Archive Manager for Exchange 8.6 - Administration Guide

Archive size report

From time to time, administrators may must know the status of users’ mailboxes, just to get an overview of the entire size of mailboxes in the HSM store. For that purpose they may easily create reports containing all relevant data.

When clicking on the Archive size report tab for the first time there will be no mailboxes displayed.

To display all mailboxes, click Calculate. The list of mailboxes will be displayed in the right pane, including message size, archived size, archived size uncompressed, shortcut size, and the limit of mailboxes as well. Mailboxes can be sorted simply by clicking on the respective column headers (Object, Message size, Archive size, Archive size uncompressed, Shortcut size, and Limit).

To get an overview, create a report by clicking Export. The Export Wizard window will open with three options to choose from: All mailboxes, Filtered mailboxes, or Distribution lists with members, depending on whether you want to create a report including all the mailboxes, only filtered mailboxes, or distribution lists with members only. Detailed explanation is given in subsequent section.

How to create a report for all mailboxes, filtered mailboxes and distribution list

To get an overview of the HSM store, create a report by following these steps:

1.In Manager view, click on the Settings tab, and then on the Report tab.

2.Click on the Export button to create a report. On the first page of the Export Wizard, select:

a)All mailboxes option and then click Next.

b)Filtered mailboxes option and then click Next.

c)Distribution lists with members option and then click Next.

i.If you have selected All mailboxes option, go to step 3.

ii.If you have selected Filtered mailboxes option, then:
In the Define a filter window that opens simply click on the Filter button to either create a filter or select an already created one listed in the Selected filter list-box.

In the Filter window that pops up:

·either select an already existing filter in the Select filter dropdown box and then click OK;

·or create your own by choosing RDN/ALIAS/DISPLAYNAME/EMAILADDRESS in the first dropdown menu, =/STARTSWITH/ENDSWITH/CONTAINS in the second dropdown menu, and entering text in the text box next to the Add button.

Then click on the Add button. If you want to combine some other conditions, simply use brackets and logical operators and confirm by clicking Add.

The resulting filter will be displayed in the text box below. To check the syntax, simply click on Check Syntax. Click Save to give this newly created filter a name, and confirm by clicking OK.

The resulting filter will be displayed in the Selected filter list box. Click Next and proceed to step 3.

iii.If you have selected Distribution lists with members option, then:
 
On the next page of the Export Wizard you may select the groups for your report. Simply select appropriate items in the Available Distribution lists list box and click the left-to-right arrow button. The respective items will subsequently be moved to the Use these DLs in this order list box.

·To include all groups, click on the left-to-right double-arrow button.

·To remove some of the groups and have them not included, select the respective item in the Use these DLs in this order list box and then click on the right-to-left arrow button.

·With the Move up and Move down buttons simply organize your report to your needs. Groups will be displayed in the report (Excel sheet) exactly in the order as specified in the Use these DLs in this order list box.

When you are satisfied with the list of groups listed in the Use these DLs in this order list box, proceed by clicking Next.

3.On the Choose output fields page in the Export Wizard you can select fields for your report. Simply select the item in the Available fields list box and click the left-to-right arrow button. The item will subsequently be moved to the Use these fields in this order list box.

·If you want to include all the fields in the report, click on the left-to-right double-arrow button.

·If you want to remove some of the fields and have them not included in the report, then select the respective item in the Use these fields in this order list box and then click on the right-to-left arrow button.

·With the Move up and Move down buttons simply organize your report to your needs. They will be displayed in the report (Excel sheet) exactly in the order as specified in the Use these fields in this order list box.
When you are satisfied with the selection of fields and their order, proceed by clicking Next.

4.On the next page you may specify the name of the exported file and the place it must be saved to. Just enter the path and appropriate name in the Select output file text box; or click on the Browse button to select the appropriate folder.

5.Then click Finish to see the full path displayed, including file-name.

6.By clicking on the Details button, the details will be displayed. Click OK.

7.Having created the report, open it directly from the place you saved it to. (In our example from C:\export.csv)

Notification settings

This feature has been designed to notify the users, preferably administrators, about circumstances leading in some cases to critical situations. Depending on the type of confidence level, alert messages (notification) will be sent to recipients added onto the Notification settings tab.

You may specify which user will be sending notifications. Simply right-click the Notification settings node in the left pane and in the context menu click Notification settings.

In the Notification Settings window specify the SMTP server (Port and use of SSL as appropriate) and the Sender (User and password are optional). When you are done, click Apply and then OK. The sender you have specified will be sending alert notifications. These settings will be displayed in the right pane.

Once the sender is defined,  follow the steps below to configure several notification tasks:

1.Right-click the Notification settings node and select Add Notification Task.

2.In the Task Settings window define the Task name and Recipients e-mail. Several recipients  must be separated by semicolon (;).

It is possible to Send test mail by clicking the link.

3.Then click the Scheduler tab where sending notification can be scheduled.

4.On the Reports Types tab specify the reports:

a)License Usage
The Report contains the licensed mailboxes, mailboxes in use and the maintenance information. If the customer is over the license limit or the maintenance is expired, this information will be displayed in red font in the email.

b)Usage Statistics
If you activate the checkbox Exclude deleted/deactivated user accounts then deactivated user accounts will be excluded from the report.

c)Archive Statistics

For example:

a.The scheduler is set up to 8 PM, and the interval is one day. You intend to have a statistic for the last 24 hours. So you will generate the statistic for the last 24 hours beginning at 8 PM

b.The scheduler is setup up to 8 PM, and the interval is 4 hours. You intend to have a statistic for the last 4 hours. So you will generate the statistic for the last 4 hours (statistic between 4 PM until 8 PM). The next job run is at 12 PM. So you will generate the statistic for the last 4 hours (statistic between 8 PM until 12 PM)

c.The scheduler is setup for 6 PM, and the interval is one week. You intend to have a statistic for the last 7 days. So you will generate the statistic for the last 7 days by hours. The next job run is at 6 PM one week later.

5.Individual tasks can be Deactivated, Deleted or Changed by right-clicking the task name under the Notification settings node.

Public folders tab

From the Public folders tab you can set your the criteria for automated archiving of emails in the public folders. Public folders are archived in the same way as groups are archived.

To display public folders, click on the Public folders tab in Manager view. Then expand the tree structure in the left pane.

Select any public folder to view the properties in the right-hand pane.