End User Access

The logon process for customers to administrate their MailStore Instance or to access their archives varies slightly from the logon process of an on-premises MailStore Server.

Find detailed information about logging in with E-mail Archive Client and E-mail Archive Add-in for Outlook below. Additionally find information about how to log on to Web Access using a web browser or the integrated IMAP server using any IMAP capable email client.

As both applications are identical to MailStore Client and MailStore Outlook Add-in, their system requirements can be found in the MailStore Server help.

E-mail Archive Client

Customers' administrators can access their own MailStore Instance with the E-mail Archive Client by using the credentials received from their service provider. End users can use the same client to archive or export email or to access their archived email. Follow the instructions below for logging on with E-mail Archive Client:

• Open the E-mail Archive Client by using the link E-mail Archive on the desktop.
• Select the preferred language from the Language drop down list and enter the URL to connect to in the Server Name field. The URL must be in the format https://<fqdn_of_cas>/<instance_id_or_alias>.

  

  Hint: The language and server name can be saved to skip this step in the future by activating the Always connect to this server option. To change the settings again, start E-mail Archive Client while keeping the SHIFT-key pressed.

• Click Connect to connect.
• The E-mail Archive Client will update itself to become compatible with the provider's version of MailStore Service Provider Edition if necessary.
• Enter your username.

  

• Click Next to continue.
• The MailStore Instance now determines how the user is to be authenticated.
  • If the instance is able to verify the user's credentials itself, the password dialog appears. Enter the password into the Password field and click on Log in

  

  • If the user has been synchronized from Microsoft 365 or Google Workspace, the default web browser will be opened to allow authentication through Microsoft's or Google's authentication service.

E-mail Archive Add-in for Outlook

• Open Microsoft Outlook.
• If the E-mail Archive Add-in for Outlook is not pre-configured, you will be asked to log in to your MailStore Instance as soon as you click any button of the E-mail Archive Add-in for Outlook.
• Enter the URL to connect to in the Server Name field. The URL must be in the format https://<fqdn_of_cas>/<instance_id_or_alias>.
• Click Connect to continue.
• Enter your username in the User Name field and click Next to continue.
• The MailStore Instance now determines how the user is to be authenticated.
  • If the instance is able to verify the user's credentials itself, the password dialog appears. Enter the password into the Password field and click on Log in
  • If the user has been synchronized from Microsoft 365 or Google Workspace, the default web browser will be opened to allow authentication through Microsoft's or Google's authentication service.

Web Access

End users can access their archived email easily via any supported web browser, by following the instructions below. Mobile devices are supported.

• Open a web browser.
• Navigate to Web Access. The URL is https://<fqdn_of_cas>/<instance_id_or_alias>.
• Enter your username in the User Name field and click Next to continue.
• The MailStore Instance now determines how the user is to be authenticated.
  • If the instance is able to verify the user's credentials itself, the password dialog as shown below appears. Enter the password into the Password field and click on Log in
  • If the user has been synchronized from Microsoft 365 or Google Workspace, the web browser will be redirected to allow authentication through Microsoft's or Google's authentication service.

Outlook App

End users can access their archived email easily via a supported Outlook.

• The MailStore Outlook app can be accessed via the app store integrated in Outlook.
• The MailStore Outlook app can be pinned to the Outlook sidebar for quick access.
• The user name of the user currently logged in to Outlook is automatically determined and entered in the corresponding field. If you want to log in to the archive with a different user, change the name.
• Click on Next.

MailStore SPE now determines how the user is to be authenticated.

• If MailStore SPE is able to verify the user's credentials itself, the password dialog appears. Enter the password into the Password field and click on Log in.
• If Multi-factor Authentication has been enabled, and the current device is not trusted, the user has to enter an MFA code.
• If the user authenticates against Microsoft 365, Google Workspace or Active Directory Federation Services (AD FS), a new browser window or tab will be opened to allow authentication through Microsoft's, Google's or the AD FS's authentication service. After authenticating successfully, the window or tab can be closed.

IMAP Client

Archived emails can be accessed via an integrated IMAP server with any IMAP capable email client using the following settings.

When using Microsoft or Google to authenticate users at login, accessing the archive via IMAP is not possible for technical reasons.

• Incoming Mail Server - Host name or IP address of a Client Access Server
• Port - For STARTTLS-encrypted connections (explicit TLS) standard IMAP port 143 is used. For implicit TLS encrypted connections standard IMAP port 993 is used. Login over unencrypted connections is not supported.
• User Name - Name of the MailStore user prepended by his instance id or alias <instance_id_or_alias>/<username>, e.g. jdcorp/jon.doe.
• Password - Password which is required for accessing the MailStore instance.

Please note: In addition to configuring the incoming mail server, email clients often require configuring the outgoing mail server as well. In this case, using the same data as for an existing email account will facilitate further processing emails from the email archive.