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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

Importing Mailboxes from Active Directory

As a second step you should now specify individual mailboxes from Active Directory which you plan to archive. You will populate the Archive Manager database with them. Whole groups from Active Directory will be imported in the next step (see the next section “Importing Active Directory groups”). Individual mailboxes, which you are going to import now, will have to be added to some group in Address book Manager to enable automatic archiving (so called jobs) for them (see the section “How to add members to a user defined Archive Manager group”.) Otherwise you will be able to archive emails of an individual mailbox just manually.

To import individual mailboxes from Active Directory:

·Click Launch Mailbox wizard (the second icon of the Address book Manager\Setup\Setup wizard) d-mailbox sync 1

·or, directly in the Address book Manager tool switch to the Mailboxes tab. Right-click inside the list view and from the context menu select Tasks \ Import mailbox wizard.

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When the Import mailbox wizard is started you can choose to:

a)Import from Active Directory – enables you to import mailboxes from selected AD container or subcontainer

b)Import from the Information Store – enables you to import mailboxes from specific Exchange Information Store

c)Search in Active Directory – enables you to search for specific mailboxes in all Active Directory containers. You can even search with an incomplete name if you begin with the asterisk sign (*).

d)Import from Azure AD – enables you to import mailboxes from Office 365 if the Office 365 access is configured under Servers

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Importing from the Active Directory option

Select the option and then click Next.

In the next window you can decide from which container you want to import mailboxes. Click Change button. In the pop-up window expand the Active Directory structure by clicking Open and choose the Active Directory container. You can change also the root in the Domain controller down-drop box.

When selecting different OUs or CNs you will see that the Selected path changes in the dialog.

Finally click the Select button.

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Back in the Active Directory container selection you can select the Search for mailboxes in subcontainers check box to search for mailboxes also in subcontainers. Click Next.

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You will see a list with all active mailboxes found in the respective OU or CN (and in their subcontainers if that was set). Select the check box for users you want to import to Archive Manage for Exchange. We recommend selecting the Archive Manage super-user to be imported with Archive Manager as well. Click Next.

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NOTE: The mailboxes you are already working with (those already populating the Archive Manager database) are highlighted in blue.

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The summary of mailboxes selected to populate Archive Manager appears. Click Next to conclude the mailboxes import.

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When the process finishes, click Close.

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Back on the Mailboxes tab in the Address book Manager tool, you will see the list of mailboxes Archive Manager is working with from this moment on. Notice that you will always see a mailbox called public_NAMEOFEXCHANGESERVER imported. This mailbox actually stands for the public folders of the respective MS Exchange server (the software sees the public folder as a profile). This “mailbox” is always highlighted in blue in the list, so you can distinguish it faster.

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You can repeat the process of importing new users at any time.

Importing from Information Store

If you wish to Import mailboxes from specific Information Stores in Exchange, choose the relevant option – Import from Information Store – in the Import mailbox wizard and click Next.

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Select the Information Store from which you plan to synchronize mailboxes.

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The wizard always displays the complete list of the mailboxes it can find in the respective Information Store. Nevertheless, the mailboxes you are already working with (those already populating the Archive Manager database) are highlighted in blue. As before, you can select the check box of the mailbox(es) you plan to work with and click Next.

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The Summary page will display the mailboxes selected from your Information Store.

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Click Next to start the mailbox import and then click Close to conclude.

Searching for specific mailboxes

This option allows you to search for specific mailboxes based on their name in Active Directory and import them to Archive Manage for Exchange.

In the initial window of the Import mailbox wizard choose the Search in Active Directory option and click Next.

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Click Add. In the pop-up window enter the name of the user you want to find fast in Active Directory and click Find. Notice that the base container to search in is the Active Directory root itself. But you can point to any other container you wish by clicking Change. Choose the desired user(s) and click Select.

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Your user will be displayed in the next window. Select the check box of the user and click Next.

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NOTE: If the window is empty, the name being searched for is not the correct one or you are searching in a container the user does not reside in.

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The Summary page will appear. Click Next.

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When the import has finished, click Close to conclude.

Search for specific mailboxes in Azure Active Directory

This option allows you to search for specific mailboxes by name in the Azure Active Directory and import them to Archive Manage for Exchange.

In the initial window of the Import mailbox wizard choose the Import from Azure option and click Next.

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NOTE: In case of Advanced Authentication for Azure AD, entering username and password is required (for more information see the Office 365 Configuration Details section).

Select the relevant Office 365 Tenant and click Next.

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All accessible mailboxes will be displayed in the list. Blue highlighted mailboxes are already imported in Archive Manager. Select the desired mailboxes and click Next. Then click Finish.

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Importing Active Directory Groups

Importing Active Directory Groups or Distribution Lists is important, too. Your scheduled jobs in Archive Manage for Exchange always apply to groups. It is necessary to have at least one group in Archive Manager (a group created in Archive Manager “user defined Archive Manager group” or an imported Active Directory/Azure AD group) if you plan to use the scheduled processes (jobs) for archiving. If you do not plan to use any of your existing Active Directory Groups or Distribution Lists, the Address book Manager tool helps you create new ones in Archive Manage for Exchange. The groups which Address book Manager can create are not Active Directory groups.

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NOTE: For creating user defined Archive Manager group see the next section “Create a user defined group\Create group by LDAP query”.

To import groups from Active Directory/Azure AD:

·Launch the Group Importing Wizard (use the third step of the Address book Manager\Setup\Setup Wizard)

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·or directly in the Address book Manager tool switch to the Groups tab of the tool, right-click in the list view and from the context menu select Tasks \ Import group wizard.

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You will get the Import/Create group wizard launched. If you plan to import an already existing Active Directory group or Distribution list, click the first radio button Import from Active Directory (or Import from Azure AD), then click Next.

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NOTE: The Create user defined group/Create group by LDAP query option enables you to create in the Archive Manage for Exchange your own groups which are different from the Active directory groups. (See the “Create user defined group” section.)

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In the next window you can decide from which container/Azure tenant you want to import groups.

Only for Active Directory: Click Change button. In the pop-up window expand the Active Directory structure by clicking Open and choose the Active Directory container. You can change also the root in the Domain controller down-drop box.

When selecting different OUs or CNs you will see that the Selected path changes in the dialog.

Finally click the Select button.

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Only for Active Directory: Back in the Active Directory container selection window you can click the Search for groups in subcontainers check box to search for groups in subcontainers of the relevant OU or CN, too.

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For both: Clicking Next will display the list of all the Active Directory Groups or Distribution Lists found in the selected OU/CN/Azure Tenant. Groups you are already working with (those already imported in the Archive Manage for Exchange) are highlighted in blue. Select the check box for the desired groups and click Next.

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In the Default values dialog specify the settings which will be applied when the groups are synchronized with the Address book Manager in the future either automatically or manually:

·Allow update of references - we recommend clicking this check box, so that the reference of the respective groups (e.g. membership changes in Active Directory) will be always updated in the Archive Manager database when the synchronization runs

·Automatically import group members – we recommend un-checking this option unless you plan to populate the Archive Manager database with all Active Directory account members of this group (mailboxes and groups)

·Automatically import mailbox members – we recommend un-checking this option unless you plan to populate the Archive Manager database with all Active Directory accounts with a mailbox that are members of this group.

Click Next.

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NOTE: These settings can be modified for individual groups on the Groups tab of Address book Manager. Right-click the group and from the context menu select Properties. Modify these settings on the Advanced tab.

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The Summary dialog appears. Click Next again to start the groups import.

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When it is finished, click Close.

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Back on the Groups tab of the Address book Manager tool, you will see all the Active Directory Groups or Distribution Lists your Archive Manage for Exchange works with. You can repeat the group importing at any time to add new Active Directory groups in Archive Manager. The already added ones will be highlighted in blue in the list.

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Create a user defined group/Create Group by LDAP query

As mentioned before, you can also create your own grouping in Archive Manage for Exchange.

To create your own group and add it to the Groups tab in Address book Manager:

·Launch the Import group wizard (use the third step of the Address book Manager\Setup \ Setup wizard)

·or directly in the Address book Manager switch to the Groups tab of the tool, right-click in the list view and from the context menu select Tasks \ Import group wizard.

In the Import group wizard select the second option Create user defined group and click Next.

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Give your own Archive Manager group a name.

Only for creating group by LDAP query:

The following settings are displayed only for LDAP query group creation.

Root of Search – use the Browse button to choose the root level for query search

Query String – here define your LDAP query

Query Scope – select if the query should be executed just on the root level (One level Search) or also on subtree starting from the root level (Subtree search)

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Click Next. The Summary dialog will appear. Click Next.

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After your new Archive Manager group is created, click Close to conclude.

On the Groups tab of Address book Manager tool the groups created by LDAP query are highlighted in blue (ARCHIV~1_img379) and user defined Archive Manager groups are highlight in green (ARCHIV~1_img50). Groups created by LDAP query are automatically populated by users/groups satisfying the defined criteria. On the other hand, your new Archive Manager group has no members yet. The process of adding mailboxes to user defined Archive Manager group is described in the following section.

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NOTE: For created groups make sure to check Automatically import group members and Automatically import mailbox members on group Properties/Advanced tab. This will ensure that new members satisfying your criteria will be automatically imported to Archive Manager at synchronization.

How to add members to a user defined Archive Manager group

As described in the previous part, you may have created new group in the Address book Manager which is not an Active Directory group, it is a user defined Archive Manager group. Such groups are highlighted in blue on the Groups tab (see the previous figure). Newly created group has no members. You can add to this group as its members another groups imported to Archive Manage for Exchange or individual mailboxes imported to Archive Manager (see the section “Synchronizing mailboxes from Active Directory”).

To add mailboxes or groups as members to your new created Archive Manager group

Right-click it in the list and open its Properties window.

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Switch to the Members tab of the Archive Manager group Properties window and click Add to add members.

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A list with all mailboxes and groups existing in Archive Manage for Exchange right now will be displayed. Double-click objects in the list to add them to your new Archive Manager group.

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Click OK to conclude. Your new Archive Manager group has now some members. If you want to remove some of them simply right-click them and choose Remove member. Then click OK again.

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In the Properties window on the Member of tab you will be able to see the list of all groups your group is a member of. This is available, of course, both for the user defined Archive Manager groups and for the Active Directory Groups.

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