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Metalogix Archive Manager for Exchange 8.1.1 - Administration Guide

Getting Started Enterprise Manager Tools Manager view
Groups tab Settings tab Public folders tab Jobs tab Retention tab – Retention Categories management Post Processing tab Locations tab
Archive view Status view Toolbar icons - Description Advanced Search Appendix

Getting Started

This manual gives an introduction to Archive Manager for Exchange Enterprise Manager (hereinafter only Enterprise Manager or EM) – the administrative tool used for email archiving, retrieving and management. It explains how to work with the tool and how to set global as well as specific criteria for automated email archiving

How to read this manual

1.

For basic information, read the Introduction and basic terminology first.

2.

The topic Enterprise Manager will guide you through the structure of Enterprise Manager.

3.

Then read the topic Global archiving settings describing how to specify your settings for archiving.

4.

As a next step you will need to specify:

·the retention time, i.e. time for which your emails should be archived (see the section Retention tab)

·jobs, i.e. scheduled tasks executing automatic archiving (see the section Jobs tab ).

5.

Then define other settings according to your needs and company policy.

The Advanced Search section at the end of the manual deals with searching in archive. Except searching for desired items in archive, Archive Manager for Exchange Advanced search feature includes exporting of found data to mailbox or PST file.

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NOTE: Use the Table of Contents to quickly find sections and information you need. The manual is based on the structure of Enterprise Manager.

Prerequisite knowledge

Working knowledge of MS Exchange Server 2010/2013/2016/2019 and of MS Outlook is a must.

Super-user

When installing Archive Manage for Exchange we mentioned that our software will be running under a super-user having been assigned special rights (see “Archive Manager for Exchange - Advanced Install”). In this manual we will be referring to the super-user as well; this super-user will be referred to as srv_exchange user.

Introduction and basic terminology

Archive Manager for Exchange archiving solution offers long-term storage of emails with easy search and retrieval capabilities saving the space on the MS Exchange Server. Basically, it replaces the email on the MS Exchange Server with a link or a “shortcut” of a configurable size and saves the email on an external storage devices such as HDD, Jukebox Systems (AMASS and Pegasus), tape, EMC Centera, DVD, CD_ROM, SAN, NetApp, JVC and thus releasing the space on your mail server up to maximum.

There are two methods of archiving (i.e. replacing the email with a shortcut) available with Archive Manage for Exchange:

Manual archiving (Archiving of individual emails one by one in Enterprise Manager/Archive view.)

Archiving by scheduled tasks – JOBS (Administrator can set the specific criteria for archiving: groups of users that are to be archived, mailbox folders that are to be archived, retention times for which the emails will be stored etc. Scheduled archiving then runs in the background with pre-defined settings.)

Individual users themselves are still able to work with their archived emails as with any other non-archived emails. Moreover, having the Archive Manager Client AddIn installed they can archive and restore their emails as well. Accessing emails over the Internet is possible using the Archive Manager OWA support. ArchiveWeb is used for working with archived emails. In this way they are accessible even if the MS Exchange Server is down.

Enterprise Manager as an Archive Manage for Exchange application provides you with many more useful features. Manual archiving as well as manual restoring of emails is available together with email and shortcut recovery and repair. The optional full-text search engine is a valuable feature which enables you to search through emails and their attachments.

Global settings apply if no specific settings are selected. With Global settings you will easily configure the most basic archiving parameters as compression of archived files, default retention category, shortcut size and others.

Time for which your emails are stored is set via Retention categories. To store emails for various time periods you can archive them under different retention categories.

To secure load balancing, more Archive Manager archive servers can be installed. In this multiple server environment servers are distinguished by their Location ID.

Administrators will appreciate possibility to implement their individual requirements for archiving through Scripts.

Post Processing allows customer specific tasks to run on archived emails.

It is generally understood that backup of the data is essentially important. With Archive Manage for Exchange it can be done “on the fly” as our software is able to store items in two different locations at the same time (see “Multiple saving in HSM” document). Then in case of any unforeseen circumstances you have a disaster recovery plan and no loss of data.

Enterprise Manager

In Enterprise Manager (EM) you can set many useful criteria for automated email archiving. With the use of EM you can specify when, in what way, and which of the groups of mailboxes will be archived automatically. Archived items can be retrieved and restored anytime.

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NOTE: In Enterprise Manager mailboxes are displayed with a unique ID number – the mailbox ID (in square brackets). It is useful in cases when two mailboxes have the same display name. This will help administrator identify the correct mailbox.

Before archiving with Enterprise Manager

Before archiving with EM all users and groups whose mailboxes you plan to archive need to be synchronized with Archive Manage for Exchange Server (see “Installation Guide for Archive Manage for Exchange”). Keep in mind that archiving cannot be applied to emails received by mailboxes that were not synchronized with the Archive Manager Server.

The synchronization process can be automated, i.e. the synchronization can be scheduled in the Enterprise Manager\Tools\Address book Manager and can run in the background (see “Installation Guide for Archive Manage for Exchange”).

When mailboxes are synchronized with Archive Manager Server you may start archiving with Enterprise Manager.

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NOTE: The archiving services are configured to run automatically (service type set to “Automatic” in Start\Settings\Control panel\Administrative tools\Services) and some of them are running under the super-user account. If some services are not started, it is necessary to start them manually using the included Start.bat batch file under C:Program Files (x86)\ Metalogix\MAM4Exchange\Tools. If it does not help, please review the event log entries (Start\Control panel\Administrative tools\Event viewer). The most common problem of not starting services is the incorrectly configured identity – in this case either run an update (repair) of the Archive Manage for Exchange setup or correct the service identities manually (using Start\Programs\Administrative Tools\Computer Management).

The structure of Enterprise Manager

Run EM (click Start\Programs\Metalogix\Archive Manager for Exchange\Enterprise Manager or run it from C:\Program Files (x86)\ Metalogix\MAM4Exchange\Applications\ EnterpriseManager\ PamEnterpriseMan.exe). This will open the Enterprise Manager window.

As default you can run the EM only with the super-user account that was specified during the installation. If you try to run EM while logged on with different user, the notification dialog appears. It will inform you that your user does not have enough permission to log on:

a-logon failed

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IMPORTANT: In case of Office 365, run the EM with the super-user under which Archive Manager has been installed (i.e. the user under which MAM services run).

You can grant logon permissions to users in EM on the Tools/Options/User Roles tab (see the section Global archiving settings). Those users will be also able to run the EM and manage archiving.

There are three different views in Enterprise Manager:

·Manager view

·Status view

·Archive view

Switching between them is easy:

1.Press CTRL 1, CTRL 2 and CTRL 3 or

2.Click the respective icons in the lower left corner in EM

or

Open the View menu and select Manager, Status, or Archive.

a-view

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NOTE: Enterprise Manager opens by default in Manager view.

EM can run in Full Access or Read-only mode. In the Read-only mode the configuration is locked, but Archive management (Archive view) is not affected. So even in read mode you can manually archive/restore. Only settings cannot be changed.

Manager view

This is the most important view. It is used to configure AUTOMATED ARCHIVING done by jobs. Later you will learn how to define jobs and other helpful settings.

On the figure below some of the groups are displayed in green. Green color indicates that groups have been enabled for automated archiving.

b-manager

Status view

By selecting Status view you will display information on current version of Archive Manager, status of Archive Manager (MAM) services (running, stopped…), logged on users, database, HSM Store etc.

c-status

Archive View

This view is reserved for MANUAL ARCHIVING and RESTORING, i.e. for archiving/restoring of individual items one-by-one. Archiving/restoring of a specific folder or mailbox is also available.

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NOTE: Restoring = item from archive is copied back to Exchange server.

d-archiver

Toolbar icons

On the toolbar you will find a set of icons, through which you can access almost every standard command and function. They are accessible depending on what view you have selected and what you are working with at the time (e.g. Manager view, Groups tab, etc.). Those icons were designed specifically to enhance productivity and save time by easily pinpointing a specific command.

Toolbar icons include (in this order): Properties, Refresh, Copy settings, Paste settings, Remove, Create new job, Schedule job, Stop job, Archive, Restore, Advanced search and Open Address book Manager. We will describe each of them when they are accessible in different views and on different tabs. A comprehensive description can be found in the chapter Toolbar icons - Description.

e-toolbar

Toolbar icons

Change Server

Via Enterprise Manager administrator can connect to and administer also other Archive Manager servers, if such are installed. To do so, on the Session menu click Connect to server. New window pops-up. Switch to Remote host and enter the name of the server you want to connect to in the Server name combo box. Then click OK.

f-changeServer

 

To access the server installed on the local computer, switch to Local host and click OK.

Help Menu

The Help option on the menu bar provides access to different info dialogs and features:

·About – provides information on product version

·License – provides information about license, its limit and expiration date

·Support – provides link to Knowledge base on Quest website or directs you to our online support

·Setup Wizard – opens initial setup wizard (for more information see the “Archive Manager for Exchange Installation Package Guide”)

 

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