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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

Mailboxes tab

On the Mailboxes tab of the AM administrator can see all mailboxes synchronized with Archive Manage for Exchange. Mailboxes can be deactivated or even purged from AM. If some of your users in Active Directory migrate, their name and/or location is changed, Archive Manager can mirror these changes. Also new mailboxes can be imported to Archive Manager. All the tasks as well as group properties are accessible through the context menu. Further, Mailbox Rights Manager application for individual mailboxes can be opened from the context menu by clicking Permissions.


NOTE: The process of importing individual mailboxes to Archive Manager is described in the Appendix in the section “Importing users to Archive Manage for Exchange”.

Steps to check or specify mailbox settings

1.Open the Address book Manager from the Tools menu bar.

2.Switch to the Mailboxes tab.


NOTE: You can display only filtered list of mailboxes. To do so, click the filter icon (ARCHIV~1_img54) on the toolbar. Create the filter in the same way as on the Groups tab of EM.

3.To open the Properties window for any of your synchronized mailboxes do one of the following:

·double-click the relevant mailbox or

·right-click the relevant mailbox on the Mailboxes tab of Address book Manager and select Properties from the context menu

4.The Properties window opens.


NOTE: In the list view on the Mailboxes tab of the Address book Manager you can see a mailbox called public_NAMEOFEXCHANGESERVER. This mailbox actually stands for the public folders of the respective MS Exchange server. It is always highlighted in dark blue (ARCHIV~1_img60) in the list. Some features accessible for mailboxes are not applicable for this folder.

Mailboxes which are deactivated are displayed in light blue (ARCHIV~1_img61). Mailboxes that are members of several groups are displayed in red (ARCHIV~1_img62).

General tab

·general information (display name, alias, e-mail etc.)

·If Mailbox is activated is unchecked, no archive/restore is possible; mailbox is deactivated

·Checked Mailbox is on legal hold check box puts the mailbox on legal hold; no modification of archived emails is allowed

·In the Mailbox type down-drop box specify if it is normal or journal mailbox

Member of tab

·list of all groups which your mailbox is a member of

Other tab

·Check the Lock this mailbox check box to set this mailbox as read only; the mailbox will not be updated at synchronization

·Creation date is a date when the mailbox was imported into Address book Manager

·Modification date is a date of last mailbox modification

·Mailbox is usually marked as deleted (Mailbox is deleted check box) if the automatic updates cannot find the Active Directory object specified by the LDAP path

·Mailbox size display the size of the mailbox in Exchange Server

·Limit defined on mailbox level and Limit defined on store level display limits set in Exchange Server. If set, Mailbox limit has a higher priority than Store limit


NOTE: The limit is relevant for the mailboxes added onto the Threshold tab (Enterprise Manager/Manager view/Settings/Threshold). For more information see the section “Threshold tab”.


Advanced tab

·The Show button opens window with more detailed information on your server (from registry)

·The Update now button updates mailbox references immediately

·Click the Stats button to open the Mailbox statistics window where you can check number of archived or deleted messages in mailbox folders

·Click the Permissions button to manage the mailbox permission rights. The same settings are accessible also from the Enterprise manager/Tools /Mailbox Rights Manager. For detailed information see the section “Mailbox Rights Manager”.

j-mailbox11 j-mailbox2

Deactivating mailboxes

You can deactivate archiving process for some of your mailboxes, e.g. to reclaim a license or to prevent mailbox from archiving. In that case open the Address book Manager tool and switch to the Mailboxes tab. Right-click the relevant mailbox and select Tasks/Deactivate mailbox from the context menu. No archive/restore is then possible.


NOTE: Mailbox can be activated/deactivated also on the Properties/General tab.


A deactivated mailbox in Archive Manage for Exchange is always displayed with a different icon (ARCHIV~1_img67) and it is highlighted in light blue.

Purging mailboxes

In case you have included by mistake a mailbox in synchronization, you can choose to delete it completely from the Archive Manager database. Right-click the mailbox in the Address book Manager, then select Tasks/Purge mailbox.

The Address book Manager will not allow you to purge any of the Archie Manager mailboxes if it contains at least one email archived. Purging only works for mailboxes in which no email was archived.

Migrating mailboxes

If you have made some radical changes in your Active Directory, e.g. completely migrating the data from a use to another, or building a new parallel Active Directory in a new domain and need to migrate users from your current one to it, you may want to reflect these changes in the Archive Manager database as well.

To migrate an archived mailbox, right-click on it in the Address book Manager on the Mailboxes tab and then select Tasks/Migrate Mailbox.


Then find the migration target new mailbox by typing its name in the Look for name field and then clicking Find.


Finally, highlight your target new user and click Select.


If you really want to migrate, click Yes.

A last notification appears stating what will be changed in the Archive Manager database with regards to the migrated mailbox. Click Yes if you want to accept these changes. The migration terminates, click OK.

Synchronizing mailbox folder permissions

From the context menu on the Mailboxes tab you can synchronize folder permissions for individual mailboxes, i.e. user’s permissions to other users’ mailbox folders are synchronized with Archive Manager database.


NOTE: Mailbox folder permissions can be synchronized for all mailboxes at once as well. To do so, click the Synchronization option on the menu bar of AM. From the down-drop menu select Synchronize mailbox folder permissions option.

Update mailbox

This option allows immediate update of mailbox details and references.

Manual synchronization – synchronization menu

Except automatic synchronization which is set on the General settings tab you can run also manual one in the Address book Manager. Other types of synchronization for various permissions are also accessible. Administrator can run the desired synchronization from the synchronization menu. To open the menu, click the Synchronization on the AM menu bar.

Manual synchronization  of mailboxes and groups

As written in the section General settings – automatic synchronization you can set the synchronization to run in the background to keep groups and mailboxes in Archive Manage for Exchange up to date. However, you can run the synchronization also manually. The manual synchronization can be started only if the automatic synchronization is not running at the moment.

To run the manual synchronization:

In the Address book Manager click Synchronization on the menu bar and choose Synchronize address book from the down-drop menu. The Address book synchronization settings dialog will appear:

p-manual synch

General tab                                                                                Advanced tab


NOTE: The Address book synchronization settings dialog opens with the settings defined on the General Settings tab of Address book Manager. Nevertheless, you may change these settings. In comparison with the General Settings and automatic synchronization, the manual synchronization offers two more options – Change RDN and Allow mailbox migration.

We describe available synchronization settings as they are listed in the dialog one by one further.

Usually, when running manual synchronization to keep the Active Directory consistent with Archive Manage for Exchange, it is recommended to check Allow mailbox update, Allow group update and Refresh references check boxes (see the picture).

Mailbox update rules

In this section you can allow mailbox update when the synchronization runs. We recommend selecting the Allow mailbox update check box, so that the modifications made in Active Directory will also be reflected in the Archive Manager database at the synchronization. Leaving this check box unchecked will preserve the mailboxes in the Archive Manager database, not allowing any modification.

·Force mailbox refresh: if selected, all mailboxes will be checked for changes (regardless of the modification date)

·Change RDN: if selected, the RDN of the mailboxes is subject to change in the Archive Manager database

·Allow mailbox migration: if you have moved mailboxes from one MS Exchange Server to another, this change will be reflected in the Archive Manager database, while this check box is selected

Group update rules

This section helps you define how the Active Directory groups or Distribution Lists will be updated in the Archive Manager database. Leaving the Allow group update check box unchecked will preserve the Active Directory groups in the Archive Manager database without updating.

·Force group refresh: if selected, all groups will be checked for changes (regardless of the modification date)

New group default options

This section will define properties for new Active Directory groups that may be imported at this synchronization in one of two different ways:

·from monitored CNs and OUs (specified on Favorites tab)

·as a subgroups of already synchronized groups.


NOTE: You must allow importing of new subgroups for already synchronized groups. It can be done in Properties window of the respective group on the Advanced tab – Automatically import group members must be checked.

Define settings for new groups:

·Refresh references: it is recommended to select this check box so that references of the group will be always updated in the Archive Manage for Exchange at synchronization

·Automatically import group members: if selected, all members (mailboxes and groups) of the group will be always automatically imported at synchronization

·Automatically import mailbox members: if selected, the synchronization process will always import only the mailbox members of the group

Monitoring Organizational Units

The manual synchronization is also capable of monitoring the Active Directory Organizational Units (LDAP paths) you have defined earlier as your favorites. (See the section “Favorites - LDAP path monitoring”.)

·Include security groups: if selected, all the security groups defined in the favorite LDAP paths will be monitored, i.e. imported into Archive Manager

·Include groups with email address: if selected, only groups with an email address that reside in your favorite LDAP paths will be monitored, i.e. imported into Archive Manager

Log and protocol settings

On this section you can define whether you will use or not a detailed logging of the synchronization. This is done by selecting the Generate detailed report check box. The manual synchronization will always create its log file under C:\Program Files (x86)\ Metalogix\MAM4Exchange\Log.

To proceed with the manual synchronization, click the Start button. You will get a summary of the synchronization while the process concludes.


Additional synchronization types

Besides the Synchronize all option described above, there are four other types of additional synchronization you can run with the Address book Manager (available from the Synchronization menu).

s-synch type

·Synchronize references only – runs a reference update in the Archive Manager database (useful e.g. when group membership changes etc.)

·Synchronize permissions – looks in the Active Directory for mailboxes that have rights set to other mailboxes. These rights will be set in the Archive Manager database too, so that the respective users can access the archived data from the mailboxes to which they have rights. To run this synchronization, Archive Manager for Exchange 64bit Extensions have to be installed on your MS Exchange server (see p.50).

·Synchronize mailbox folder permissions – users’ permissions to other users’ mailbox folders are synchronized with Archive Manager database.

·Synchronize public folder permissions – public folder permissions set for individual users on the MS Exchange Server are synchronized with Archive Manager database. Users then can access items in public folders.

·Reload all data – refreshes data from the database

Manager view

Manager view is an important part of Enterprise Manager. In this view you may define the type of jobs used for automated archiving; global parameters; you may set automated email archiving not only for groups but for individual users (mailboxes) as well, etc. All such settings can be specified on the following tabs: Groups, Settings, Public folders, Jobs, Retention, Post Processing and Locations.

Automated archiving is done via jobs. You, therefore, first need to define jobs (see Jobs tab ). With jobs, archiving is done in the background with predefined settings. We will get to that later. Let us now describe what the above-mentioned tabs are used for.


Groups tab

By clicking on the Groups tab a list of all synchronized groups will be displayed in the left pane. At times when you only want to display some of the groups, it is good to use a filter, especially when the list of synchronized groups is too long.


On the Groups tab you may set your own archiving criteria for each group. Double-click the desired group to open its Properties window. Then, in the Properties window, set your criteria for archiving that specific group on its General, Scheduler, Folders, Classes and Script tabs. (See the section Setting criteria for group archiving.)

Let us first describe how to display only desired groups.


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