Overview

This article answers the query: Why users do not see their emails in Archiver non-Exchange environments, like Microsoft 365 (previously known as Office 365)?

DISCLAIMER: The personal contact information in this article is fictitious and is purely meant for instructional purposes.

Information

Archiver can use either of the following two directory services:

• Microsoft Active Directory
• GFI-Directory (Archiver 2015 or newer)

Archiver relies on data within the directory service while processing and archiving data as well as other areas of the product. For example, when an email is downloaded from the journal mailbox, processed and archived the following basic process is taking place:

1. Determine the sender and recipients from the email.
2. For each address found, query the directory service to determine if a user is associated with the address.
3. When the email is being archived, this information is used to assign ownership information of the email.

For this process to work as intended, it is important that the following basic data is present and correct in User Objects of the directory service:

• [mail] attribute - it should contain the primary email address of the user.
• [proxyAddresses] attribute - it should contain all alias email addresses of the user in the format: SMTP:JohnSmith@domain.com.
• [displayName] attribute - it should contain the name of the user.

Note that [displayName] is not being used throughout the archival process outlined above. However, it is used in other areas. For example, when populating the drop-down lists under the page: Configuration > Access Control

In Microsoft Exchange environments the data mentioned above usually is always present as Microsoft Exchange populates it naturally.

In non-Exchange environments (including Microsoft 365) the data is not necessarily present and must be populated accordingly for GFI Archiver to work as intended.

When using Microsoft Active Directory

The [mail] and [displayName] attributes in Microsoft Active Directory can be edited using Active Directory Users and Computers on a domain controller.

[proxyAddresses] attribute can be added/edited in the following ways:

• If a local Microsoft Exchange server is present, use the Microsoft Exchange tools (for example the Microsoft Exchange Management Console) to add 'aliases'. Microsoft Exchange will populate the data into the [proxyAddresses] attribute of the user object.
• If Microsoft Exchange is not installed in the domain, follow these steps:
  • Start one of the following tools on a domain controller.
    • Start Active Directory Users and Computers on a domain controller.
    • Click on View and enable Advanced Features.
    • Start ADSI Edit.
  • Open the properties of a user object.
  • Switch to Attribute Editor tab.
  • Locate the [proxyAddresses] attribute.
  • Add entries as needed, in the format as illustrated in the example below:
    • SMTP:JohnSmith@domain.com
    • SMTP:JohnSmith@domain.co.uk
    • SMTP:JS@domain.com
    • SMTP:JS@domain.co.uk

If Microsoft Exchange is not installed in the domain, the [proxyAddresses] attribute is not exposed via Global Catalog (GC) servers by default. As GFI Archiver queries a GC by default, the data would not be reachable.

To expose [proxyAddresses] via Global Catalog (GC) servers, please follow the procedure outlined in this Microsoft article to Enable Proxy-Addresses Active Directory Schema Attribute.

When using GFI Directory

If GFI Directory is being used, use web page of GFI Directory to add/edit users as needed. The web page allows adding and editing the mentioned data directly.