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= Structure of the MailStore Database =
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A MailStore archive physically (i.e. on the storage) consists of individual archive stores, each with its own database, search indexes and data containers. By default, MailStore Server automatically creates and activates a new archive store every 5 million emails to immediately archive new emails in it.<br/>To MailStore users these archive stores are fully transparent; they have access to all archived emails in all active archive stores and thus get a logical view on the archive according to their respective privileges.
 
 
A MailStore database consists of the following:
 
 
 
== The Master Database ==
 
 
 
Every MailStore Server installation has exactly one master database where general information such as users, email folders and settings are stored. Compared with file groups (see below), the master database has a very small storage space requirement.
 
 
 
The master database is included in the setup of MailStore Server and is installed and set up automatically. Through the MailStore Server Configuration, the storage location of the master database can be determined and changed, if desired. The master database can be stored on a local drive or on a network location specified by an UNC path as well. For further information please refer to the article [[Using Network Attached Storage (NAS)]].
 
 
 
The master database is integrated in MailStore Server (embedded database) and can be run concurrently with other database systems.
 
 
 
== File Groups ==
 
 
 
The actual data - the archived emails - is stored in file groups. During the initial installation of MailStore Server, a first file group is created automatically. To distribute the archive among several storage locations, any number of additional file groups can be added at any time. In addition to allowing for flexible management of the storage space, the creation of new file groups has a positive influence on the performance of the archive.
 
 
 
A file group consists of:
 
 
 
* '''Database''' - The database stores a list of the individual emails, including header information, as well as a list of indexes.
 
* '''Content''' - The actual email content is stored in .DAT files. Generally, these files have a manageable size of approximately 8 MB each, but individual files can vary considerably in size.
 
 
 
* '''Index''' - One index per user is created, which makes extremely fast searches possible within MailStore. In addition, indexes are used for navigation within the tree structure.
 
 
 
= Managing Storage Locations =
 
 
 
In Storage Locations Management, the location of the master database can be viewed and the file groups of the archive can be managed. The file groups contain the actual data, the archived emails; by creating new file groups the complete archive can be distributed among different storage locations (e.g. different hard drives); existing file groups can always be moved at a later time.
 
 
 
== Accessing Storage Locations Management ==
 
 
 
Log on to MailStore Client as administrator. Click on ''Administrative Tools'' > ''Storage'' and then on ''Storage Locations''.
 
 
 
[[File:tech_storageloc_01.png|center|500px]]
 
  
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Under ''Administrative Tools > Storage > Storage Locations'' you can configure the parameters of the archive stores' auto-create, manually create new archive stores and manage the archive's existing archive stores. You can also view the location of the master database here.
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== Changing the Storage Location of the Master Database ==
 
== Changing the Storage Location of the Master Database ==
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The storage location of the master database can only be viewed here. In case the MailStore Client is started on the MailStore Server machine, clicking on ''Change...'' closes the MailStore Client and starts the [[MailStore Server Service Configuration]].
  
Here, the storage location of the master database can only be viewed. By clicking on ''Change'', only a summary of the steps (as described below) required to change the location is displayed:
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== Archive Store Basics ==
 
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In MailStore, there are two types of archive stores: ''Internal Archive Stores'' and ''External Archive Stores''.
Start the MailStore Server Base Configuration which is located in the MailStore Server program folder in the Windows Start menu (on the MailStore Server PC). Select the storage location of an existing master database (e.g. to restore a backup). If an empty directory is chosen, a new master database will be created.
 
 
 
== Maintenance of the Master Database  ==
 
  
The following features are available through ''Maintenance'' right of the ''Location'' field.
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Internal archive stores are stored entirely in configurable file system directories and can be created, managed and backed up automatically by MailStore. For most environments using internal archive stores is recommended.
  
* '''Cleanup (FB Sweep)'''<br/>Simple cleanup of the master database.
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External archive stores offer storage in SQL databases, but have several limitations. Information about external archive stores is available in chapter [[Using External Archive Stores]].
* '''Rebuild (FB Backup+Restore)'''<br/>Complete rebuilding of the master database (e.g. if structural problems occur).
 
  
== Creating a New File Group ==
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Both internal and external archive stores always consist of the following three components:
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{{Archive Stores Structure}}
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MailStore archive stores as a whole as well as their individual components can be put on different physical storage locations, including network based storages. For additional information, please refer to the article [[Using Network Attached Storage (NAS)]].
  
To create a new file group, click on ''Create...'' in the menu bar at the bottom of the window. Select an empty directory and click on ''OK'' or just enter a name to create a new file group in the same directory as the master database.
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<p class="msnote">'''Important notice: '''When choosing the physical storage system, please attend to the [[System Requirements]].</p>
  
== Store Newly Archived Email In... ==
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== Creating Archive Stores ==
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In MailStore, archive stores can be created automatically and manually. For most environments using the auto-create feature is recommended.
  
Select the file group into which new emails are to be archived. Right-click on the file group and select ''Archive Here''. Only file groups that are not write-protected can be chosen; their status can be changed at runtime.
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=== Creating Internal Archive Stores Automatically ===
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By default, MailStore Server creates a new internal archive store for about every 5 million emails and archives new emails therein. In practice, this value has proven to be suitable for most environments; therefore, when changing this default setting, do not select a value that leads to the creation of new archive stores too frequently.  
  
== Write-Protecting a File Group ==
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<p class="msnote">'''Important notice: '''The triggers ''Quarterly'', ''Monthly'' and sizings well below 5,000,000 emails or their gigabyte equivalent should be considered deprecated and are not recommended. Future versions of MailStore may no longer support these settings.</p>
  
Select a file group from the list, right-click on it an select ''Write Protect''.
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To change these settings, please proceed as follows:
  
The emails stored in a write-protected file group remain fully available to MailStore users and can be located through the folder structure or by running a search. However, neither can new emails be archived into this file group nor can existing ones be deleted from it. Please keep in mind that the file system still requires write access to the file group.
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* Below the list of archive stores, click on the ''Create automatically...'' button.
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* [[File:tech_storageauto_01.png|right|350px]]The ''Auto-Create Archive Stores'' dialog opens.
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* Customize the settings as preferred.
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* Under ''Base directory'' enter the directory below which you want MailStore to create the new internal archive stores. The internal archive stores that are created automatically by MailStore, including any subfolders, follow the naming scheme ''year-month'', e.g. ''2016-11''.
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* ''Optional: ''With the option ''Use different base directories for databases, content and search indexes'' you can configure separate directories for the individual components of an archive store. For example, you can put database and search index on a fast storage to accelerate folder operations and the MailStore search while leaving the email content files on a slower storage.
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* Click on ''OK''.<br clear=all />
  
After a file group has been write-protected, it is marked in the list with a lock symbol next to it.
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=== Creating an Internal Archive Store Manually ===
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To create a new internal archive store manually, please proceed as follows:
  
To remove the write-protection, select the appropriate file group and click on Write Protect again.
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* Below the list of archive stores, click on the ''Create...'' button.
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* The ''Create New Archive Store'' wizard opens.
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* Select the option ''Internal Archive Store'' and click on ''Next''.
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* [[File:tech_storageloc_int_01.png|right|350px]]Enter a name for the new internal archive store in the ''Name'' field, e.g. ''2016-11''.
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* If you don't want MailStore to archive new emails in the new archive store, deselect the option ''Archive new messages here''.
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* From the name entered and the path of the master database MailStore derives a base directory for the new internal archive store. By default, MailStore stores all components of an archive store in a folder structure that is created automatically below the base directory. You can optionally either change the proposed path manually or select an existing directory; an existing directory must not contain any files or subfolders.
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* ''Optional: ''With the option ''Use different base directories for databases, content and search indexes'' you can configure separate directories for the individual components of an archive store. For example, you can put database and search index on a fast storage to accelerate folder operations and the MailStore search while leaving the email content files on a slower storage.
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* Click on ''Finish'' to create the internal archive store.<br clear=all />
  
== Attaching and Detaching File Groups ==
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=== Creating an External Archive Store ===
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External archive stores can only be created manually. Creating a new external archive store is described in chapter [[Using External Archive Stores]].
  
Existing file groups can be detached from the archive: Simply select a file group from the list and right-click on it and select ''Detach'' from the menu. Once detached, the file group and the emails contained therein are no longer available in the archive. This feature can be used for taking old parts of the archive out of storage, for example.
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== Managing Archive Stores ==
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[[File:tech_storageloc_01.png|center|550px]]
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=== Setting the Status ===
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Right-click on an archive store and select the status from the ''Set Status'' submenu. As an alternative, you can select an archive store and set the status via the drop-down list in the details pane on the right of the archive store list. You can set the following status:
  
A detached file group can be reattached to the archive at any time: by clicking ''Attach...'', the file group becomes fully available again. '''Please note:''' Only file groups which originated from the same archive can be attached; file groups from external archives cannot be integrated.
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* ''Archive here''<br/>In MailStore, there can only be one archive store with this status. All newly archived emails are written into this archive store. The emails are available to all MailStore users and can be located by searching and through the folder structure. Emails in this archive store can be deleted or moved according to configured user privileges and compliance settings.
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* ''Normal''<br/>Emails in archive stores with status ''Normal'' are available to all MailStore users and can be located by searching and through the folder structure. Emails in this archive store can be deleted or moved according to configured user privileges and compliance settings.
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* ''Write-Protected''<br/>Irrespective of user privileges and compliance settings, emails in write-protected archive stores can only be accessed read-only. The emails are available to all MailStore users and can be located by searching and through the folder structure. However, emails in such archive stores cannot be deleted or moved.<br/><br/><p class="msnote">'''Notice: '''Please note that file system write access to the directory of the archive store is still required and that this status prevents automatic processing of retention policies.</p>
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* ''Disabled''<br/>Disabling an archive store allows you to make changes to its configuration. This may be necessary after [[Moving the Archive]], for example. While an archive store is disabled, the emails contained therein are not available to the archive.<br/><br/><p class="msnote">'''Notice: '''Please note that this status prevents the execution of archiving profiles.</p>
  
== Moving File Groups ==
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=== Editing ===
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Through the context menu item ''Edit...'' you can change the name and the directories of an archive store with status ''Disabled''.
  
To move a file group, please proceed as follows:
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=== Renaming ===
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Through the context menu item ''Rename...'' you can change the name of an archive store irrespective of its status.
  
*Detach the file group to be moved: Select the appropriate group from the list and click on ''Detach''.
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=== Detaching ===
*Use Windows Explorer to move the file group to a different directory on any local(!) network.
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Through the context menu item ''Detach'' you can detach an archive store from the archive, for example if all email contained therein do no longer have to be archived. The detached archive store and the emails contained therein are no longer available to the archive.
*Reattach the file group: Click on ''Attach'' and select the new storage location of the file group. Click on ''OK'' to confirm.  
 
  
== Maintenance of the File Groups ==
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=== Attaching ===
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A detached archive store can be reattached to the archive using the ''Attach...'' button. If the archive store cannot be decrypted automatically, you will be asked for the respective recovery key. For example, this could be the case for archive stores that belonged to another MailStore installation or which have been moved from another machine. You can find more information on the recovery key in section  [[MailStore_Server_Service_Configuration#Security_and_Encryption|Security and Encryption]] of chapter [[MailStore Server Service Configuration]].
  
All available maintenance commands are available by right-clicking onto a file group from the list. Alternatively by selecting a file group and clicking on ''Selection'' in the menu bar on the bottom of the window. Following functions are available:
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=== Unlocking ===
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If an archive store cannot be decrypted automatically, it will be listed as ''Locked'' in the list of archive stores. Through the context menu item ''Unlock'' or by changing the status you will be asked for the respective recovery key. You can find more information on the recovery key in section  [[MailStore_Server_Service_Configuration#Security_and_Encryption|Security and Encryption]] of chapter [[MailStore Server Service Configuration]].
  
* '''Free Unused Disk Space'''
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== Maintenance of Archive Stores ==
* '''Check Data Integrity'''
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All available maintenance commands can be accessed through the context menu of the list of archive stores. Alternatively, you can select an archive store and click on the ''Maintenance'' drop-down list in the details pane. The following commands are available:
* '''Cleanup (FB Sweep)'''<br/>Simple cleanup of a file group database.
 
* '''Rebuild (FB Backup+Restore)'''<br/>Complete rebuilding of a file group database (e.g. if structural problems occur).
 
* '''Recalculate Statistics of all File Groups'''
 
  
== Creating File Groups Automatically ==
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* ''Cleanup (Compact)''<br/>Optimizes the data structures while compacting the data.
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* ''Check Data Integrity''<br/>Verifies the data integrity between "Folder Information and Meta Data" as well as "Email Headers and Contents".
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* ''Maintain All FDB Files''<br/>Maintains the master database and all databases of internal archive stores.
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* ''Recalculate all statistics''<br/>Recalculates the statistics (number of emails per archive store) for all archive stores.
  
MailStore Server creates a new file group approximately every 500.000 messages and starts archiving new messages into the newly created file group. To change the default behavior, e.g. you want to create a new file group quarterly, please proceed as follows:
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Maintenance commands can also be scheduled for automatic execution via [[Jobs]].
  
* Start MailStore Client and log on as MailStore administrator (admin).
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[[de:Speicherorte]]
* Click on ''Administrative Tools'' > ''Storage'' and then on ''Storage Locations''.
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[[en:Storage Locations]]
* Click on ''Create automatically...''.
 
* Adjust the settings in the ''Auto-Create File Groups'' window to your needs.<br/>''Important notice:'' Refer to [[Choosing the Right Storage Strategy]] for additional important information.
 
*: [[File:tech_storageauto_01.png|center|350px]]
 
* Under ''Create in'' enter a path where to create the automatically created file groups directories. MailStore always adds year-month to the name of the file group directory.
 
* Click on ''OK'' to confirm the settings.
 

Latest revision as of 10:42, 18 April 2018

A MailStore archive physically (i.e. on the storage) consists of individual archive stores, each with its own database, search indexes and data containers. By default, MailStore Server automatically creates and activates a new archive store every 5 million emails to immediately archive new emails in it.
To MailStore users these archive stores are fully transparent; they have access to all archived emails in all active archive stores and thus get a logical view on the archive according to their respective privileges.

Under Administrative Tools > Storage > Storage Locations you can configure the parameters of the archive stores' auto-create, manually create new archive stores and manage the archive's existing archive stores. You can also view the location of the master database here.

Changing the Storage Location of the Master Database

The storage location of the master database can only be viewed here. In case the MailStore Client is started on the MailStore Server machine, clicking on Change... closes the MailStore Client and starts the MailStore Server Service Configuration.

Archive Store Basics

In MailStore, there are two types of archive stores: Internal Archive Stores and External Archive Stores.

Internal archive stores are stored entirely in configurable file system directories and can be created, managed and backed up automatically by MailStore. For most environments using internal archive stores is recommended.

External archive stores offer storage in SQL databases, but have several limitations. Information about external archive stores is available in chapter Using External Archive Stores.

Both internal and external archive stores always consist of the following three components:

  • Folder Information and Meta Data
    Contains all data needed for the construction of the folder structure and the email list.
  • Email Headers and Contents
    Contains the actual payload of the archive.
  • Full Text Index
    Contains all data needed for searching through emails and attachments. The full text index can be reconstructed at any time. Additional information is available in chapter Search Indexes.

MailStore archive stores as a whole as well as their individual components can be put on different physical storage locations, including network based storages. For additional information, please refer to the article Using Network Attached Storage (NAS).

Important notice: When choosing the physical storage system, please attend to the System Requirements.

Creating Archive Stores

In MailStore, archive stores can be created automatically and manually. For most environments using the auto-create feature is recommended.

Creating Internal Archive Stores Automatically

By default, MailStore Server creates a new internal archive store for about every 5 million emails and archives new emails therein. In practice, this value has proven to be suitable for most environments; therefore, when changing this default setting, do not select a value that leads to the creation of new archive stores too frequently.

Important notice: The triggers Quarterly, Monthly and sizings well below 5,000,000 emails or their gigabyte equivalent should be considered deprecated and are not recommended. Future versions of MailStore may no longer support these settings.

To change these settings, please proceed as follows:

  • Below the list of archive stores, click on the Create automatically... button.
  • Tech storageauto 01.png
    The Auto-Create Archive Stores dialog opens.
  • Customize the settings as preferred.
  • Under Base directory enter the directory below which you want MailStore to create the new internal archive stores. The internal archive stores that are created automatically by MailStore, including any subfolders, follow the naming scheme year-month, e.g. 2016-11.
  • Optional: With the option Use different base directories for databases, content and search indexes you can configure separate directories for the individual components of an archive store. For example, you can put database and search index on a fast storage to accelerate folder operations and the MailStore search while leaving the email content files on a slower storage.
  • Click on OK.

Creating an Internal Archive Store Manually

To create a new internal archive store manually, please proceed as follows:

  • Below the list of archive stores, click on the Create... button.
  • The Create New Archive Store wizard opens.
  • Select the option Internal Archive Store and click on Next.
  • Tech storageloc int 01.png
    Enter a name for the new internal archive store in the Name field, e.g. 2016-11.
  • If you don't want MailStore to archive new emails in the new archive store, deselect the option Archive new messages here.
  • From the name entered and the path of the master database MailStore derives a base directory for the new internal archive store. By default, MailStore stores all components of an archive store in a folder structure that is created automatically below the base directory. You can optionally either change the proposed path manually or select an existing directory; an existing directory must not contain any files or subfolders.
  • Optional: With the option Use different base directories for databases, content and search indexes you can configure separate directories for the individual components of an archive store. For example, you can put database and search index on a fast storage to accelerate folder operations and the MailStore search while leaving the email content files on a slower storage.
  • Click on Finish to create the internal archive store.

Creating an External Archive Store

External archive stores can only be created manually. Creating a new external archive store is described in chapter Using External Archive Stores.

Managing Archive Stores

Tech storageloc 01.png

Setting the Status

Right-click on an archive store and select the status from the Set Status submenu. As an alternative, you can select an archive store and set the status via the drop-down list in the details pane on the right of the archive store list. You can set the following status:

  • Archive here
    In MailStore, there can only be one archive store with this status. All newly archived emails are written into this archive store. The emails are available to all MailStore users and can be located by searching and through the folder structure. Emails in this archive store can be deleted or moved according to configured user privileges and compliance settings.
  • Normal
    Emails in archive stores with status Normal are available to all MailStore users and can be located by searching and through the folder structure. Emails in this archive store can be deleted or moved according to configured user privileges and compliance settings.
  • Write-Protected
    Irrespective of user privileges and compliance settings, emails in write-protected archive stores can only be accessed read-only. The emails are available to all MailStore users and can be located by searching and through the folder structure. However, emails in such archive stores cannot be deleted or moved.

    Notice: Please note that file system write access to the directory of the archive store is still required and that this status prevents automatic processing of retention policies.

  • Disabled
    Disabling an archive store allows you to make changes to its configuration. This may be necessary after Moving the Archive, for example. While an archive store is disabled, the emails contained therein are not available to the archive.

    Notice: Please note that this status prevents the execution of archiving profiles.

Editing

Through the context menu item Edit... you can change the name and the directories of an archive store with status Disabled.

Renaming

Through the context menu item Rename... you can change the name of an archive store irrespective of its status.

Detaching

Through the context menu item Detach you can detach an archive store from the archive, for example if all email contained therein do no longer have to be archived. The detached archive store and the emails contained therein are no longer available to the archive.

Attaching

A detached archive store can be reattached to the archive using the Attach... button. If the archive store cannot be decrypted automatically, you will be asked for the respective recovery key. For example, this could be the case for archive stores that belonged to another MailStore installation or which have been moved from another machine. You can find more information on the recovery key in section Security and Encryption of chapter MailStore Server Service Configuration.

Unlocking

If an archive store cannot be decrypted automatically, it will be listed as Locked in the list of archive stores. Through the context menu item Unlock or by changing the status you will be asked for the respective recovery key. You can find more information on the recovery key in section Security and Encryption of chapter MailStore Server Service Configuration.

Maintenance of Archive Stores

All available maintenance commands can be accessed through the context menu of the list of archive stores. Alternatively, you can select an archive store and click on the Maintenance drop-down list in the details pane. The following commands are available:

  • Cleanup (Compact)
    Optimizes the data structures while compacting the data.
  • Check Data Integrity
    Verifies the data integrity between "Folder Information and Meta Data" as well as "Email Headers and Contents".
  • Maintain All FDB Files
    Maintains the master database and all databases of internal archive stores.
  • Recalculate all statistics
    Recalculates the statistics (number of emails per archive store) for all archive stores.

Maintenance commands can also be scheduled for automatic execution via Jobs.

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  • 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.