locations is available under Managing Storage Locations.

Using the MailStore Integrated Backup Feature

MailStore has built-in technology to perform a full backup of the archive.

A full database backup contains all archived emails and all program settings such as users and privileges. Restoring such a backup is sufficient to completely reinstate the original archive without having to perform any further configurations.


To create a complete database backup, click on Administrative Tools and select Create Archive Backup. Enter the destination directory and specify the scope of the backup. For determining which file groups should be included in the backup, the following options are available:

Backup all file groups: All currently attached file groups are archived.

Backup all file groups that are not write-protected: With MailStore Server file groups can be write-protected. Users are still able to access the data of a write-protected file group but are no longer able to make any changes (by adding or deleting emails). If a backup of a write-protected file group has already been performed, it can be excluded from the backup procedure using this option.

Backup the following file groups: With this option the backup can be limited to specific file groups.

After selecting the appropriate option, click on OK to perform a single backup. To perform a backup at regular intervals, click on Schedule Task and create the appropriate task.

Bkup archive 01.png

Please note: The archive cannot be accessed while a backup is in progress. Trying to access the archive will generate the following error message:

Using External Backup Software

Please note: MailStore does not support VSS (Volume Shadow Copy Service). Please make sure that the MailStore Server service is stopped before performing a backup.

As soon as the MailStore Server service is stopped, the data directories of the archive can be backed up with external backup software. A database backup contains all archived emails and program settings such as users and privileges. Restoring such a backup is sufficient to completely reinstate the original archive without having to perform any further configurations.

How to use external software to create a backup is described below using the Windows backup program NTBackup as an example.

Preparations and Identification of the Necessary Command Line Parameters (for NTBackup)

How to determine the necessary command line parameters for a MailStore Server backup using a batch file is described in the following.

First, select the MailStore Server database directory for the backup. The default directory is located under C:\MailArchive. Any additional file groups that were created via Administrative Tools -> Storage Locations have to be included in the backup.

Please note: Never limit the backup to file groups; each backup must also include the master database (MailStoremaster.fdb).

Restoring Backups

This chapter describes how a database backup of the entire email archive can be restored.Information about archiving individual files (in EML or MSG format) is available in chapter Archiving Emails from External Systems.


A database backup contains all archived emails and program settings such as users and privileges. A recovery of such a backup is sufficient to completely restore the original archiving service without requiring any further configuration.

A new database backup can be created directly from MailStore through Create Archive Backup at Administrative Tools.

Regardless of how it was created, a database backup can always be restored by following the steps described below.

Restoring a Database Backup

An operative installation of MailStore Server is required to restore a database backup. Please proceed as follows:

  • Copy the database backup to a local hard drive on the computer on which MailStore Server is installed.
  • Start the MailStore Server Configuration. It is located in the MailStore Server program folder that can be accessed through the Windows Start menu.
  • Below Master Database, click on Change and select the backup directory containing the file MailStoreMaster.fdb. Click on OK to confirm.
Bkup restore 01.png
  • Below Windows Service, click on Restart to save the new settings.
  • The backup is completely restored to the application and the archive can be used as usual.

Additional file groups may exist which will not have been restored to the archive after following these steps. In this case, please proceed as follows:

  • Start MailStore Client on the MailStore Server PC and log on as MailStore administrator.
  • Under Administrative Tools click on Storage Locations.
  • In the menu bar at the bottom of the screen, click on Attach and select the appropriate file group.