Archive Your Email With MailStore
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MailStore Server offers several ways to archive emails from Exchange Online / Microsoft 365 mailboxes, which are described below. If you are not sure which archiving method best suits your company, please refer to the chapter Choosing the Right Archiving Strategy.Our Tech Tip video shows the essential configuration steps in this article.
Before archiving Microsoft 365 mailboxes, registering MailStore Server in your Microsoft 365 tenant is required. It is also highly recommended to synchronize users in MailStore Server directly with that tenant to fetch all information that is relevant for archiving such as email addresses. The registration and synchronization procedures are described in the chapter Synchronizing User Accounts with Microsoft 365 (Modern Authentication) of the MailStore Server manual.
In MailStore Server Microsoft 365 archiving tasks are stored in archiving profiles. By following the procedure described here you can archive a single Microsoft 365 mailbox for a specific MailStore user. The archiving process can be executed manually or automatically. You can find further information about executing archiving profiles in chapter Email Archiving with MailStore Basics.
Together with the Exchange Online 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 entirely.
With the corresponding archiving profile MailStore can archive the journal mailbox automatically. During this process, MailStore parses the information in the journal reports and assigns the emails to their respective MailStore archives. Therefore even with journal archiving all users have access to their own emails only.
Before configuring MailStore Server, please make sure that a MailStore Server user account exists for each user whose emails are to be archived with the MailStore Gateway. Please refer to chapter User Management for more information.
Since you are planning to use an external mailbox (MailStore Gateway) as the recipient for Journal reports, we highly recommend to first create an external contact with this mail address in your Exchange mailbox administration to prevent any later errors or warnings about an unknown recipient in the process.
MailStore Server can archive the emails from the public folders of Exchange Online and make them available to some or all MailStore Server users. The archiving process can be executed manually or automatically.
As best practice, please create a dedicated MailStore Server user (e.g. publicfolder) whose archive acts as target for the public folder archiving profile. Through the user privileges you can grant access to the archive of the user publicfolder to other MailStore Server users. This way the archived emails of the public folder are made available to those MailStore Server users.
An additional advantage: you can still reply to or forward archived emails by opening them with a single mouse-click in your standard email program. In addition, the archive allows you to search quickly and easily through all your email communications.
Emails can be lost due to incomplete data backups, corrupted PST files, or other technical problems. With MailStore Home, you can keep all your emails safely in the archive, where they are easily retrievable.
Service providers will be able to broaden their portfolio and offer their customers all the advantages of modern email archiving as a service thanks to MailStore SPE. You can run the MailStore SPE on your infrastructure and adapt it precisely to your requirements.
MailStore Home lets you archive your private email from almost any email source and search through them quickly. You will never lose emails again. It is also possible to start running MailStore Home as a portable version directly from a USB flash drive. This can be done without installation and on any PC.
MailStore Gateway offers SMTP and POP3 proxy functionality, along with simple mail server functionality for receiving and storing emails from Microsoft 365, Google Workspace and other email servers that can send emails to external archiving solutions via SMTP.
Emails can be archived from the mailboxes of public cloud services such as Microsoft 365 or Google Workspace, email servers such as Microsoft Exchange or MDaemon as well as from locally installed email clients. Dependent on their type, archiving tasks can be performed continously, manually or based on a schedule.
In the chapter Email Archiving with MailStore Basics, you can find out more about working with archiving profiles, archiving specific folders, deleting emails after archiving and automating the archiving process.
With MailStore Server, you can archive already existing Microsoft 365 mailboxes as well as public folders and shared mailboxes. You have the option to archive individual, multiple or all mailboxes in one step as well as archiving all incoming and outgoing emails by using MailStore Gateway.
With MailStore you can archive already existing Exchange or Microsoft 365 mailboxes as well as public folders and shared mailboxes. You have the option to archive individual, multiple or all mailboxes in one step as well as archiving all incoming and outgoing emails by using the Exchange journal feature.
MailStore Server offers special support for the MDaemon Server. With MailStore Server, you are able to archive single mailboxes, multiple or all mailboxes in one step as well as archiving all incoming and outgoing emails. Additional information is available in chapter Archiving Emails from MDaemon.
MailStore Server offers special support for the Kerio Connect email server. With MailStore Server, you are able to archive single mailboxes, multiple or all mailboxes in one step as well as archiving all incoming and outgoing emails. Additional information is available in chapter Archiving Emails from Kerio Connect.
MailStore Server offers special support for the Ice Warp Server. With MailStore Server, you are able to archive single mailboxes, multiple or all mailboxes in one step as well as archiving all incoming and outgoing emails. Additional information is available in chapter Archiving Emails from IceWarp Server.
With MailStore Server, you can also archive the mailboxes of other email servers using the IMAP or POP3 protocols. These include web-based mailboxes such as GMX or Web.de. MailStore Server supports archiving individual mailboxes, multiple mailboxes in one step, as well as catchall or multidrop mailboxes that can be used to archive all incoming and outgoing emails.
As administrator, you can archive emails from .eml or .msg files for other MailStore Server users. Additional information about these topics is available in chapter Archiving Emails from External Systems (File Import).
An email archive serves as a supplement to an existing email system. The administrator defines which emails are to be moved to the archive and at what time, and whether the emails, once archived, should be deleted from the mailboxes on the email server. Ideally, the archive will be able to manage very large volumes of data efficiently.
For years, thousands of companies from a whole variety of industry sectors across the globe have placed their trust in MailStore for their email archiving needs. Click here to read some real-life user experiences and find out which problems have been solved with our software.
These individual components can be moved to different physical storages. For example, you can move the database with folder information and meta data as well as the search index on a fast storage to accelerate folder operations and the MailStore search while leaving the email content files on a slower storage.To move parts of an archive store to another hard-disk or network share, follow the instructions below. The MailStore master database and all other archive stores remain unchanged.
To move a MailStore Server archive, including all users, settings and emails, to a network share, follow the instructions below. The information from the article Using Network Attached Storage (NAS) are also applicable. The MailStore program directory remains unchanged.
Any archiving profile can be run any number of times without concern. MailStore Server only archives emails that are not yet stored in the target archive. MailStore Server also detects if any emails were moved to a different folder within the source application (e.g. Microsoft Outlook) and reproduces such moves in its archive accordingly. Already archived emails, that have been moved within the source from a folder that is categorized by MailStore as a folder containing sent messages, to a folder that is categorized by MailStore as a folder not containing sent messages, will be archived again. This also applies vice versa.
You can select the folders to be archived directly upon creating a new archiving profile. Alternatively, you can adjust the selection for already existing profiles. Additional information about creating and editing archiving profiles is available in the chapter Working with Archiving Profiles. The following screenshot shows how to access the folder settings using a Microsoft Outlook archiving profile as an example:
Example: You have created a folder Archive in the email application or the mailbox, into which the user moves all emails that should be archived. In this case, add the folder Archive to the inclusion list. That way, only this single folder will be archived.
The deletion process will be executed after the archiving of all emails by the archiving profile has been finished. During this process it is explicitly checked whether any email that is about to be deleted has really been archived. This ensures that only emails will be deleted from the source system that have been written into the archive before.
Archiving profiles from the category E-mail Clients (i.e Microsoft Outlook, Mozilla Thunderbird) and E-mail Files must be executed in the context of the Windows users whose emails are to be archived or who has access to the files to be archived. To automate the archiving process of these profiles please proceed as follows: 153554b96e
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