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Metalogix Archive Manager for Exchange 8.1.1 - PST Importer Administration Guide

Configuring the settings for manual importing

 

To configure the settings for manual importing:

1.

Run PST Importer (click Start/ Programs/ Metalogix/ Archive Manager Exchange Edition/ PST Importer).

2.

On the Tools menu click Options to open the Options window. Configure the default settings on the Folders, Default, Analyse and Archive tabs as described further.

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Folders tab

 

In the Options window, on the Folders tab (see the screenshot below), specify the default folders that will be used by PST Importer. They are:

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Import folder;

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Error folder;

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Processed folder;

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Log folder.

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What are these folders used for:

Microsoft Outlook data files can reside anywhere on the computer. When opened by PST Importer they are copied from their original location to the Import folder for further processing (importing and subsequent archiving). The Import folder will therefore be the default location for .pst files from where they will be imported to their respective destination mailboxes for subsequent archiving. If after importing (copying) the items to the destination mailbox:

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all items from a desired .pst file are successfully archived, then the respective .pst file is deleted from the Import folder.

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not all items from a desired .pst file are successfully archived (an error occurred during archiving), then the respective .pst file is moved from the Import folder to the Error folder.

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at least one of the items is not handled by Archive Manager (was not archived, but not due to an error), then the respective .pst file is moved from the Import folder to the Processed folder. (This can happen if the option Move not archivable messages to mailbox is not selected on the Default tab. See the section “Default tab”.)

 

The Log folder stores the log files generated by PST Importer. Log files are used for recording all the activities taken on .pst files (e.g. analyze, report).

All the above mentioned folders (Import, Error, Processed, and Log) are created by default under C:\Program Files (x86)\ Metalogix\ MAM4Exchange\ PST. You may, however, select another location while using the Browse button.

On this tab you may specify how log files will be created. Should you select the For each action, create a new logfile check box, then a separate log file will be created for every action (analyze, report). By default, all logs are written into one log file.

When you are done, click Apply.

Analyse tab

 

Let us give a brief description of the Analyze function which is a built-in function.

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The Analyze function helps finding the .pst file “owner” (destination mailbox) automatically, depending on the frequency of occurrences in the sender and recipient list.

The Analyze function reads all sender and recipient information from all e-mails in the .pst file and generates the statistics. A ratio is calculated for each user (recipient, sender) from the respective .pst file. This means that a list of all users is created and the number of messages where the respective user is a sender (From) and the number of messages where the respective user is a recipient (To, Cc, Bcc) is calculated. Then a ratio is produced. The ratio is calculated for each user as follows: the total sum of occurrences in the recipient list and in the sender list divided by the total sum of recipients and senders, as a percentage.

The biggest ratio indicates the highest probability; therefore the user with the highest ratio should be the “owner”, and would be assigned by the Analyze function automatically. In some cases there might be several users whose ratios differ only slightly, and in such cases we want the administrator to choose whom to select as the “owner”.

For that purpose you may specify the Lowest distinguishing ratio (%).

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If the difference between the two highest ratios is higher than the specified lowest distinguishing ratio, then the “owner” (destination mailbox) is assigned automatically;

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If the difference between the two highest ratios is lower than the specified lowest distinguishing ratio then:

 

i)

you will be either prompted to assign the owner manually, if the Always ask option is selected; or

 

ii)

the owner will be assigned by the Analyze function depending on which of the other two options are selected (Take the user who has the most “From” count, or Take the user who has the most “To” count).

IMPORTANT NOTE: THIS HAPPENS IN THE CASE THAT SUCH A USER (MAILBOX) EXISTS ON THE MS EXCHANGE SERVER AND HAS BEEN SYNCHRONIZED WITH ARCHIVE MANAGER; OTHERWISE ITEMS ARE IMPORTED INTO THE DEFAULT OWNER’S MAILBOX!!!

For example, let’s say the Lowest distinguishing ratio (%) is set to 5. If, after running the Analyze function, two users are generated with their ratios differing by 4 or less, then you would be:

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prompted to select the owner, if the Always ask option is selected; or

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the owner will be assigned automatically if any of the two other options are selected (Take the user who has the most “From” count, or Take the user who has the most “To” count).

If you want to control the results of the analysis manually, select the Always ask option; otherwise select one of the two other options and the owner will be assigned automatically.

Select the Always analyze the pst file before import check box to make the analyze process automatic for every manually loaded .pst file.

Default tab

 

On the Default tab please set a default destination mailbox (“owner”) and a default destination folder. These default values will be assigned to all manually loaded .pst files. However, it is still possible to assign another destination mailbox/destination folder to a specific .pst file (see the section “How to set a specific owner/specific folder”).

The .pst file will be imported to the destination mailbox (“owner”), if no other user is selected. To specify the default owner, use the Browse button.

The default destination folder for a .pst file will be chosen as follows:

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If a folder-name is entered in the If no destination folder is selected for a user, this folder will be used as default text box then that folder will be the root folder for the imported .pst file.

NOTE: Even when no such folder exists in the destination mailbox, this application will create it there automatically.

 

IMPORTANT NOTE: It is possible to create a unique folder for every imported .pst file. This is advantageous since items of more .pst files will not be mixed in one folder and user defined sorting will be preserved.

To create this unique folder for every .pst file, enter one of the following tags:

%PSTNAME%

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it will be replaced by the display name of the .pst file

%PSTFILENAME%

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it will be replaced by the file name (without extension) of the .pst file

Example: PST Archive/%PSTNAME%

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If no folder-name is entered in the If no destination folder is selected for a user, this folder will be used as default text box (in other words if this text box is blank), then the If the destination folder is empty, the messages from the PST root folder will be moved to the folder text box turns active. Here you need to specify the folder of the destination mailbox (owner’s mailbox) where the ROOT items of the .pst file (if any) will be imported.

When no such folder exists in the destination mailbox, this application will create it there automatically. NON-ROOT items will be imported to the destination mailbox (owner’s mailbox) to their respective folders (non-existing folders will be created automatically in the destination mailbox).

NOTE: Should you wish to change the destination folder, proceed as described in “How to set a specific owner/ specific folder” section.

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By selecting the Always create the whole folder tree check box you will create the whole tree structure (tree structure of the .pst file) in the destination folder. When this option is not set and the .pst file contains folders with no messages, empty folders will not be created.

The option Move not archivable messages to mailbox controls the handling of non-archivable messages (e.g. already archived, shortcuts, undefined message classes). If this option is set, all non-archivable messages are copied to the destination mailbox. If this option is not set, the non-archivable messages are not copied to the destination mailbox and the .pst file is subsequently moved to the Processed folder when importing is finished.

Select the Clear existing list before new searching option if you want to clear the search results list in the Client PST files window (“How to start searching immediately for .pst file”) every time the new search starts. In this way the old search results will be deleted and only the new ones will be included in the list.

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