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Metalogix Archive Manager for Exchange 8.1.1 - SMTP Guide

Introduction

SMTP feature enables processing of messages from external email server (O365, Gmail, Exchange, etc.) into Archive Manager.

SMTP feature activation has the following phases:

·configure external email server to redirect incoming messages to SMTP service of Archive Manager

·install the SMTP feature (see the Installation section further)

·configure the SMTP feature in the Configuration tool (see the Configuration section further)

SMTP Service will wait for incoming connection from external email servers (IP address of external server and external domain are specified during SMTP feature configuration). Archive Manager can enable or disable SMTP feature on mailbox level via Manage SMTP dialog box in Addressbook Manager. If SMTP feature is disabled for given mailbox, incoming message to given recipient will not be archived. If SMTP feature is enabled for given mailbox, incoming message to given recipient will be archived. No need to include the mailbox in any group or configure a job for it. The default retention category will be used at archiving.

The changes introduced in version 7.4.102:

·Ability to archive emails in 'Journal' mode.

'Journal' mode means that all incoming messages are archived into the mailbox defined as archive/journal mailbox.

 

Office 365 Configuration

 

O365 needs to be configured first to enable sending of email messages to SMTP service for Archive Manager. This part describes basic steps to enable flow of emails from Exchange Online (Office 365) to Archive Manager SMTP. The process consists of 3 main steps>

 

A.Setting up the connector from Office 365 to AM SMTP service

B.Setting up the rule to send emails from Office 365 to SMTP service

C.Creating a domain certificate

 

A. How to set up the connector from Office 365 to AM SMTP service

1.To create a connector in Office 365, go to the Exchange admin center, click mail flow, and click connectors.

2.To start New connector wizard, click the plus symbol +. On the first screen, choose the options that are depicted in the following screenshots:

 

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Note: Domain of Archive Manager SMTP mailbox (all messages sent to this domain will be sent to AM SMTP service). In this case, o365answers.com is domain created for O365 journaling in O365 environment.

 

 

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Note: Smart Host is IP address or FQDN of a server with AM SMTP service.

 

 

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Note: If the option “Always use Transport Layer Security (TLS) to secure the connection” is checked, it is necessary to allow and configure TLS in AM SMTP service otherwise AM SMTP service will not receive any email from Office 365.

 

Note: For development and test environments it is not necessary to use a certificate issued by a trusted certificate authority. Check chapter 6 to see how to create domain certificate.

 

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Note: If the option “Always use Transport Layer Security (TLS) to secure the connection” is NOT checked, it is not necessary to configure TLS in AM SMTP service. However, AM SMTP service is able to receive emails although TLS is configured (Exchange Online uses opportunistic TLS).

 

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Note: Office 365 requires TLS to be configured to validate the  connector.

 

Note: If the connector does not validate, double-click the message displayed to get more information, and see Fixing connector validation errors for help resolving issues.

 

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B. How to set up the rule to send emails from Office 365 to SMTP service

 

1.To create a rule in Office 365, go to the Exchange admin center, click mail flow, and click rules.

2.To start New rule wizard, click the plus symbol +. On the first screen, choose the options that are depicted in the following screenshot.

 

 Note: The rule defined on the screenshot sends all emails to AM SMTP service as BCC.

 

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C. How to create a domain certificate

 

A domain certificate is an internal certificate that does not have to be issued by an external certification authority (CA). If your Windows domain has a server that acts as a CA, you can create a domain certificate. This approach helps you reduce the cost of issuing certificates and eases certificate deployment.

 

To create a domain certificate follow the steps described below:

 

1.Open IIS Manager and navigate to the level you want to manage. For information about opening IIS Manager, see Open IIS Manager (IIS 7).

 

2.In Features View, double-click Server Certificates.

 

3.In the Actions pane, click Create Domain Certificate.

 

4.On the Distinguished Name Properties page of the Create Certificate Wizard, type the following information and then click Next.

 

·In the Common name box, type a name for the certificate.

 

·In the Organization box, type the name of the organization in which the certificate will be used.

 

·In the Organizational unit box, type the name of the organizational unit in the organization in which the certificate will be used.

 

·In the City/locality box, type the unabbreviated name of the city or locality where your organization or organizational unit is located.

 

·In the State/province box, type the unabbreviated name of the state or province where your organization or organizational unit is located.

 

·In the Country/region box, type the name of the country or region where your organization or organizational unit is located.

 

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5.On the Online Certification Authority page, in the Specify Online Certification Authority box, type the name of a certification authority (CA) server in your Windows domain, or click Select to search for a CA server in the domain.

 

Note: The Select button will be enabled only if a certification authority is correctly configured and exists on the domain.

 

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6.In the Friendly name box, type a friendly name for the certificate and then click Finish.

 

MS Exchange Server 2013, 2016 and 2019 Configuration

Your MS Exchange Server 2013, 2016 and 2019 needs to be configured first in the Exchange Admin Center to enable sending of email messages to SMTP service for Archive Manager. Configuration of Exchange 2013, 2016 and 2019 consists of following steps:

1.Configuration of Send connector

2.Rule configuration for relay of messages to SMTP service for Archive Manager

3.Test of communication between Exchange 2013, 2016 or 2019 and SMTP Service for Archive Manager

 

Configuration of Send connector

 

Log in to the Exchange Admin Center. Click mail flow/send connectors. Send connector can be created by clicking plus sign (+). In the pop-up dialog enter name for connector, e.g. AM_CONNECT, and under Type choose Custom. Then click Next.

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Choose Route email through smart hosts option and click plus sign (+) to add new smart host. Then enter IP address where SMTP service for Archive Manager is installed. Click Next.

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In the next dialog select None.

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Next define address space for the new send connector by clicking the plus sign (+). Make sure the domain name is in accepted domain in SMTP Service tabs in Configuration tool of Archive Manager (see the Configuration section). Click Next.

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To finish setup of the new send connector specify source by clicking the plus sign (+) and choose your Exchange server as a source. Finally click Finish.

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After successful creation of send connector, new send connector will be displayed in send connectors list.

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Rule configuration for relay of messages to SMTP service for Archive Manager

Now switch to the rules list of the mail flow section. To configure new rule click the plus sign (+). Next choose a name for your rule. Then in the drop-down select Apply to all messages and in the second drop-down select Bcc the message to.

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Next it is necessary to select email where the bcc copy will be sent to. Click the Select people next to drop-down with the Bcc the message to... option. Specify email address from domain used in the previously configured send connector. In our case the domain is: 40demo2.com. Hence the selected account is administrator@40demo2.com. Click OK to finish.

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Click Save to finish the setup of rule and save. A confirmation question will appear. Click yes to confirm creation of rule.

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Test of communication between Exchange 2013, 2016 or 2019 and SMTP Service for Archive Manager

To test communication with MS Exchange Server 2013, 2016 or 2019 one can use WireShark application with filter to port 25 (Default SMTP port). After downloading and running WireShark application it is necessary to filter network communication only to port 25. To do this click Capture menu and Options like in picture below.

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In the Capture Filter write tcp port 25 and click Start.

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Final step of test is creating and sending of test email from outlook or OWA. If everything was setup correctly, smtp communication will be shown as in the picture below.

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Installation

To enable Archive Manager to use the SMTP feature, it must be installed and configured in the domain where Archive Manager is installed.

Prerequisites

§.NET Framework 4.5

§Windows Server 2008 R2 SP1 and higher

§Archive Manager for Exchange 7.2 and higher in the environment

§Database in the environment (MS SQL Server 2008 and higher or Oracle 11g, 12c or 18c)

Steps to install the SMTP service

1.Locate and run the SMTP.exe setup file. For example, the default folder is C:\Metalogix\Archive Manager Installation Package\SMTP setup. The Welcome page of the Archive Manager Service install wizard.

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2.Click Next. The License Agreement page appears.

3.Click Yes to accept the License Agreement. Optionally, you can click the Print button to print the agreement.

4.The Choose Destination Location page appears.  Click Change to alter the destination location if necessary.

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5. Click Next. The Logon Information page appears.

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6.Enter the account details of a user who is authorized to run the SMTP service. It is recommended to use the account information of the super-user that was used to install Archive Manager for Exchange.

7.Click Next. The Windows Firewall Exceptions page appears if the Windows Firewall is active on your computer.

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8.By default, the Allow to add Metalogix services to the Windows Firewall Exceptions List is checked. This will allow critical services to communicate with the SMTP service. If you uncheck the check box, critical services may not be able to communicate through the firewall.

9.Click Next. The Ready to Install page appears.

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10.Click Install to begin the installation. If you want to review or change the installation settings, click the Back button. To exit the wizard click Cancel.

11.The SMTP feature will be installed. Click Finish and continue with configuration.

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