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Configuring a Journaling Mailbox

Author: Timothy Parker Updated

Overview

When archiving from a mail server, Archiver needs to connect to a journaling mailbox to retrieve items. This article describes how to create a new journaling mailbox from within the Archiver user interface and how to connect to existing journaling mailboxes.

This article is also useful in case you are getting errors or unable to connect to the Journaling mailbox through Archiver Configuration page - Mail Servers to Archive section.

Prerequisites:

For Microsoft 365, make sure to follow the article Setting up Journaling Mailbox for Archiver with Microsoft 365 before configuring the Journaling Mailbox in Archiver. Please note that Connection to Microsoft 365 is only possible for GFI Archiver v15.1 and above.

 

Solution

 

Configuring a Journal Mailbox

  1. Go to the Configuration tab and click Mail Servers to Archive.
  2. Click Add.
  3. From the Mail Server to Archive Wizard page, choose between the different options:

    mail_servers_to_archive_screen_1.png
    • Select a journal mailbox from the detected journal mailbox list below
      This option is chosen when a journaling mailbox has been created and configured. If so, choose a mailbox from the list of detected mailboxes. For more information refer to Auto-archiving or Journaling Mailbox.
    1. Choose one of the detected mailboxes and click Next.
    2. In the Journal Mailbox Credentials window, click Next to complete setup.
    3. The message Mail Server to Archive configured successfully! displays, click Finish.

  4. Let the wizard create a new journal mailbox to use to start archiving your emails
    Choose this option to automatically create a new Journal Mailbox using the wizard. The new journal mailbox is created on the selected Microsoft®Exchange Server from the list of detected servers.

    NOTE: This feature works only with Microsoft® Exchange Server 2007 Service Pack 2 onwards, and does not work with Microsoft 365.

    1. Choose the Let the wizard create a new journal mailbox to use to start archiving your emails option and click Next.
    2. When prompted, enter the required details for the Journal Mailbox. Available options are:

      Option Description

      Let GFI Archiver create a new journaling user for you to associate the mailbox/es to.

      		 Choose this option if a journaling mailbox has already been configured on a mail server. In the Detected mailboxes field, choose the mailbox database to connect to from the list of detected mailboxes.

      Use existing journaling user to associate the mailbox/es to.

      		 This option is enabled if a journaling user is discovered. If this option is enabled, the discovered journaling user will be associated with the Detected mailboxes.
    3. Click Next.
    4. Provide the required Administrative credentials to complete the setup.
  5. Manually enter journal mailbox details
    Provides the facility to create a new Journal Mailbox while providing all the details required to create such a mailbox. These may include specifying a Mailbox Store, the connection method, ports used and credentials.
    1. When connecting via IMAP, enter the required details for the Journal Mailbox:

      Option Description
      Mail Server

      Shows the detected name of the mail server of where the Journal Mailbox resides. Enter the name manually if no server was detected automatically.
      Connect using

      Defines the connection method used to connect to the Mail Server where the new Journal Mailbox will be created. Choose IMAP - Available only if GFI Archiver is not installed on the same machine as Microsoft® Exchange Server.

      Note that IMAP is not available anymore for Microsoft 365 (Exchange Online).
      IMAP Port The default value is 143. If SSL is not enabled, the connection will be unencrypted.
      Use SSL Click to use SSL and enforce encryption. IMAP Port number automatically changes to 993.
      Login/Password

      Enter a login name and a password used to connect to the selected mail server. It is advisable to use a password set to never expire.

      NOTE: Login names containing spaces are not permitted.
      Folder

      Defines the default folder that is used to journal emails.

      Default value: Inbox.

      Use the language of your mailbox (e.g. Inbox for English or Posteingang for German) or just enter [INBOX]
    2. When connecting via EWS, enter the required details for the Journal Mailbox:

      Option Description
      Connect using EWS

      Defines the connection method used to connect to the Mail Server where the new Journal Mailbox will be created. Exchange Web Services (EWS) is available only for Microsoft® Exchange Server 2007 SP1 or later.
      Login:/Password:

      Enables to enter a login name and a password used to connect to the selected mail server.

      NOTE: Login names containing spaces are not permitted.

      For Microsoft 365 (Exchange Online), the plain password is not accepted, please refer to Configuring EWS OAuth Authentication with GFI Archiver
      Folder

      Defines the default folder that is used to journal emails.

      Default value: Inbox.

      Use the language of your mailbox (e.g. Inbox for English or Posteingang for German) or just enter [INBOX]
      Public Folder Check to mark the folder as public.
      Exchange Server Host

      Choose from the following options:

      • Auto Discovery (Recommended)
      • Manual Host to Exchange/Office 365 CAS - enter the Exchange Server IP address or client access server (CAS) hostname. The CAS is a server role that handles all client connections to an Exchange Server. When connecting using EWS for Office 365, enter the Microsoft 365 hostname.

      Note: Microsoft has now renamed Office 365 to Microsoft 365.
    3. Click Next to continue setup.
  6. Click Finish to finalize Journal Mailbox setup.

 

Testing

After configuring the mailbox connection Administrators can confirm Archiver is able to connect and archive mail by opening the mailbox and reviewing the Inbox. 

  • For example if using Exchange, connect to Outlook Web Access and log in using the configured Journal Mailbox credentials.
  • Navigate to the Inbox
  • Mail should be seen in the mailbox and removed shortly after for every new mail sent through the system that is being Journaled. If the mail is being removed it is being processed by Archiver and sent to the Archive Stores

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