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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

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.

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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.

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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.

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

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iii.If you have selected Distribution lists with members option, then:
 
On the next page of the Export Wizard you may select the desired 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.

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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 desired 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.

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4.On the next page you may specify the name of the exported file and the place it should 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.

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

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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)

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NOTE: If the data in the report (Excel sheet) is contained in only one column, check if a proper delimiter has been set on the Others tab (see the “Others tab”).

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.

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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.

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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  should be separated by semicolon (;).

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

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

4.On the Reports Types tab specify the desired 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)User Statistics
If you enable the checkbox Exclude deleted/deactivated Users  disabled 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 Disabled, Deleted or Changed by right-clicking the task name under the Notification settings node.

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Public folders tab

On the Public folders tab you can set your general criteria for automated public folder archiving. Public folders are archived in the same way as groups are archived.

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NOTE: It is also possible to archive public folders manually one by one – for more information see the section “Public folders tab (Archive view)”.

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

You are able to see here just those public folders for which the user specified on the Tools/Options/Server settings/Public Folders tab as a “Public Folders owner” has the owner rights. To see all public folders you have to set the super-user (in our case srv_exchange) as a “Public Folders owner” on a Tools/Options/Server settings/Public Folders tab.

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NOTE: The icons of public folders having been activated for archiving are displayed in green.

How to set criteria for archiving a public folder

When you have decided to archive the content of a public folder, you need to specify the criteria according to which emails of that folder will be archived. You may do that through the properties of the folder in question.

There are two ways of setting the criteria for archiving a desired public folder:

·You may either right-click the desired folder and select Properties in the context menu to open the Properties window; or

·You may select the desired folder and then click on the Properties icon on the toolbar following which the Properties window for that specific folder opens.

Steps to set your criteria in the Properties window

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1.In the Properties window, click on the General tab.

On this tab you may activate the archiving option for public folders. Only with this option activated the public folder can be archived via jobs. You can also specify the period after which messages will be archived and a limit-value for the files. Recursiveness is available as well.

Select the Allow to archive members of this group check box, to enable archiving.
In the Retention category down-drop box you can select a retention category which will be used for archiving the public folder. It allows you to archive the public folder with specific retention category. This retention category can be DIFFERENT from the one assigned to a job that will be in charge of the public folder. (The relevant job is specified on the scheduler tab.) Should you select the Use job settings option, the retention category of the job will be used.

In the Archive files older than (days) text box you may enter a number, specifying after how many days you want messages to be archived.

In the Archive files bigger than text box you may enter a number, specifying the minimum size of the messages to be archived; please do not forget to select the proper item from the dropdown list to specify size either in B, KB, or MB.

If you want the subfolders to be archived as well, select the Apply these settings recursively check box.

EXAMPLE: On the figure below we want to archive all messages older than 10 days and exceeding 100KB (also applied to subfolders). Further, the retention category of the job will be used and all settings will be applied recursively to subgroups.

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When you click Apply, the respective public folders are now activated for archiving. In the next step you need to specify a job that would be used for automated archiving. You will do that on the Scheduler tab.

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NOTE: Public folders which have no job assigned to them but with enabled archiving (Allow to archive option) have green icon with an exclamation mark.

2.Switch to the Scheduler tab.

Automated archiving is done via jobs that must be specified beforehand on the Enterprise Manager/Jobs tab. So if no jobs have been defined yet, do so first (See “How to create a job”). Once jobs have been defined on the Jobs tab, you may select the relevant one.

To do so, open the Selected job drop-down list and select a job, for instance 9 pm-archiving. As soon as you select a job, the Schedule interval (in days), Scheduling starts at, as well as Job status text boxes are automatically filled in with that job’s settings.

EXAMPLE: On the following figure we have selected a job called 9 pm-archiving. With the 9 pm-archiving job messages will be archived daily at 20:00 as of June 6th, 2009. The status of that job is Scheduled, which means that the job has not been put on hold and will run at the specified time.

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Click Apply.

3.In the Properties window click on the Classes tab.

Here you can specify the types of email items contained in the respective public folder to be archived/excluded from archiving by default. Message classes archived by default are listed in the Message classes list box. They include IPM.Note (email), IPM.Post (Note in Outlook), IPM.Document (OLE-documents). You may of course remove any of them from that box and thus exclude them from archiving by default. Similarly, you may add additional classes and have them archived by default.

Click on the down arrow next to the Add button to open the drop-down menu. Select the desired item and then click Add.

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The respective item will be added to the list in the Message classes list-box. To confirm, click Apply.

4.In the Properties window click on the Script tab. You may want to modify the script for a public folder, simply to define further conditions.

To display the first script, click Generate. It will be subsequently displayed in the text box below. Now you may modify it to your needs. When you are done, click Apply and then OK to confirm.

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NOTE: A public folder having been set for archiving is displayed green (see below). Folders, where recursiveness is applied, are depicted with an arrow on their icon.

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