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Exclaimer Mail Archiver User Manual

1. Conditions Summary Search for messages where specified words or phrases are matched anywhere in the message Any part of the message The subject Search for messages where specified words or phrases are matched in the message subject line The sender Search for messages where the sender Email address or name contains Is a member of this group Is not a member of this group Email address is Email address is not Email address starts with Any of the Search for messages where any of the recipients recipients Is a member of a specified group Is not a member of a specified group Has a specified email address Has an email address that starts with specified characters Has a name or email address which contains specified characters None of the Search for messages where none of the recipients recipients Is a member of a specified group Has a specified email address Has an email address that starts with specified characters Has a name or email address which contains specified characters An attachment Search for messages where an attachment name contains a specified word or phrase The number of Search for messages where the number of attachments attachments 7 s equal to a specified number e Is greater than a specified number s between two specified numbers None of the Search for messages which have at least one attachment but none of the attachments attachments has a name which contains
2. ic r Date Range between 1 f January z December z 2100 gt 2006 2012 Exclaimer Ltd Advanced options are summarized below Subject contains Message contains Sender email address is Recipient email address is Date range between Conditions Summary Enter a word or phrase to be matched in the subject line of email messages if multiple words are entered in this field they are treated as a phrase Enter a word or phrase to be matched in the body or subject of email messages if multiple words are entered in this field they are treated as a phrase Enter an email address to be matched in the from field of email messages Enter an email address to be matched in the delivery to properties for messages Recipient information is checked in to cc and bcc fields although access to bcc information is dependent upon the user s access permissions For further information please refer to the availability of BCC information pg 198 Use drop down fields to define a date range between which messages will be matched Note that defined dates are inclusive USER MANUAL Exclaimer Mail Archiver Page 213 Working with Search Results Search results are displayed in the form of a web search Access advanced search options Search Advanced J Results 1 10 The search results list ITo returned Melissa s do determines keeper Thomas Nicholson testnet local
3. Name Selecting a user a group or organizational unit will display a selection window For example choosing to add an OU displays the Active Directory Container window Simply navigate the selection window and select the required entry choosing to add everyone simply adds this entry to the left hand pane without opening a selection window Having added required users groups and OUs select each entry in turn and add required permissions pg 123 USER MANUAL Exclaimer Mail Archiver Page 122 Adding or Updating Access Permissions To set permissions for a user a group or organizational unit or for everyone select the required entry in the left hand pane this activates options in the right hand pane 4 Default Store SaaS Click add to add new 3 General Sting E Security manaamaan Ej E Settings 18 Security permissions or select an L Access to Store existing permission and choose edit or remove User Group or OU Sp Add X Name Group Evaluation amp Administrator Everyone Existing permissions for the selected user group OU or select required user for everyone are listed group OU or everyone In some cases suggested permissions are automatically added For example when everyone is added to the left hand pane default access permissions are set to self in the right hand pane i e everyone should have access to their own emails in the store To add permissions
4. exclaimer Exclaimer Mail Archiver User Manual www exclaimer com Contents re peor everevay ance E vane tuunesty E T NN 8 Mait Archiver Overview sssssnppr E 9 Exchange 218 gg ce 1110 arerin arne e EA NEE OEA ENEE E 9 AE E o E A A A EE A A A A ae oeeuate 9 Archivine OCICS errenneren innin anann EE ENER EREE ATA AEAEE EAE Ei 10 Sela Cl iseneascnedlssavanates actheseemansusanpartiaeaniosathtatnapeanamasuie toe semioameittnsteeenaeaiztetnssaneneaneuneraararmpanentdmeatanarnasenapcns 10 Managing Archived Messages ccccsccsccseccecceeeceenccseeeeceuccseeeceeceseceeeeseceueeseeeeseeeteeeeeeeeeeeeeetes 10 Closing Exclaimer Mail Archiver sscssccsccscaicncesasinwesscnepecesavanwasencssacenasusencsccatapueasesaetssveceoapaeassntswoessedeaensate 11 INSTALLATION amp DEPLOYMENT wrascensaccssccsucadescaccedcadessnucodduccssecceucdecasnecsuosdoensaneiasiensueinapieasienstns 12 Installation OVErVio Wesen E RE 13 System REGUIFCINIGIGS essre N 14 Mail Archiver Console and Web Server ssssesesssssrsssssessresssrsrosssressssessrsresreressstssreessreresssresseressns 14 PAROA a AEA E E A EE A O A E E E A 14 E E E A A E E E S A E E 14 Batch Importer Exchange Mailboxes cccccsccssscsecceecceeeceeceeeceneeeneeeuceeesteeseeeeeeeteeseeeeeeeeeeeeeess 15 Check by Using Microsoft OutloOkK coasisccssasssaaccannresnnnassancanssenntaaanensceianpnanaeaeneieieiuaimanearaaiaas 16 Check by using the Exchange Management Shell on your Microso
5. Exceptions are used to specify any exceptions to conditions pg 68 which have been set For example if you have defined a condition to match everyone within a given department you might define an exception to exclude individual people within that department Use the exceptions tab to set required criteria pg 77 Exceptions P Select exception s Wi The Sender is someone C The Recipient is someone C The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more message headers contains specific words or character sequences C The Message is a Meeting Request Update or Response C The Message is a Task Request or Update C No previous policy of this type has been applied Editan exception by clicking an underlined value Policy DOES NOT apply to messages where ne lt Do not apply policy when all conditions are met Do not apply policy when any condition is met Once an exception is selected any options pg 77 for that exception are displayed as hyperlinks in the lower pane select these links to refine the exception For instance selecting the someone link in the example above displays further options to refine the sender is someone exception Each time a selection is made confirmation of the selection and any further options pg 77 are displayed in the lower pane See the exceptions options summary pg 77 page for a summary of available
6. Messages Ignored Already present in store 62 Outside specified date range 0 Messages Failed to Import Did not trigger any policies Aborted due to error Here you can see the total number of imported messages together with the number of messages which were ignored and the number of messages which failed to import because no policies pg 61 were triggered because they exceed the retention period pg 119 that has been set for the relevant archive store or because they were aborted due to an error see page 156 for details about handling aborted messages 9 From here you can view a detailed import log by selecting the view log button Alternatively you can use the retry aborted messages button to try to import problem messages again 10 Click close to exit from the Exclaimer Mail Archiver batch importer If the delete log check box is selected the import log will be removed If this option is de selected the log will be retained in the ProgramData Exclaimer Ltd Mail Archiver Import folder If you need to contact support regarding a problem with the batch importer they will require this log file USER MANUAL Exclaimer Mail Archiver Page 155 Handling Aborted Messages When a batch import is completed a summary page is displayed at the end of the import process This summary shows the total number of imported messages together with e The number of messages which failed to import because no policies were trigge
7. Page 90 Cloning a Policy If you need to create a new policy which has similar settings to an existing policy it is quicker to take a copy of the existing policy and then update required settings for that copy as opposed to creating a new policy from first principles pg 86 The clone option is used to create a copy of an existing policy for this purpose and is available from the console toolbar or the right click menu mail Archiver IT Department Archive Policy File Action Window Help Select the policy to be WAY cloned and use the SAN E Ee toolbar option O Exclaimer IT Department Archive Poncy Mail Archiver E IJ Archiving Policies A b E Al Directors Archive Policy General Store Conditio Exceptions B Date Range Next Policy e All Managers Archive Policy E General E HR Department Archive Policy _ E Soles Deparment Archive Plc ox 8 X Name IT Department Archive Policy Description H E Storage af Delete Archiving Policy E B Journal Mailbox Importers Select the policy to be cloned and right click to display available options To clone an existing policy select the policy to be copied from the console tree then either click the clone button from the toolbar or right click and select clone from the context menu A copy of the selected policy is added to the console tree ready to be updated from here you can change the name desc
8. from the refine search pane AEN Find messages where any part of the messag contains this word or contains this word or phrase l contains this word or phrase sales and any of the recipients contains this word or phrase jason rao elitechoiceins com Gp gt 4 New Search Search within results Add to results J Search Reset Refine Search 8 SUBJECT Sender adam robinson elitechoice carol waren elitechoicein 6 amp AdamRobin Jason Rao Fw Sale 7 25 2012 10 58AM 1 127 KB DATE 4 CarolWarren Adam Robin RE Sale 7 25 2012 10 56 4M 1 92 6 KB oe Recipient jason rao elitechoiceins c 14 jolie kessler elitechoiceins 12 Message Properties Attachments adam robinson elitechoice 6 carol warren elitechoicein If you have selected a refine search option but wish to return to your original results list simply remove the query lines pg 184 that were added automatically ensure that the new search radio button is selected and click the search button The search window requires a large amount of screen space As such elements of the search window can be minimized when not in use and restored when required The refine search pane can be minimized in this way click the arrow at the very top of the pane to minimize restore in this way USER MANUAL Exclaimer Mail Archiver Page 190 Sorting the List of Res
9. mailboxes During this wizard you wilt e Setup an account and password e Give this account permission to impersonate all users in the organization e Give this account logon as a service rights e Set the Exclaimer Exchange Mailbox Access service to log on as this account Toteady have an account that meets al the citera above USER MANUAL Exclaimer Mail Archiver Page 48 2 If you know of a suitable account click the already have an account that meets all of the criteria above check box and enter required credentials or you can click the browse button associated with the account field to locate and select an account from the Active Directory Having done this click next to go directly to the end of this wizard and exit Alternatively click next to configure an account with required permissions N Exchange Mailbox Access Account Wizard M Welcome Account Credentials Bi cant Cradentiols Select the Exchange Mailbox Access account The account that you specify will be L Grant Rights e Given logon as a service rights Ld Finish i i e Given permission to impersonate all users in the organization e Used by the Exclaimer Exchange Mailbox Access service to log on Account network265ExclaimerEMA2 Password Please specify a password for the account Create account if it does not exist 4 Here click the browse button associated with the account field to locate and
10. To do this a condition pg 68 would be defined for the sender or the recipient The following example shows the required condition for a sender s email address e Access policy conditions and select the sender is someone option C The Sender is a specific User C The Sender is a member of an Active Directory group C The Sender is a member of an Active Directory domain or organizational unit C The Sender has one or more specific Active Directory attributes m The Sender address contains specific character sequences 1 C The Sender is inside or outside of the organization Select the sender address C The Sender is an Active Directory contact contains specific character sequences option Wf Edita condition by clicking an underlined value Policy applies to messages where The sender address contains specific character sequences 2 Select the character sequence hyperlink Apply policy when all conditions are met Apply policy when any condition is met USER MANUAL Exclaimer Mail Archiver Page 107 e Click the character sequence link in the lower pane for further options Having selected this option the words or phrases window is displayed Here you can enter as many character sequences as required using the add button to confirm each one fWords or phrases sAdd g Edit XX Remove gt If required edit or remove selected character sequences exclaimer comi exclaime
11. USER MANUAL Exclaimer Mail Archiver Page 237 Exchange 2007 If you are using Exchange 2007 use the Grant Exchange Rights script below Get ExchangeServer where IsClientAccessServer eq true where S _ IsValid eq true where IsExchange20070rLater eq true where AdminDisplayVersion Major eq 8 ForEach Object Add ADPermission Identity distinguishedname User Get User Identity Enter The Users Identity select object identity accessRights GenericRead GenericWrite extendedRights Send As Receive As ms Exch Store Admin ms Exch EPI Impersonation InheritanceType All Get MailboxDatabase ForEach Object Add ADPermission Identity _ DistinguishedName User Get User Identity Enter The Users Identity select object identity ExtendedRights ms Exch EPI May Impersonate Get MailboxDatabase Add ADPermission User Enter The Users Identity AccessRights GenericAll InheritanceType All Exchange 2010 If you are using Exchange 2010 or above use the Grant Exchange Rights script below SExchangeServer Get ExchangeServer where IsClientAccessServer eq Strue where IsValid eq Strue where gt IsExchange20070rLater eq Strue where AdminDisplayVersion Major ge 14 SExchangeServer ForEHach Object New ManagementRoleAssignment Role ApplicationImpersonation User Get User Identity Enter The Users Identity
12. You will also have the option to ignore messages that are outside a specified date range The actions pane cannot be displayed if the search window is currently open in the Exclaimer console If you have been using the search facility ensure that another branch of the console tree is selected so that you can display the actions pane and select the launch batch importer option USER MANUAL Exclaimer Mail Archiver Page 137 2 Click next to access the data source amp destination page where you can choose the required source for legacy emails 3 Choose the Exchange user mailboxes option and then use the select the archive store that the messages will be copied into drop down list to choose the required archive store Imported messages will be copied into this store USER MANUAL Exclaimer Mail Archiver Page 138 4 Click next to confirm selections and move to the Exchange mailboxes page The batch importer requires access to user mailboxes within the organization i e it needs to have impersonation rights These rights are set by defining Exchange Mailbox Access in Exclaimer Mail Archiver settings pg 45 and this is the account that is automatically used here 5 To choose mailboxes to import click add to open the select users or groups window and select the required user Select Users or Groups If you are importing the mailbox for a specific user the simplest approach is to ensure that the obj
13. amp Recipient Alam Boban licks eer jason rao elitechoiceins c jolie kessler elitechoiceins a adden iobisont nitachoice Ld Message Message Properties carol waren elitechoicein 8 Internet Headers Received from HelpDC network26 local Fe HelpDC network 26 local fe80 1598 ce95 0100 Content Type application ms tn Content Transfer Encodn When an item is selected from the refine search pane the list of results is immediately filtered based upon that selection lt Ra Refine Search FA Restore selected to my as 5 5 D From To Sender i i i j D Robin iia on Rao adam robinson elitechoice 8 ern carol warren elitechoicein SRT AdamRobin Jason Rao Recipient Having selected a recipient from the jason rao elitechoiceins c refine search pane the results list is jolie kessler elitechoiceins 12 filtered only to show messages which E NS gt include that recipient and the refine adam robinson elitechoice 6 search pane is updated once again carol warren elitechoicein 6 USER MANUAL Exclaimer Mail Archiver Page 189 Selecting an option from the refine search pane is the equivalent of adding search criteria in the query building pane pg 182 Indeed when a refine search option is selected a condition is automatically added to the existing query Here the second line of the query has been automatically added after the recipient Jason Rao was selected
14. importing User MalDOXES cnczanmasacimnancaduentusadannd endeee aed enadan idee A E AEREN 137 importing PST EN GS occisseectrceteatawershonnecdusbtuaaetivetiiwosuntneronteatunedswadteundietinsiaabbueendeabtonteusebeaisetsensadnectees 143 Importing Public Folders iccsattaaeusvonsecdosdtuaantivetiwodsetbewonteaeunaduwsnsenedneidsaneuslicedsgurednaauinieendaceteeuesadsaedann 151 Handling Aborted Messages ssessseesessesrssesrrsssersesersesersrsrrsesersesersesererseserseserseserseserseseeseseeseree 156 NDEI PE UNO vc ren r EEEE E iney shone pen vnevuarrssaneresaereerourersasoeesoserteite 157 DUNE OAC CUO sees recs oversee E E E dat seeetauetasanaetsporaseanaesen suorpsterasiees 158 PCCESSING Existing ING OX CS S sss EEEE OEE 159 DVN SENE S siina E S 160 Working WIEIV INGEN CS eniin EE 162 Ze Kelna OG Ae E E E P E E A A A E A E 163 Adding a Maintenance Task for Immediate ACtiON cccccscceeccsesceeceuceeeeeecceeceseceseeeeeeeeeeseeeees 164 Adding Multiple Tasks to the Maintenance QUECUE ccceecceeceeceeccseeeeceeeeeceseeeeceeceeeeeeeeceseeeeees 166 WPS Fete E ese eect ete ctrvecieetg tos ioear ET 167 Moving an Existing ING OX sessesessecessecessececsecessececseceesececsecessececseseeseceesecseseceeseceeseceeseceoseseceeseceeseceee 168 Required Sequence for Moving an IndeX essessessessessessrsrrsrrsrrsrrsrrsrrsrrsrrsrrsrssrssrsrrneereseeseesersersee 169 AUDE a E NEA AE E AE EN EA EE EE E A E E E A E E AE AE E E 170 In
15. Chapter 2 Installation amp Deployment Installation Overview Exclaimer Mail Archiver is very straightforward using an installation wizard to copy required files and complete setup processes behind the scenes Having installed pg 19 Exclaimer Mail Archiver for the first time the first use wizard pg 23 is launched automatically The first use wizard takes you through the basic setup required to get started with Exclaimer Mail Archiver In this chapter you will find information regarding all aspects of installation including e System requirements hardware and software requirements see page 14 for details e Downloading Exclaimer Mail Archiver find out where you can download required installation files see page 17 for details e System changes find out what changes are made to your system when Exclaimer Mail Archiver is installed see page 18 for details e The installation and first use wizards step through the installation and first use setup processes see pages 19 and 23 respectively for details e Uninstalling Exclaimer Mail Archiver find out about how to uninstall Exclaimer Mail Archiver see page 27 for details e Having run the installation pg 19 and first use pg 23 wizards required setup for journal mailboxes pg 220 is typically completed automatically However there are occasions for example with more complex systems where an administrator may need to check or complete this setup manua
16. Organization configuration gt mailbox from the tree on the left hand side f Exchange Management Consol Microsoft Exchange E 3 Microsoft Exchange On Premises E sss Organization Configuration vl a i b 3 Right click the mailbox database you wish to enable journaling for and select properties FS Mailbox 5 A vt j A aa N Mailbox Uatadase 1900 Public Folder Da OT Sa N elp USER MANUAL Exclaimer Mail Archiver Page 247 4 On the maintenance tab enable journal recipient and using the browse button select the mailbox that you wish to use as the journal mailbox Mailbox Database 1960644452 Properties mii 5 Click OK You can then use the journal mailbox to create a journal mailbox importer in Mail Archiver pg 230 USER MANUAL Exclaimer Mail Archiver Page 248 Copyright Notice The information in this document is subject to change without notice Exclaimer Ltd assumes no responsibility for any errors that may appear in this document Unless otherwise noted the example companies organizations products domain names e mail addresses logos people places and events depicted herein are fictitious and not associated with any real company organization product domain name e mail address logo person place or event Exclaimer Mail Archiver and other Exclaimer devices are either registered trademarks or trademarks of Exclaimer Ltd in the United Kingdom and or o
17. Page 173 No Auditing When the no auditing option is selected any configuration changes or actions taken by users will not be recorded in the event log Audit System Changes Only When the audit system changes only option is selected any changes made within the Mail Archiver branch of the console tree pg 31 will be recorded i e alterations to Exclaimer Mail Archiver settings pg 45 policies pg 61 stores pg 110 or journal mailbox importers pg 220 Audit Configuration Changes and User Activity on Selected Stores When the audit configuration changes and user activity on selected stores is selected any changes made within the Mail Archiver branch of the console tree pg 31 together with user searches pg 177 message previews pg 193 message forwarding pg 34 and message restoration pg 201 are recorded All defined stores are listed and can be selected for audit using associated check boxes USER MANUAL Exclaimer Mail Archiver Page 174 Viewing Audit Information Audit information is written to the Windows Event Log for example jd Event Viewer Local ExAudit 172 Events Action Custom Views a Gealtiae Leve a Ds i e E vent ID Task e joe Application Information 2 21 20 24 57 PM Exclaimer Mail Ar Audit 00 Open Saved Log Security Information 12 21 2012 7 24 56 PM Exclaimer Mail Archiver Audit None Setup Information 12 21 2012 7 24 52 PM Excla
18. Page 206 Logging In Once loaded the web search URL displays a login page A exclaimer This isa private computer l Use the light version of Exclaimer Mail Archiver Username administrator Language English US Re Time zone GMT Greenwich Mean Time Dublin Edinburg Y Connected to Exclaimer Mail Archiver 2006 2012 Exclaimer Ltd All rights reserved Here details should be completed as follows Field Summary Security Use this is a public or shared computer and this is a private computer as appropriate This setting determines how long the web search can be idle before logging out The public timeout is 15 minutes and the private timeout is 8 hours Use the light The web search can be run in two modes rich user interface pg 208 and lightweight version user interface pg 212 The light option is often preferable when accessing the web search from a mobile device It is possible to switch between rich and light modes once logged in Username Valid Active Directory login credentials must be supplied in order to access the web Password search Search options are available in English UK or English US All standard time zones are available for selection Having completed login details click sign in to access the rich pg 208 or light pg 212 search window Note that if you are using a browser that does not support the rich version only the light version will be available to you
19. an external party who has been added to the Active Directory as a contact for example a supplier Email Address Any email messages sent to or from a specified email address Removing Permissions To remove permissions that have already been defined for a user a group or organizational unit or for everyone select the required entry in the left hand pane Any existing permissions for the selected entry are displayed in the right hand pane simply select the required permission and click the delete icon the red cross at the top of the right hand pane Alternatively you can entirely remove a user a group an organizational unit or an everyone entry To do this select the required entry in the left hand panel and click the delete icon the red cross at the top of the left hand pane USER MANUAL Exclaimer Mail Archiver Page 124 Editing Existing Permissions To edit permissions that have already been defined for a user a group or organizational unit or for everyone select the required entry in the left hand pane Any existing permissions for the selected entry are displayed in the right hand pane From here simply select the required permission and click the edit button at the top of the right hand pane to open the store access permissions pg 124 window and make required adjustments Note that any changes made do not take effect until the save option is chosen at the top of the console Alternatively c
20. phrases must be present to trigger the policy Also choose whether or not to ignore case X i Words or phrases spAdd e gdt 2 Remove If required edit or remove selected confide ntial The word is added to the list Add any additional words or phrases required words phrases Choose whether the subject must contain all specified words or any specified words Also choose whether or not to ignore case The Subject contains all words phrase v Ignore case The Subject contains any word phrase USER MANUAL Exclaimer Mail Archiver Page 99 How Do I Define a Policy Based Upon Specific Active Directory Attributes The configure attributes window pg 74 allows you to define conditions pg 68 and exceptions pg 76 based upon queries that are run on Active Directory user attributes The following example shows how to set a policy condition which uses an Active Directory attribute query In this scenario a policy is required to apply a policy for everyone within the IT department of an organization e Define the sender is someone condition oi Deparment Archive Pall 1 et New k Delete Select the sender is imini someone option Genera General E Store Store Conditions f Select condition s E C All Messages mj The Sender is someone C The Recipient is someone C The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more messa
21. Configuration Settings The import configuration option is used to import all settings for the Exclaimer console and all Exclaimer applications within it As such the import will include all archiving policies for Exclaimer Mail Archiver pg 61 Settings must be imported from an econfig file this is a proprietary file type for Exclaimer products and is created whenever the export configuration option is used pg 41 To import configuration settings follow the steps below 1 Ensure that you have backed up existing settings by exporting the current configuration pg 41 2 Ensure that Exclaimer is selected in the console tree i e the topmost branch 3 Select import configuration from the actions pane or from the action menu The import configuration window is displayed 4 Navigate drives and folders to select the econfig file to be imported 5 Click open to complete the import USER MANUAL Exclaimer Mail Archiver Page 41 Chapter 4 General Settings amp Information Introduction The Mail Archiver branch within the Exclaimer console pg 30 tree is where general setup is completed h ie S Mail Archiver H E Archiving Policies ce E Storage J Search the Archive E SA Journal Mailbox Importers When the parent branch Mail Archiver is selected general settings and information pg 44 can be viewed and updated Below this a number of child branches are used to manage
22. Removing a Store To remove an existing store select the store either from the console tree pg 35 or from the stores tab pg 112 Then either right click and select delete from the context menu or click the delete button on the toolbar Mail Archiver Directors Store g e x Select the store to be removed and use the delete toolbar option F Exclaimer 4 Directors E Mail Archiver i db I Archiving Policies new i el A ll a EJ Storage General ig Data Availability 3 Security E Auditing Select the store to be removes and ngni click to Gisplay available OPuONnsS It is not possible to remove a store that is referenced by a policy If this is the case the policy zZ must be removed pg 94 prior to the store being removed Having chosen to delete a store you are asked are you sure you want to delete this store Click yes to confirm the deletion or no to abandon the task Finally click save to save changes A store is not removed until settings have been saved If you exit without saving or if you cancel changes the store will be reinstated in the console tree Also note that removing a store in this way removes it from Exclaimer Mail Archiver but the physical store is not deleted from the disk which means that it can be restored pg 134 ata later date if required Permanently deleting a store from the disk can only be done by an Administrator via the operating sys
23. The actions pane cannot be displayed if the search window is currently open in the Exclaimer console If you have been using the search facility ensure that another branch of the console tree is selected so that you can display the actions pane and select the launch batch importer option USER MANUAL Exclaimer Mail Archiver Page 151 2 Click next to access the data source amp destination page where you can choose the required source for legacy emails 3 Choose the Exchange public folder option USER MANUAL Exclaimer Mail Archiver Page 152 4 Click next to confirm selections and move to the public folders page where all available public folders are listed gt Ea Internal Systems 5 Iv Management 4 4 O Marketing 2 O Renewals 0 vA E3 Sales 2 The batch importer uses the access rights of the currently logged in user to access public folders If you have changed the default permissions of all users having access to the entire public folder store you may need to run the batch importer as another user to access those public folders 5 Select the check box associated with any folder s that you wish to import When navigating the folder structure folders may be associated with a down arrow icon as well as a check box This happens when a folder contains sub folders and when the arrow is selected options are displayed in a pop up menu so you can choose what ac
24. USER MANUAL Exclaimer Mail Archiver Page 207 Rich UI Having logged into the web search facility with the rich user interface the search window is very similar to the console search pg 177 with the same appearance and functionality This section highlights aspects of the web search which are specific to the rich user interface web search but it may be useful to read the console search pg 177 section for further information Understanding the Web Search Window Rich UI Having logged into the web search with the rich user interface the search window is displayed as shown below Change layout DEA ECARE Switch to Lightweight Reading Pane Botto Right Welcome Administrator l Logout All Dat Date Range All Dates Query building pane Find messages where aj contains this word or phrase z sales figures oP Refine search pane New Search Search within results Add to results Search Reset Refine Search A Restore selected to my mailbox Search results pane e Sender 3 ie A l ai adam robinson elitechoice carol waren elitechoicein Adam Robinson RE Sales f 7 25 2012 11 00 4M 0 155KB jason rao elitechoiceins c Fw Sales 7 25 2012 10 59AM 1 127KB Message pane x pa Recipient ason re eltechoioeins c f message PMessexePovets ooo y jolie kessler elitechoiceins p Seem aji siia PEE EEA p carol warren elitechoicein Yes I had noticed that my figures were a little light The
25. Use this URL for Exchange Web Services Polling Schedule gt Continuous Polling Schedule gt Check for New Messages Every Summary Enter the user account name and corresponding password for the account with access permissions for the Exchange journal mailbox Use the test connectivity button to check that specified credentials can access the journal mailbox The Exchange Web Services URL tells the system where to find the required journal mailbox The specified URL enables Exclaimer Mail Archiver to Connect to the journal mailbox Login with account name and password specified Read write delete and move messages from this mailbox to defined archive store s On acorrectly configured system this URL is easily found using autodiscover a Microsoft technology However for particularly complex or incorrectly configured systems autodiscover may not work and so details must be entered manually Note that an Exchange Web Services URL is also defined within Mail Archiver settings pg 45 For many organizations this URL will be the same in both cases however they are defined separately for different tasks If the autodiscover option fails to detect the correct URL for Exchange Web Services select this radio button and enter the required URL in the associated field In order to archive messages Exclaimer Mail Archiver polls Exchange journal mailboxes for email messages and then processes them accordingly If the pol
26. Username Identity Enter the Mailbox Database Name Note that elements surrounded by should be substituted with information as indicated remove the hash symbols and maintain spacing m This script will enable journaling for the specific Exchange Mailbox Database and messages will begin to be journaled for that specific Mailbox Database immediately USER MANUAL Exclaimer Mail Archiver Page 243 Configuring Microsoft Exchange Journaling Having installed pg 19 Exclaimer Mail Archiver and run the first use wizard pg 23 options are available to select a journal mailbox i e to define which Exchange journal mailbox should be monitored and archived Any configured journal mailboxes are available for selection during the installation and setup process and then within journal mailbox importer settings pg 225 once Exclaimer Mail Archiver is run This section provides instructions for using the Exchange Management console to configure Microsoft Exchange to journal messages to an account You can choose to configure journaling for e All messages pg 245 e Per mailbox database pg 247 Note that this configuration can also be completed using PowerShell scripts if required For more general information about configuring a journal mailbox in Microsoft Exchange and about using PowerShell scripts please refer to the Configuring a Journal Mailbox pg 240 USER MANUAL
27. a specified word or phrase Conversation is Search for messages where the conversation is between USER MANUAL Exclaimer Mail Archiver Page 183 Conditions Summary Specify two parties between which emails are sent Typing in these fields will prompt suggestions from the Active Directory If required an email address can be specified The size Search for messages where the size of the email in KB Is between two specified numbers The store name Search for messages in a particular store where the store name Is the selected store Is not the selected store If a particular store is not specified within search criteria all defined stores pg 110 will be searched The conversation Search for messages where the conversation topic topic l l Contains this word or phrase Is e _Is blank Adding to a Query Search queries can be as simple or as complex as required Use the ap icon to add further rows for additional criteria Find messages where the store name l is z Default Store _ and the subject contains this word or phrase confidential and conversation is between fichn smith and fice bloggs qp gt 4 When multiple criteria lines are used messages must match ALL lines in order to be returned as a search result If required a line can be removed by clicking the associated es symbol To match ANY line use the add to results option shown on page 185 USER MANUAL Exclaimer Mai
28. also from a Blackberry iPhone Android or any web enabled mobile device Users have the choice of working with two web search modes e The rich user interface pg 208 ideal when working on a desktop PC e The lightweight user interface pg 212 if working with a mobile device USER MANUAL Exclaimer Mail Archiver Page 205 Accessing the Web Search The web search facility is automatically installed with Exclaimer Mail Archiver The web search can be accessed from any web enabled computer or mobile device by opening a browser and entering the appropriate URL When the search component of Exclaimer Mail Archiver is installed pg 13 a shortcut for the web search is automatically created on the host machine and can be accessed by selecting the Exclaimer Mail Archiver WebSearch option from the Windows start menu within the Exclaimer folder on that machine Other users can create their own shortcut to the appropriate URL on their desktop computers or mobile devices By default the web search installation is configured so that it is accessed by http COMPUTERNAME 53444 where COMPUTERNAME is the name of the machine where the search is installed Whether you access the web search facility directly or first need to log into your organization s network via a remote server will depend upon the setup within your organization For further information please refer to the Exclaimer Knowledgebase USER MANUAL Exclaimer Mail Archiver
29. an external customer Karen GreenOrg net and includes lan and Sean as BCC recipients _ eancan only see his own emails in the archive Josh can see lan s emails in the Chris can see archive everyone s emails in the archive Jamie BCCs Sean ona SA ea O A Jamie can only see his own emails in the archive Nick can see Jamie s emails in the archive In this case the delivered to information would be displayed as follows e When Josh views message properties the delivered to and BCC field will show lan only e When Sean views message properties the delivered to and BCC field will show Sean only e When Jamie views message properties the delivered to and BCC field will show lan and Sean e When Nick views message properties the delivered to and BCC field will show lan and Sean e When Chris views message properties the delivered to and BCC field will show lan and Sean USER MANUAL Exclaimer Mail Archiver Page 199 Message Attachments Having performed a search to display a list of results the content pg 195 properties pg 196 and attachments for the current message i e the message that is highlighted in the results list are displayed in the message pane at the bottom of the search window The same information is shown when a search result is double clicked and opened in a new window gt FW Sales figures Message Forward message FW Sales figures From Adam R
30. anatomy of a policy general pg 66 The new policy option is also available using the right click menu or from the actions pane USER MANUAL Exclaimer Mail Archiver Page 87 3 Click next to access store options al New Archiving Policy P General Store El Store Ld Conditions Anva SE LJ Finish Available to search Can add new messages Legal hold disabled Coe Cee Coe Exclaimer Mail Archiver archives messages to a store A default store is automatically configured when Exclaimer Mail Archiver is installed but if required additional stores can be added using the storage pg 110 branch of the console tree pg 31 In many cases simply archiving all messages to the default store will suffice However some organizations may have more complex requirements with different archive stores for different organizational entities For example an organization requiring one archive store for each company or perhaps different archive stores for different departments Any existing stores are available for selection using the drop down list USER MANUAL Exclaimer Mail Archiver Page 88 4 Select the required archive store and click next to access policy conditions JL The Sender is someone IO The Recipient is someone 1 The Subject contains specific words or phrases O The Body contains specific words or phrases 1 One or more message headers contains specific words or character s
31. and is archived this name is recorded as an event log entry pg 171 Description This field can be used to add any useful information for the policy for example usage notes version history background or explanatory information The first line of description text is displayed in any policy lists pg 63 but not the console tree Enabled Select this option to activate the policy If a policy is not enabled it will not be applied to any messages being processed by Exclaimer Mail Archiver Changes are retained if you move to other tabs within the content pane When you are Satisfied that all tabs have been updated correctly click the save button to save changes pg 40 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 66 The Anatomy of a Policy Store The store tab is used to specify the store that will be used to archive messages which meet criteria defined in the policy i e messages which match specified conditions pg 68 and fall within a given date range pg 81 and do not trigger any exceptions pg 76 If multiple stores have been defined they will be available for selection in a drop down list The current status of the selected store is summarized at the bottom of this tab Bees G Archive Store Messages that meet the conditions of this policy will be archived to Default Store HO Store status Available to sea
32. can be selected directly from the console tree Mail Archiver Wizard Generated Importer c File Action Window Help e SA a SJ Settings and information AN von for the selected importer O Exclaimer S19 Wizard Ger Mail Archiver H iJ Archiving Policies Q New Delete M t iB Storage He Index Maintenance Bl General E uctng me H D Search the Archive S 69 Journal Mailbox Importers Wizard Generated Importer Description A journal mailbox importer is selected from the console tree The list of importers can also be accessed by selecting the manage journal mailboxes option from the actions pane Each journal mailbox importer is associated with its own general pg 224 information settings pg 225 and also folder management pg 227 options which are used to handle messages that are not or cannot be archived USER MANUAL Exclaimer Mail Archiver Page 222 Journal Mailbox Importer Settings and Information Each journal mailbox importer is associated with its own settings pg 225 and folder management pg 227 options so you can define account credentials for accessing the journal mailbox polling frequency and how to handle messages that are not or cannot be archived These options are available when a journal mailbox importer is selected either from the console tree pg 31 or within the importers tab pg 221 mail Archiver Journal Mailbox Importers File Action Win
33. cancel changes the journal mailbox importer will be reinstated in the console tree USER MANUAL Exclaimer Mail Archiver Page 234 Manual Configuration amp Setup of Journal Mailboxes Having run the installation pg 19 and first use pg 23 wizards required setup for journal mailboxes pg 220 is typically completed automatically However there are occasions for example with more complex systems where an administrator may need to check or complete this setup manually The following sections detail the manual setup and configuration for journal mailboxes e Configuring the Exclaimer Mailbox Access Service pg 236 e Configuring a Journal Mailbox pg 240 e Configuring Microsoft Exchange Journaling pg 244 USER MANUAL Exclaimer Mail Archiver Page 235 Configuring the Exclaimer Mailbox Access Service Within Exclaimer Mail Archiver Exchange mailbox access can be configured via Mail Archiver settings pg 45 however if you need to do this manually for any reason the following steps should be completed 1 Create a user see below 2 Grant rights pg 237 3 Configure the service to use new credentials pg 239 These steps are detailed in the following sections Note that these steps must be completed on your Microsoft Exchange server This may not be the computer where Exclaimer Mail Archiver is installed Step 1 Create a User There are two possible ways to create a new user use ONE of the method
34. installed Exclaimer software for the first time you can use it for five days without any form of registration After five days you are prompted to register for a 30 day trial Having completed a trial period you can e Purchase and then activate the license e Contact the Exclaimer sales team to extend your trial USER MANUAL Exclaimer Mail Archiver Page 38 Licensing Information The licensing tab shows any contact details associated with this Exclaimer license together with installed products features and version information You can also see the type of license that is currently in place and the license status for example the number of days remaining for a trial The Licensing Toolbar When the licensing tab is displayed the licensing toolbar contains the following options Toolbar Option Summary Register for 30 day trial This option can be used if your initial five days usage is complete and you wish to have a longer evaluation period Extend trial This option is only displayed if you have registered for a 30 day trial Buy now Access the Exclaimer website products page to purchase a license Activate full license Having purchased a license you will receive an email which includes a product activation key Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pog 40 across all tabs A
35. is displayed in the statistics section below the list of indexes 8 x z Index Maintenance 88 Pause gt Resume E Cancel_ Help Settings Help 0 0 0 00MB Statistics for each index are summarized below Item Summary Location The current location of the index When an index is created it is automatically created in the same location as its associated store Each index can be maintained in the same location as its associated store however it can be moved if required pg 168 Messages Indexed Shows the number of messages in the store which have been indexed ready for searching Messages in Store Shows the number of messages in the store this is the total number of messages i e messages that have been indexed and messages which are not yet indexed continued USER MANUAL Exclaimer Mail Archiver Page 160 Item Summary Index Size Shows the physical file size of the index file Note that file types associated with each index are ix dat tmp and log For further information please refer to the moving an existing index section on page 168 Batch Indexing Frequency If a store contains 5000 messages or fewer the system forces an index update automatically every two seconds because there are relatively few messages this has no impact upon performance Once a store exceeds 5000 messages the frequency with which an index is updated is determined via data settings pg
36. or click the delete button on the toolbar mail Archiver Wizard Generated Importer Bie ES Cee hice Wisden tae Select ine phates FA be 8 xX as removed anqa use the gt BE gt a delete toolbar option E S Exclaimer 39 Wizard Gen ____ Mail Archiver iJ Archiving Policies Gr New Delete H 8 Storage General 59 Settings E Folder Management l p Index Maintenance 2 General B PNO Name PrP iain Recriews Wizard Generated Importer D E A doumel Meiboxinoorers a EA New Journal Mailbox Importer AID ae Delete Journal Mailbox Importer 0 New Window i gt Select the importer to be removed and right click to display available options I Having chosen to delete a journal mailbox importer you are asked are you sure you want to delete this journal mailbox importer Click yes to confirm the deletion or no to abandon the task Finally click save to save changes Removing a journal mailbox importer from Exclaimer Mail Archiver prevents the product from archiving any messages from that mailbox However Microsoft Exchange will continue to journal messages to this mailbox as the journal rule will not be removed automatically As such you may want to remove the mailbox or disable the journaling rule using the Microsoft Exchange Management Console A journal mailbox importer is not permanently removed until settings have been saved If you exit without saving or if you
37. pane or from the action menu The export configuration window is displayed 4 Navigate to the required drive and folder to which the export file should be saved 5 Specify the required file name for the export file 6 Click save to complete the export Running the Uninstall Process There are two ways to start the uninstall process for Exclaimer Mail Archiver e Activate the original setup exe and choose the uninstall option then follow on screen instructions e Use programs and features in Windows Server 2008 Windows Vista or Windows 7 then follow on screen instructions All installed components of Mail Archiver need to be uninstalled i e Exclaimer Mail Archiver Exclaimer Mail Archiver Batch Importer Exclaimer Mail Archiver Web Search USER MANUAL Exclaimer Mail Archiver Page 28 Chapter 3 The Exclaimer Console Introduction The Exclaimer console can be thought of as the control centre for Exclaimer Mail Archiver From here you can define general settings which are applicable to the system as a whole and access each section of the application This section explains how the Exclaimer console is used including e Understanding the Exclaimer Console window pg 31 e Exclaimer console settings pg 37 e Exclaimer console licensing pg 38 e Saving Changes in the Exclaimer Console pg 40 e Exporting configuration settings pg 41 e Importing configuration settings pg 41 If
38. pg 76 based on queries that are run on Active Directory user attributes for example you might want to define a policy to match all users within a given department or a specific country or with a certain manager With Exclaimer Mail Archiver you can define queries based upon the full range of Active Directory attributes The configure attributes window is opened when defining a condition pg 68 or an exception pg 76 using the sender recipient is someone and then the sender recipient has one or more specific Active Directory attributes options Start the query with ive Di Browse Acti all Active Directory Display name for owse Active the query Directory users or no users The selected tributes Active Directory containers x container ON Remove query aad SNICEC h Start with IN one fe then Add users where select a A Add query Choose to add or Select an Active Select how the Type the value to remove matched Directory field to field is queried be matched users be queried Test the query Test results are listed in the Test pane USER MANUAL Exclaimer Mail Archiver Page 74 These options are summarized below Field Summary Condition name Enter aname for this query This name is displayed in the main condition exception window Wf Edita condition by clicking an underlined value Policy applies to messages where The sender meets the Active Directory Attr
39. problem has been an ongoing claim of my major accounts this has held up their renewal payment I m hoping that this will come j wank and ehauld mnara Haan rasla un Han chortall TF uan emuld tala a lanle at Han Carnin sern Broadly the search window is split into five panes e The date range pane pg 209 e The query building pane pg 209 e The search results pane pg 209 e The refine search pane pg 209 e The message pane pg 192 Options are available to manage how these panes are displayed pg 210 and also to switch search mode pg 210 USER MANUAL Exclaimer Mail Archiver Page 208 The Date Range Pane Date options are used to search for messages sent received within a given time period These options work in exactly the same way as detailed in the console search pg 177 section please refer to date range pane pg 186 information in this section The Query Building Pane Query options are used to define criteria upon which the search is based Three fields are used to define a query the first field is used to choose which part of the message or details about the message store should be used for matching the second is used to select a condition for the query for example contains does not contain and the third is used to specify the required value to be matched for example a word or phrase These options work in exactly the same way as detailed in the console search pg 177 section please refer
40. select object identity Get MailboxDatabase Add ADPermission User Enter The Users Identity AccessRights GenericAll InheritanceType All Note that elements surrounded by should be substituted with information as indicated remove the hash symbols and maintain spacing USER MANUAL Exclaimer Mail Archiver Page 238 Step 3 Configure the Service to Use Credentials There are two possible ways to configure the service to use new credentials use ONE of the methods described below Use the Services Applet 1 Access the Services applet Control Panel gt Administrative Tools gt Services 2 Locate the Exclaimer Mail Archiver Exchange Access service 3 Right click on this service and select Properties 4 Select the log on tab 5 Click the browse button and locate the user created in step 1 pg 236 6 Type the user s password and click OK to complete the process 7 Ensure that the service starts with the new user s credentials and that its startup type is set to automatic Use a PowerShell Script The following script can be run in the Exchange Management Shell Exchange 2007 If you are using Exchange 2007 use the Set Service Rights script below Get WMIObject Win32 Service where Name eq Exclaimer Mail Archiver Exchange Access Service ForEach Object Change Snull null Snull S null Automatic Snull Enter the domain username passwo
41. substituted with information as indicated remove the hash symbols and maintain spacing Please also refer to additional guidelines for creating a new user below Additional Guidelines for Creating a New User The following guidelines should be considered when creating a new user using either of the methods described above e The user should have no password expiration policy i e the password should never expire e The user should NOT be a member of Domain Admins or Enterprise Admins groups since they are explicitly denied access to Exchange mailboxes by default Exchange settings e The user should have LogonAsService rights these will be granted if necessary during step 3 pg 239 e Care should be taken when creating this user because it will have full access to email for all users on the Exchange server Step 2 Grant Rights PowerShell scripts are provided below to grant rights If you have a mixed environment which includes both Exchange 2007 and Exchange 2010 or above machines the appropriate script should be run on one of each type In other words the Exchange 2007 script should be run on Exchange 2007 and the Exchange 2010 script should be run on Exchange 2010 or above If you have added a new Exchange 2007 server or new Exchange 2007 database to the existing infrastructure the script will need to be run again to grant necessary rights to new servers or databases the same applies to Exchange 2010 or above
42. system requirements pg 14 USER MANUAL Exclaimer Mail Archiver Page 17 System Changes The installation process makes the following changes to your system File Location s As part of the installation process you are asked to specify a destination folder into which program files will be installed The default folder is C Program Files Exclaimer Ltd Mail Archiver In addition to program files a number of configuration files are copied to your system The location of these files is shown below Operating System Location Windows 7 x64 ProgramData Exclaimer Ltd Mail Archiver Windows Server 2008 x64 Windows Server 2008 R2 Windows Small Business Server 2008 Windows Small Business Server 2011 USER MANUAL Exclaimer Mail Archiver Page 18 The Installation Process The installation process for Exclaimer Mail Archiver is completed using a familiar wizard approach to guide you through each process step by step This process includes the Exclaimer license agreement and copies files to your preferred destination folder Once complete you can use the application for five days after which you must register for a 30 day trial pg 38 to continue using Mail Archiver To complete the installation wizard follow the steps below 5 Double click the setup file to start the installation and display a welcome message Welcome to the Exclaimer Mail Archiver Setup Wizard Welcome to the Exclaimer Mail A
43. that they are listed here You can use move up move down or move to top move to bottom options to change the sequence of this list and use next policy pg 84 options for greater control over processing sequence USER MANUAL Exclaimer Mail Archiver Page 64 The Anatomy of a Policy An Archiving policy includes a range of settings which determine if and then where email messages both sent and received are archived These settings are organized across a series of tabs displayed in the content pane when a policy is selected General J Store WD Conditions GD Exceptions Date Range 17 Next Policy X Click a tab above or use links below to learn more about these options e General pg 66 e Store pg 67 e Conditions pg 68 e Exceptions pg 76 e Date range pg 81 e Next policy pg 84 USER MANUAL Exclaimer Mail Archiver Page 65 The Anatomy of a Policy General Options on the general tab are used to define basic information for a policy These settings determine how the policy is displayed throughout the system and whether or not the policy is active 3 General Name j T Department Archive Policy ee es ce te es te el ce Options on this tab are summarized below Summary Each policy must have a unique name The name entered here is displayed in the Exclaimer console tree pg 31 and on any other policy lists When a message meets this policy conditions pg 68
44. to Thomas Nicholson testnet local 3 19 2013 2 47 IThe they the production be to Newman strip Francesca J Hale testnet local to Francesca J Hale testnet local 4 30 2014 2 42 11 PM 14 0 KB I To were court going pamphlet I be took to Isabel R Bibi testnet local to Isabel R Ggfi testnet local 4 30 2014 2 42 11 PM 65 6 KB at price sculptures even tt hed had the number smiling with Louie K genta net local 3 19 2013 2 44 02 PM 19 6 KB Uta Ayuin Click any message to view ina ihai Ge Isaac R Mase EEA fo Lele EOE tnet local 4 30 2014 2 42 12 PM 50 8 KB further options The support aware l testnet local 4 30 2014 2 43 01 PM 245 KB state and and any or and to Freya J Vincent testnet local to Freya J Vincent testnet local 4 30 2014 2 43 02 PM 387 KB also including folk I waters Christine s be of a leaning Lucy B Gallagher testnet local to Lucy B Gallagher testnet local 4 30 2014 2 42 07 PM 63 1 KB I cater you environmental English existed grey work the would possible Elise A Metcalfe testnet local to Elise A Metcalfe testnet local 4 30 2014 2 42 07 PM 78 1 KB When any search is performed console search pg 177 rich web search pg 208 or lightweight web search a user will only see results which they have access permissions to view In addition if auditing pg 171 is configured then their search phrase and messages viewed will be recorde
45. to query building pane pg 182 information in this section If more than one archive store has been defined all stores for which you have associated access permissions pg 121 will be searched If required a search can be restricted to a specific store by adding a store name condition pg 70 to a query The Search Results Pane Having performed a search matched results are displayed and messages can be viewed pg 211 When any search is performed console search pg 177 rich web search or lightweight web search pg 212 a user will only see results which they have access permissions to view For further information please refer to the working with search results pg 187 section The search results pane and associated options for selecting pg 191 restoring pg 201 and forwarding pg 203 messages work in exactly the same way as detailed in the console search pg 177 section please refer to search results pane pg 188 information in this section The Refine Search Pane The refine search pane is an innovative feature designed to help you quickly drill down within existing search results to refine the list This works in exactly the same way as detailed in the console search pg 177 section please refer to refine search pane pg 189 information in this section The Message Pane When a message is highlighted in the results list its content pg 195 properties pg 196 and attachments pg 200 if applica
46. values link to open the configure attributes window pg 74 to define LDAP queries to be resolved for matching The recipient address contains specific character sequences Use the character sequences link to define character sequences to be matched in the sender s email address The recipient is inside or outside the organization Use the inside link to match messages where the recipient is either internal or external to the organization The recipient is an Active Directory contact Use the is is not link to specify whether external addresses which have or do not have an AD contact will trigger the policy The recipient is in the To or Cc field of the message Use the to or cc field to match messages where the recipient is in the to or the cc field of the email or where the recipient is only in the to field or where the recipient is only in the cc field The Subject Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be matched in the message subject line Use the words or phrases window to enter required items to be matched If a single entry contains multiple words it is considered to be a phrase Use check boxes at the bottom of the window to choose whether matching should take place if any or all words phrases are matched and whether matching is case sensitive The Body Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be
47. window pg 74 to define LDAP queries to be resolved for matching The recipient address contains specific character sequences Use the character sequences link to define character sequences to be matched in the sender s email address The recipient is inside or outside the organization Use the inside link to match messages where the recipient is either internal or external to the organization The recipient is an Active Directory contact Use the is is not link to specify whether external addresses which have or do not have an AD contact will trigger the policy The recipient is in the to or cc field of the message Use the to or cc field to match messages where the recipient is in the to or the cc field of the email or where the recipient is only in the to field or where the recipient is only in the cc field The Subject Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be matched in the message subject line Use the words or phrases window to enter required items to be matched If a single entry contains multiple words it is considered to be a phrase Use check boxes at the bottom of the window to choose whether matching should take place if any or all words phrases are matched and whether matching is case sensitive The Body Contains Specific Words or Phrases Use the words or phrases link to specify given words or phrases to be matched in the message body Use the words o
48. 116 for the associated store Auto Defragment Frequency Over time the search index for a store may become fragmented and so less efficient Using data settings pg 116 for the associated store you can specify the frequency with which the index is automatically defragmented or you can choose to never run the defragmentation process Current Batch Size Shows the number of messages which are waiting to be indexed Last Batch Update Shows when the index was last updated Using options on this tab you can e Force an immediate update for an index pg 163 e Adda single maintenance task for immediate action pg 164 Add multiple maintenance tasks to a maintenance queue pg 166 Indexes cannot be removed however if required you can e Disable searching for a particular store using the available to search check box option on the availability settings pg 119 tab for the store Change the location of the index pg 168 using the change location option on the data tab for the store pg 116 USER MANUAL Exclaimer Mail Archiver Page 161 Working with Indexes Having accessed the index maintenance settings tab pg 160 all available indexes are displayed Having selected an index you can e Force an immediate update for an index pg 163 e Adda single maintenance task for immediate action pg 164 e Add multiple maintenance tasks to a maintenance queue pg 166 USER MANUAL Exclaimer Mail Archi
49. 2 The recipient is an Active Directory contact pg 72 The recipient is in the To or Cc field of the message pg 72 e The subject contains specific words or phrases pg 72 e The body contains specific words or phrases pg 72 e One or more message headers contain specific words or character sequences pg 73 e The message is a meeting request update or response pg 73 e The message is a task request or update pg 73 e No previous policy of this type has been applied pg 73 USER MANUAL Exclaimer Mail Archiver Page 70 All Messages This is a blanket or wildcard condition which will apply the policy to all messages The Sender Is Someone When selected a someone link is displayed in the lower pane use this link to access further options as summarized in the following sections The sender is a specific user Use the specific user link to browse and select a user from the user list The sender is a member of an Active Directory group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The sender is a member of an Active Directory domain or organizational unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The sender has one or more specific Active Directory attributes Use the Active Directory attribute values link to open the configure attributes window pg 74 to defi
50. 213 options to search specific elements of email messages and or search within a given time period Search results pg 214 are displayed in a search engine style results list The content of a message can be viewed pg 215 by selecting an entry from the results list the message is opened in a new window and can be forwarded pg 216 to a specified address if required Understanding the Web Search Window Light UI Having accessed the lightweight web search pg 212 an initial window is displayed which is used to enter a key word or phrase mail archiver Advanced 2006 2012 Exclaimer Ltd Here enter a word or phrase to be matched anywhere within email messages i e in the message subject or body in the contents of any attachments or in the sender recipients details If multiple words are entered in this field they are treated as a phrase Press the search button to perform the search and display a list of messages that match specified criteria in a results window pg 214 Alternatively select the advanced pg 213 link to access options to perform a more detailed search USER MANUAL Exclaimer Mail Archiver Page 212 Advanced Options Advanced options are used to search within specific elements of email messages and or to search within a given time period Subject contains Message contains Sender email address is Recipient email address is mail archiver
51. 40 minutes G Cache permissions for minutes D Port eee TCP port number 53449 Available options are summarized in the following sections e The settings toolbar pg 46 e Available settings pg 46 e Exchange Mailbox Access Wizard pg 48 USER MANUAL Exclaimer Mail Archiver Page 45 The Settings Toolbar When the settings tab is displayed the settings toolbar contains the following options Toolbar Option Summary New gt Launch the new archiving policy wizard pg 87 to create a new policy to be applied Archiving Policy when archiving messages Available Settings Fields on this tab are summarized below Summary Enable Mail Enable or disable Exclaimer Mail Archiver If this option is not set to enabled Archiver archiving policies pg 61 will not be applied and your organization s email messages will not be archived However Microsoft Exchange will continue to place messages in the journal mailbox Enable Restore Enable or disable the option for users to restore pg 201 messages to a mailbox If to Mailbox this option is not selected the restore pg 201 option will not be available This option can only be enabled after configuring an Exchange Mailbox Access account see below Enable Journal Exclaimer Mail Archiver works by drawing email messages from a Journaling Mailbox Mailbox in Microsoft Exchange These messages are passed to the Exclaimer Rules Engine Importing where a
52. 57 for each store for added flexibility you can be confident that an archived message is never more than a few seconds away Administrators can use the console search pg 177 to search archive stores from within the Exclaimer console other users can access web search pg 205 options to search the archive stores from desktop computers and web enabled mobile devices Searches are defined using straightforward intuitive options to build complex queries pg 182 based upon a wide range of conditions pg 68 and date range pg 186 criteria Having performed a search any messages that match the specified criteria are displayed in the search results pane Users will only see results for messages which they have access permissions pg 187 to view Managing Archived Messages Having located required email messages in the archive store users with appropriate access permissions pg 121 can choose to view email content pg 195 properties pg 196 and any attachments pg 200 If required messages can be restored pg 201 to a mailbox or forwarded pg 203 to a given email address USER MANUAL Exclaimer Mail Archiver Page 10 Closing Exclaimer Mail Archiver The Exclaimer Mail Archiver application does not need to be running for policies pg 61 to be processed To close Exclaimer Mail Archiver select exit from the file menu at the top of the Exclaimer console pg 30 USER MANUAL Exclaimer Mail Archiver Page 11
53. 90 2098116 Disposition Imported SaveReport 6 8 2012 12 39 45 PM Path dean c233090 2098148 Disposition Imported SaverReport 6 8 2012 12 39 45 Pm Path dean c233090 2098180 Disposition Imported SaveReport 6 8 2012 12 39 46 Pm Path dean c233090 2098212 Disposition Imported SaveReport 6 8 2012 12 39 46 Pm Path dean c233090 2098244 Disposition Imported SaveReport 6 8 2012 12 39 46 pm Path dean c233090 2098276 Disposition Imported Savereport 4 Alternatively you can use messages again the retry aborted messages button to 12 Click close to exit from the Exclaimer Mail Archiver batch importer try to import problem If the delete log check box is selected the import log will be removed If this option is de selected the log will be retained in the ProgramData Exclaimer Ltd Mail Archiver Import folder If you need to contact support regarding a problem with the batch importer they will require this log file USER MANUAL Exclaimer Mail Archiver Page 150 Importing Public Folders To import a public folder follow the steps below 1 Select launch batch importer from the actions pane in the Exclaimer console pg 31 to start the Exclaimer Mail Archiver batch importer at the welcome page alternatively the batch importer can be launched from the Windows start menu a gap E 1 JOL i f ecard ter AEEA AEREA ENIS EEE alc ye ye Se AE Ae ele ie
54. ANUAL Exclaimer Mail Archiver Page 62 Having selected a policy from the tree use the content pane to access all setup options and actions e Mail Archiver 1T Department Archive P Doli y All settings for the selected policy are displayed across a H al foj x i series of tabs hicy bise Q Cancel System me r st crt a Import Configuration Leensig E Mail Archiver R gt gt Manage Journal Maiboxes e Pr N Actions See the anatomy of a policy pg 65 for further information about policy setup options USER MANUAL Exclaimer Mail Archiver Page 63 Navigating Policies Using Policy Tabs Existing policies can also be accessed from other branches of the console tree via a policy tab in the content pane S Mail Archiver Delete Clone 4 Move Up J MoveDovm MovetoTop Settings i Policies Help Policy Name Archiving Policies a All Directors Archive Policy af All Managers Archive Policy a HR Department Archive Policy a Sales Department Archive Policy J IT Department Archive Policy W All Staff The policy tab is available from the Mail Archiver branch and also from the archiving policies branch Alternatively select the manage archiving policies option from the actions pane The sequence in which policies are listed here is the same as the sequence shown in the console tree It is important to note that policies are processed in the order
55. Dates z Sent From i To Find messages where any part of the message contains this word or phrase zl Amy oP New Search Search within resul Add to results P Search Reset Query building pane Using date range pg 186 options a predefined time period for example last 30 days can be selected or custom dates can be entered Detailed search criteria for example keywords and phrases are entered using query options pg 182 in the lower pane Having performed a search search results pg 187 are listed in the search results pane below the query building pane USER MANUAL Exclaimer Mail Archiver Page 181 Building Search Queries Search criteria are entered using query options Use the option to add additional criteria i e i NA build a query Specify search criteria Find messages where any part of the message x contains this word or phrase x Amy New Search Search within results Add to results J Search Reset Supplementary search options Three fields are used to define a query The first field is used to select the basis of the query i e to choose which part of the message or details about the message store should be used for matching Find messages where contains this word or phrase gt Amy a select field any part of the message leach Search within results Add to results J Search Reset the subject the sender any of the recipients none of th
56. E cae nsec esanocentaqpecsiqcasnceatouaneanes 220 Accessing Journal MallDOXOS vissicseccsrsisessccsanesesecesinsveseccniseseeesevinesecesesnnecsiccssestssscscesedusnecdeceannrsseecenssice 221 Journal Mailbox Importer Settings and Information cccsccsccssccsscccsccecccsccesccnsccesccesccescceccesccesces 223 Journal Mailbox Importer G neral cccccecceccsecceccsecseceuccseeeceeccseeeeceeceseeeeeeeeeeceseeeeeeeceseeeeeees 224 Journal Mailbox Importer SQttingS cccccccsccsecceecsecseceeccseceecesceeeeeeceeceseeeeeseseeceseeeeeeeceeeeeeeees 225 Journal Mailbox Importer Folder Manageme nt cccceccscceecceccsecsecseceeceneeseeeeceseeeeeeeceseeseeees 227 Adding a New Journal Mailbox Importer csccssccsccssccsccsccesccsccnccesccsccnccesccscceccncceccesscnccescesccssceses 230 Removing a Journal Mailbox IMmporter sccsscssccsccecccsccsccecccscceccesccsccnccesccsccnccecceccescceccescesconscecees 234 Manual Configuration amp Setup of Journal Mailboxes cssccsccssccsscccsccscccscccscccsccesccesccescceccesccesces 235 Configuring the Exclaimer Mailbox Access Service ccccceeccseccnceenceeecesecenecenceeueteeceeeeeeeseeeeeess 236 USER MANUAL Exclaimer Mail Archiver Page 6 step Che ae a WISE ernir aiai E ARE EA E EEE OE EE 236 Sep 2 Grant RIENTS sneren enie EEEE AEE AAR E 237 Step 3 Configure the Service to Use Credentials cccceccceeccseceeeceeceseceseee
57. Exclaimer Mail Archiver Page 244 All Messages To configure Microsoft Exchange journaling for every message follow the steps below 1 Launch Microsoft Exchange management console from the Start menu 2 Select Microsoft Exchange gt organization configuration gt hub transport from the tree on the left hand side f Exchange Management Consol E a Organization Configuration l Mailbox wi Client Access aa ae anspor eg New Remote Domain WS 4 New Accepted Domain E New E mail Address Policy is New Transport Rule I New Journal Rule a New Send Connector New Edge Subscription i gt Export List View gt G Refresh 7 Help USER MANUAL Exclaimer Mail Archiver Page 245 4 Enter a unique descriptive name for your journal rule and provide the email address for the mailbox you wish to use as the journal recipient 5 Click new to create your journal rule 6 Click finish and all messages processed by your Microsoft Exchange organization will be journaled to this recipient You can then use the Journal mailbox to create a journal mailbox importer in Mail Archiver pg 230 USER MANUAL Exclaimer Mail Archiver Page 246 Per Mailbox Database To configure Microsoft Exchange journaling for a specific mailbox database follow the steps below 1 Launch Microsoft Exchange Management console from the Start menu 2 Select Microsoft Exchange gt
58. Exclaimer Mail Archiver stores are accessed via the storage branch of the console tree pg 31 Exclaimer Be 5 Mail Archiver H al Archiving Policies ig Directors Store ig Default Store Index Maintenance E Auditing p Search the Archive es 59 Journal Mailbox Importers When the storage branch is selected all existing stores are displayed in the stores tab Mail archiver Storage a gt ams E E Exclaimer Be Mail Archiver Ce af Archiving Policies z Index Maintenan EH Auditing m p Search ESA Journal Mailbox Existing stores are also listed on the stores tab EB Stora Settings for the selected store are available in the lower pane When the storage tab is selected existing stores are shown as child branches ae General BH Data i Mailabilty L Security E General Name Directors Store Seer oix f X Exclaimer Ltd Mail Archiver Data Dir aE xclaimer Ltd Mail Archiver Data De USER MANUAL Exclaimer Mail Archiver Page 112 Alternatively a store can be selected directly from the console tree Email Archiver Default Store an Settings and a gt E aJ information for E GD Entoner E Default Store e Selected store 2 Mail Archiver g al Archiving Policies TT a EL Storage General HE Data i Xx z 8 Directors Store lt pr Indes Maintenance Da i ar Store H E Audit
59. Here you can see the total number of imported messages together with the number of messages which were ignored and the number of messages which failed to import because no policies pg 61 were triggered because they exceed the retention period pg 119 that has been set for the relevant archive store or because they were aborted due to an error see page 156 for details about handling aborted messages 11 From here you can view a detailed import log by selecting the view log button Alternatively you can use the retry aborted messages button to try to import problem messages again 12 Click close to exit from the Exclaimer Mail Archiver batch importer If the delete log check box is selected the import log will be removed If this option is de selected the log will be retained in the ProgramData Exclaimer Ltd Mail Archiver Import folder If you need to contact support regarding a problem with the batch importer they will require this log file USER MANUAL Exclaimer Mail Archiver Page 142 Importing PST Files To importa PST file follow the steps below 1 Select launch batch importer from the actions pane in the Exclaimer console pg 31 to start the Exclaimer Mail Archiver batch importer at the welcome page alternatively the batch importer can be launched from the Windows start menu Welcome to the Exclaimer Mail Archiver Batch Importer oe 4 fi 7 Uv Ai pdi Was on a eS ees sien H The acti
60. Mj Attachments a s elite choice insurance b Hi Jason I can see from the figures that we have hit target however I note that your leads are not generating as much revenue as we had hoped Are there ongoing problems that I should be aware of I m happy to help out if needs be Kind regards Adam Robinson Sales Consultant Elite Choice INS 445 Park Avenue Sth Floor New York NY 10022 Email Adam Robinson elitechoiceins com Tel 1 856 450 9631 Web www elitechoiceins com aa Content for the message is displayed in the message tab properties are displayed in the message properties pg 196 tab and attachments are shown in the attachments pg 200 tab if present USER MANUAL Exclaimer Mail Archiver Page 195 Message Properties Having performed a search to display a list of results the content pg 195 properties and attachments pg 200 for the current message i e the message that is highlighted in the results list are displayed in the message pane at the bottom of the search window The same information is shown when a search result is double clicked and opened in a new window Brv Sales figures Message Forward message FW Sales figures From Adam Robinson 7 25 2012 10 58 AM To Jason Rao Ec o Message Message Properties G Attachments Internet Headers Received from HelpDC network26 local fe80 1598 ce95 221f 6357 by HelpDC network 26 local fe80 1598
61. NUAL Exclaimer Mail Archiver Page 58 View Options The view option can be used to determine whether policies are displayed in list details form _ Archiving F Policies E AI Managers Archive Pokey a IT Department Archive Policy a Sales Department Archive Policy a HR Department Archive Policy a All Directors Archive Policy or as large icons _ Archiving Policies IT Department Sales All Directors Archive Policy Department T iA Archive Policy USER MANUAL Exclaimer Mail Archiver Page 59 Chapter 5 Mail Archiver Policies Introduction Archiving policies are used to define a set of rules which determine if and then where email messages both sent and received are archived Every policy is associated with a store pg 110 so you can specify where email messages which meet given criteria for that policy will be archived Additionally a wide range of conditions pg 68 and exceptions pg 76 can be specified to control the circumstances under which a policy is applied For example you might need to apply different policies for different departments within your organization or for individual staff members or perhaps based upon the content or subject line of messages received You can also use date range pg 81 options to create policies which are only triggered at certain times and use next policy pg 84 options to create a series of connected rules This section contains information for wo
62. OOIDAT sn daccceuasscecouesenceecccencaasesouckwaegeuyamansguguenesase A E RAT 58 MNOS GINS aia tecptiedtenadeuenesnn baad tnconba nh aucasbengianm hasanabi ennahano inmates inambabatamphataimbinieteaianiassaagueieia ai 59 NUATG ARCHIVER POLICIES sssisisssiacscssussssasdstadiasasaad esd sdadasdd asd SR 60 DEVE OG IC COND PPP E E A E A E A A E EE A 61 Accessing Existing Policies sesesseoesseosssecsesecsesecsscecsesecsesecsssecsesecscsececsecessesecsssecsesecsesecsesecseseeseseosesee 62 Navigating Policies Using the Console Tree ccccseccsccsececceecsecsececesecseeeeceuceseeeceeceseeeeeeeeeeeeeees 62 Navigating Policies Using Policy Tabs oenessesesensesensesessrsrrserrrsrrrrsersrsersrsererseserrrserrrserrrseeresersene 64 The Anatomy of a Poly scocssricerenenoreieionin seinte rea een E EEEE ES 65 The Anatomy of a Policy General ccsiccesccvnacursdupieaccvasenteducteuadaxisensdducwinetaveesnarie ees AA T 66 IneAnatomy OF a PONCY SiO Eserine EEA 67 The Anatomy of a Policy Conditions asi inisiccsccoainsaienaiewmaiemndaaddondiondsannderdiondsengeneievenaebeaadeancaaadvarieades 68 Available Options for Setting CONCITIONS ccccecccseceeceeecenccenceeeceeecceeceeeceeeeseeenceeeseseseeeeeees 70 Creating Queries with the Configure Attributes Window c cccceecceecesecceeceeceeeceeeceseeeneeeeeees 74 The Anatomy of a Policy Exceptions aciiccsiacitoccinciicsatedatocsasceinenciadebeasbaceewentedatmedsncdanddanidan
63. T Microsoft NET Framework 3 5 Framework USER MANUAL Exclaimer Mail Archiver Page 14 Batch Importer Exchange Mailboxes The Batch Importer requires a MAPI provider in order to import Exchange Mailboxes Please install the MAPI provider for your version of Exchange from the table below If you have multiple versions of Microsoft Exchange in your organization use the lowest version currently deployed Once you have installed an appropriate MAPI client you will need to restart the computer before you can use Batch Importer MAPI Provider Exchange 2007 Exchange 2010 Exchange 2013 Without With Without With 2003 2003 2003 2003 Support Support Support Support an yey Minimum May 2013 release of MAPI CDO 1 2 1 version 6 5 8320 and above The columns Without 2003 Support and With 2003 Support are related to the answer given when Microsoft Exchange was first installed or upgraded from Exchange 2003 or lower in your organization One of the questions asked during Setup is Do you have any computers running Outlook 2003 and earlier or Entourage in your organization Your answer to this question changes the MAPI providers that can be supported in your organization If you are unsure of your answer to this question either check by using Microsoft Outlook pg 16 or check by using the Exchange Management Shell on your Microsoft Exchange server pg 16 USER MANUAL Exclaimer Mail Archiver Page 15 Checking by using M
64. a new Journal Mailbox ai Importer which will continually move messages from an existing Exchange Journal mailbox LJ Finish into the archive store s of your choice This Importer will read messages from the inbox of the specified Exchange Joumal recipient mailbox and check them against each of your Archiving Policies If a message matches a condition in an Archiving Policy it will be moved out of the Exchange Journal recipient mailbox into the Archive Store associated with that policy If a message does not match a condition in any Archiving Policy it will not be archived Instead it will be moved into a subfolder of the Journal s inbox named No Policies Applied lt Back peters fican Alternatively you can select the new journal mailbox importer option from the actions pane pg 36 to launch the new journal mailbox importer wizard USER MANUAL Exclaimer Mail Archiver Page 230 3 Click next to access general details for the new importer Ri amame Name New Journal Malbox T 4 Enter the required name for the importer the name entered here is displayed throughout the system and if required add any comments in the description field USER MANUAL Exclaimer Mail Archiver Page 231 5 Click next to access settings for the importer Here the name of the required Exchange journal mailbox is required together with the associated password Ag New Journal Mailbox Importer Wizard Welco
65. age would be imported with the sender shown as Alex with the email address alex exclaimer com USER MANUAL Exclaimer Mail Archiver Page 156 Chapter 7 Index Maintenance Introduction Each store is associated with its own search index when a new store is added its index is automatically created in the same location Having a separate index for each store ensures that Exclaimer Mail Archiver search features pg 177 are fully optimized it also allows system administrators to control the frequency with which each index is updated pg 116 and to perform maintenance tasks pg 162 quickly and easily All work with indexes is completed from the index maintenance branch of the console tree E Exclaimer E Mail Archiver H Wi Archiving Policies H E Storage EE Auditing k p Search the Archive E 59 Joumal Mailbox Importers When this branch is selected all indexes i e one index for each configured store are displayed in the settings tab pg 160 From here you can e View the current status and settings for a selected index pg 160 e Force an immediate update for an index pg 163 e Add a single maintenance task for immediate action pg 164 Add multiple maintenance tasks to a maintenance queue pg 166 Indexes cannot be removed however if required you can e Disable searching for a particular store using the available to search check box option on the availability settings pg 119 ta
66. ail Archiver pg 45 are available when the Mail Archiver branch is selected in the console tree Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 37 Exclaimer Console Licensing The licensing tab contains information regarding licenses for Exclaimer Mail Archiver 3 Exclaimer Console New f Register For 30 Day Trial Buy Now yi Activate Full License Settings Licensing Help P Contact Name Helpfile Email administrator network26 local K Licensed Product Details Features Version Pa g Order 8 7 16 2012 PQ53E 2788K 04PR2 56XDM 3E 44H kdl Mail Archiver 1 0 License for 1000 user s B A i License for 1000 user s 281 Days kd Mail Archiver remaining of your license period 1011 Days remaining of your support es amp Support Subscription subscription period Licensing information is summarized in the following sections e The licensing process pg 38 e Licensing information pg 39 e The licensing toolbar pg 39 The Licensing Process Our aim is to get you working with Exclaimer software as quickly as possible As such we have implemented a flexible licensing policy with minimal restrictions during the trial period If you have
67. ame entered here is displayed in the Exclaimer console tree pg 31 and in the importers list pg 221 Description This field can be used to add any useful information for the journal mailbox importer for example usage notes version history background or explanatory information The first line of description text is displayed in any importers list og 221 but not the console tree Enabled This check box must be enabled for Exclaimer Mail Archiver to process messages from the selected journal mailbox If you wish to stop archiving messages for a journal mailbox this option can be de selected USER MANUAL Exclaimer Mail Archiver Page 224 Journal Mailbox Importer Settings Each journal mailbox importer is associated with settings for account credentials and polling frequency Having selected an importer pg 221 these options are available on the settings tab Default Journal Mailbox bsave G New OY Delete General Setings Ga Folder Management QP Exchange Journal Mailbox Account Joumal Password eeeccces Use this URL for Exchange Web Services ee gt Polling Schedule Continuous oH Das OF Hours Minutes S Seconds USER MANUAL Exclaimer Mail Archiver Page 225 Options on this tab are summarized below Exchange Journal Mailbox gt Account Password Exchange Journal Mailbox gt Autodiscover the Exchange Web Services URL Exchange Journal Mailbox gt
68. ana p gt Get Exchangeserver where _ IsclientAccessServer eq true LJ Finish where _ IsValid eq true where _ ISExchange2z0070rLater eq true where _ AdminDisplayVersion Major eq 8 ForEach Object f Add ADPermission Identity _ distinguishedname User Get User Identity network26 ExclaimerEMaA2 select object identity accessRights GenericRead Genericwrite extendedRights Send As Receive As ms Exch Store Admin ms Exch EPI Impersonation InheritanceType All Get MailboxDatabase ForEach Object f Add ADPermission Identity _ DistinguishedName user Get User Identity network26 ExclaimerEMA2 select object identity ExtendedRights ms Exch EPI May Impersonate Get wMlIObject wWin32_Service where _ Name eq Exclaimer Mail Archiver Exchange Access Service ForEach Object uccessfully completed request Click Next to continue USER MANUAL Exclaimer Mail Archiver Page 50 7 Click next to complete the wizard a Exchange Mailbox Access Account Wizard Welcome Finish BA Credentials You have now completed the Exchange Mailbox Access account wizard Pi Grant Rights The Exclaimer Exchange Mailbox Access service is now configured and has been started on E Finish this machine You should ensure that the Restore to Mailbox feature is enabled if you wish to allow your users to copy messages from the mail archive into their Exchange mailboxes 8 Click finish to exi
69. are archived they are unpacked from this format and presented in a readable form when viewed via a search pg 177 Having performed a search to display a list of results pg 188 the content pg 195 properties pg 196 and attachments pg 200 for the current message i e the message that is highlighted in the results list are displayed in the message pane at the bottom of the search window SUBJECT 4 Adam Robinson Jolie Kessler PW Sales figures 7 25 2012 10 594M 1 134KB ed AdamRobinson Jolie Kessler PW Sales figures 7 25 2012 10 59AM 1 134 KB 4 Adam Robinson Jason Rao PW Sales figures 7 25 2012 10 58AM 1 135 KB Oe S RE Sales figures 7 25 2012 10 56 M 1 The message pane displays RE Sales figures 7 25 2012 10 56AM 1 message content message properties and attachments in Extended is wan 8 4 2011 10 25 AM 1 separate tabs Extended is wan 8 4 2011 10 28AM 1 Hi Jason I can see from the figures that we have hit target however I note that your leads are not generating as much revenue as we had hoped Are there ongoing problems that I should be aware of I m happy to help out if needs be USER MANUAL Exclaimer Mail Archiver Page 193 For a larger view of message content and properties double click an entry in the results list The message is displayed in a new window rw Sales figures Message Alei x Forward message FW Sales figures From Adam Robinson 7 25 2012 10 58 AM To J
70. ason Rao J Message E Message Properties Ay Attachments 7 a P elite choice insurance Hi Jason I can see from the figures that we have hit target however I note that your leads are not generating as much revenue as we had hoped Are there ongoing problems that I should be aware of I m happy to help out if needs be Kind regards Adam Robinson Sales Consultant Elite Choice INS 445 Park Avenue 9th Floor New York NY 10022 Email Adam Robinson elitechoiceins com Tel 1 888 450 9631 Web www elitechoiceins com aa Content for the message is displayed in the message tab as shown here If required use the forward option at the top of this window to forward the message pg 203 to a given email address Message properties pg 196 and attachments pg 200 are displayed in separate tabs USER MANUAL Exclaimer Mail Archiver Page 194 Message Content Having performed a search to display a list of results pg 188 the content pg 195 properties pg 196 and attachments pg 200 for the current message i e the message that is highlighted in the results list are displayed in the message pane at the bottom of the search window The same information is shown when a search result is double clicked and opened in a new window pg 193 Orw Sales figures Message Aei x Forward message FW Sales figures From Adam Robinson To Jason Rao 7425 2012 10 55 AM J Message le Message Properties
71. available y All Messages C The Sender is someone C The Recipient is someone C The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more message headers contains specific words or character sequences C The Message is a Meeting Request Update or Response C The Message is a Task Request or Update C No previous policy of this type has been applied When a condition is selected further options are available as summarized below e All messages pg 71 e The sender is someone pg 71 The sender is a specific user pg 71 The sender is a member of an Active Directory group pg 71 The sender is a member of an Active Directory domain or organizational unit pg 71 The sender has one or more specific Active Directory attributes pg 71 The sender address contains specific character sequences pg 71 The sender is inside or outside the organization pg 71 The sender is an Active Directory contact pg 71 e The recipient is someone pg 71 The recipient is a specific user or distribution group pg 71 The recipient isa member of an Active Directory group pg 72 The recipient isa member of an Active Directory domain or organizational unit pg 72 The recipient has one or more specific Active Directory attributes pg 72 The recipient address contains specific character sequences pg 72 The recipient is inside or outside the organization pg 7
72. aving completed the installation wizard pg 19 for the first time the first use wizard is launched automatically This wizard takes you through the basic setup required to get started with Exclaimer Mail Archiver To complete this wizard follow the steps below 1 The first stage of the first use wizard displays summary information about the process Le Exclaimer Mail Archiver First Use Wizard P Welcome Welcome a or ates Store Setup Welcome to the Exclaimer Mail Archiver First Use Wizard Journal Setup This wizard will guide you through creating an Exclaimer Mail Archiver Policy to archive your messages in a few easy steps LJ Finish RAA j During this wizard you will Create a new archive store This is where archived messages will be stored Assign a Joumal Mailbox All messages from this mailbox will be moved to the new archive store by this Archiving Policy USER MANUAL Exclaimer Mail Archiver Page 23 2 Click next to move to the next stage and define a store to be used for archiving messages you can update this store pg 114 or add new stores pg 126 at any time in future N Exclaimer Mail Archiver First Use Wizard M Welcome Store Setup El Store Set Choose a name and location for your new archive store Your archived messages will be stored in the specified location Ensure that OrG Setup this location has enough disk space to allow your stores to grow over time L Journal Setup Finish Store name Wizard G
73. b for the store e Change the location of the index pg 168 using the change location option on the data tab for the store pg 116 Messages are added almost immediately to the store by the journal mailbox importer or by using the batch importer utility og 135 However messages do not appear in users search results until they are indexed Index maintenance options allow you to configure how frequently to index your messages for optimal performance whilst ensuring timely updates of users messages to allow them to be found in searches USER MANUAL Exclaimer Mail Archiver Page 158 Accessing Existing Indexes Within Exclaimer Mail Archiver indexes are accessed via the index maintenance branch of the console tree pg 31 3 Exclaimer Mail Archiver H a Archiving Policies H E Storage EH Auditing a p Search the Archive E Journal Mailbox Importers When the index maintenance branch is selected all existing indexes are displayed in the settings tab Existing indexes one for each configured store are displayed on the settings tab Right click on any index to run a maintenance task Settings for the selected index are shown The index maintenance branch is selected in the Add multiple maintenance tasks to the queue to be completed in sequence USER MANUAL Exclaimer Mail Archiver Page 159 Index Settings When an index is selected from the settings tab summary information
74. base Set Mailbox HiddenFromAddressListsEnabled Strue Identity Enter The Users Identity Note that elements surrounded by should be substituted with information as indicated remove the hash symbols and maintain spacing Please also refer to additional guidelines for creating a new user pg 241 This script will create the user and hide the new mailbox from the Globa Address List Please also refer to additional guidelines for creating a new user pg 241 Additional Guidelines for Creating a New User The following guidelines should be considered when creating a new user using either of the methods described above e The user should have no password expiration policy i e the password should never expire e The user should NOT be a member of Domain Admins or Enterprise Admins groups since they are explicitly denied access to Exchange mailboxes by default Exchange settings e The user should have LogonAsService rights e Care should be taken when creating this user because it will have full access to email for all users on the Exchange server USER MANUAL Exclaimer Mail Archiver Page 241 Step 2 Configure Microsoft Exchange to Journal Messages to this Account There are two possible ways to configure Microsoft Exchange to journal messages to the account created in step 1 pg 240 Use ONE of the methods described below e Use the Exchange Management console e U
75. ble are displayed in the message pane at the bottom of the search window This pane works in exactly the same way as detailed in the console search pg 177 section please refer to message pane pg 192 information in this section USER MANUAL Exclaimer Mail Archiver Page 209 Switching Search Modes The lightweight search option is recommended when searching mail archives on a mobile device To change to this mode simply select the switch to lightweight option at the top of the web search window Managing Search Window Panes The search window requires a large amount of screen space To help manage this space you can choose where to position the message pane bottom or right Additionally elements of the search window can be minimized and restored when required If a search pane can be minimized in this way an arrow is displayed for example p Refine Search Minimize restore the PS Os refine search pane amp Recipient jason a0 eltechsiceins c_ jolie kessler elitechoiceins adam robinson elitechoice carol warren elitechoicein USER MANUAL Exclaimer Mail Archiver Page 210 Viewing an Archived Message Rich UI Having performed a search to display a list of results the content properties and attachments for the current message i e the message that is highlighted in the results list are displayed in the message pane pg 209 at the bottom of the search window For a larger v
76. ccount ExclaimerEMA3 network23 local D Password Confirm poe ix O Finist 14 Click next to complete the wizard B Exchange Mailbox Access Account Wizard Welcome Finish P Account Credentials You have now completed the Exchange Mailbox Access account wizard Script Generation The Exclaimer Exchange Mailbox Access service is now configured and has been started on E Finish this machine You should ensure that the Restore to Mailbox feature is enabled if you wish to allow your users to copy messages from the mail archive into their Exchange mailboxes If you use the Batch Importer utility you should specify this Exchange Mailbox Access account when prompted for credentials 15 Click finish to exit back to the settings tab USER MANUAL Exclaimer Mail Archiver Page 56 Mail Archiver Policies When the Mail Archiver branch is selected in the Exclaimer console pg 30 tree you can use the policies tab for quick access to existing policies and options for completing key tasks relating to policies Existing policies are listed in the top pane and settings for the currently selected policy are available in the lower pane amp Mail Archiver New Delete Clone 4 MoveUp J MoveDown ie MovetoTop Moveto Bottom F Settings B Policies Help Policy Name Archiving Policies a All Directors Archive Policy fl All Managers Archive Policy a HR Department Archive P
77. ce95 221f 6357 10 with mapi Wed 25 Jul 2012 10 59 24 0100 Content Type application ms tnef name winmail dat Content Transfer Encoding binary From Adam Robinson lt Adam Robinson elitechoiceins com gt To Jason Rao lt Jason Rao elitechoiceins com gt Date Wed 25 Jul 2012 09 58 40 0000 Subject Fw Sales figures Thread T opic Sales figures Thread Index AQGHNakutw sj3cj82U 21 62 t2P9q9SZ2c5wuByY aAsAgnc Message ID lt 8BB242D181 30894681 5SCEESFF406EDC30244F 3030 284 H elpDC network26 local gt References lt 8BB 2420181 30894681 SCEE SFF406E DC30244F 3030282 HelpDC network26 local gt lt 8BB242D 18130894681 SCEESF In Reply To lt 86BB242D181 30894681 SCEE SFF406E DC30244F 303D DAB HelpDC network26 local gt Accept Language en US Content Language en US MS Hac dttach nes Message Origin Type PST Filename ReallookingMessages pst Folder Top of Personal Folders M ail Archive Store Director s Store USER MANUAL Exclaimer Mail Archiver Page 196 Content for the message is displayed in the message pg 195 tab properties are displayed in the message properties tab and attachments if present are shown in the attachments pg 200 tab Message properties are listed under the following headings Property Type Summary Internet headers An email message is comprised of two parts the header and the message body An Internet email header provides a detailed log of the network
78. cess any more archiving policies If this policy is not applied because an exception was matched e Process the next archiving policy e Don t process any more archiving policies The first two options allow users to specify whether or not Exclaimer Mail Archiver should continue to process policies if this policy is or is not applied The third option can be used in cases where a number of policies are defined but you have a common exception Rather than adding this exception USER MANUAL Exclaimer Mail Archiver Page 84 to every policy this option allows users to define required exception s in the first policy and then choose a course of action For example if an anti spam product is configured to add the text SPAM to the subject line of messages identified as being spam the first Mail Archiver policy could be defined with an exception of any messages with SPAM in the subject line and next policy options set to if this policy is not applied because an exception was matched then don t process any more archiving policies so any messages with SPAM in the subject would not be archived Unless a next policy option is set to don t process anymore archiving policies Exclaimer Mail Archiver will continue to process policies in the policy list pg 61 USER MANUAL Exclaimer Mail Archiver Page 85 Adding Archiving Policies Policies are added using the new archiving policy wizard pg 87 a series of screens which
79. click the add option at the top of the right hand pane to open the store access permissions window and set required permissions for the selected entry Store access permissions for Administrator _ Oy x Self individuals can see only their own messages Everyone individuals can see all messages in the store User J Group B Group only _ Group and members USER MANUAL Exclaimer Mail Archiver Page 123 These options are summarized below Option The Selected User Will Have Access To Only to their own email messages in this store All email messages in this store User Any email messages in this store sent or received by the Active Directory user use the button to browse and select the required user Group Any email messages in this store sent or received by the selected group Choose from Groups only The selected entry can access email messages sent to from the selected group name use the button to browse and select the required group Group and members The selected entry can access email messages for any members within the selected group and email messages which are sent to from the group name use the button to browse and select the required group Members of Any email messages in this store for members of the selected organizational unit this OU use the button to browse and select the required organizational unit Any email messages for a specified contact i e
80. cy list mail Archiver IT Department Archive Policy 5 File Action Window Help 8 X gt IHs a Exclaimer aaj Mail Archiver G J Archiving Policies pe i All Directors Archive Policy Ez W All Managers Archive Policy j W HR Department Archive Policy b W Sales Department Archive Policy IT Department Archive Policy Ri New Mb Delete E clone Name IT Department Archive Policy Description Seve JO Search the Archive E S9 Journal Mailbox Importers Enable or disable the selected policy Ensure that the enabled check box is selected to enable the policy or de selected to disable the policy Click save to save changes If you do not save changes any enable disable changes will not be applied USER MANUAL Exclaimer Mail Archiver Page 93 Removing a Policy To remove an existing policy select the policy either from the console tree pg 35 or the policy list pg 58 Then either right click and select delete from the context menu or click the delete button on the toolbar mail Archiver IT Department Archive Policy Select the policy to be O x C File Action Windaw Help removed and use the sA gt falg toolbar option E E Exclaimer E Mail Archiver S E Archiving Policies IT Departm archive Policy g New gi Delete gl Clone k a All Directors Archive Policy 3 General ig Store O Cond
81. d pg 201 to a mailbox Security Restrictions When archive stores are defined pg 125 security permissions are configured to determine which users Can access messages in that store when using search facilities and if granted what level of access those users have For example users might have access to all messages in the store just their own messages in the store all messages for a specified Active Directory group etc For further information please refer to the store security pg 121 section When a search is performed a user will only see results which they have access permissions to view Typically most users will at least have access to their own messages i e messages that they sent or received either directly or by being copied in However an additional level of checking is also performed to determine what message properties pg 196 can be viewed when a user accesses a message from a list of search results pg 193 USER MANUAL Exclaimer Mail Archiver Page 187 Understanding the Search Results Window Having performed a search any messages that match specified criteria pg 182 including date range options pg 186 are displayed in the search results pane From here you can e Use the refine search pane pg 189 to apply additional search filters to drill down further based upon common characteristics identified within existing search results e Sort the list of results using search pane column hea
82. d to the ExAudit event log For further information please refer to the working with search results pg 187 section From the results list you can e Click the advanced pg 213 link to access options to perform a more specific search Click an entry to view its content in a separate window pg 215 and access a forwarding option If more than one archive store has been defined all stores for which you have associated access permissions pg 121 will be searched A search can be restricted to a specific store name using console search or rich web search features USER MANUAL Exclaimer Mail Archiver Page 214 Viewing an Archived Message Light Ul Having performed a lightweight search to display a list of results select any message to view its content in a new window Forward Forward FW Sales figures Adam Robinson 7 25 2012 10 58 AM Jason Rao Attachments sales figqures xisx elite choice insurance Hi Jason I can see from the figures that we have hit target however note that your leads are not generating as much revenue as we had hoped Are there ongoing problems that I should be aware of I m happy to help out if needs be Kind regards Adam Robinson Sales Consultant Elite Choice INS 445 Park Avenue Sth Floor New York NY 10022 Email Adam Robinson elitechoiceins com Tet 1 888 450 9631 Web veww elitechoiceins com USER MANUAL Exclaimer Mail Archiver Page 215 Forwar
83. d to a journal report these messages cannot be viewed as with a standard mailbox Most organisations tend to have a single journaling mailbox however it is possible for multiple journaling mailboxes to be configured Exclaimer Mail Archiver draws upon this functionality to provide a robust easily accessible archive of all messages or defined subsections of email By default the Exclaimer Mail Archiver service polls Exchange journaling mailboxes continuously extracting messages and pushing them through the Exclaimer rules engine Here any archiving policies pg 61 are processed to determine which archive store pg 110 each message will go to When messages are archived they are unpacked from the special journaling mailbox format and presented in a readable form when a search pg 177 is performed Users with appropriate permissions can also view properties pg 193 associated with each message for example to whom the message was delivered To achieve all of this Exclaimer Mail Archiver needs to know e Which Exchange journaling mailboxes to poll a journal mailbox importer should be added pg 230 for each Exchange journaling mailbox e How often polling should occur define settings pg 225 for each journal mailbox importer that is added e How to handle messages that are not archived for a range of reasons use folder management options to manage these cases Email messages are removed from the Exchange journal mailb
84. dam Robinson RE Sales figure M lt 9 Joyce Harris Administrator Extended is wa D E joje Harris PrE Extended is wa USER MANUAL Exclaimer Mail Archiver Page 201 Having selected the required message s click the restore selected button at the top of the results list to display your mailbox folder structure note that the restoration process allows you to restore messages to your own mailbox only Select the folder to which items will be restored x E ij Root Mailbox Deleted tems A Drafts CO Junk Emai QB Outbox SS Sent items H 0 Sync tesues Expand the folder structure to select a destination for the restored messages or to create a new folder Messages can be restored to any displayed location however it is often advisable to create a separate sub folder for restored messages to ensure that they are not buried amongst lots of existing messages Once restored messages can be viewed normally in Outlook these messages will always appear as unread messages with the date and time that the restored message was originally sent As an alternative to restoring a message the forward pg 203 option can be used to forward the message to a given email address USER MANUAL Exclaimer Mail Archiver Page 202 Forwarding a Message To forward an archived message to a specified email address follow the steps below 1 Perform a search pg 177 to display required results pg 187 2 Doub
85. ddanddacdbeacs 76 Available Options for Setting Exceptions scccicsccdecccacadacisdicccccnsandiaceaaccnateansdentdesaacesscasdawtensganazeans 77 The Anatomy of a Policy Date Range ciccciiscecdaicccnndeacicacdaadagnenesseceecadsatueteacetanttatedantesandaneracuaateanss 81 Using the Advanced Schedule cccccccsecsecceeceecesccsceeeceuccsececeeceseeeeeeeeeeceneeseeeeceseeseeeeceseeeeeges 82 USER MANUAL Exclaimer Mail Archiver Page 3 The Anatomy of a Policy Next PONCY saascasisiatewnasaeduwsannadnnsadiadaeatiaadensasasdunsauenewassidadatadentateantswadenaedt 84 Adding Archiving PONCICS cc cccssccsncececscndcedasceundacaseenannesvesennanncecconstuscosdeiuunsceveenaudsanesesaaieecteocsesecuuuceenateuntes 86 The New Archiving Policy WIZard ccceecseccsecseceeceseceeceecescceceeceseeseeeecceceueeeeeeeeeeeseeeeeeeeeeeeeeees 87 Cloning a Polly ose sise cater rece se cence conmencenectntenacccensusnesetsesgaiescvussnseceuennaunas semtauneanseceeteesbsseeenseurseteeeennecs 91 CIA GING a PONG y ccssar E O ERNO 92 Enabling and Disabling a Policy esessesessecessecsecsececseceoseceoseceoseceoseceoseceososeceoseceosesecseceoseseoseseosesessesesees 93 BRIN OM GEN a PON eaa E E E EE 94 How To PON CIOS vc ctesecensecaceeecioracoscceccsascceusccacterccoestosccsacistyconcdosssenceovuancteactassseuncacaessvecenescacevensereiunecees 95 How Do I Change the Sequence in Which Policies RUN ccceeccecceeceecceeeeceeeeeeceeee
86. dded to the event log when the quantity of messages in the associated sub folder reaches 501 Stop the Journal Access For each sub folder specify the message quantity threshold above Service which access to the journal mailbox will be denied i e no further messages will be processed for the mailbox Automatically Delete For each sub folder specify the message quantity threshold above Messages which messages in the sub folder will be deleted The last two options on this tab are used to define the frequency with which Exclaimer Mail Archiver should attempt to process messages in the no policies applied and unable to archive sub folders again It is important to retry these messages in case archiving policies pg 61 have been added pg 86 or amended pg 92 or underlying system problems have been resolved USER MANUAL Exclaimer Mail Archiver Page 229 Adding a New Journal Mailbox Importer To add a new journal mailbox importer follow the steps below 1 Select the journal mailbox importers branch of the console tree pg 31 All existing journal mailbox importers are displayed in the importers tab 2 Select the new option from the toolbar to launch the journal mailbox importer wizard at the welcome page vg New Journal Mailbox Importer Wizard P Welcome Welcome ed General Welcome to the New Journal Mailbox Importer Wizard D Journal Mailbox Settings This wizard will guide you through a few simple steps to create
87. dexes View and manage search indexes pg 157 Launch Batch Importer Use the batch importer wizard pg 135 to import messages from a given source location into an Exclaimer Mail Archiver store pg 110 New Journal Mailbox Run the new journal mailbox importer wizard pg 230 to create a new Importer journal mailbox importer pg 220 which will continually move messages from an existing Exchange journal mailbox into the specified archive store s pg 110 as determined by archiving policies pg 61 Manage Journal Mailbox View and manage existing journal mailbox importers pg 220 Importers Search the Archive Access search pg 177 options within the Exclaimer Console Note that users without access to the Exclaimer console can use the web search pg 205 facility to search for archived messages USER MANUAL Exclaimer Mail Archiver Page 36 Exclaimer Console Settings The settings tab contains options for the Exclaimer console Excimer c E New E Settings liy Licensing L Help r Backup Keep a copy of the last 10 2 successfully saved configurations Each time that configuration changes are saved a backup of the previous configuration is created and details of this are stored in the Windows event log The keep a copy of the last option is used to specify the maximum number of backups that will be retained or set this value to zero if you do not wish such backups to take place Specific settings for M
88. ding a Message To forward a message simply enter the required email address in the forward field and click the forward button Forward aperson exclaimer com FW Sales figures Fron Adam Robinson Enter a forwarding 7 25 2012 10 58 AM Jason Rao email address Attachments sales figures xisx elite choice insurance Hi Jason can see from the figures that we have hit target however note that your leads are not generating as much revenue as we had hoped Are there ongoing problems that I should be aware of I m happy to help out if needs be Kind regards Adam Robinson Sales Consultant Elite Choice INS 445 Park Avenue Sth Floor New York NY 10022 Email Adam Robinson elitechoiceins com Tel 1 888 450 9631 Web vwww elitechoiceins com When a message is forwarded a new message is created and the message shown is attached to it i e the forwarded message will be from the user who has performed the search and chosen to forward the message To achieve this Exclaimer Mail Archiver needs access to the Exchange Web Services URL as defined in Mail Archiver settings pg 45 USER MANUAL Exclaimer Mail Archiver Page 216 Supported File Types The following file formats will be crawled by Exclaimer Mail Archiver when found as email attachments Adobe Acrobat pdf Microsoft Outlook Exchange Messages Notes e Adobe Framemaker MIF mif Contacts Appointments and Tasks Se
89. dings pg 191 e Select messages pg 191 to be restored pg 201 to a mailbox e View message content pg 195 properties pg 196 and attachments pg 200 in the message pane pg 192 e Double click an entry to view the message in a new window pg 193 message content pg 195 properties pg 196 and attachments pg 200 together with a forwarding pg 203 option can be viewed Date range options Query building pane Sent From mm dd yyyy hh mm To mmidd yyyy hh mm E Date Range All Dates contains this word or phrase z sales dp New Search Search within results Add to results Find messages where any part of the message 5 Reset Restore selected message s option afi D From To cc SUBJECT DATE v Size T 4 Adam Robinson Jolie Kessler Fw Sales figur 7 25 2012 10 59AM 1 127 KB a Refine Search Pa Sender adam robinson elitechoice 14 carol waren elitechoicein 6 4 2 Jason Rao The search results list click a heading to sort search results in that sequence administrator network26 lo jason ra0 elitechoiceins c Message properties amp Recipient jason rao elitechoiceins c 14 iolie kessler elitechoiceins 14 adam robinson elitechoice 8 carol waren elitechoicein m m public_folder_a network2 Message content bd Message tE MeSsage Properties ad noticed that my figures
90. dow Help 8 x gt Sle o Exclaimer Ore Journal Mailbox Ir Lj Save Cancel Mail Archiver Selected journal g W Archiving Policies Ea a l mailbox importer j View pasen Seren an m Index Maintenance Joumal Maibox Name P Search the Archive Journal Mailbox Importe Wizard Generated Importer Settings and information for t QP Wizard Generated Importer the selected importer General 59 Settings C Folder snagemen E General Name l Wizard Generated Importer D Description 2 J E lt Enabled D From here e The general pg 115 tab is used to define basic name and descriptive information for the journal mailbox importer e The settings pg 225 tab is used for key settings such as account credentials and polling frequency e The folder management pg 227 tab is used to determine how to handle messages that are not or cannot be archived USER MANUAL Exclaimer Mail Archiver Page 223 Journal Mailbox Importer General Options on the general tab are used to define basic information for the journal mailbox importer These settings determine how the importer is displayed throughout the system and whether or not it is enabled 19 Default Journal Mailbox L Save EJ Cancel Name D efault Journal Mailbox Description Options on this tab are summarized below Summary Each journal mailbox importer must have a unique name The n
91. e rights and for which Exchange Impersonation has been configured Account ExclaimerEMA network26 local fuodacove th Exchange Web Services URL Reeanmended A O Use this URL for Exchange Web Services p Search Limit Searches can retum a maximum of 20000 results 1 Cache Cache the Active Directory for 240 4 minutes Cache permissions for 15H minutes Port TCP port number 53449 7 For further information about the Exclaimer console including the menu toolbar and actions pane see understanding the Exclaimer console window pg 31 USER MANUAL Exclaimer Mail Archiver Page 44 Mail Archiver Settings When the Mail Archiver branch is selected in the Exclaimer console pg 30 tree you can use the settings tab to define general settings for Exclaimer Mail Archiver sa Mail Archiver F Settings B Policies Help General Enable Mail Archiver Enable Restore To Mailbox Enable Journal Mailbox Importing 2 ag Exchange Mailbox Access In order to use the Restore to Mailbox feature and Batch Importer utility you need to create or specify an account which has logon as a service rights and for which Exchange Impersonation has been configured Account O 0 Autodiscover the Exchange Web Services URL Recommended i Use this URL for Exchange Web Services A Search Limit Searches can retum a maximum of 2006 results I m Cache the Active Directory for 2
92. e note 2 Microsoft Outlook Express 5 and 6 dbx Ami Pro sam message stores Ansi Text txt ASCII Text Microsoft PowerPoint ppt Microsoft PowerPoint 2007 and 2010 pptx ASF media fil tadat ly asf me Che Mee ea 2230 Microsoft Rich Text Format rtf CSV Comma separated values csv DBF dbf EBCDIC Microsoft Searchable Tiff tiff Microsoft Word for DOS doc e Microsoft Word for Windows doc Microsoft Word 2003 XML xml Microsoft Word 2007 and 2010 docx EML files emails saved by Outlook Express eml Enhanced Metafile Format emf i Eudora MBX message files mbx E E Wee NR b Flash swf MP3 metadata only mp3 GZIP gz HTML htm html Multimate Advantage II dox Multimate version 4 doc OpenOffice versions 1 2 and 3 documents spreadsheets and presentations sxc sxd Lotus 1 2 3 123 wk sxi sxw sxg stc sti stw stm MBOX email archives including Thunderbird odt ott odg otg odp otp ods mbx ots odf includes OASIS Open Document Format for Office Applications JPEG jpg MHT archives HTML archives saved by Internet Explorer mht Quattro Pro wb1 wb2 wb3 qpw QuickTime mov m4a m4v RAR rar Microsoft Access MDB files see n
93. e recipients an attachment the number of attachments none of the attachments conversation is between the size in KB the store name the conversation topic Searches can be based upon a wide range of criteria including different parts of a message conversations between given parties a particular store name etc For a full summary please refer to the search criteria summary pg 183 If more than one archive store has been defined all stores to which you have access permissions will be searched unless you specify criteria for a particular store name Z O wr m The second field is used to select a condition for the query Available conditions vary according to which selection was made for the basis of the query For example if searching for particular words in any part of the message available conditions allow you to choose whether an occurrence of any of the specified words should be matched or if all words must be present to produce a match Find messages where any part of the message contains this word or phrase zi Amy GP contains this word or phrase New Sean contains any of these words sults p Search Reset contains all of these words The third field is used to specify the required value to be matched This field is not case sensitive USER MANUAL Exclaimer Mail Archiver Page 182 Search Criteria Summary A summary of conditions for each search element is listed below Option
94. eceeeeeeeeeeeeeeeeesess 239 Configuring a Journal TV AI DON esc rticerseiceaeinceciteutinceaitemerteise sitetestoeicueaiacecisintin ceatinlesioas if aealowaiioctealoandanealonetiodadosas 240 See I Cle ale Gy SE o a E N E E E EA ER 240 Step 2 Configure Microsoft Exchange to Journal Messages to this ACCOUNT 242 Configuring Microsoft Exchange Journaling ovissccccscssaucccupastaesanareenerimeiene rina risiateaduaentesidenntaaaumentonns 244 All M SSABCS ccccsssssccsccssssssosccustussoscoustsssesccustassosteustussescosstussescoustussescousesceursassesseursasseses 245 Per Mailbox NAG AD AS Crt tepecteceets ani ets pareenentotiead eels En Dei E EEE euietonstes eadedassandecserardecnonesteasarantoen 247 COBUMIBME NOTICE pisiosccceseticececeiennnsceetsennceweecesiseve sacs wncesceueenecddsreeeqeeiwevasndstncenctebuensuuseseeadesacseccenncntseweate 249 USER MANUAL Exclaimer Mail Archiver Page 7 Chapter 1 Getting Started Mail Archiver Overview With ever increasing regulatory requirements for electronic communication and high profile cases centered on email evidence email archiving has never been more important Exclaimer Mail Archiver is a simple but scalable solution which takes a fresh approach to email archiving by e Drawing upon Microsoft Exchange journaling functionality ensuring nothing is overlooked pg 9 e Using archiving policies so you can control if and where emails are archived pg 10 e Archiving message
95. ect type is set to users or groups the location is set to entire directory and then enter the required user name However you can change the object type and location fields as needed USER MANUAL Exclaimer Mail Archiver Page 139 For further help about searching for objects click the examples link above the enter the object name to select field 6 Having confirmed an object name i e a user name the user is added to the Exchange mailboxes page and the mailbox structure for that user is displayed W amp Deleted Items 2 GA Drafts 0 i 3 Inbox 13 gil Journal 0 Junk E mail 0 la Notes 0 Z Outbox 0 E RSS Feeds 0 53 Sent Items 3 M O Sync Issues 0 4 Dj Tasks 0 KE a 7 Expand the mailbox structure and select de select folders as required When navigating the folder structure folders may be associated with a down arrow icon as well as a check box This happens when a folder contains sub folders and when the arrow is selected options are displayed in a pop up menu so you can choose what action to take when selecting the folder This is shown on the following page USER MANUAL Exclaimer Mail Archiver Page 140 Folder navigation EM gt amp Administrator lV Deleted Items 2 QA Drafts 0 a W 3 Inbox 14 Mv ay Chris 1 Avy Select Unselect this folder only Select this folder and all subfolders Unselect this folder and al
96. eeeeeeeceeeeeeees 96 How Do I Define a Policy Based Upon a Subject Line Trigger Word ccccecceecceesceseeeeeeeeeeeeeeees 97 How Do I Define a Policy Based Upon Specific Active Directory Attributes eerren 100 How do I Define a Policy for All Internal or All External Emails cccccccsseccsscecseceseeeenceaeeeeanes 104 How Do I Define a Policy Based Upon Email Address cccccecceecceecceecceceeeceseceseeeneeeeceeeeeeeeeees 107 SILE E N E E E T T A 109 BME TA Ne ree E N E E ecuetyeeneeseceeecuester 110 PCCESSING EXISUINE STONES aii dansiunicerviatecsrees riser hatinda centers aden ieee 112 Storage Settings and Information essessessesseoescescessessecsecseosecsecseoescescessesseoesseeseesessecseoseoseoseoseoeesesse 114 Storage General Information esesssssssssrssrsrrsrrsrrsrrsrrsrrsrrsrrstsrsresresrrsrrsrsersersrrserstestesereseesersereee 115 Storage Data Settings socciiciccrorsrisersdisisirusdsisetaliridi tarir so aripi ETa EET ETTET ANNATA ENEA 116 Storage Availability Setting S sirsiricsrinisinissnis init erai irris aN NENE NNE AFAA A A 119 Storage Security seseeesesesesesesrsesrsrsrerereresesrsrersrsrsrsrseseresesesrsrseseerereorererersesesesesererorererererereee 121 Adding a User Group Organizational Unit or EVEryone ccccccsecseccseceeeeececeuceeeeeeceseeseeeess 122 Adding or Updating Access PermMiSSiONs cccseccsccsecceccsececceececeeceeeeeeceeeeseeeeceueeseeeeceeeese
97. eeess 123 PSO Oe STIS S115 caers toee ro nea e aa a T AET EEE SE 124 Editing Existing Permissions srcdetecstenesncstacabendtectiasdsacetamatentsbanatadebmostanwhedaubed wabdnaddecdenaadeadeundductins 125 Adding a New Store ceccatisccscctancnecetecansieseccnanebeseaccaswnencaubinenecehosapseesescnanetacencaubocenesusaniencedeweqesasasseceaneense 126 Updating an Existing STOE ssisreisrrsnressrrri Finer en rr nner Thane NE EEA e ner ii iannis 130 Movme an EKiSting SUOF Sieg sceaytinnsanpipinanitiqnennicuntsinsoiexaessdenvsnsesipnaneniwinantbimimeescinvaactdievspnpinawoccabecwoceice 131 Required Sequence for Moving a StOf esesssessessessessrsrrsrrsrrsrrsrrsrrsrrsrrsrrstrsresrsrrnteseseseeserserseesee 132 REMOVE a OE E E EEEN E ae 133 Restoring a Deleted STONE siprrerrnioriiteicinr istoti ioir r tenana ton aE ENOR NAE EE EEEE EEEE 134 The Batch Importer Wizard sarsssrirerirsieritinisirsii ninth renint Kerr NON E EEEREN EN An S 135 Required Preparation sssesssessssesersesrrsesersesrrsesersrsersesersrsrrsesesrrstserseserstseeseserseseeseserseseeseseereree 135 What Happens to the Legacy Sources After An IMpOrt sessessessseseesserererrsersrrsrrrrerrsersrrsresersereee 135 What Happens if attempt to Import Legacy Messages More than Once cccceeeceseeeeeeeeeees 135 What Happens if a Legacy Message Cannot be Imported ccccccceecceecceecceeeeeceeeceeeceneeeseeeeeees 136 USER MANUAL Exclaimer Mail Archiver Page 4
98. email archiving e Control which messages are archived and which store they should be archived to using archiving policies pg 61 e Use one archive store for all messages of define manage additional stores using storage options pg 110 e View and manage search indexes pg 157 e Have confidence that configuration changes and user activity within Mail Archiver is logged by the auditing facility pg 171 e Perform fast cross mailbox searches from within Mail Archiver desktop computers or mobile devices pg 177 e Control which Exchange journal mailboxes are polled for email messages using journal mailbox importers pg 220 USER MANUAL Exclaimer Mail Archiver Page 43 General Settings and Information When the parent branch Mail Archiver is selected within the Exclaimer console tree pg 30 you can define settings pg 45 to determine how Exclaimer Mail Archiver should operate and also access any existing archiving policies pg 61 mail Archiver Mail Archiver File Action Window Help E XxX voi Archiver iJ Archiving Policies i iB Storage TB Satings Policies Help pe Index Maintenance E General be Auditing l cac Journal Mailbox Importers Enable Restore To Mailbox Enable Journal Mailbox Importing G a Exchange Mailbox Access In order to use the Restore to Mailbox feature and Batch Importer utility you need to create or specify an account which has logon as a servic
99. ency with which an index is updated is determined here Use these options to determine the frequency with which the search index for this store is updated Here you can choose a predefined time interval for example every 30 minutes or at a specific time each day for example you may prefer to update the index when staff are not working or when a given number of messages are waiting to be indexed Over a period of time the search index for a store can become fragmented as messages are removed because the retention period is reached or when an index is resynchronized so white space can be left behind Defragmentation is the process of removing this white space this reduces the physical size of the index and improves efficiency continued USER MANUAL Exclaimer Mail Archiver Page 117 Summary Use these options to determine the frequency with which the search index for this store is automatically defragmented Here you can choose a predefined time interval for example every 30 minutes or at a specific time each day for example you may prefer to update the index when staff are not working Alternatively you can choose to never run the defragmentation process Any changes made to store settings will be shown in the auditing log This is particularly important for legal hold and retention period settings so for example a user cannot change settings surreptitiously in order to remove incriminating mes
100. enerated Store Store location iC ProgramD ata Exclaimer Ltd Mail Archiver D ata Wizard Generated Store This location requires credentials i User Name Password Here enter the required store name and select a store location If the location requires a username password for access select the this location requires credentials check box and enter required details For further information about these options please refer to the adding a new store pg 126 3 Click next If the store does not already exist you are prompted to create it Mail Archiver Archiver Data wizard Generated Store1 cannot be Found or does 2 The location C ProgramData Exclaimer Ltd Mail not exist Do you want to create it USER MANUAL Exclaimer Mail Archiver Page 24 4 Click yes to create the store and access journal setup options N Exclaimer Mail Archiver First Use Wizard B Welcome Journal Setup FI Store S Exclaimer Mail Archiver will read messages from the specified Exchange Journal mailbox and transfer them to the archive store in tore Setup accordance with the conditions of the policy Journal Setup H Finish Use an existing Exchange Joumal account i Email Address Password eeeeeees _ Create a new Exchange Journal account and add an Exchange Journal Rule to journal all messages to this account Password i Account Exclaimer Mail A
101. enter the appropriate password for that account Alternatively you can enter new account credentials and select the create account if it does not exist check box USER MANUAL Exclaimer Mail Archiver Page 53 5 Click next to access the script generation page N Exchange Mailbox Access Account Wizard MM Welcome Script Generation m E Press the Generate Script button below to create a PowerShell script that must be run on an Account Credentials Exchange server f you have an environment that includes both Exchange 2007 and Exchange Script Generation 2010 you must run the script on an Exchange 2010 server L Finish From here scripts are generated which need to be run on your Microsoft Exchange server when you choose to generate the script you will be prompted to choose a location for saving the script file If you have chosen to create a new account the script creates the account and sets up journaling If you have chosen an existing account the script sets up journaling only 6 Click the generate script button to generate the script and save it as a PS1 file Ex i4 Please select location to save the script o Ml Desktop Search Desktop Pp Organize New folder EE Jr Favorites B Desktop m Downloads Recent Places Libraries Documents a Music Pictures E Videos jE Computer File name Save as type PowerShell Scripts ps1 Hide Folders USER MANUAL Exclaimer Ma
102. eos 1 Computer dia Network 6 Having selected or created a location click OK to exit back to the store settings page If the selected location does not yet contain a store the location field will be displayed with a warning symbol USER MANUAL Exclaimer Mail Archiver Page 128 7 Click next to continue A prompt is displayed advising that the specified store does not exist and asking if it should be created The location C ProgramData Exclaimer Ltd Mail Archiver Data Directors Store cannot be found or does not exist Do you want to create it 8 Click yes to create the store and exit back to the finish page for the new archive store wizard Ey New Archive Store Wizard P Welcome Finish General You have completed the New Archive Store Wizard M Store Settings In order to start populating this new store you must create an Archiving Policy that archives E Finish messages into it 9 Click finish to exit back to the Exclaimer console pg 31 The new store is added to the console tree and is available for use when defining archiving policies pg 61 However before using the store it is advisable to review data settings pg 116 availability settings pg 119 and security settings pg 121 10 Click save at the top of the console window to save changes USER MANUAL Exclaimer Mail Archiver Page 129 Updating an Existing Store To update an existing store simply select the store ei
103. equences IC The Message is a Meeting Request Update or Response J The Message is a Task Request or Update No previous policy of this tvoe has been applied Policy applies to messages where Conditions are used to set criteria pg 70 to determine the circumstances under which the policy is applied Having created the policy you can update the conditions pg 68 at any time and also add exceptions pg 76 date range pg 81 and next policy pg 84 criteria USER MANUAL Exclaimer Mail Archiver Page 89 5 Set required conditions remember that you can always refine these settings later if necessary and click next to confirm your selections and access the final page of the wizard a New Archiving Policy General Finish Bs Congratulations Your new Archiving Policy has been successfully created Click Finish to tore ard Conditions Once you have completed this wizard click Save to save your new policy or Cancel to Dl Finish discard it When you click Save this new Archiving Policy will be deployed immediately 6 Click finish to complete the process and add the new policy to the policies list pg 58 You must click the save button at the top of the Exclaimer console to save changes pg 40 in Exclaimer Mail Archiver If you do not save changes or if you use the cancel button the new policy will not be retained when you exit from Exclaimer Mail Archiver USER MANUAL Exclaimer Mail Archiver
104. eriod see next page continued USER MANUAL Exclaimer Mail Archiver Page 119 Summary Retention period Currently this is the only means by which messages are deleted from an archive store When a message becomes one day older than the specified retention period itis deleted from the store The only exception to this is if the legal hold setting is selected for the store in this case the retention period is ignored and is greyed out so messages are not removed By default the retention period is set to twenty five years but a common setting is seven years When a message meets the retention period and is deleted this logs an event in the Exclaimer event log Any changes made to store settings will be shown in the auditing log This is particularly important for legal hold and retention period settings so for example a user cannot change settings surreptitiously in order to remove incriminating messages USER MANUAL Exclaimer Mail Archiver Page 120 Storage Security Each store is associated with its own security permissions that are used to determine which users can access it via search pg 177 options and what level of access those users have By default when a store is created the user creating the store has access to Everyone s email messages All other users have access to only their own messages However access permissions can be defined with as much or as little granularity as re
105. erts GQ Refresh EH Hep Log Name Exclaimer Source Exclaimer Mail Archiver Cor Logged 29 05 2012 12 45 54 Event ID l To access the Windows Event Log 1 On the appropriate computer click start 2 Select administrative tools 3 Select event viewer If you are unsure about any changes that have been made use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 40 Exporting Configuration Settings The export configuration option is used to export all settings for the Exclaimer console and all Exclaimer applications within it As such the export will include all archiving policies for Exclaimer Mail Archiver pg 61 The export process writes all settings to an econfig file this is a proprietary file type for Exclaimer products and is required if you wish to import settings from a file To export current settings follow the steps below 1 Ensure that Exclaimer is selected in the console tree i e the topmost branch 2 Select export configuration from the actions pane or from the action menu The export configuration window is displayed 3 Navigate to the required drive and folder into which the export file should be saved 4 Enter the required file name for the export file 5 Click save to complete the export The export option is useful for backing up configuration settings to a safe storage area or a network backup area m Importing
106. exceptions USER MANUAL Exclaimer Mail Archiver Page 76 Available Options for Setting Exceptions When working with exceptions pg 76 fora policy the following options are available C The Sender is someone C The Recipient is someone C The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more message headers contains specific words or character sequences C The Message is a Meeting Request Update or Response C The Message is a Task Request or Update C No previous policy of this type has been applied When an exception is selected further options are available as summarized below e The sender is someone pg 78 The sender is a specific user pg 78 The sender is a member of an Active Directory group pg 78 The sender is a member of an Active Directory domain or organizational unit pg 78 The sender has one or more specific Active Directory attributes pg 78 The sender address contains specific character sequences pg 78 The sender is inside or outside the organization pg 78 The sender is an Active Directory contact pg 78 e The recipient is someone pg 78 The recipient is a specific user or distribution group pg 78 The recipientis a member of an Active Directory group pg 79 The recipient isa member of an Active Directory domain or organizational unit pg 79 The recipient has one or more specific Active Direct
107. f required click the hyperlink to access inside outside options Click OK to exit back to the conditions tab where both conditions are defined U New Archiving Policy General Conditions ms Please use the list of options below to define the Messages that you would like to include in this tore Archiving Policy Select condition s 2 C All Messages lv The Sender is someone E mj The Recipient is someone ie policy EOE C The Subject contains specific words or prire C The Body contains specific words or phrase triggered if BOTH the sender C One or more message headers contains spe and the recipient is inside C The Message is a Meeting Request Update C The Message is a Task Request or Update 1 No previous policy of this tvoe has been apolie oondition by clicking an underlined value Conditions Finish the organization 10 Ensure that the policy is applies to messages where applied when all of the The sender is inside your organization conditions are met OOSTRA i The recipient is inside your organization Where messages are sent to distribution groups conditions will operate or the members of the list not the list itself Apply policy when any condition is met 7 USER MANUAL Exclaimer Mail Archiver Page 106 How Do I Define a Policy Based Upon Email Address If required a policy can be defined to handle messages based upon the sender and or recipient email address or part of the address
108. f the organization and define a separate policy to manage the exceptions The following example shows how to use a condition pg 68 to handle internal external emails e Access policy conditions and select the sender is someone option a New Archiving Policy General Conditions R iy der ij Please use the list of options beld elect the sender Is would like to include in this P Store Archiving Policy someone Conditions a f Select condition s 3 mj The Sender is someone C The Recipient is someone C The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more message headers contains specific words or character sequences C The Message is a Meeting Request Update or Response C The Message is a Task Request or Update No previous policy of this tvoe has been apolied Edita condition by clicking an underlined value Policy applies to messages where The sender is someone 2 Select the someone link j Apply policy when all conditions are met Apply policy when any condition is met USER MANUAL Exclaimer Mail Archiver Page 104 e Click the someone link in the lower pane for further options Select condition xX Select condition s 7 C The Sender is a specific User C The Sender is a member of an Active Directory group C The Sender is a member of an Active Directory domain or organizational unit C The Sender has one or more speci
109. fic Active Directory attributes C The Sender address contains specific character sequences 3 The Sender is inside or outside of the organization C The Sender is an Active Directory contact Select the sender is inside or outside of the organization Edita condition by clicking an underlined value Policy applies to messages where The sender is inside your organization 4 Ensure that the sender is set to inside if it is not click the link here to change the Apply policy when all conditions are setting Apply policy when any condition is me e Ensure that the setting is inside the organization this is the default setting but if required click the hyperlink to access inside outside options Click OK to exit back to the conditions tab e Select the recipient is someone option a New Archiving Policy P General Conditions F St Please use the list of options below to define the Messages that you would like to include in this ea Archiving Policy Conditions Gi Finish anasak e C All Messages y The Sender is someone m The Recipient is someone 5 C The Subject contains specific words or phra Select the recipient is C The Body contains specific words or phrases C One or more message headers contains specific C The Message is a Meeting Request Update or C The Message is a Task Request or Update No previous policy of this tupe has been applied Edita condition by clicking an underli
110. ft Exchange server 6 16 Downloading Mail Archiver siceecscsciscciveccecscesccciaiiicdeccdnadceseds cacstedescsccdnenteaxsaharuncetenrasteseresienteewsstahaeeecens 17 Syro CRINE aa A EAEAN EOT AAA OAOA O 18 FUELON iroi r E E ET E A aTi 18 The Installation PROCS Sir ocrsascnn E 19 The First Us Wizard ccana E N aSa 23 Uninstalling Mail Arc UN Olas reco s ca os scenes ana sotacanaceacencamenacacacwunenieteaaneaasdwexacauasaoeceedvauaueeeuaeaeuseecncaaduere ceed 27 Preparat OM iccocsccovnccsacesnacsccesaaunicassentsatinimadegiaantebeaisaseddaptencdbasicansadaebannaaasionsisoetenasaadeatesnadiatehaadentaaaas 28 R nnine the Uninstall PROCESS sscccccccasescccenasavenctsceuadanedevesatdnecccadeamerssasawedsesandaniaboatardiensimieeondeatieise 28 IRE EXCLAIMER CONSOLE scutes 29 rodu Osen AEE EE E E 30 Understanding the Exclaimer Console Window ssessssecessecessecessesececsecessececsececseceesecessecessececseceesecese 31 Exclaimer Console SUMMAaAry ssccsncsicsascsdcorasacoinoicicatennsecasasadneecasadoundenisuaendondsanseregscsesboadsnteanseesaataanes 32 Con Ole MENU apn on p r R E A 33 Con ae TOO r an a E EA T A T A EAT A A E O 34 COn Ne TOO sa car ec a E E N T A A eevee E A O 35 CONERCPRAN E aiene E T A 35 Alecom Ui AS aar AA E E A AAEE 35 USER MANUAL Exclaimer Mail Archiver Page 2 PONS Fr NS NE OA E A AE E E dian EE EE NEEE desndedaneuenawaresadauee es 36 Exclaimer Console S ttings ccccsecssccsecseccecesee
111. fter the other rather than selecting a single task pg 164 waiting for it to complete and then selecting another one To do this follow the steps below 1 Select the required index from the list 2 Click the add option in the index management pane at the bottom of the settings tab _ Index Management epAdd A Queued Task Added By Available tasks are displayed Maintenance tasks for index Directors Store xi D PEENE store eee e eee eee ee eee er rrr Per This option will ensure that each message in the store has an accompanying index entry and that any redundant index entries are removed Defragment This option will reorganize the index to remove the white space left when entries have been removed by a Resynchronize operation or by Retention Period deletion Any white space removed will result in a physical reduction of the index size Rebuild This option should only be used if a Resynchronize operation failed to fix a problem with the index The current index is deleted and then rebuilt by examining each message in the archive store Warning This operation may take a long time if the archive store is large When the operation starts the current index will be deleted Messages in the store will therefore not appear in any search results until they have been added to the newly created index 3 Choose the required task and click OK to add it to the queue If there are no tasks currently r
112. ge headers contains specific words or character sequences C The Message is a Meeting Request Update or Response C The Message is a Task Request or iat C No previous policy of this type ha ie Click the someone link Policy applies to messages where The sender is someone e Apply policy when all conditions are met O Apply policy when any condition is met USER MANUAL Exclaimer Mail Archiver Page 100 e Define the sender has one or more specific AD attributes condition Select condition Select the sender has W Select condition s QJ one or more specific AD C The Sender is a specific User attributes option C The Sender is a member of an Active Directory group C The Sender is a member of an Active Directory domain or organizational unit mj The Sender has one or more specific Active Directory attributes C The Sender address contains specific character sequences C The Sender is inside or outside of the organization C The Sender is an Active Directory contact 4 Click the AD attribute lues link S Edita condition by clicking an underlined value values lin Policy applies to messages where The sender has a combination of Active Directory Attribute Values C Apply policy when all conditions are met Apply policy when any condition is met A e Enter basic details for the query 6 Click the browse button to 5 Enter a meaningful browse and select an Active name for t
113. guide you through the setup process one step at a time The new archiving policy wizard can be accessed from the console tree pg 35 from the console toolbar pg 34 and from the actions pane pg 36 Pasi ES mail Archiver Archiving Policies Use the toolbar option ie may NewArchivingPolicy Fo ACT New Window i At Manage Archiving Policies Sa Dar S F New Archive Store Genera ih Store E In the actions pane use amp Manage Stores Rasa the new archiving policy Manage Indexes uctive Pokey option to start the new G Launch Batch Importer SPECS e policy wizard v New Journal Mailbox Importer Right click on the amp y D Search the Archive archiving policies branch in the console tree When the new option is selected the new archiving policy wizard pg 87 is launched so you can step through the process of creating a new policy quickly and easily USER MANUAL Exclaimer Mail Archiver Page 86 The New Archiving Policy Wizard To add a new archiving policy follow the steps below 1 Select the archiving policies branch of the console tree All existing policies are displayed in the policies pg 61 tab 2 Select the new option from the toolbar to launch the new archiving policy wizard at the general settings page New Archiving Policy E ij ne M Si Ue Enter a meaningful name and description for the policy For further information about this tab see
114. guration changes only G C Audit configuration changes and user activity on the selected stores prresesressessesessensensessesenssnseeg O Directors Store C Default Store USER MANUAL Exclaimer Mail Archiver Page 171 Audit information is recorded in the event log pg 175 on the server and three levels of audit are available No auditing pg 174 e Audit system changes only pg 174 e Audit configuration changes and user activity on selected stores pg 174 Events are also logged if the auditing feature is disabled or enabled so it is not possible to disable the audit without trace i m USER MANUAL Exclaimer Mail Archiver Page 172 Audit Settings Auditing options are available from the settings tab when the auditing branch is selected in the console tree pg 31 Audit system configuration changes only C Audit configuration changes and user activity on the selected stores 2 Three levels of audit are available No auditing pg 174 e Audit system changes only pg 174 e Audit configuration changes and user activity on selected stores pg 174 Simply select the required option and save changes using the save option at the top of the window Enabling disabling or making any changes to the auditing feature also logs an audit zZ entry so it is not possible to change or disable the audit without trace USER MANUAL Exclaimer Mail Archiver
115. he configure attributes window pg 74 to define LDAP queries to be resolved for matching The sender address contains specific character sequences Use the character sequences link to define character sequences to be matched in the sender s email address The sender is inside or outside the organization Use the inside link to match messages where the sender is either internal or external to the organization The sender is an Active Directory contact Use the is is not link to specify whether external addresses which have or do not have an AD contact will trigger the policy The Recipient Is Someone When selected a someone link is displayed in the lower pane use this link to access further options as summarized in the following sections The recipient is a specific user or distribution group Use the list of users or distribution lists link to browse and select a user or distribution list from the user list USER MANUAL Exclaimer Mail Archiver Page 78 The recipient is a member of an Active Directory group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The recipient is a member of an Active Directory domain or organizational unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The recipient has one or more specific Active Directory attributes Use the Active Directory attribute
116. he query Directory container Configure Attributes Conditon details Condition name IT Department Active Directory Container E Basic Advanced Start with No one dd gt users where select select PB Test Display Name Recipient Type Primary SMTP Address USER MANUAL Exclaimer Mail Archiver Page 101 e Browse and select an Active Directory container Active Directory Containe File E network 26 E E Users E Computers El Domain Controllers E System ET ForeignS ecurityPrincipals E Program Data E Microsoft Exchange Security Groups 7 Select the users container H H 3 Microsoft Exchange System Objects E DCSL Services H H 8 Click OK to return to the query editor e Choose a start point and select required attribute Configure Attri 9 Set start E Conditon devi EA Condition ne Active Directory er Users Basic Advance x Start with No dne 7 then Add t users where Surname 5 Hey eA M 10 Select E m department from the Member Of list of attributes Primary Mail Addre Proxy Addresses Display Name Home Exchange IS fetet bell Si Test Display Name Alia Country Manager Reports Company Object Category Object Class Common Name User Principal Nam More ipient Type Primary SMTP Address USER MANUAL Exclaimer Mail Archiver Page 102 e C
117. hin the Exclaimer console any messages that match specified criteria are displayed in the search results pane Users will only see results for messages which they have access permissions pg 187 to view From here you can e Use the refine search pane pg 189 to apply additional search filters to drill down further based upon common characteristics identified within existing search results Sort the list of results using search pane column headings pg 191 e View message content pg 195 properties pg 196 and attachments pg 200 in the message pane pg 192 e Double click an entry to view the message in a new window pg 193 message content pg 195 properties pg 196 together with a forwarding pg 203 option can be viewed e Select messages pg 191 to be restored pg 201 to a mailbox USER MANUAL Exclaimer Mail Archiver Page 177 Web Search The web search facility allows users to access mail archives from a browser on a desktop PC but also from a Blackberry iPhone Android or any web enabled mobile device Users have the choice of working with a rich user interface pg 208 which has the same look feel and functionality of the console search and is ideal when working on a desktop PC or of using a lightweight pg 212 version with pared down functionality when working with a mobile device For further information please refer to the web search pg 205 section of this guide USER MANUAL Exc
118. his option attempts to connect through EWS using the details that you have specified and any error will be reported to you for further investigation Configure Select the configure button to launch the Exchange Mailbox Access Account Wizard pg 48 and specify or create the Exchange Mailbox Access account to be used Autodiscover the Exchange Web Services URL The Exchange Web Services URL tells the system where to find required Exchange data On a correctly configured system this URL is easily found using autodiscover a Microsoft technology However for particularly complex or incorrectly configured systems autodiscover may not work and so details must be entered manually Use this URL for Exchange Web Services If the autodiscover option fails to detect the correct URL for Exchange Web Services select this radio button and enter the required URL in the associated field Search Limit Use this option to define the maximum number of results that can be returned in a search pg 177 Note that this limit applies to both the console pg 177 and web search pg 205 facilities The default value for this field is 20000 Cache Cache the Active Directory for Use this setting to minimize the number and frequency of queries to the Active Directory when evaluating policy conditions pg 68 and exceptions pg 76 to improve the performance of the product Cache Permissions for Use this setting to minimize the number and frequenc
119. hoose cance to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 125 Adding a New Store To add a new store follow the steps below 1 Select the storage branch of the console tree All existing stores are displayed in the stores pg 112 tab 2 Select the new option from the toolbar to launch the new archive store wizard at the welcome page en New Archive Store Wizard E Welcome Welcome General Welcome to the New Archive Store Wizard S er aes This wizard will guide you through a few simple steps to create a new Archive Store Once you have created this store you should ensure that you have an Archiving Policy that archives messages into it The default permissions for this store will be Allusers can retrieve messages which they have sent or received Administrator can retrieve all messages You can modify permissions and other settings once this store has been created The default permissions for a new store are e All users have access to their own email in the store e The user that is creating the store has access to all email in the store Alternatively you can select the new archive store option from the actions pane pg 36 to launch the new archive store wizard USER MANUAL Exclaimer Mail Archiver Page 126 3 Click next to define general settings pg 115 for the store where the store name and any required descriptive information can be entered Each store
120. hoose how matching should be made I Configure Attributes xX W Conditon details Condition name IT Department Active Directory Container Users fese Basic Advanced Start with No one gt 11 Select equals from the X then Add E E Department list of conditions f FL Tr does not equa starts with does not start with ends with does not end with contains does not contain is less than OB Test is less than or equal to is greater than is greater than or equal to is present is not present imary SMTP Address e Enter the required attribute value for matching Configure Attributes X W Conditon details Condition name IT Department Active Directory Container 12 Enter the Basic GOGA value to be matched Start with No one A then Add zl users where Department fe equals IT oe OR Test Display Name Recipient Type Primary SMTP Address Test USER MANUAL Exclaimer Mail Archiver Page 103 How do I Define a Policy for All Internal or All External Emails In some cases you may wish to archive internal and external email messages separately One way to do this is to define a policy for only internal emails and another policy for only external emails with a different store pg 67 specified in each case Alternatively you might incorporate this as an exception pg 76 for example archive email messages except where the recipient is outside o
121. ibute Condition HA Manager is Jones It is advisable to specify a name that summarizes the purpose of the query For example if you have multiple administrators you may choose to add version change dates here Active Directory Use the browse button to select an Active Directory container or leave blank to container search the entire Active Directory Start with Choose to start the query with no one so the query will start with nothing and add matched users or everyone so the query will start with all Active Directory users and remove matched users Start with ttrrressseesererrrnrnesneeserenenesneenens Noronesseseeeeceme Everyone Use this icon to remove a query line Use this icon to add a new query line then Choose to add or remove matched users on SE m Ademen Remove Defaults to add if you have chosen to start with no one and remove if you have chosen to start with everyone users where Select the Active Directory field to be queried then how it should be queried equal to does not equal starts with ends with etc and finally enter a value to be matched against Use the test option to run the query and view matched users in the test pane 5 See how do create a policy based upon specific Active Directory attributes a og 100 for a working example of a policy based on an attribute query USER MANUAL Exclaimer Mail Archiver Page 75 The Anatomy of a Policy Exceptions
122. ich have triggered a policy exception exception pg 76 rather than a condition For example if a policy is defined to archive all email messages except those with SPAM in the subject line and to stop processing after the policy is applied any messages with SPAM in the subject line would be stored in this folder Unable to This folder stores any messages which could not be written to an archive archive store because of a problem for example a network error or perhaps a permissions conflict Bad Message This folder stores messages which are malformed and could not be read by Exclaimer Mail Archiver Non Journal This folder is used for cases where the journal mailbox contains something that is not a journal message for example where a user has inadvertently sent an email to the Journal user USER MANUAL Exclaimer Mail Archiver Page 227 The folder management tab is used to determine how these folders are maintained for a journal mailbox importer L Wizard Generated Importer G New Qi Delete General 59 Settings J Folder Management QP Journal Mailbox Folder Management cif the number of messages in the No Policies Applied folder exceeds if the number of messages in the Policy Exception folder exceeds yy ifthe number of messages in the Unable to Archive folder exceeds vy ifthe number of messages in the Bad Message folder exceeds vy ifthe number of messages in the Non Journal folder exceeds S
123. ich the search is based e The search results pane pg 188 displays all search results and options messages can be viewed pg 193 and forwarded pg 203 or selected pg 191 to be restored pg 201 to a mailbox e The refine search pane pg 189 used to quickly filter the list of search results based upon the most common characteristics of messages found e The message pane pg 192 quickly view message content pg 195 or message properties pg 196 and message attachments pg 200 USER MANUAL Exclaimer Mail Archiver Page 179 Managing Search Window Panes The search window requires a large amount of screen space As such the actions pane pg 36 is not accessible when the search window is in use The console tree can be displayed but you may prefer to hide the tree pg 34 to allow extra space for searching Also note that elements of the search window can be minimized and restored when required If a search pane can be minimized in this way an arrow is displayed for example Minimize restore the refine search 7 Refine Search i pane 3g i an oO l 14 jolie kessler elitechoiceins 14 fi adam robinson elitechaice sf aM carolwaren elitechoicein 8 USER MANUAL Exclaimer Mail Archiver Page 180 Defining a Search Searches are defined using options in the date range pane and the query building pane within the search window pg 179 DEIA EME ey al Date Range All
124. icies are processed in the order that they are listed in the policies tab pg 61 this sequence is also reflected in the console tree pg 35 To change the sequence in which policies are listed access the policies tab and use move up move down and move to top move to bottom buttons as required Use move up move down and move to top move to bottom buttons The policies tab is selected Description Archiving Policies a All Directors Archive Policy al All Managers Archive Policy a HR Department Archive Policy Select an entry and use move up 3 move down and move to to a Sales Department Archive Policy p move to bottom buttons to re a IT Department Archive Policy sequence the list W All Staff General IT Department Archive Policy DESH The move up move down buttons moves the selected up down by one entry The move to top move to bottom buttons move the selected policy to the very top or the very bottom of the list USER MANUAL Exclaimer Mail Archiver Page 96 How Do I Define a Policy Based Upon a Subject Line Trigger Word It is sometimes useful to apply a policy based upon a trigger word in the subject line of emails For example you might wish to create a policy to archive email messages with the word confidential in the subject line to a specific archive store To achieve this you should define a policy where the conditions pg 68 are set for subject con
125. icrosoft Outlook 1 On any provider computer in your organization open Microsoft Outlook 2 Click the Folder icon in the bottom left of the window You may have to select More or depending on the version of Microsoft Outlook you are using 3 The list of folders updates If the list includes Public Folders then you have 2003 support Checking by using the Exchange Management Shell on your Microsoft Exchange server 1 Click Start gt All Programs gt Microsoft Exchange Server gt Exchange Management Shell For Windows Server 2012 and 2012 R2 point your mouse to the upper right corner of the screen moving the mouse pointer down and then clicking Search from the charm menu Then type Exchange Management Shell into the search and press return Click Exchange Management Shell from the search results 2 The Exchange Management Shel loads From here type the command below and press ENTER Get PublicFolderDatabase count 3 Ifanumber greater than zero is returned you have 2003 support 4 Close the Exchange Management Shell USER MANUAL Exclaimer Mail Archiver Page 16 Downloading Mail Archiver The Exclaimer Mail Archiver installation file is named setup exe and can be downloaded from the Exclaimer products page http www exclaimer com products Overview aspx Once downloaded Setup exe should be run on the required Microsoft Exchange Server a Windows server or desktop computer that meets the
126. iew of message content and properties double click an entry in the results list The message is displayed in a new window SE Forward message FW Sales figures From Adam Robinson 7 25 2012 10 59 AM To Jolie Kessler Message B Message Properties G Attachments K elite choice insurance Hi Jolie Congratulations on exceeding your target by 20 this really sets a new record for the sales team Keep up the good work Regards Adam Robinson Sales Consultant Elite Choice INS 445 Park Avenue 9th Floor New York NY 10022 Email Adam Robinson elitechoiceins com Tel 1 888 450 9631 Web www elitechoiceins com Content for the message is displayed in the message tab as shown here If required use the forward option at the top of this window to forward the message pg 203 to a given email address Message properties pg 196 and attachments pg 200 are displayed in separate tabs USER MANUAL Exclaimer Mail Archiver Page 211 Lightweight UI The lightweight web search is ideal for accessing mail archives on a mobile device Having logged into the web search facility with the lightweight user interface the basic search window is displayed As the name suggests this window is a pared down version of the equivalent console pg 177 and rich_user interface pg 208 search facilities however it is still possible to quickly search for keywords or phrases anywhere within messages pg 212 or use advanced pg
127. il Archiver Page 54 7 Select the required location for the file choose somewhere that is easily accessible for running the script on your Microsoft Exchange server 8 Save the file and exit back to the script generation page Do not click next at this point 9 Copy the script file to your Microsoft Exchange server If you have both Microsoft Exchange 2010 and Microsoft Exchange 2007 servers in your environment then you must run this script on the Microsoft Exchange 2010 server 10 On your Microsoft Exchange server select Start gt All Programs then hover the cursor over Microsoft Exchange Server and click Exchange Management Shell 11 Drag and drop the script file into the window and press Enter to run the script 12 Return to the Exchange Mailbox Access Account Wizard on the computer where you are installing Exclaimer Mail Archiver Exchange Mailbox Access Account Wizard Script Generation Press the Generate Script button below to create a PowerShell script that must be run on an Eechange server Ff you have an environment that includes both Exchange 2007 and Exchange 2010 you must run the script on an Exchange 2010 server USER MANUAL Exclaimer Mail Archiver Page 55 13 Click next to confirm the password for the account x Exchange Mailbox Access Account Wizard Welcome Password Confirm ma eee Please confim the password for the Exchange Mailbox Access account Pi Script Generation A
128. imer Mail Archiver Audit None Y Create Custom View fel System Information 12 21 2012 7 24 30 PM Exclaimer Mail Archiver Audit None Import Custom View Clear Log Forwarded Events Information 12 21 2012 7 23 42 PM Exclaimer Mail Archiver Audit None E Applications and Services Logs Information 12 21 2012 7 23 42 PM Exclaimer Mail Archiver Audit None i DFS Replication Information 12 21 2012 7 23 42 PM Exclaimer Mail Archiver Audit None Y Fiter Current Log i Directory Service G Information 12 21 2012 7 23 42 PM Exclaimer Mail Archiver Audit None i DNS Server Information 12 21 2012 7 23 42 PM Exclaimer Mail Archiver Audit None Information 12 21 2012 7 23 42 PM Exclaimer Mail Archiver Audit None Exchange Auditing BA sum everens S Exclaimer 3 Exe T s Hardware Events Attach a Task To this 5 Internet Explorer Gen etai Key Management Service E Microsoft E R 2 Refresh Microsoft Office Diagnostics Cii EE EE EE E z Microsoft Office Sessions P Address 1270 01 l en x Help PowerShell vent 100 windows PowerShell Log Name l PR Rl a l ner A a a on ae a E eis Event Properties T Attach Task To This bed Save Selected Event View Copy Refresh Event Log Online Help ETa ek eet To access the Windows event log 1 On the appropriate server click start 2 Select administrative tools 3 Select event viewer 4 Navigate to the applicati
129. ing Ke i A store is selected HO Search from the console E 59 Journal Mailbox fee The list of stores can also be accessed by selecting the manage stores option from the actions pane Each store is associated with its own data settings pg 116 availability settings pg 119 and security permissions pg 121 so you can determine which users can access i e search pg 177 each store and what level of access they have Each store is associated with its own search index For further information please refer to the indexes section pg 157 USER MANUAL Exclaimer Mail Archiver Page 113 Storage Settings and Information Each store is associated with its own data settings pg 116 availability settings pg 119 and security permissions pg 121 so you can determine which users can access i e search pg 177 each store and what level of access they have These options are available when a store is selected either from the console tree pg 31 or within the store tab pg 112 amp Mail Archiver Directors Store 15 x i Eneee E Directors Store 5 Mail Archiver g a Archiving Policies Lg New Lg Delete a E Storage General Eg Data D Availability Security Si E Default Store Mama f Index Maintenance Directors Store 5 Auditing EE HO Search the Archive co S Journal Mailbox Importers From here e The general pg 115 tab is used to define basic na
130. is option to import current configuration settings pg 41 for the console Use this option to open another instance of the console for example if you need to refer to settings made in one tab whilst updating another All open windows are listed at the bottom of the window menu so you can easily switch between sessions The new window option is also available from the action menu If you have used the new window option to open multiple instances of the console use this option to display all windows in a cascade Tile Horizontally If you have used the new window option to open multiple instances of the console use this option to display all windows horizontally across the screen Help Contents Use this option to open the help system About Use this option to display version information for the console USER MANUAL Exclaimer Mail Archiver Page 33 Console Toolbar The console toolbar provides quick access to key tasks These tasks are also available from the console menu pg 33 but have been placed on the toolbar for faster access Options on this toolbar vary depending on which branch of the console tree pg 35 is currently selected Those listed below are available when the top level Exclaimer branch is selected Option Function Back Forward Show Hide Console Tree Show Hide Actions Pane Summary Whilst navigating through the console tree use this option to g
131. itions Exceptions E Date Range E Next Policy pe W All Managers Archive Policy Gaara b W HR Department Archive Policy Name IT Department Archive Policy j a Sales Department Archive Policy A Index Ma WA Clone Archiving Policy fH tia ew td 42 59 Journal Mailbox Importers Select the policy to be cloned and right click to display available options fia Having chosen to delete a policy you are asked are you sure you want to delete this policy Click yes to confirm the deletion or no to abandon the task Finally click save to save changes A policy is not permanently deleted until settings have been saved If you exit without Z m saving or if you cancel changes the policy will be reinstated in the console tree USER MANUAL Exclaimer Mail Archiver Page 94 How To Policies This section contains instructions for completing a selection of common tasks with policies using Exclaimer Mail Archiver including e How dol change the sequence in which policies run pg 96 e How dolcreate a policy based upon specific Active Directory attributes pg 100 e How dol define a policy based on a subject line trigger word pg 97 e How dol create a policy for all internal or all external emails pg 104 e How dol define a policy based upon email address pg 107 USER MANUAL Exclaimer Mail Archiver Page 95 How Do I Change the Sequence in Which Policies Run Pol
132. l Archiver Page 184 Supplementary Options Having performed a search and displayed results pg 187 options beneath criteria lines can be used to continue New Search Search within results Add to results JO Search Reset From here e Select new search and click the search button to clear any existing results and perform a new search based upon specified criteria e Select search within results and click the search button to perform a search only within the existing results based upon new criteria e Select add to results and click the search button to perform a search based upon new criteria and add any results to those already listed e Click the reset button to clear all specified search criteria The refine search pane pg 189 can also be used to quickly filter the search results list When a refine option is used the search query fields automatically update to reflect the change USER MANUAL Exclaimer Mail Archiver Page 185 Date Range Options Date range options are set at the very top of the search window pg 179 Once defined any subsequent query that is built will only consider messages within the specified period Select a time period or choose to enter a custom date range g Date Range All Dates Sent From To All Dates Fields are automatically populated when a time period is selected or calendars can be used to enter a custom date range Use the drop down list a
133. l subfolders Mo a i V 9 Support 1 W 0 Junk E mail 0 1 3 Outbox 0 4 33 Sent Items 3 JV 59 Sync Issues 0 Simply click the required action from the pop up menu to make a selection 8 When you are satisfied with the selections made click next to access date range options Here you can choose to import al messages or only those messages which fall within specified start end dates A Exclaimer Mail Archiver Batch Importer E Welcome Date Range E Data Source amp Destination Select the date range of the messages you wish to impor P Date Range C Only import messages between P Scanning Progress P Import Progress P Import Summary USER MANUAL Exclaimer Mail Archiver Page 141 9 Having set required date range options click import to start the import process If no policies apply for a message the message is not imported see what happens if a legacy email cannot be archived pg 136 for further information 10 Once the import is complete an import summary is displayed A Exclaimer Mail Archiver Batch Importer hs og apes Import operation has completed Newly imported messages may not immediately E Data Source amp Destination vailable to search Please allow some time for these messages to be indexed E Date Range Message Statistics _ Ei Import Progress wi Already present in store Message class not recognised Messages Failed to Import Aborted due to error
134. laimer Mail Archiver Page 178 Understanding the Search Window When the search the archive branch is selected in the console tree the search window is displayed as shown below Date range options Query building pane Date Range All Dates xl Sent From mm dd yyyy hh mm To mm dd yy hhmm Find messages where any part of the message contains this word or phrase z sales op The refine search pane New Search Search within results Add to resuits Search Reset The search results Bete tea Restore selected to my mailbox Sender administrator network26 lo E RE Sales figures 7 25 2012 11 00 AM 0 155KB ee jain BE Siu 7 25 201211 00AM O 167KB 7 benjamin hall adverse org douglas anderson mat net amp Recipient Hi Adam administrator istan air h12 jason rao elitechoiceins c jolie kessler elitechoiceins i Er he f ee Vind raqasarde Yes I had noticed that my figures were a little light The problem has been an ongoing claim against one of my major accounts this has held up their renewal payment I m hoping that this will come in next week and should more than make up the shortfall If you could take a look at the Focus account I think you ll see what I mean Broadly the search window is split into five panes e The date range pane pg 186 used to search for messages sent received within a given time period e The query building pane pg 182 used to define criteria upon wh
135. le click the message that you wish to forward The message is opened in a separate window pg 193 FW Sales figures Message By Forward message Tastee message option FW Sales figures From Adam Robinson 7 25 2012 10 58 AM To Jason Rao J Message Message Properties Af Attachments 3 Click the forward message button at the top of the message to open a forwarding window Forward message x A Forward this message to Cancel 4 Enter the required email address and click OK to forward the email to the specified address When the forwarded message is received it will appear to be from the person whose mailbox the message was archived from As an alternative to forwarding a message the restore option pg 201 can be used to restore the message to a given mailbox USER MANUAL Exclaimer Mail Archiver Page 203 Required Setup for Forwarding Messages When a message is forwarded a new message is created with the content of the forwarded message and sent to the recipients email address i e the forwarded message will be from the user who has performed the search and chosen to forward the message To achieve this Exclaimer Mail Archiver needs access to the Exchange Web Services URL as defined in Mail Archiver settings pg 45 USER MANUAL Exclaimer Mail Archiver Page 204 Web Search The web search facility allows users to access mail archives from a browser on a desktop PC and
136. ling schedule is set to continuous the journal mailbox will be continually checked for new messages to process If you use multiple journal mailboxes where some are used less often than others you might decide to poll for messages less frequently Here specify the number of days and or hours and or minutes and or seconds that polling should take place USER MANUAL Exclaimer Mail Archiver Page 226 Journal Mailbox Importer Folder Management There may be instances where Exclaimer Mail Archiver cannot archive an email message most often this will be because a message does not match any conditions pg 68 defined in archiving policies pg 61 or it triggers a policy exception pg 76 but there may also be cases where archiving does not take place due to a hardware network failure or a malformed message To handle these cases Exclaimer Mail Archiver creates a number of sub folders within the Exchange journal mailbox automatically Un archived messages are moved out of the Exchange journal mailbox and into these sub folders At any time users with appropriate permissions can log into Outlook and see these sub folders summarized below Folder Summary No policies This folder is used to store any messages which are processed by Exclaimer applied Mail Archiver but no archiving policy pg 61 was applied i e the message did not match any of the criteria defined in any policy Policy This folder is used to store any messages wh
137. lly Having run the installation and first use wizards required setup for journal mailboxes is typically completed automatically However there are occasions for example with more complex systems where an administrator may need to check or complete this setup manually This process is described on page 235 USER MANUAL Exclaimer Mail Archiver Page 13 System Requirements System requirements for hardware and software are summarized in the following sections Mail Archiver Console and Web Server Hardware Item Minimum Requirements Recommended Requirements CPU x64 architecture based computer n a Memory 2 GB 4 GB Disk Space 350 MB 500 MB Screen Resolution 1024 x 768 pixels 1152 x 864 or higher Does not include disk space used by archive storage Software Minimum Requirements Operating Systems Windows Server 2008 x64 Windows Vista SP1 x64 Windows Server 2008 SP1 x64 Windows Vista SP2 x64 Windows Server 2008 SP2 x64 Windows 7 x64 Windows Server 2008 R2 x64 Windows 7 SP1 x64 Windows Small Business Server 2008 Windows 8 x64 Windows Small Business Server 2011 Windows Server 2012 Windows Vista x64 Windows Server 2012 R2 Exchange Server Microsoft Exchange Server 2007 SP1 Microsoft Exchange Server 2010 SP1 Rollup 5 or higher Microsoft Exchange Server 2010 SP2 Microsoft Exchange Server 2007 SP2 Microsoft Exchange Server 2013 Microsoft Exchange Server 2007 SP3 Microsoft Exchange Server 2010 Microsoft NE
138. lternatively use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 39 Saving Changes in the Exclaimer Console Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes across all tabs Before changes are saved existing configuration settings are automatically backed up Backups are written to the Windows event log for example Event Viewer Fle Action yew telp e m Bie is Event Newser Local umber of events 9 Actions nTn _________ E Custom Views me Windows Logs E LA Applications and Services Logs 29 06 2012 12 54 01 E Active Directory Web Servic 29 05 2012 12 54 01 DFS Replication 29 05 2012 12 53 51 E Directory Service 29 05 2012 12 53 50 DNS Server 4 29 05 2012 12 53 05 z ExAudk 29 05 2012 12 53 03 iz Exclaimer 29 05 2012 12 53 02 E Hardware Events 29 05 2012 12 45 57 29 05 2012 12 45 56 29 05 2012 12 45 54 Exclaimer gS Open Saved Log W Create Custom View Import Custom View Clear Log Y Fiker Currert Log gt Properties BB Find fej Save Al Everts As Attach a Task To this Log ooo o oo oo oo OF Event 0 Exclaimer Mail Archiv borane pong successfully backed up to file C ProgramData Exclaimer Ltd Mail S ack Up Backup20120529124553787 econfig Attach Task To This Event 4a Copy fej Save Selected Ev
139. matched in the message body Use the words or phrases window as described above USER MANUAL Exclaimer Mail Archiver Page 79 One or More Message Headers Contains Specific Words or Character Sequences Match messages based on message header fields Use message headers and words or character sequences links to enter header fields and values to be matched The header field uses intellisense for common message header fields therefore it suggests an entry based on what you type For example if you type the letter l into this field the header Importance is suggested whereas if you type f into the field the Followup To and From headers are suggested The Message Is a Meeting Request Update or Response Match messages if they are a meeting request an updated meeting request or a response to a meeting request The Message Is a Task Request or Update Match messages if they are a task request or an update to a task request No Previous Policy of This Type Has Been Applied Use this as a catch all condition This is commonly used as the condition for a final policy in a policy chain pg 84 USER MANUAL Exclaimer Mail Archiver Page 80 The Anatomy of a Policy Date Range Options on the date range tab are used to set any date time limitations for a policy By default the date range tab is set to continuous which means that there are no date or time restrictions associated with
140. me Journal Mailbox Settings BS General lease select the Mailbox that you have configured as an Exchange Journal recipient ealn More avout Cachahige JOUTPIahe Journal Mailbox Settings LJ Finish An Exchange journal mailbox can only be used once If you have already defined a journal mailbox importer with an Exchange journal mailbox you must remove that journal mailbox importer pg 234 first USER MANUAL Exclaimer Mail Archiver Page 232 6 Enter the required Exchange journal mailbox name and password then click next to complete the wizard Ag New Journal Mailbox Importer Wizard P Welcome Finish ree You have successfully completed the New Journal Mailbox Importer Wizard P General Joumal Mailbox Settings When you save your changes the Importer will begin archiving the inbox of the specified E Firish Exchange Journal mailbox 7 Click finish to exit back to the Exclaimer console pg 31 The new journal mailbox importer is added to the console tree and will start processing messages as soon as changes are saved 8 Click save at the top of the console window to save changes USER MANUAL Exclaimer Mail Archiver Page 233 Removing a Journal Mailbox Importer To remove an existing journal mailbox importer select the required importer either from the console tree pg 35 or from the importers tab pg 221 Then either right click and select delete from the context menu
141. me and descriptive information for the store e The data settings pg 116 tab is used for key settings such as location and indexing e The availability settings pg 119 tab is used to control whether or not the store is available for updates and searching together with retention period and legal hold settings e The security pg 121 tab is used to determine who can access the store and associated levels of access For further information about the Exclaimer console including the menu toolbar and actions pane see understanding the Exclaimer console window pg 31 Z O m USER MANUAL Exclaimer Mail Archiver Page 114 Storage General Information Options on the general tab are used to define basic information for the store These settings determine how the store is displayed throughout the system 3 Default Store 3 General 8 Data Availability Security E G sn Name Default Store Description Options on this tab are summarized below Summary Each store must have a unique name The name entered here is displayed in the Exclaimer console tree pg 31 and in the stores list pg 112 Description This field can be used to add any useful information for the store for example usage notes version history background or explanatory information The first line of description text is displayed in any stores list pg 112 but not the console tree Changes are retained if yo
142. must have a unique name The name entered here is displayed in the Exclaimer console tree pg 31 and in the stores list pg 112 The description can be used to add any useful information for the store for example usage notes version history background or explanatory information ee POEN New Archive Store Wizard Ri ae Name New Archive Store i USER MANUAL Exclaimer Mail Archiver Page 127 4 Enter the required name and descriptive information then click next to define store settings pg 116 Ey New Archive Store Wizard P Welcome Store Settings Select a location where the archived messages will be stored General Store Settings ig Archive Storage Ld Finish Location C ProgramD ata E xclaimer Lidi Mail Archiver D atas All Managers This location requires credentials GD User Name Password 5 Use the button to open the browse for folder window and select a location for the new store The default location is a data folder within your Exclaimer Mail Archiver configuration folder structure from here you can either create a new sub folder for the store or browse to a completely different location if required select Folder Organize New folder a UF Favorites Hame Peke aiea ee E Desktop W 2012 31 12 2012 15 13 File folder i Downloads Ji index 02 01 2013 00 00 File folder w Recent Places Libraries Documents a Music Fictures E vid
143. n and settings associated with that branch are displayed in the content pane These settings are accessed using a series of selection tabs pg 35 at the top of the pane Selection Tabs Information and settings are organized into a series of tabs accessed from the top of the content pane Available tabs vary depending on which branch of the console tree is currently selected Those shown here are available when the top level Exclaimer branch is selected settings pg 37 and licensing pg 38 USER MANUAL Exclaimer Mail Archiver Page 35 Actions Pane The actions pane is available throughout the system and displays quick access to common tasks as summarized below Action Select this option to Export Configuration Export all settings see the export configuration page pg 4 1 Import Configuration Import a previously exported configuration file see the import configuration page pg 41 Licensing Access the licensing tab to view licensing information pg 38 Mail Archiver New Archiving Policy Use this option to create a new archiving policy pg 86 Manage Archiving Policies View and manage existing archiving policies pg 61 New Archive Store Run the new archive store wizard pg 125 to create a new archive store pg 110 into which specified messages will be archived as determined by archiving policies pg 61 Manage Stores View and manage existing archive stores pg 110 Manage In
144. ne LDAP queries to be resolved for matching The sender address contains specific character sequences Use the character sequences link to define character sequences to be matched in the sender s email address The sender is inside or outside the organization Use the inside link to match messages where the sender is either internal or external to the organization The sender is an Active Directory contact Use the is is not link to specify whether external addresses which have or do not have an AD contact will trigger the policy The Recipient Is Someone When selected a someone link is displayed in the lower pane use this link to access further options as summarized in the following sections The recipient is a specific user or distribution group Use the list of users or distribution lists link to browse and select a user or distribution list from the user list USER MANUAL Exclaimer Mail Archiver Page 71 The recipient is a member of an Active Directory group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The recipient is a member of an Active Directory domain or organizational unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The recipient has one or more specific Active Directory attributes Use the Active Directory attribute values link to open the configure attributes
145. ned value olele a Policy applies to messages where The sender is inside your organization The recipient is someone 6 Select the someone link Apply policy when all conditions are met Apply policy when any condition is met EZE boc it USER MANUAL Exclaimer Mail Archiver Page 105 e Click the someone link in the lower pane for further options Select condition s i C The Recipient is a specific User or Distribution Group C The Recipient is a member of an Active Directory groug E C The Recipient is a member of an Active Directory done C The Recipient has one or more specific Active Directory attrib ae A C The Recipient address contains specific character sequence inside or outside of M The Recipient is inside or outside of the organization the organization C The Recipient is an Active Directory contact C The Recipient is in the To or Cc field of the message Select the recipient is Wf Edita condition by clicking an underlined value Policy applies to messages where The recipient is inside your organization 8 Ensure that the recipient is set to inside if it is not click the link here to change the setting Apply policy when all conditions are met Apply policy when any condition is met Expand Distribution Lists before checking condition s e Ensure that the setting is inside the organization this is the default setting but i
146. nnsscessnnnussssnnssersanuseessqnssessnssserseaneseeney af already have an account that meets all the criteria above AAneEEEREEEEEEEREE OE EEEEEEASESSESEESEEEEEEEEEEEEEEEEEEEEEEEEEEEEESEEEEEEEHSESEESEESEEEEEEEEEEEEEEEEEEEEEE EEE EEE EHEESESHEESESEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEHEEEEEHELEEEHEEEEEEEEEEEEEEEEEEEEEEEEHEEEEEHESEESEEHEEEE HEY tak Ee 2 If you know of a suitable account click the already have an account that meets all of the criteria above check box and enter required credentials or you can click the browse button associated with the account field to locate and select an account from the Active Directory USER MANUAL Exclaimer Mail Archiver Page 52 3 Having done this click next to go directly to the end of this wizard and exit Alternatively click next to configure an account with required permissions B Exchange Mailbox Access Account Wizard Welcome Account Credentials E Account Credentials elect the Exchange Mailbox Access account The account that you specify will be Grant Rights Given logon as a service rights LJ Finish e Given permission to impersonate all users in the organization e Used by the Exclaimer Exchange Mailbox Access service to lag on Create account if it does not exist 4 Here click the browse button associated with the account field to locate and select an account from the Active Directory then
147. note that changing the location here simply tells Exclaimer Mail Archiver where to find the store it does not physically move it this must be done by an Administrator via the operating system USER MANUAL Exclaimer Mail Archiver Page 131 Required Sequence for Moving a Store To change the location of a store the following tasks should be completed in the sequence listed here 1 Ensure that all users are logged out from the Mail Archiver search pg 177 2 Disable journal mailbox importing from the settings tab on the mail archiver branch of the console tree pg 45 and click save at the top of the console 3 Copy the physical store using the operating system You should copy the folder that is shown as the store location on the data tab pg 116 including all sub folders and files 4 Change the location on the data tab for the store pg 116 If store files have been copied correctly the location field should not display a warning icon once it has been modified a warning icon is only displayed if no store is found for the specified location 5 Confirm that the store can be searched pg 177 in its new location 6 Re enable journal mailbox importing form the settings tab on the mail archiver branch of the console tree pg 45 7 Remove the original store files using the operating system 8 If required move the associated store index pg 168 USER MANUAL Exclaimer Mail Archiver Page 132
148. nsole pg 30 With default settings defined in this wizard all messages in the specified Exchange journaling mailbox will be archived to the store defined in step 2 pg 24 7 If required you can now define policies pg 61 to specify conditions pg 68 under which emails will be archived and or add further stores pg 126 journal mailbox importers pg 225 USER MANUAL Exclaimer Mail Archiver Page 26 Uninstalling Mail Archiver When Exclaimer Mail Archiver is uninstalled your Exclaimer Mail Archiver configuration files and archive stores are not removed as part of the automated uninstall process The location of these files on your system is shown below Operating System Location ProgramData Exclaimer Ltd Mail Archiver Windows Vista x64 Windows 7 x64 Windows Server 2008 x64 Windows Server 2008 R2 Windows Small Business Server 2008 Windows Small Business Server 2011 USER MANUAL Exclaimer Mail Archiver Page 27 Preparation As a precaution you may wish to export your configuration before running the uninstall process The export includes all settings for Exclaimer Mail Archiver These are written to an econfig file a proprietary file type for Exclaimer products To export current settings follow the steps below 1 Open the Exclaimer Console 2 Ensure that Exclaimer is selected in the console tree i e the topmost branch 3 Select export current configuration settings from the actions
149. o back one level If you are navigating the console tree and used the back button use this option to go forward again i e to return to the point reached before you went back Whilst navigating through the console tree use this option to move up to the parent of the current branch Use this toggle option to show the console tree if it is currently hidden or hide the console tree if it is currently shown Use this toggle option to show the actions pane if it is currently hidden or hide the actions pane if it is currently shown USER MANUAL Exclaimer Mail Archiver Page 34 Console Tree To navigate the Exclaimer console and all applications within it a familiar tree structure is used The Exclaimer console is always at the topmost level from which any number of parent child branches also known as nodes is displayed Having selected a branch from the tree the content pane displays information and options that are relevant for that branch Options on the toolbar pg 34 can be used to quickly navigate between branches within the console tree S Mail Archiver H WJ Archiving Policies ce E Storage J Search the Archive E SA Journal Mailbox Importers The console tree can be hidden or shown using the hide show console tree button on the toolbar For quick navigation use back forward and up buttons from the toolbar Content Pane Having selected a branch in the console tree any informatio
150. o this account pg 242 These steps are detailed in the following sections Note that these steps must be completed on your Microsoft Exchange server This may not be the computer where Exclaimer Mail Archiver is installed Step 1 Create a User There are two possible ways to create a new user use ONE of the methods detailed below Use Exchange Management Console A new user can be created by completing a Microsoft Exchange wizard 1 From Microsoft Exchange select recipient configuration gt mailbox gt new mailbox 2 Set user mailbox as a mailbox type 3 Having completed this wizard it is advisable to hide the new mailbox from the Globa Address List this ensures that people will not be able to see this user from their email clients To do this run the following script Set Mailbox HiddenFromAddressListsEnabled Strue Identity Enter The Users Identity Note that elements surrounded by should be substituted with information as indicated remove the hash symbols and maintain spacing Please also refer to additional guidelines for creating a new user pg 241 USER MANUAL Exclaimer Mail Archiver Page 240 Use a PowerShell Script The following script can be run in the Exchange Management Shell New Mailbox Name Enter a username UserPrincipalName Enter the domain username ResetPasswordOnNextLogon Sfalse Database Enter the Mailbox Data
151. obinson 7 25 2012 10 58 AM To Jason Rao Message B Message Properties a Attachments AY You should only download files from a trustworthy source Click the filename to download sales figures xlsx The attachments tab is only displayed if the message contains at least one attachment Any attachments are listed and if you are satisfied that the sender is a trustworthy source each item can be clicked and downloaded USER MANUAL Exclaimer Mail Archiver Page 200 Restoring a Message Having performed a search pg 177 to display a list of results pg 187 archived messages can be selected and restored to a mailbox Required Setup for Restoring Messages In order to restore messages the following Mail Archiver settings must be defined e The enable restore to mailbox pg 46 option must be selected in Mail Archiver settings pg 45 e Exclaimer Mail Archiver needs authority to access Exchange mailboxes for all users this is known as Exchange Impersonation An Exchange impersonation account pg 47 must be configured in Mail Archiver settings pg 45 The Restore Process You can select a single message or all messages in the list of results Select ALL messages FROM To CC SUBJECT 4 Adam Robinson Jolie Kessler PW Sales fiout el lemme mmm olie Kessler PW Sales figur message Jason Rao FW Sales figur ales figure E Carol Warren Adam Robinson RE Sales figur O Carol Warren A
152. olicy a Sales Department Archive Policy J IT Department Archive Policy W All Staff It is important to note that policies are processed in the order that they are listed here For example if you decide to define policies to archive emails for each organizational department to separate stores one archive store pg 67 per department but wish to archive emails for company managers to a separate store it would be important to process the Managers policy before any departmental policies You can use move up move down pg 58 or move to top move to bottom pg 58 options to change the sequence of this list and use next policy pg 84 options for greater control over processing sequence next policy options allow you to have email messages stored in more than one archive store if required Double click any policy to access settings and information pg 65 Available options from the policies tab are summarized in the following sections e The policy list pg 58 e The policies toolbar pg 58 e View options pg 59 USER MANUAL Exclaimer Mail Archiver Page 57 The Policy List All existing policies are listed in the main content area of the policies tab these are the same policies in the same sequence that you will see listed in the console tree E Exclaimer Eb 5 Mail Archiver _ All Directors Archive Policy J All Managers Archive Policy J HR Department Archive Policy a Sales Department A
153. om of the search window SUBJECT 4 AdamRobinson Jolie Kessler FW Sales figures 7 25 2012 10 594M 1 134KB ed AdamRobinson Jolie Kessler PW Sales figures 7 25 2012 10 59AM 1 134 KB 4 AdamRobinson Jason Rao PW Sales figures 7 25 2012 10 58 4M 1 135 KB ad Carol Warren RE Sales figures 7 25 2012 10 56 M 1 The message pane displays ed Carol Waren message content message RE Sales figures 77 25 2012 10 56 M 1 properties and attachments in Joyce Harris separate tabs Extended is wan 8 4 2011 10 28 4M a Joyce Harris Extended is wan 8 4 2011 10 28 4M 1 od Message le Message Properties Mf Attachments Hi Jason I can see from the figures that we have hit target however I note that your leads are not generating as much revenue as we had hoped Are there ongoing problems that I should be aware of I m happy to help out if needs be For a larger view of message content pg 195 properties pg 196 and attachments pg 200 you can double click the entry to open the message in a separate viewing window For further information please see viewing an archived message pg 193 USER MANUAL Exclaimer Mail Archiver Page 192 Viewing an Archived Message When Exclaimer Mail Archiver extracts email messages from a journaling mailbox pg 220 the messages are in a special format with the original message attached to a journal report these messages cannot be viewed as with a standard mailbox When these messages
154. ons and service logs branch 5 Select ExAudit Audit events are categorized as Category Generated From See Page Exclaimer Mail Archiver Any changes made within the Mail Archiver branch Console of the console tree Rich Web Search Rich web based searches Console Search Searches completed within the Exclaimer console Lightweight Web Search Lightweight web based searches USER MANUAL Exclaimer Mail Archiver Page 175 Chapter 9 Search Introduction Traditional email storage is based upon a hierarchical structure utilizing tags and categories which can be an unreliable and inefficient approach Exclaimer Mail Archiver incorporates Web technology which archives messages in a flat structure designed for maximum speed and reliability Coupled with a powerful and innovative search engine with separate search indexes pg 157 for each store for added flexibility you can be confident that an archived message is never more than a few seconds away Exclaimer Mail Archiver provides two search facilities e Console search administrators can search mail archives from within the Exclaimer console e Web search users can search mail archives from a desktop computer or a web enabled mobile device Console Search The console search facility provides straightforward intuitive options to build complex queries pg 182 based upon a wide range of conditions and date range pg 186 criteria Having performed a search from wit
155. ons pane cannot be displayed if the search window is currently open in the Exclaimer console If you have been using the search facility ensure that another branch of the console tree is selected so that you can display the actions pane and select the launch batch importer option USER MANUAL Exclaimer Mail Archiver Page 143 2 Click next to access the data source amp destination page where you can choose the required source for legacy emails 3 Choose the PST file option USER MANUAL Exclaimer Mail Archiver Page 144 4 Click next to confirm selections and move to the PST files page b A C ve ERY a mre a Documents Pictures i Music Recently Changed J Searches ine No items match your search PST Files pst Pps 2 A USER MANUAL Exclaimer Mail Archiver Page 145 6 Having selected the required file click open to return to the Exclaimer Mail Archiver batch importer The file is added to the PST files page USER MANUAL Exclaimer Mail Archiver Page 146 7 Expand the selected PST file to display the full folder structure If required sub folders can be de selected i e excluded from the import a e St een er Mail Archiver Batch Importer gt ii ES a All PST files that are added to the list belo _ArCHIVe E ee ra i PLE lS So is iv 7 S C Wsers Administrato aWr Top of Personal F Ma Calendar 0 Iv Contact
156. orted SaveReport 6 8 2022 12 39 44 PM Path dean c233090 2097604 Disposition Imported SaveReport 6 8 2012 12 39 44 Pm Path dean c233090 2097636 Disposition Imported Savereport 6 8 2012 12 39 44 PM Path dean c233090 2097668 Disposition Imported SaveReport 6 8 2012 12 39 44 Pm Path dean c233090 2097700 Disposition Imported SaveReport 6 8 2012 12 39 44 Pm Path dean c233090 2097732 Disposition Imported SaveReport 6 8 2012 12 39 44 Pm Path dean c233090 2097796 Disposition Imported SaverReport 6 8 2012 12 39 44 PM Path dean c233090 2097764 Disposition Imported SaveReport 2 12 39 44 PM Path dean c233090 2097828 Disposition Imported SaveReport 6 8 2012 12 39 45 Pm Path dean c233090 2097860 Disposition Imported SaveReport 6 8 2012 12 39 45 Pm Path dean c233090 2097892 Disposition Imported SaveReport 6 8 2012 12 39 45 PM Path dean c233090 2097956 Disposition Imported SaveReport 6 8 2012 12 39 45 Pm Path dean c233090 2097924 Disposition Imported SaveReport 6 8 2012 12 39 45 pm Path dean c233090 2097988 Disposition Imported SaveReport 6 8 2012 12 39 45 PM Path dean c233090 2098052 Disposition Imported SaverReport 6 8 2012 12 39 45 Pm Path dean c233090 2098020 Disposition Imported SaveReport 87 2012 12 39 45 PM Path dean c233090 2098084 Disposition Imported SaveReport 6 8 2012 12 39 45 pm Path dean c2330
157. ory attributes pg 79 The recipient address contains specific character sequences pg 79 The recipient is inside or outside the organization pg 79 The recipient is an Active Directory contact pg 79 The recipient is in the To or Cc field of the message pg 79 e The subject contains specific words or phrases pg 79 e The body contains specific words or phrases pg 79 e One or more message headers contain specific words or character sequences pg 80 e The message is a meeting request update or response pg 80 e The message is a task request or update pg 80 No previous policy of this type has been applied pg 80 USER MANUAL Exclaimer Mail Archiver Page 77 The Sender Is Someone When selected a someone link is displayed in the lower pane use this link to access further options as summarized in the following sections The sender is a specific user Use the specific user link to browse and select a user from the user list The sender is a member of an Active Directory group Use the Active Directory group link to browse and select the required group from a list of Active Directory groups The sender is a member of an Active Directory domain or organizational unit Use the domain or organizational unit link to browse and select the required domain or unit from a container list The sender has one or more specific Active Directory attributes Use the Active Directory attribute values link to open t
158. ote 1 mdb e TAR tar accdb including Access 2007 and Access 2010 TIFF tif e MIME messages e MSG files emails saved by Outlook msg Microsoft Document Imaging mdi TNEF winmail dat files e Microsoft Excel xls Treepad HIT files hjt e Microsoft Excel 2003 XML xml Unicode UCS16 Mac or Windows byte order or UTF 8 Visio XML files vdx Microsoft Excel 2007 and 2010 xlsx Microsoft Outlook data files PST l P e Write wri Windows Metafile Format wmf Par e XBase including FoxPro dBase and other WMA media files metadata only wma XBase compatible formats dbf e WMV video files metadata only wmv e XML xml WordPerfect 4 2 wpd wpf USER MANUAL Exclaimer Mail Archiver Page 217 XML Paper Specification xps XSL XyWrite ZIP zip WordPerfect 5 0 and later wpd wpf WordStar version 1 2 3 ws WordStar versions 4 5 6 ws WordStar 2000 USER MANUAL Exclaimer Mail Archiver Page 218 Chapter 10 Journal Mailbox importers Introduction Microsoft Exchange has built in functionality for journaling Journaling is the process of taking a copy of email messages and placing the copies into a mailbox that has been designated as a journaling mailbox When email messages are copied to the journaling mailbox they are copied in a special format with the original message attache
159. ox when they are processed by Exclaimer Mail Archiver If a message cannot be archived to a store pg 110 typically because it does not meet criteria specified in any defined policies it is moved to an appropriate sub folder within the original journal mailbox For further information about these sub folders please refer to the folder management pg 227 section USER MANUAL Exclaimer Mail Archiver Page 220 Accessing Journal Mailboxes Within Exclaimer Mail Archiver journal mailbox importers are accessed via the journal mailbox importers branch of the console tree pg 31 E Exclaimer E Mail Archiver WW Archiving Policies H Storage JO Search the Archive i QP Wizard Generated Importer When the journal mailbox importers branch is selected all existing journal mailbox importers are displayed on the importers tab rm E5 Mail Archiver Journal Mailbox TEET UN xi File Action Window Help EE EE m BN mailbox importers gt Biz E are also listed on the Bhima ETN E Mail Archiver E Archiving Policies Description Settings for the selected importer are available in the lower pane Ea When the journal mailbox izard Generated Importer importers branch is selected gj existing importers are shown as child branches USER MANUAL Exclaimer Mail Archiver Page 221 Alternatively a journal mailbox importer
160. path taken between the mail sender and the mail receiver s It contains a range of information about the message including which servers the email has travelled via and when Internet header information is often used to troubleshoot problems with mail delivery Delivered to Displays a list of message recipients i e anyone specified in the To CC or BCC fields However it is important to note that BCC information is restricted according to defined access permissions pg 198 Message origin Shows where the message originated from prior to being archived typically this would be a user s mailbox however if the message was a legacy email that was imported pg 135 into Exclaimer Mail Archiver the import source will be displayed as shown in the previous example Origin details for the different message types are summarized below PST File Type PST Filename backup pst e g only Folder inbox Customers A C e g only User Mailbox Type Exchange Mailbox Mailbox Name Joe Bloggs e g only Folder Inbox Staff Joshua e g only Public Folder Type Public Folder Folder Sales amp Marketing Sales 09 e g only Journaled Messages Type Journal Mailbox Mailbox Name Journal e g only The name of the store to which the message has been archived USER MANUAL Exclaimer Mail Archiver Page 197 Availability of BCC Information When a search is performed a user will only see results which they have access permi
161. quired for example you can grant specified users access to all messages in the store just their own messages in the store all messages for a specified Active Directory group and or group members a specific email address etc see page 124 for a summary of all options These permissions are defined on the security tab E Default Store lE New gDelete TF General Data G Avaiebity EE Securty E Access to Store User Group or OU Is allowed access to messages To of From aPAdd X Apad Edt X Name Name Group Evaluation Administrator teal Everyone ae Everyone Here users groups or organizational units OUs are added in the left hand pane pg 122 and then their access permissions are added in the right hand pane pg 123 If required you can also edit pg 124 or remove pg 124 existing permissions An organizational unit is an Active Directory container into which users groups zZ mm computers and other organizational units can be placed USER MANUAL Exclaimer Mail Archiver Page 121 Adding a User Group Organizational Unit or Everyone To add permissions for a store you should first add the required user group or organizational unit for whom permissions will be set Alternatively you can choose to add everyone To do this select the appropriate item from the add menu 3 Default Store P New Delete or OU Is allowed access to messages Toc x daAdd Edit gt
162. quisites are installed ad Internet Connectivity Success Windows Installer 3 1 Success 1157 and Web Role Services _ Success ASP NET MYC 2 Success If any required components are not found you can choose to install them here USER MANUAL Exclaimer Mail Archiver Page 20 8 Click next to specify a destination folder for installed files Exclaimer Mail Archiver Setup Destination Folder Please select the installation Folder Install Exclaimer Mail Archiver Modules to C Program Files Exclaimer Ltd Mail Archiver Change Advanced Cancel From here you can accept the default folder or click the change button to specify a new location 9 Click next to perform the installation Exclaimer Mail Archiver Setup Installing Exclaimer Mail Archiver Modules Status USER MANUAL Exclaimer Mail Archiver Page 21 10 Progress is displayed on screen and final confirmation is shown upon completion l Exclaimer Mail Archiver Setup Completed the Exclaimer Mail Archiver Setup Wizard All selected modules have been installed M Launch Mail Archiver Console 11 Click finish to close the wizard If you are installing Mai Archiver for the first time the first use wizard pg 23 is launched You must complete this wizard to define basic settings and start archiving email messages USER MANUAL Exclaimer Mail Archiver Page 22 The First Use Wizard H
163. r Restoring Messages sesssssessessrssrssrsrrsersrrrrsrrsrrsrrsersersresereeresrrsrrsersersene 201 aea tO El OC eS E EA A AE E A AE A OA N A E EE suas 201 Forwarding a Message srrnieicoinini nisi ie inisin EAEE A AET AAEE AEEA 203 Required Setup for Forwarding Messages cccceecceecceeccsecenseeeceseceuceeneeeesteeeeeseeeeeseeeseeeneees 204 Wep Sear herosi E RRS 205 Accessing the Web Search ssscsssessssesssseseseesuseeseseesoseesoseesesessoseesosenessrsessrssssrsessrsessesessrsessrseesre 206 LOC e A A A A A E 207 Ea ON EE EAE EE T E E TE T AT A A EA E A TE 208 Understanding the Web Search Window Rich Ul essssssssssssrserserserssrssrsersersersrrersresresrrsrreersees 208 Viewing an Archived Message Rich Ul cccceeccseceeecceeeecceeceeeseeeeeneeeueeeesteeseeeeeeeeneeeeees 211 Lightweight NOE urinis soivirensiniir tricoti t eii EAA INEAN EEAO EEEE AAAA STAA 212 Understanding the Web Search Window Light Ul sessesssssssesserssessrssrseesersersrrserersrrsresrrsrreersens 212 Working With Search Results sccsacdue sees scsescwescnaccncddwarawacdescensdcuuececccuactwd A a 214 Viewing an Archived Message Light Ul ccc cceccsecceecceeceeceeecceeeeeeeneeeneeeecteeeeeeeeeeeeneeeeees 215 S pponed FUE TYPES rrna en ee ee ee eee 217 JOURNAL MAILBOX IMPORTERS scsscsscsccsccccsccscsccsccccsccccsccsceccscescsccssssescssescussssesosseses 219 BUTE FOS ON pry soc cee amine seers ans vena E E ease vanes A
164. r co uk The word is added to the list Add any additional words or phrases required Choose whether all specified character sequences specified here must be found to apply the policy or if anyone will trigger the policy The address contains all seque The address contains any sequence USER MANUAL Exclaimer Mail Archiver Page 108 Chapter 6 Storage Introduction Exclaimer Mail Archiver archives messages to a data store where messages are indexed in an efficient structure for fast powerful searching and easy management of archived messages A default store is automatically configured when Exclaimer Mail Archiver is installed If required additional stores can be added using the storage branch of the console tree In most cases simply archiving all messages to the default store will suffice however some organisations may have more complex requirements with different archive stores for different organisational entities For example an organization may be comprised of a number of separate companies require one archive store for each company or an organization may prefer different archive stores for different departments Alternatively you may wish to configure a near line store for archiving email that is frequently accessed and a far line store for messages that are unlikely to be accessed very often Each store is associated with its own data settings pg 116 availability settings pg 119 and secu
165. r is installed but further stores can be added pg 125 if required Traditional email storage is based upon a hierarchical structure utilizing tags and categories Exclaimer Mail Archiver incorporates Web technology which archives messages in a flat structure designed for maximum speed and reliability Within each archive store security permissions pg 121 are configured to determine which users can access messages in that store when using search facilities og 177 and if granted what level of access those users have USER MANUAL Exclaimer Mail Archiver Page 9 Archiving Policies Archiving policies pg 61 are used to define a set of rules which determine if and then where email messages both sent and received are archived Every policy has criteria that control which messages are archived using a sophisticated rules engine and is associated with an archive store so you can specify where email messages will be archived A comprehensive range of conditions pg 68 and exceptions pg 76 can be specified to control the circumstances under which policies are applied If a message matches the criteria in a policy then it is archived to the specified store If it is not matched it is moved to a no policies applied sub folder pg 227 Search Once messages are archived ensuring that users have quick and easy access to them is critical With Exclaimer s powerful and innovative search engine with separate search indexes pg 1
166. r phrases window as described above USER MANUAL Exclaimer Mail Archiver Page 72 One or More Message Headers Contains Specific Words or Character Sequences Match messages based on message header fields Use message headers and words or character sequences links to enter header fields and values to be matched The header field uses intellisense for common message header fields therefore it suggests an entry based on what you type For example if you type the letter l into this field the header Importance is suggested whereas if you type f into the field the Followup To and From headers are suggested The Message Is a Meeting Request Update or Response Match messages if they are a meeting request an updated meeting request or a response to a meeting request The Message is a Task Request or Update Match messages if they are a task request or an update to a task request No Previous Policy Of This Type Has Been Applied Use this as a catch all condition This is commonly used as the condition for a final policy in a policy chain pg 84 At least one condition must be set when a policy is defined If a condition is not selected the default condition of all messages is used Z O ae m USER MANUAL Exclaimer Mail Archiver Page 73 Creating Queries with the Configure Attributes Window The configure attributes window allows you to define conditions pg 68 and exceptions
167. rch Can add new messages Legal hold disabled For further information about stores including instructions for adding a new store pg 125 removing an existing store pg 133 and changing settings pg 114 please refer to the storage pg 110 section of this guide Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 40 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 67 The Anatomy of a Policy Conditions The conditions tab is used to set criteria pg 70 which determines the circumstances under which a policy is applied Conditions gt Select condition s 2 y All Messages C The Sender is someone C The Recipient is someone C The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more message headers contains specific words or character sequences C The Message is a Meeting Request Update or Response C The Message is a Task Request or Update C No previous policy of this type has been applied Edita condition by clicking an underlined value Policy applies to all messages C Apply policy when all conditions are met Apply policy when any condition is met Once a condition is selected any options pg 70 for that condition are displayed as h
168. rchive Policy E IT Department Archive Policy i All Staff E Storage j Index Maintenance J Search the Archive ESA Journal Mailbox Importers It does not matter if you access policies from the console tree or from the policy list use whichever method is most convenient for the task in hand The Policies Toolbar When the policies tab is displayed the policies toolbar contains the following options Toolbar Option Summary Launch the new archiving policy wizard pg 86 and create a new policy Delete Use this option to remove pg 94 the currently selected policy Select a policy from the list and use this option to delete it the policy is removed from the list but is only permanently deleted when changes are saved pg 40 Clone If you need to create a policy which is similar to an existing policy use this option to clone pg 91 duplicate the existing policy and then edit pg 92 the duplicate version as required this is quicker than creating a new policy from first principles Move Up Move Use these options to reorganize the policy list and determine the order in which Down policies are applied Select a policy and click move up or move down as required Move to Top Use these options to quickly move the selected policy to the very top or very Move to Bottom bottom of the list If there are a significant number of policies in the list this can be much quicker than using move up move down options USER MA
169. rchiver Setup Wizard This wizard will guide you through the installation of Exclaimer Mail Archiver and its components The batch importer is installed alongside the console to allow you to import email messages from legacy stores for further information please refer to the separate Batch Importer User Guide USER MANUAL Exclaimer Mail Archiver Page 19 6 Click the next button to view the end user license agreement Exclaimer Mail Archiver Setup End User License Agreement Please read the Following license agreement carefully License agreement BEFORE YOU PLACE A CHECK IN THE I ACCEPT THE TERMS IN THE LICENSE AGREEMENT CHECKBOX AND INSTALL THE SOFTWARE CAREFULLY READ THE TERMS AND CONDITIONS OF THIS LICENSE BY PLACING A CHECK IN THE I ACCEPT THE TERMS IN THE LICENSE AGREEMENT CHECKBOX AND BY INSTALLING THE SOFTWARE YOU ARE CONSENTING TO BE BOUND BY AND ARE BECOMING THE LICENSEE TO THIS LICENSE IF YOU DO NOT AGREE TO ALL OF THE TERMS OF THIS LICENSE CANCEL THE INSTALLATION AND DO NOT INSTALL OR USE THE x m Fot mm a A WN A e l e I 1 accept the terms in the License Agreement 7 Having read the license agreement check the accept the terms in the license agreement box and click next to check for required system components ie Exclaimer Mail Archiver Setup Pre Requisite The Following components are required to use Exclaimer Mail Archiver S i Click Next when all pre re
170. rchiver draws upon journaling functionality within Microsoft Exchange Here you need to specify which Exchange journaling mailbox to poll either by selecting an existing Journal account or creating a new one For further information about adding and updating journal mailboxes please refer to the journal mailbox importers section pg 220 Exclaimer Mail Archiver will attempt to connect to Microsoft Exchange using Exchange Web Services In a correctly configured environment it will find the Exchange Web Services URL automatically using Autodiscover If this fails you will need to manually enter the Exchange Web Services URL this tells the system where to find the required journal mailbox Use the test connectivity button to test these settings For further information please refer to the journal mailbox importers section pg 225 USER MANUAL Exclaimer Mail Archiver Page 25 5 Click next to complete the wizard m Exclaimer Mail Archiver First Use Wizard E Welcome Finish E Store Setup The wizard has completed successfully Journal Setup Messages are now being archived from the specified Journal account E Finish You can search for archived messages in the Search the Archive node of the Exclaimer a ee ree Users can also log on and search the archive from any browser on the network by using this URL http p helpde 534 Launch Exclaimer Console Cancel 6 Click finish to exit and launch the Exclaimer co
171. rchiving policies pg 61 are processed to determine how each message will be archived If this option is disabled email messages will not be drawn from Microsoft Exchange and so archiving is not performed Note that if you wish to change the location of an archive store pg 116 Journaling Mailbox importing must be disabled here first Exchange Exchange mailbox access options are used to specify or create an account with Mailbox Access appropriate permissions Exchange Impersonation for the following actions Gaining access to Exchange mailboxes to import emails via the batch importer pg 135 Restoring messages pg 201 from the archive to a user s mailbox Forwarding messages pg 203 from the archive to a given email address continued USER MANUAL Exclaimer Mail Archiver Page 46 Summary Exchange Mailbox Access Exclaimer Mail Archiver needs authority to access Exchange mailboxes for all users continued this is known as Exchange Impersonation The account configured here will be used to run the Exclaimer Mail Archiver service which has impersonation rights for everyone in the organization so all mailboxes can be accessed Once configured this account is used for various tasks within Exclaimer Mail Archiver including use of the batch importer pg 135 and restoring forwarding pg 201 messages from an archive search pg 177 Use the test connectivity button to check account settings T
172. rd Restart Service Exclaimer Mail Archiver Exchange Access Service Exchange 2010 If you are using Exchange 2010 or above use the Set Service Rights script below Get WMIObject Win32 Service where Name eq Exclaimer Mail Archiver Exchange Access Service ForEach Object Change Snull null Snull Snull Automatic Snull Enter The Users Identity password Restart Service Exclaimer Mail Archiver Exchange Access Service Note that elements surrounded by should be substituted with information as indicated remove the hash symbols and maintain spacing Also note that the instance of password should be replaced with the appropriate password for the user account USER MANUAL Exclaimer Mail Archiver Page 239 Configuring a Journal Mailbox Having installed pg 19 Exclaimer Mail Archiver and run the first use wizard pg 23 options are available to select a journal mailbox i e to define which Exchange journal mailbox should be monitored and archived Any configured journal mailboxes are available for selection during the installation and setup process and then within journal mailbox importer settings pg 225 once Exclaimer Mail Archiver is run This section explains how to configure a journal mailbox manually if required In this case the following steps should be completed 1 Create a user pg 240 2 Configure Microsoft Exchange to journal messages t
173. red pg 61 e The number of messages which were not imported because they exceed the retention period that has been set for the relevant archive store pg 119 e The number of messages that were aborted due to an error see below Sometimes particularly when importing a PST file see page 143 messages can be aborted because the sender recipient address cannot be found To help manage these cases a list of missing addresses is created in a file named SMTPCache txt For example if the PST file was generated from an old version of Microsoft Exchange a missing address example may read O EXCLAIMER OU FIRST ADMINISTRATIVE GROUP CN RECIPIENTS CN ALEX A user can access the SMTPCache txt file enter any email addresses to be used and then chose to retry aborted messages from the batch importer Taking the example above the SIMTPCache txt file would contain O EXCLAIMER OU FIRST ADMINISTRATIVE GROUP CN RECIPIENTS CN ALEX lt replace with smtp address gt REPLACE WITH DISPLAY NAME O EXCLAIMER OU FIRST ADMINISTRATIVE GROUP CN RECIPIENTS CN ALEX The user can then edit the file with the correct information O EXCLAIMER OU FIRST ADMINISTRATIVE GROUP CN RECIPIENTS CN ALEX alex exclaimer com Alex Smith O EXCLAIMER OU FIRST ADMINISTRATIVE GROUP CN RECIPIENTS CN ALEX When the retry aborted messages option is selected the SMTPCache txt file is read and missing email addresses are matched Taking the example above the mess
174. ription and any other required settings Having updated the cloned policy click save to save changes USER MANUAL Exclaimer Mail Archiver Page 91 Changing a Policy If you are changing key aspects of a policy for example conditions pg 68 exceptions pg 76 or the destination store pg 67 it is advisable to disable journal mailbox importing pg 46 until policy changes are complete To update an existing policy simply select the policy either from the console tree pg 35 or the policy list pg 58 and update settings on selection tabs pg 35 as required When a policy has been changed but not saved the archiving policies branch and the associated child branch for the updated policy is displayed with an asterisk symbol When the updated policy is selected you can see which tabs contain unsaved changes by looking for an asterisk to the right of the tab name When you are satisfied that all required changes have been made correctly click save to save the new settings All asterisk symbols are cleared once changes have been saved USER MANUAL Exclaimer Mail Archiver Page 92 Enabling and Disabling a Policy A policy must be enabled in order for it to be processed When a new policy is added pg 86 it is enabled by default however there may be times where you need to change this setting To quickly enable or disable a policy select the required policy either from the console tree or the poli
175. rity permissions pg 121 so you can determine which users can access i e search pg 177 each store and what level of access they have All work with stores is completed from the storage branch of the console tree S Exclaimer Mail Archiver H al Archiving Policies 2 A g Directors Store E Default Store j Index Maintenance E Auditing z p Search the Archive cs 59 Joumal Mailbox Importers From here stores can be viewed pg 112 added pg 126 updated pg 130 removed pg 133 and restored pg 134 Once a store has been configured it is available for use when defining archiving policies pg 61 Archiving policies are used to define a set of rules which determine if and then where email messages both sent and received are archived Every policy is associated with a store so you can specify where email messages which meet given criteria for that policy will be archived USER MANUAL Exclaimer Mail Archiver Page 110 This section contains information for working with stores including e Adding a new store pg 126 e Updating an existing store pg 130 e Moving an existing store pg 131 e Removing an existing store pg 133 e Restoring a previously deleted store pg 134 If required you can also learn more about importing legacy emails into a store using the batch importer wizard pg 135 USER MANUAL Exclaimer Mail Archiver Page 111 Accessing Existing Stores Within
176. rking with policies including e Accessing existing policies pg 62 e The anatomy of a policy pg 65 e Adding a policy pg 86 e Cloning a policy pg 91 e Changing a policy pg 92 e Enabling and disabling a policy pg 93 e Removing a policy pg 94 You can also learn more about specific tasks using the how to pg 95 section for policies USER MANUAL Exclaimer Mail Archiver Page 61 Accessing Existing Policies Within Exclaimer Mail Archiver all policies are accessed via the Exclaimer console tree pg 62 or by using policy tabs pg 63 from other branches of the console tree Navigating Policies Using the Console Tree All work with policies is completed from the Archiving Policies branch of the Exclaimer console tree pg 31 E E Exclaimer E Mail Archiver W All Directors Archive Policy J Al Managers Archive Policy i HR Department Archive Policy RR Sales Department Archive Policy g IT Department Archive Policy g All Staff n som J Search the Archive From here you can view any existing policies as child branches within the tree Select any policy from the tree and right click to view actions that can be taken S Exclaimer Mail Archiver ci im Archiving Policies W All Directors Archive Policy a All Managers Archive Policy HR Department Archive Policy al Delete Archiving Policy I WL Clone Archiving Policy b New Window USER M
177. rror see page 156 for details about handling aborted messages USER MANUAL Exclaimer Mail Archiver Page 149 11 From here you can view a detailed import log by selecting the view log button PSl 3 By BatchImport0s 1231082 txt Notepad File Edt Format View Heb 6 8 2012 12 39 30 PM workflow Startec 6 8 2012 12 39 43 PM Path dean c233090 2097188 Disposition Imported SaveReport 6 8 2012 12 39 43 Pm Path dean c233090 2097220 Disposition Imported SaveReport 6 8 2012 12 39 43 Pm Path dean c233090 2097252 Disposition Imported SaveReport 6 8 2012 12 39 43 Pm Path dean c233090 2097284 Disposition Imported SaveReport 6 8 2012 12 39 43 Pm Path dean c233090 2097380 Disposition Imported SaveReport 6 8 2012 12 39 43 pm Path dean c233090 2097316 Disposition Imported SaverReport 6 8 2012 12 39 43 Pm Path dean c233090 2097348 Disposition Imported SaveReport 6 8 2012 12 39 43 PM Path dean c233090 2097412 Disposition Imported SaveReport 6 8 2012 12 39 43 PM Path dean c233090 2097444 Disposition Imported SaveReport 6 8 2012 12 39 43 PM Path dean c233090 2097476 Disposition Imported SaveReport 6 8 2012 12 39 44 Pm Path dean c233090 2097508 Disposition Imported SaveReport 6 8 2012 12 39 44 Pm Path dean c233090 2097540 Disposition Imported SaveReport 6 8 2012 12 39 44 Pm Path dean c233090 2097572 Disposition Imp
178. rrsrsersrerrsevrrserersrsersrsersrserseserseserseseeresereent 185 Date Range Options ccccsccsccecsececsecsececsececcecsececseceeeessecesseeeceessecesseeeeeessesesseseceesesseeeseeseeeesaes 186 Working WIEN Search Results accccsceescececnadcecccausuieaveudcntnveecensntnudencstuascnecensedceieskosecesauanndeecectadevecceacanviesedet 187 SECUN RESMI ON Sinni a T E EEE AARE 187 USER MANUAL Exclaimer Mail Archiver Page 5 Understanding the Search Results WINGOW cccccceccsecceccseceeceeceeceseeseceeceseceeeeeceseeeeeeeceeeeeeeees 188 The Refine Search cr i eee en ae ee ee een ne eae ee a eT 189 Sorting the List of Results i icissesiccncteciteunisnnntienine nian audenn diectanatesnianandv lt ipdnegunantedacsdaawansiadwinaaiizaeannaaneanns 191 Selecting I st aie coeictvseccetcetctneictne te rieate incon scence cea ciaeiad anion E eai naiean 191 Te IVS SS A PINE aoa A A E ATO E asians asuleeabent 192 Viewing an Archived Message sosesesesssseeseseessuseseseesoseeseseesesecsoseesosesessrsessrnessrsessrsessrnessrsenere 193 Mescaga CONE Minnene AEA EEN E AE AAAA E AEEA EER 195 Message Properties sssesesesesesesesesrsrsrsrsesesesrsrsrsrserseresesesrsrsrsrsrsrseserererersesrsrsrsrsesesesesesesene 196 Message AttachMe nts c ccccsccseccsccseeseccuccseceucenecseeeeceseeeeeeceeceeeeseeeceeetseeeceeeeseteeceeeeseeeess 200 R storing a VICSS ACS cererii ninine EE EENE EITE ana 201 Required Setup fo
179. rs can see specific emails e Existing Outlook backup files PST files pg 137 Legacy emails can be archived using the batch importer The batch importer extracts messages from any of the above sources and archives them to a selected store pg 110 Required Preparation In order to complete a batch import Exclaimer Mail Archiver needs to access the mailboxes and public folders for users within your organization i e it needs to have impersonation rights These rights are set by defining Exchange Mailbox Access in Exclaimer Mail Archiver settings pg 45 What Happens to the Legacy Sources After An Import Nothing happens to the source files used for a legacy import Normally when an email message is archived the original message is deleted from the journal mailbox However when legacy emails are imported using the batch importer the original data is not deleted What Happens if attempt to Import Legacy Messages More than Once The batch import process automatically checks for duplicate messages If a message already exists in the archive it will not be imported again USER MANUAL Exclaimer Mail Archiver Page 135 What Happens if a Legacy Message Cannot be Imported Once an import is complete a summary page is displayed which shows the number of imported messages together with the number of messages that could not be imported for different reasons for example The suggested process for handling messages
180. s 0 v 3 Deleted Items 2 w DA Drafts 0 I 3 Inbox 13 wo gl Journal 0 0 Junk E mail 0 W ia Notes 0 vo A Outbox 0 Mf RSS Feeds 0 E Sent Items 3 M 59 Sync Issues 0 W DQ Tasks 0 When navigating the folder structure folders may be associated with a down arrow icon as well as a check box This happens when a folder contains sub folders and when the arrow is selected options are displayed in a pop up menu so you can choose what action to take when selecting the folder This is shown in the example below a Ce zi F co z a Ae Be El Ga Top of Personal Folders 0 wo 3 Calendar 0 M Sa Contacts 0 V G Deleted Items 2 QA Drafts 0 I 2 Inbox 13 JV Select Unselect this folder only J Select this folder and all subfolders jv Unselect this folder and all subfolders Mo GA Outbox 0 Vo U RSS Feeds 0 Iv Sent Items 3 M gt 59 Sync Issues 0 Mo 2 Tasks 0 Simply click the required action from the pop up menu to make a selection USER MANUAL Exclaimer Mail Archiver Page 147 8 When you are satisfied with the selections made click next to access date range options Here you can choose to import al messages or only those messages which fall within specified start end dates CA Exclaimer Mail Archiver Batch Importer Welcome Date Range I Date Source amp Destination Select the date range of the messages you
181. s detailed below Use Exchange Management Console A new user can be created by completing a Microsoft Exchange wizard 1 From Microsoft Exchange select recipient configuration gt mailbox gt new mailbox 2 Set user mailbox as a mailbox type 3 Having completed this wizard it is advisable to hide the new mailbox from the Global Address List this ensures that people will not be able to see this user from their email clients To do this run the following script Set Mailbox HiddenFromAddressListsEnabled Strue Identity Enter The Users Identity Note that elements surrounded by should be substituted with information as indicated remove the hash symbols and maintain spacing Please also refer to additional guidelines for creating a new user pg 237 USER MANUAL Exclaimer Mail Archiver Page 236 Use a PowerShell Script The following script can be run in the Exchange Management Shell New Mailbox Name Enter a username UserPrincipalName Enter the domain username ResetPasswordOnNextLogon false Database Enter the Mailbox Database Set Mailbox HiddenFromAddressListsEnabled Strue Identity Enter The Users Identity This script will create the user and hide the new mailbox from the Globa Address List Please also refer to additional guidelines for creating a new user pg 237 Note that elements surrounded by should be
182. s must be taken before this is done It is also important to note that changing the location here simply tells Exclaimer Mail Archiver where to find the store it does not physically move the store this must be done by an Administrator via the operating system For further information please refer to moving an existing store pg 131 If a user name and password is required to access the location of the store this check box should be selected and the required user name and password should be entered When a store is added pg 126 an associated search index pg 157 is automatically created in the same location as the store If required use the change location button to specify an alternative location for the index For optimal performance it may be necessary to have the store and index location in different places Care should always be taken before moving an index to another location and a number of preparatory steps must be taken before this is done For further information please refer to the moving an existing index section pg 168 Messages are added to the store almost immediately by the journal mailbox importer however they are not shown in a user s search results until they are indexed If a store contains 5000 messages or fewer the system forces an index update automatically every two seconds because there are relatively few messages this has no impact upon performance Once a store exceeds 5000 messages the frequ
183. s the store However if required for example if the index is very large and disk space is an issue use the change location button to specify an alternative location for the index This may be for performance reasons for example you choose to hold store data on a network drive however for faster searches the index files are stored on the Mail Archiver server s internal hard drive Before moving an index a number of preparatory steps must be completed These steps are detailed on the following page USER MANUAL Exclaimer Mail Archiver Page 168 Required Sequence for Moving an Index To change the location of an index the following tasks should be completed in the sequence listed here 1 Ensure that all users are logged out from the search console pg 177 2 Disable journal mailbox importing from the settings tab on the mail archiver branch of the console tree pg 45 3 To maintain the existing index copy the existing index files to the new location By default the index is found in the index sub folder of the store location Each index is associated with the following files ix dat tmp and log If existing index files are not copied the entire index will be rebuilt when the location is changed and saved 4 Change the location for the index on the data tab for the store pg 116 If no index files are found in the new location the index will be rebuilt automatically when the location is changed and sa
184. s to secure robust purpose built archive stores pg 9 e Providing fast innovative cross mailbox search utilities for desktop computers and web enabled mobile devices pg 10 e Allowing users to view and manage archived messages pg 10 Exchange Journaling Microsoft Exchange has built in functionality for journaling which takes a copy of all email messages and places the copies into a mailbox that has been designated as a journaling mailbox When email messages are copied to the journaling mailbox they are copied in a proprietary format and cannot be changed easily Exclaimer Mail Archiver draws upon this functionality to provide a robust easily accessible archive of all messages or defined subsections of email An Exclaimer Mail Archiver service polls any defined Exchange journaling mailboxes pg 220 continuously extracts i e removes messages and pushes them through the Exclaimer rules engine to determine if and then where they should be archived Archive Stores Archived messages are distributed to archive stores pg 110 Different organizations have different requirements many will archive all incoming and outgoing messages to a single store whilst others will have more complex requirements perhaps needing to archive defined subsets of email to different stores For example email to and from the company directors or quotations sent by the Sales team A default store is automatically configured when Exclaimer Mail Archive
185. sages USER MANUAL Exclaimer Mail Archiver Page 118 Storage Availability Settings Each store is associated with its own settings which control whether or not the store is available for updates and searches together with retention period and legal hold settings These options are included on the availability tab 4 Default Store F New Delete uS General E Data B Availabilty i Security Bh Availabiliy v Available to search 4 Can add new messages Legal Hold Retention period 256 Years He Options on this tab are summarized below Summary Available to search This check box determines whether or not the contents of this store can be searched Although security permissions pg 121 can be set to specify which users can search the store there may be times where you need to use this option to quickly disable searching irrespective of security permissions for example if there is a network hardware problem or a corruption Can add new If required use this option to prevent further messages being added to the messages store for example if there is a network hardware problem or corruption Legal hold This option can be used to prevent any tampering with the content of the store for example if there is an ongoing internal or legal investigation When this check box is selected it is not possible to remove email messages from the store even if messages reach the specified retention p
186. sea PowerShell script Using the Exchange Management Console Detailed instructions for using the Exchange Management console to configure Microsoft Exchange to journal messages to an account can be found in the Configuring Microsoft Exchange journaling pg 244 Using a PowerShell Script A PowerShell script can be used to journal e Every message processed by your Exchange Organization e Messages for a specific Exchange Mailbox Database These options are detailed below Every Message Processed by your Exchange Organization The following script can be run in the Exchange Management Shell New JournalRule Name Exclaimer Mail Archiver JournalEmailAddress Enter The Users OU Path and Username Scope Global Enabled True Note that elements surrounded by should be substituted with information as zZ indicated remove the hash symbols and maintain spacing The users OU path and username will be in the format domain l ocal OU username For example testnet local Users Journal This script will create the journaling rule and messages will begin to be journaled for every message processed by your Exchange Organization USER MANUAL Exclaimer Mail Archiver Page 242 Messages for a Specific Exchange Mailbox Database The following script can be run in the Exchange Management Shell Set MailboxDatabase JournalRecipient Enter The Users OU Path and
187. seceeccsecseceuceseeeceeceseeueeeeeeceueeseeeceeeeeeeeeeeeeeeeeeees 37 Exclaimer Console Licensing cccccceccsccseccuccseesecesccsececeuccsececeuceseesesseeeeceueeseeeeseeeeeeeeeseeeeeeeeetes 38 MUS SS atc cece ccna EE lotsa nals NTa 38 LETC VST rOn etl O eaae E AEE E OE stuns EE 39 THe ucen ine TIODI ra aaa AAE E E E AAN AAE AEA NAN 39 Saving Changes in the Exclaimer Console ccccscceeccscceecceccnecseceeccseeseeeuceseeeeeeceeceseeseeeceseeseeges 40 Exporting Configuration Settings ccccccccsccssecseseeeceseccsecceecceeceseeeneeeuceseeeneeeneeeeeteeseeeeeeeeeseeesess 41 Importing Configuration SettingS sssssssesserssessrrersrrrrrrrrrrrsrrsrrsersrrserstrstserserserstertrressesreserserseene 41 GENERAL SETTINGS amp INFORMATION ssscssscssccssscssccssccsscsscnsscesscescssscesssescessasceessoessonses 42 Introductio sss 43 General Settings and INTONMAION ssnin NAVNE A RANS 44 Mail Archiver Settings cetacean cecirccesice slo a i aeii ai an 45 Tie SUNS TOODI ia A E E N E O NTT AEE AA E AIN 46 EE SO UIE E E 46 Exchange Mailbox Configuration Standard vies cicssscsssctscaasscsacasarccacdesdeasnactesien cdaadenedanaaneernesaannesnsedis 48 Exchange Mailbox Configuration Non Microsoft Exchange Computers sssseesenssesseesresseesressee 52 MAren POLL Cl 2S a a E A dates ant ieatanaen ONA aed TE 57 The Polley USt reinserire rn nN AEN OAN EENE baleweuebeceoasaiabanted one mcsettenetalad 58 The Policies T
188. select an account from the Active Directory then enter the appropriate password for that account Alternatively you can enter new account credentials and select the create account if it does not exist check box USER MANUAL Exclaimer Mail Archiver Page 49 5 Click next to continue if you have chosen to create a new account the account is created and Exchange journaling is set up for the user specified in the account credentials If you have entered details for an existing account required permissions are granted N Exchange Mailbox Access Account Wizard M Welcome Create Account i l M acan ania The PowerShell script below is run to create the new user account specified on the previous page El Create Account sei PowerShell script E Grant Rights ts E i New Mailbox Name ExclaimerEMA2 UserPrincipalName Gi Finish ExclaimerEMA2 network26 10cal Password password ResetPasswordOnNextLogon false Database HELPOC First Storage Group Mailbox Database Set Mailbox HiddenFromAddressListsEnabled true Identity network26 ExclaimerEMaA2 uccessfully completed request Click Next to continue 6 Click next to set required permissions for the new account J Exchange Mailbox Access Account Wizard P Welcome Grant Rights sted 7 Bacca Fy rlentials The PowerShell script below is run to grant the required Microsoft Exchange rights to the specified account P Create Account wean El Grant Rights Bai
189. ssions to view Typically most users will at least have access to their own messages i e messages that they sent or received either directly or by being copied in However an additional level of checking is also performed to determine what message properties can be seen When viewing message properties the delivered to section displays details of message recipients i e anyone specified in the to cc or bcc fields However bcc information will only be shown to users who have appropriate permissions based upon the following rules Rule Summary Rule 1 BCC and delivery information will always be visible to the message sender Rule 2 BCC and delivery information will be visible to anyone who has rights to see messages of the message sender BCC and delivery information will only show the intersection of the set of email addresses in the delivered to field and those permitted to the viewer of the message unless rule 2 or rule 1 permit otherwise Access Permissions Scenario The following scenario demonstrates these rules e Josh has permissions to an s messages e Nick has permissions to Jamie s messages Sean and Jamie have self only permissions e Chris has everyone permissions Jamie sends an email to an external customer Karen GreenOrg net and includes lan and Sean as BCC recipients This scenario is illustrated on the following page USER MANUAL Exclaimer Mail Archiver Page 198 Jamie sends an email to
190. ssociated with the cate range field to select a predefined time period When a time period is selected associated sent from to dates are automatically populated with applicable dates Date Range Last 30days z Sent From 06 30 2012 00 00 To 07 30 2012 23 59 Alternatively select custom range from the list and use calendars associated with the sent from to fields to enter a more specific time period Date Range Last 30days Sent From 06 30 2012 00 00 To 07 30 2012 23 59 H 2 Ajj 5 6 7 8 9 11 12 13 14 15 16 1819 20 21 22 23 25 26 27 28 29 30 USER MANUAL Exclaimer Mail Archiver Page 186 Working with Search Results Having performed a search any messages that match specified criteria pg 182 including date range options pg 186 are displayed in the search results pane From here you can e Use the refine search pane pg 189 to apply additional search filters to drill down further based upon common characteristics identified within existing search results e Sort the list of results using search pane column headings pg 191 e View message content pg 195 properties pg 196 and attachments pg 200 in the message pane pg 192 e Double click an entry to view the message in a new window pg 193 message content pg 195 properties pg 196 and attachments pg 200 together with a forwarding pg 203 option can be viewed e Select messages pg 191 to be restore
191. t back to the settings tab USER MANUAL Exclaimer Mail Archiver Page 51 Exchange Mailbox Configuration Non Microsoft Exchange Computers The configure button for Exchange Mailbox Access pg 45 is used to configure a user to have authority to access Exchange mailboxes for all users If you are running this wizard from a non Microsoft Exchange computer follow the steps below If you are running this wizard from a Microsoft Exchange computer please refer to the Exchange Mailbox Configuration Standard pg 48 for separate instructions 1 Having clicked the configure button the Exchange Mailbox Account Access Wizard is launched From here you can choose to enter the required account and password if known J Exchange Mailbox Access Account Wizard P Welcome Welcome Aec pore Weare Welcome to the Exchange Mailbox Access account wizard O Grant Rights This wizard will guide you through the configuration of an account that can log on as a service C Finish and access all your users mailboxes During this wizard you will e Setup an account and password Give this account permission to impersonate all users in the organization Give this account logon as a service rights Set the Exclaimer Exchange Mailbox Access service to log on as this account ecessnueennnnnnecesennnscerssnssccessnuscessonssecssssnusesssnnscssssnsssessansssessansscesssnsssersanescessanessessanssecsssuusersonsvensesnserarsanssesse
192. tains specific words or phrases as shown below e Select the subject contains specific words or phrases option IT Department Archive Policy Select the subject contains specific oes eae words or phrases Y Select condition s A option C All Messages C The Sender is someone The Recipient is someone mi The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more message headers contains specific words or character sequences C The Message is a Meeting Request Update or Response C The Message is a Task Request or Update C No previous policy of this type has been applied f Edita condition by clicking an underlined value Policy applies to messages where The Subject contains some words or phrases Click the words or phrases link Apply policy when all conditions are met Apply policy when any condition is met USER MANUAL Exclaimer Mail Archiver Page 97 e Add required words and phrases Enter as many words and phrases as required using the add button to confirm each one If you specify multiple words in a single line they are treated as a phrase Words or phrases P Edit 2S Remove The Subject contains all words phrase lgnore case The Subject contains any word phrase wry Ne d Ts ai i USER MANUAL Exclaimer Mail Archiver Page 98 e Set options for words and phrases Choose whether all or any words
193. ted with the schedule USER MANUAL Exclaimer Mail Archiver Page 82 To update an existing schedule select its name and click edit Similarly click delete to remove the selected schedule Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 40 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 83 The Anatomy of a Policy Next Policy If you have a number of policies which are dependent upon each other you can create a policy chain using the next policy tab i Next Policy a Next policy rules If this policy is applied then Process the next Archiving Policy HO If this policy is not applied then 7 Process the next Archiving Policy I this policy is not applied because an exception was matched Don t process any more Archiving Policies ies Whilst you control the sequence in which policies are processed using the policy tab pg 58 the next policy tab allows you to define specific policy chains based on whether the previous policy in the chain is or is not applied These options are If this policy is applied then e Process the next archiving policy e Don t process any more archiving policies If this policy is not applied then e Process the next archiving policy e Don t pro
194. tem USER MANUAL Exclaimer Mail Archiver Page 133 Restoring a Deleted Store When a store is removed using the process described on page 133 it is removed from Exclaimer Mail Archiver but it is not physically removed from the disk This means that the store can be restored later if required To restore a previously deleted store follow the standard process for adding a new store pg 126 with the following changes 1 When specifying a location in step 4 of the add new store wizard click the browse button and navigate to the folder which contains your archive stores 2 Select the required store if required hover your cursor over a store name to check the date time it was created 3 When you click next to continue a warning message is displayed advising that you have chosen to connect to an existing store If you are satisfied that this is correct continue with the add new store wizard in the usual way USER MANUAL Exclaimer Mail Archiver Page 134 The Batch Importer Wizard The batch importer can be used to import legacy email messages into Exclaimer Mail Archiver Legacy email messages can be imported from any of the following sources e Existing email messages in user mailboxes pg 137 e Existing email messages in Exchange public folders pg 151 i e public folders which have been enabled to receive email to be accessed by multiple users or have been used as an email repository so all use
195. that could not be imported is to check and update policies pg 61 and settings in Exclaimer Mail Archiver and then re run the batch importer Automatic detection of duplicates will ensure that multiple copies of the same message are not added to stores pg 110 but any messages that failed to trigger policies during the previous import will be evaluated again Similarly if messages are not imported because they fall outside of a specified date range the import can be re run with alternative dates Any messages that fall outside the retention period for the store will not be archived to the store because they would then be immediately removed If you require these messages to be imported you should increase the retention period pg 119 setting for that store USER MANUAL Exclaimer Mail Archiver Page 136 Importing User Mailboxes To import a user mailbox follow the steps below 1 Select launch batch importer from the actions pane in the Exclaimer console pg 31 to start the Exclaimer Mail Archiver batch importer at the welcome page alternatively the batch importer can be launched from the Windows start menu F Data Source amp Destination Welcome to the Exclaimer Mail Archiver Batch Importer P Data Source Options EES izan WAA eee as ee eee location into an Exclaimer Mail Archive store During this wizard you will specify whether to import from one or more Exchange mailboxes Public Folders or PST files
196. the index and its associated store in sync i e to ensure that each message in the store has an accompanying index entry and that any redundant index entries are removed Defragment Use this option to reorganize the index to remove any white space left when entries have been removed by a resynchronize operation or by retention period pg 119 deletions Removing white space results in a physical reduction in the index size which in turn subtly increases index performance Rebuild This task completely deletes and rebuilds the existing index by examining each message in the archive store A rebuild operation can take a long time for larger stores and any searches completed during this time will not be reliable As such the rebuild option should be used with care typically a rebuild would only be required if there is a problem with a resynchronize operation To perform one of these tasks for an index follow the steps below 1 Select the required index from the list and right click to display available options Ey Index Maintenance Pause Resume E Cancel Help Settings Help Me Status Indexes A Directors 5 bos Default Sto a Add Task Pause TEDS Resume ii Statistics Cancel Location ProgramD ata E xclaimer Ltd Mail Archiver at Messages Indexed 962 Messages In Store 962 Index Size 549MB USER MANUAL Exclaimer Mail Archiver Page 164 2 Select the add task option to view a
197. the policy Alternatively specific to and from dates can be set so that the policy has a start end time or a detailed schedule can be set USER MANUAL Exclaimer Mail Archiver Page 81 Using the Advanced Schedule The advanced schedule works by selecting days of the week that the policy is active or inactive Each day is split into time intervals which can be adjusted using a sliding scale at the bottom of the window this means that policies can be set to run on precise days at precise times To use the advanced schedule click the use advanced schedule radio button and then click add The example below shows how the schedule is used to create a policy that is only active at weekends An end date is set far into the specity a meaningful future as the policy needs to run display name for the foreseeable future Advanced Schei The schedule scale Name Weekend shown here in 30 minute intervals From 24 Sep 2009 Te Ol Jan 2100 Elis O 0 122 3 4 5 6 7 8 9 1011 12 13 14 15 16 17 18 19 20 21 2223 0 All weekdays have been selected The schedule scale can be increased or decreased Making the policy inactive for the selected days means that it is only active at weekends Having made required date and time selections click OK to exit back to the updated date range tab Use Advanced schedule CD EQ Policy is active when any of the iollowing schedules applies The date range tab is upda
198. ther countries Exclaimer may have trademarks copyrights or other intellectual property rights covering subject matter in this document All other company and product names are acknowledged as being the trademarks or registered trademarks of their respective companies Unless expressly provided in a written license agreement from Exclaimer Ltd the furnishing of this document does not give you any license to these trademarks copyrights or other intellectual property This document was last updated 15 December 2014 exclaimer Copyright 2014 Exclaimer Ltd All rights reserved This document may not be copied photocopied reproduced translated or converted to any electronic or machine readable form in whole or in part without the express written permission of Exclaimer Ltd Complying with all applicable copyright laws is the responsibility of the user USER MANUAL Exclaimer Mail Archiver Page 249
199. ther from the console tree pg 35 or from the stores tab pg 112 and update general information pg 115 data settings pg 116 availability settings pg 119 and security permissions pg 121 as required When a store has been changed but not saved the storage branch and the associated child branch for the updated store is displayed with an asterisk symbol When the updated store is selected you can see which tabs contain unsaved changes by looking for an asterisk to the right of the tab name When you are satisfied that all required changes have been made correctly click save to save the new settings All asterisk symbols are cleared once changes have been saved USER MANUAL Exclaimer Mail Archiver Page 130 Moving an Existing Store The location of a store is defined on the data pg 116 tab for the store 4 Default Store E New Delete General B Data G Availability Security E Store Data Location C ProgramData E xclaimer Ltd Mail Archiver Data Default Store This location requires credentials 1 User Name Password Search Index Location The Index files are currently located in the same folder as the Store Data Update Index Ever f 30 Minutes HLO Dayat 2359 Force an update when SOO messages ate queued for indexing Stores can be moved if required however this must be done with care using steps listed on page 132 It is important to
200. tion to take when selecting the folder This is shown in the example below Select Unselect this folder only V Select this folder end all subfolders Vv Unselect this folder and all subfolders 4 3 Sales 2 Simply click the required action from the pop up menu to make a selection USER MANUAL Exclaimer Mail Archiver Page 153 6 Click next to access date range options Here you can choose to import al messages or only those messages which fall within specified start end dates A Exclaimer Mail Archiver Batch Importer E Welcome Date Range I Data Source amp Destination Select the date range of the messages you wish to impor I Data Source Options ge AT fl Date Range C Only import messages between oo ES Pi Import Progress P Import Summary 7 Having set required date range options click import to start the import process During processing archiving policies pg 61 are applied and messages are archived to the appropriate archive store og 110 If no policies apply for a message the message is not imported see what happens if a legacy email cannot be archived pg 136 for further information USER MANUAL Exclaimer Mail Archiver Page 154 8 Once the import is complete an import summary is displayed A Exclaimer Mail Archiver Batch Importer available to search Please allow some time for these messages to be indexed M Statisti Total to import 13 Imported 16
201. top the Journal Access service vy ifthe number of messages in the No Policies Applied folder exceeds vy ifthe number of messages in the Policy Exception folder exceeds yy ifthe number of messages in the Unable to Archive folder exceeds yy ifthe number of messages in the Bad Message folder exceeds vy ifthe number of messages in the Non Journal folder exceeds Automatically delete messages yy from the No Policies Applied folder if they are older than 30 21 days vy from the Policy Exception folder if they are older than a days from the Unable to Archive folder if they are older than 30 days yy from the Bad Message folder if they are older than 30 4 days y from the Non Journal folder if they are older than 30 days Automatically retry messages inthe No Policies Applied folder every 500 minutes y inthe Unable to Archive folder every 2 500 minutes USER MANUAL Exclaimer Mail Archiver Page 228 If these sub folders contain large numbers of email messages it is likely that archiving policies pg 61 have not been defined effectively or perhaps that there is an underlying system problem Here thresholds are set to trigger different actions for each sub folder as summarized below Action Summary Create an Event Log For each sub folder specify the message quantity threshold above Warning Entry which an event log entry will be triggered For example if the number of messages is set to 500 an entry will be a
202. troductio esse E E NS 171 Audit SEINES scsi rie tceccncatiees cock sa nwseneseusaeceaceucauwticc ech anience secs I E EO 173 NOA US erio rt tected eed E EE EE TEE EAE es vaduantens pi desnsanadavecagaestaceadaeodaces 174 Audit System Changes ONY sa savssiccssvsdenscnssadacancetdecaaunabassacdoseiesaleiesouseeeaubacieusaeasaonivbassaatiestanncaees 174 Audit Configuration Changes and User Activity on Selected Stores ccccsccceeceseceseeeeeeeeeeeeeeees 174 Viewing Audit Information sesssssessessesseoseoseoseosecseosssessesseoseoseoseoseoessecseoseoseoesoessessesseoseoseoseoseosssesses 175 a PG g PIA Re RoR RD AANA ROR NPR RP RPP RPO RE RRP PRONTO AI PANAR EEEE EAREN A E A nnn 176 BOE DAO OU a O eevee ae E AN E occ en A E A A O E ansusweuatauastuecwomsenaens 177 Console Searc cctuacceacetn adepcqmacenipusae ENE NAE NNE AEE N EAR 177 Wep SEMC caren aa E A A 178 Understanding the Search Window ssssessssecessecsesecesseoeesecessecessecssseceesecsesecececsecessecessecesseceesecesseceee 179 Managing Search Window PaneS sssssssssessesessesersrsersesersrsrrsrsersrsersesersrsererseserseserseserseseeseseesere 180 Defining a 56a Chesson inaen NEAN AEAEE AEE Na 181 Building Search Queries ssssssssssssesesersrssrsersesrrsrsersrsersesersrsrrsrserstsesersesersesersrserseseeseserseseeseseeseree 182 Search Criteria SUMMAT Y reinsi niinn ronin 183 Adding toa QUEYERE 184 Supplementary Options sesssssssessessssesrrsesrrsrserserrrsrr
203. u move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 40 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 115 Storage Data Settings Each store is associated with a data tab which contains key settings such as where the store is physically located and when it is indexed 3 Default Store New Delete General E Date G Availability FE Security E Store Data C ProgramData Exclaimer Lid Mail Archiver Data Wizard Generated Soe User Name Password Bl Search Index Location The Index files are currently located in the same folder as the Store Data Update Index e Every EE Minutes O ODaya 235 Force an update when 500 messages are queued for indexing Never ODailyat 23 59 E Options on this tab are summarized on the following page USER MANUAL Exclaimer Mail Archiver Page 116 Data settings for stores are summarized below Option Store Data gt Location Store Data gt This location requires credentials Search Index gt Location Search Index gt Update Index Defragmentation Summary Shows where the store is located with an associated option to change location pg 131 Care should always be taken before moving a store to another location and a number of preparatory step
204. ults Click a results column heading to sort the list in that order Click the same heading to toggle between ascending descending order An arrow indicates the current sort order and whether sorting is in ascending or descending order FROM To CC SUBJECT DATE a SIZE Adam Robins Carol Warren 7 25 2012 10 55AM 0 0 Adam Robins SERET GE e meneame 1 2 10 55 AM the list in that order Click the same Carol Warren Mn TEE Aoao NN eee cela 2012 10 56 AM descending order Carol Warren 5 2012 10 56 4M Adam Robins Jason Rao Fw Sale 7 25 2012 10 58 AM Adam Robins Jason Rao PW Sale 7 25 2012 10 58 AM Selecting Messages Check boxes to the left of each search result can be used to select an entry for further action i e to restore the message to a mailbox If you wish to restore all messages in the results list use the check box at the very top of the list to quickly select all messages Select ALL messages GO FROM To CC SUBJECT DATE M 4 Adam Robins Carol Warren Sales figu 7725 2 Sales figu 7 25 RE Sale 7725 2 Carol waren Adam Robins RE Sale 7725 2 4 Adam Robins Jason Rao FW Sale 7 25 4 Adam Robins Jason Rao FW Sale 7 25 USER MANUAL Exclaimer Mail Archiver Page 191 The Message Pane When a message is highlighted in the results list its content properties and attachments if applicable are displayed in the message pane at the bott
205. unning this task will start immediately otherwise it will be queued for completion when possible USER MANUAL Exclaimer Mail Archiver Page 166 Task Controls When a maintenance task is running controls are available at the top of the settings tab and also if you right click the appropriate store to pause resume or cancel the current operation Controls can be used to pause resume or cancel the current operation index Maintenance Pause gt Resume cant GE conn Vie Help The status shows the nemeennel E Settings Ed i current operation Index Status running ell Indexes Directors Store Idle Q Default Store Resynchronizing Stat USER MANUAL Exclaimer Mail Archiver Page 167 Moving an Existing Index The location of a store s index is defined in the search index section of the data pg 116 tab for the store E Default Store F New fif Delete N S o G ae Store Data Location C ProgramData Exclaimer Ltd Mail Archiver Data Wizard Generated Store Fl The tovesen requires crook User Name E Prue Al Search Index Location The Index files are currently located in the same folder as the Store Data i W Minutes O at 23 59 fy 1 a Defragment index Never Every 1E Hours ODailyat 23 59 H When a store is added pg 125 an associated search index is automatically created in the same location a
206. vailable tasks i Maintenance tasks for index Directors Store Ne ap LBs alae oe Sa E S ag aan hea ae cater Te Hesaichecrize yah steve This option will ensure that each message in the store has an accompanying index entry and that any redundant index entries are removed Defragment Tepara roge te roe to remove the white space left when entries have been removed esynchronize operation or by Retention Period deletion Any white space removed will result in iad A te hoses Rebuild This option should only be used if a Resynchronize operation failed to fix a problem with the index The current index is deleted and then rebuilt by examining each message in the archive store Waring This operation may take a long time if the archive store is large When the operation starts the current index will be deleted Messages in the store will therefore not appear in any search results until they have been added to the newly created index Cx Tere 3 Choose the required task and click OK to perform the operation If you wish to run more than one task for an index you should add required tasks to a queue see Adding Multiple Tasks to the Maintenance Queue on the following page USER MANUAL Exclaimer Mail Archiver Page 165 Adding Multiple Tasks to the Maintenance Queue If you need to run more than one maintenance task pg 164 for an index you can add required tasks to a queue so that they will run one a
207. ved 5 Re enable journal mailbox importing form the settings tab on the mail archiver branch of the console tree pg 45 6 Save all changes 7 Remove the original index files USER MANUAL Exclaimer Mail Archiver Page 169 Chapter 8 Auditing Introduction To ensure compliance with archiving regulations it is important to know if users are tampering with any defined archive stores pg 110 For example although messages cannot be deleted from a store directly it is possible that a user could surreptitiously disable archiving for a period of time send an offensive message and then enable archiving once again It also allows you as an Administrator to ensure that users are not abusing their security privileges as each search of the archive can also generate an audit event including the phrase a user searched for and the messages they viewed The auditing feature records every configuration change including settings pg 45 policies pg 61 stores pg 110 and journal mailbox importers pg 220 together with user searches pg 177 and message previews pg 193 Auditing options are displayed when the auditing branch is selected in the console tree pg 31 3 Mail Archiver Auditing 5 File Action Window Help a x gt B fel Er Exclaimer Mail Archiver H iJ Archiving Policies Ce E Storage E Index Maintenance i O Search the Archive POATA w E Journal Mailbox Importers Audit system confi
208. ver Page 162 Forcing an Update If the selected store contains messages which have not been indexed the force update option can be used to perform an immediate update If a store contains 5000 messages or fewer the system forces an index update automatically every two seconds because there are relatively few messages this has no impact upon performance therefore it is unlikely that you would need to force an update manually for smaller stores However once a store exceeds 5000 messages the frequency with which its index is updated is determined via data settings pg 116 for the associated store If you need to update an index before its next automatic update is scheduled the force update option can be used for example if you have imported a batch of legacy emails pg 135 you may wish to update search indexes immediately To do this select the required store and click the force update button in the statistics pane sie Messages Indexed 0 Messages In Store 0 adar S 0 00MB Batch Indexing Frequency Every 30 minutes Last Batch Update Force Update Note that the force update button is only active if the selected store contains messages which need to be indexed USER MANUAL Exclaimer Mail Archiver Page 163 Adding a Maintenance Task for Immediate Action The following maintenance tasks are available for indexes Maintenance Task Summary Resynchronize with store Use this option to keep
209. were a little light The problem has been an ongoing claim against one of my major ts this has held up their renewal payment I m hoping that this will come in next week and should more than make shortfall If you could take a look at the Focus account I think you ll see what I mean D Conversation Sales figures tes Kind reaards Double click any message to view in a separate Use the refine search pane to quickly filter window and access further options search results USER MANUAL Exclaimer Mail Archiver Page 188 The Refine Search Pane The refine search pane is an innovative feature designed to help you quickly drill down within existing search results to refine the list Typically defining a search involves specifying search conditions obtaining results and then specifying further conditions to reduce the list of results Within Exclaimer Mail Archiver search queries pg 182 are built in this way however the refine search pane can make this process much faster When a search is performed results are analyzed to identify the top five senders recipients conversation topics and dates either sent or received for example Refine Search Restore selected to my mailbox o Sender An initial search returns a large EE A SR number of results and the most TSE G A S used recipients are identified in ie ee t wor the refine search pane ee jason rao elitechoiceins c p
210. wish to import I Data Source Options C import all messages S Ose Rano Only import messages between P Scanning Progress mns Ga ana 6182012 E P Import Progress ya N E Import Summary 9 Having set required date range options click import to start the import process During processing archiving policies pg 61 are applied and messages are archived to the appropriate archive store pg 110 If no policies apply for a message the message is not imported see what happens if a legacy email cannot be archived pg 136 for further information USER MANUAL Exclaimer Mail Archiver Page 148 10 Once the import is complete an import summary is displayed we Exclaimer Mail Archiver Batch Importer E Welcome Import Summary ee ble to soarch Plasan HSD BA br aes Nanna alae I Data Source Options I Date Range Message Statistics I Scanning Progress Total to import 930 Il Import Progress imported 598 E Import Summary a ira Already present in store 4982 Outside specified date range 0 Messages Failed to Import Did not trigger any policies 299 Aborted due to error Here you can see the total number of imported messages together with the number of messages which were ignored and the number of messages which failed to import because no policies pg 61 were triggered because they exceed the retention period pg 119 that has been set for the relevant archive store or because they were aborted due to an e
211. y of queries to the Active Directory when evaluating store security permissions pg 121 based upon AD objects groups organizational units etc to improve the performance of the product Changes are retained if you move to other tabs within the content pane When you are satisfied that all tabs have been updated correctly click the save button to save changes pg 40 across all tabs Alternatively use the cancel button to abandon all changes USER MANUAL Exclaimer Mail Archiver Page 47 Exchange Mailbox Configuration Standard The configure button for Exchange Mailbox Access pg 45 is used to configure a user to have authority to access Exchange mailboxes for all users If you are running this wizard from a Microsoft Exchange computer follow the steps below If you are running this wizard from a non Microsoft Exchange computer please refer to the Exchange Mailbox Configuration Non Microsoft Exchange Computer pg 52 section for separate instructions 1 Having clicked the configure button the Exchange Mailbox Account Access Wizard is launched From here you can choose to enter the required account and password if known N Exchange Mailbox Access Account Wizard D Welcome Welcome Credentiels Welcome to the Exchange Mailbox Access account wizard Grant Rights This wizard will guide you through the configuration of an account that can log on as a service C Finish and access all your users
212. you already know about the console and wish to get started with Exclaimer Mail Archiver see the Mail Archiver pg 43 section of this guide USER MANUAL Exclaimer Mail Archiver Page 30 Understanding the Exclaimer Console Window The Exclaimer console window is split into three panes as shown and summarized pg 32 below Toolbar Actions pane Selection tabs Keep a copy of thelat 10S successiuly saved configurations Console tree Content pane pgri i USER MANUAL Exclaimer Mail Archiver Page 31 Exclaimer Console Summary Available options in the Exclaimer console are summarized in the following sections e Console menu pg 33 e Console toolbar pg 34 e Console tree pg 35 e Content pane pg 35 e Selection tabs pg 35 e Actions pane pg 36 USER MANUAL Exclaimer Mail Archiver Page 32 Console Menu The console menu provides access to key areas and tasks within the Exclaimer console Available options are summarized below Menu Summary Use this option to save any changes made in the current content pane pg 35 Use this option to close the console If any unsaved changes are detected you are prompted to save before exiting Acti Use this option to create a new archiving policy pg 86 Export configuration Use this option to export current configuration settings pg 41 for the console Import configuration Use th
213. yperlinks in the lower pane select these links to refine the condition For instance selecting the someone link displays further options to refine the sender is someone condition Ff Select condition s amp Selected condition C All Messages The Sender is someone C The Recipient is someone C The Subject contains specific words or phrases C The Body contains specific words or phrases C One or more message headers contains specifi The Mesccane ic a Meeting Renous Edita condition by clicking an WER EAN uL AoE EEO the condition c words or character sequences i z Policy applies to messages whe The sender is someone If multiple conditions are set choose whether ALL conditions must be met to trigger the policy or if just one is enough Apply policy when all conditions are met Apply policy when any condition is met USER MANUAL Exclaimer Mail Archiver Page 68 Each time a selection is made confirmation of the selection and any further options pg 70 are displayed in the lower pane At least one condition must be set to apply a policy If a condition is not selected the default condition of all messages is used See the conditions options summary pg 70 page for a summary of available conditions USER MANUAL Exclaimer Mail Archiver Page 69 Available Options for Setting Conditions When working with conditions pg 68 for a policy the following options are

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