Set up ArcTitan Email Archiving on Microsoft Exchange






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Set up ArcTitan email archiving on Microsoft Exchange

Configuring ArcTitan for Microsoft Exchange

ArcTitan can be integrated with Microsoft Exchange using either SMTP or IMAP Journaling

SMTP Journaling – Exchange is configured to push emails to ArcTitan’s in-built SMTP server
IMAP Journaling – ArcTitan is configured to retrieve emails from MS Exchange using IMAP (ArcTitan has an in-built IMAP client optimized for archiving)

SMTP archiving is the recommended method as it offers superior performance and reliability.

The above methods are concerned with archiving emails (not folders, calendar and contact info). To synchronize folder, calendar and contact data, refer to Folder Sync instructions.

Exchange SMTP Journaling

MS Exchange Configuration – Configure MS Exchange to forward copies of all mails to ArcTitan via the SMTP protocol for either:

a) Exchange 2013
b) Exchange 2010+
c) Exchange 2007
d) Exchange 2003

Note: After setting up SMTP journaling, it can take 5 – 10 minutes, before Exchange will begin sending emails to ArcTitan.

Exchange 2013 SMTP Journaling Setup


Setup Journaling

Login to the Exchange Control Panel by opening the browser at https://[exchange ipaddress]/ecp
From the Exchange Admin Center
Click compliance management in left menu
Click journal rules in top right menu
Click the + icon
Enter journal in the name field
In the field that says “journal the following messages..”, select “All messages”
In Send journal reports to field, enter archive@companyname.arctitan.com (substitute companyname.arctitan.com with the FQDN of your ArcTitan server)

Note: Your instinct will be to enter an email address above. This is wrong! The domain suffix must be the fully qualified domain name (FQDN) of the ArcTitan server.

Click Save to change changes
Accept “Do you want this rule to apply to all future messages”

Note: Ensure that the archive email address specified has a domain suffix that resolves to the ArcTitan server IP address. For example, in the above example, companyname.arctitan.com must resolve to the IP address of the ArcTitan server.

Create a Send Connector

  1. Select Mail Flow and then Send Connectors
  2. Click + to add a new send connector
  3. Enter ‘ArcTitan’ in the Name field
  4. Select Custom for the Type option
  5. Click Next
  6. Under Network settings, select Route mail to smart host
  7. Click + to add a new smart host
  8. Enter the fully qualified domain name of the ArcTitan server (e.g. companyname.arctitan.com). Click Save
  9. The new host should be listed under Smart Host in the New Send Connector Window. Click Next
  10. Select None for the Smart host authentication option. Click Next
  11. Click + to add a new address space. Enter the fully qualified domain name (FQDN) of the ArcTitan Server. Click Save
  12. Leave “include all subdomains” unchecked. Click OK, Then Next
  13. Select “Route mail through the following smart hosts”. Click Add
  14. Select IP Address. Enter the IP address of the ArcTitan server. Click OK. Click Next
  15. Leave smart host authentication settings as None. Click Next
  16. Choose the hub transport servers that apply (if necessary)
  17. Preview Configuration Summary. Click Finish

Adjust Maximum Message Size
By default, the maximum send message size for the Connector is set to 10 MB. This is far too low for most journaling applications

To change this:
Open the Exchange Management Shell
Enter the following command to the set maximum send message size: Set-SendConnector “ArcTitan Connector” -MaxMessageSize “200 MB”
Enter the following command to verify the maximum send message size is 200 MB: Get-SendConnector “ArcTitan Connector” |fl MaxMessageSize

Disable Non Delivery Reports (optional)
Open the Exchange Management Shell.
Enter the following command to disable NDRs
Set-RemoteDomain -NDREnabled $false (replace with the FQDN of the ArcTitan server [e.g. companyname.arctitan.com]

Exchange 2010 SMTP Journaling Setup

Create Mail Contact

  1. Click Start > All Programs > Microsoft Exchange Server 2010 > Exchange Management Console
  2. Select the Microsoft Exchange On-Premises instance
  3. Select Recipient Configuration
  4. Below the Recipient Configuration, select Mail Contact
  5. In the Action pane to the right, select New Mail Contact
  6. In the create mail contact dialog that appears, select New Contact
  7. Enter “journal” for the new contact name and fill out the rest of the required information
  8. Select Edit aside the new contact’s external e-mail address
  9. A dialog appears prompting for an external email address. Enter the equivalent of “archive@companyname.arctitan.com” – Note: Do not enter an email address. The domain suffix must be the fully qualified domain name of the ArcTitan server.
  10. After entering the address, click OK. After returning back to the new contact dialog, select Next
  11. Select new to create the New Mail Contact
  12. After clicking New, the New Mail Contact will be created
  13. Click Finish to return to the Exchange Management Console

Note: Ensure that the archive email address specified has a domain suffix that resolves to the ArcTitan server IP address. For example, in the above example, companyname.arctitan.com must resolve to the IP address of the ArcTitan server.

Enable Standard Journaling

  1. Click Organization Configuration, thereafter Mailbox
  2. In the Database Management tab to the right, select the database for which journaling must be enabled
  3. Right click on the database and select properties
  4. A new window appears. Select the maintenance tab and then select Browse
  5. Click the Journal Recipient and then browse to the New Mail Contact created previously
  6. Click OK

Create a Send Connector

  1. Open the Send Connector tab under Server Management->Hub Transport option
  2. Right-click in the empty space and select new Send Connector
  3. Ensure intended use field is set to custom
  4. Enter the ArcTitan in Name field, then click “Next.”
  5. Click “Add” in the address space window
  6. In the address field, enter the fully qualified domain name of the ArcTitan server (e.g. companyname.arctitan.com)
  7. Select “Route mail through the following smart hosts”. Click Add
  8. Select IP Address. Enter the IP address of the ArcTitan server. Click OK, then Next
  9. Leave smart host authentication settings as None. Click Next
  10. Choose the Hub Transport Server’s that apply. Click Next
  11. Preview Configuration Summary. Click New

 

Exchange 2007 SMTP Journaling Setup

Create Mail Contact

  1. Start the Microsoft Exchange Console
  2. Expand Recipient Configuration, then select Mail Contact
  3. Open Mail Contact item
  4. In right actions pane, click New Mail Contact
  5. In Name field, Enter ArcTitan
  6. In Email Address Field, Enter the equivalent of ArcTitan@companyname.arctitan.com

Hub Transport

Click New Journal Rule
Enter “ArcTitan” for the Rule Name
Next to “send journal reports to email address:”, click Browse and select “ArcTitan” Mail Contact created earlier
Ensure Scope is set to Global
Check Enable Rule
Click New

If no emails arrive, please follow the Archiving Stopped troubleshooting steps.

Exchange 2003 SMTP Journaling Setup

Create Mail Contact

  1. Open the Active Directory Users and Computers by selecting Start > All Programs > Administrative Tools
  2. Right click Users and select New, then select Contact
  3. In the New Object – Contact window, type “ArcTitan” in the First name field, “Archive” in the Last name field. Click Next
  4. Select Create an Exchange email address checkbox. Click Modify
  5. Select SMTP Address in the New E-mail Address window and then click OK
  6. In the E-mail address field on the General tab of the Internet Address Properties window, enter the equivalent of ArcTitan@[FQDN of ArcTitan server]) (for example, ArcTitan@companyname.arctitan.com)
  7. In the Internet Address Properties window, click the Advanced tab
  8. Check the box for Override Internet Mail settings for this recipient
  9. Under Message Format: check the radio button for MIME
  10. Under Message Body: check the radio button for Plain Text, and then click OK
  11. The Internet Address Properties window closes. Click Next
  12. Click Finish.

Create SMTP Connector

  1. Open the Exchange System Manager window by selecting Start -> Programs -> Microsoft Exchange -> System Manager.
  2. In the left-hand menu, right-click Connectors
  3. Select New and then select SMTP Connector
  4. In the Properties window, type “ArcTitan Archive” in the Name field
  5. Select Forward all mail through this connector to the following smart hosts. Type the IP Address of the ArcTitan server into the resultant field
  6. Within the Local Bridgeheads section, click Add. The Add Bridgehead dialog box displays. Select the server in which you would like to name the bridgehead. Click OK to close the dialog box
  7. In the Properties window, click the Address Space tab. Click Add
  8. Select SMTP in the resulting Add Address Space dialog box. Click OK
  9. In the Email Domain field of the Internet Address Space Properties dialog, enter fully qualified domain name (FQDN) of ArcTitan server (e.g. companyname.arctitan.com). Type 1 in the Cost field. Click OK to close the dialog box
  10. The FQDN of the ArcTitan server is displayed in the Properties window. Only this item should be selected in the Address Space field
  11. In the Properties window, click the Advanced tab. Click Outbound Security
  12. Make sure TLS encryption checkbox is unchecked, in the resulting Outbound Security dialog box. Click OK to close the dialog box
  13. Click OK to close the Properties window.

Activate Journaling

  1. Open the Exchange System Manager window by selecting Start -> Programs -> Microsoft Exchange ->System Manager
  2. In the left navigation menu, select Servers, select your server name. Thereafter, select the Storage Group that contains the mailboxes to which journaling should be applied
  3. In the right-hand content frame, right-click the Mailbox Store you wish to apply journaling, from within the list. Select Properties in the drop-down menu
  4. In the Mailbox Store Properties window, select the Archive all messages sent or received by mailboxes on this store checkbox
  5. In Select Recipient dialog box, type the name of the Journaling Mail Contact created earlier. Click OK
  6. The Journaling Mail Contact appears within the Mailbox Store Properties window. Click OK to close the window

Disable Non Delivery Reports (NDRs) For ArcTitan

  1. Open the Exchange System Manager window by selecting Start -> Programs – > Microsoft Exchange -> System Manager
  2. Expand the Global Settings folder in the left navigation menu. Right-click Internet Message Formats. Select New and then select Domain
  3. In the General tab of the Properties window, enter the fully qualified domain name of the ArcTitan server (e.g. companyname.arctitan.com)
  4. In the Message Format tab of the Properties window, select the MIME and “Provide message body as plain text” radio buttons
  5. In the Advanced tab of the Properties window, select “Never use” within the Exchange rich-text format section
  6. Deselect the Allow non-delivery reports checkbox

IMAP Journaling

The IMAP Journaling approach involves retrieve journal traffic from MS Exchange using the IMAP protocol.

Configure MS Exchange – Create a journal mailbox and configure MS Exchange to send journaling traffic to it

a) Exchange 2007/2010+
b) Exchange 2003

Exchange 2007 / 2010 IMAP Journaling Configuration

Create a Journal Account

On the server running Microsoft Exchange, open the Active Directory Users and Computers console, right-click on the Users container and choose New -> Contact from the menus. When prompted, enter the first name, last name, full name and display name of the contact you’re creating and click OK.

Enable Journaling Agent  – Go to the Hub Transport server, open the Exchange Management Shell, and execute the following command:

Get-TransportAgent – The Get-TransportAgent command will return a status of either True or False, indicating whether or not the journaling agent is enabled.

If the journaling agent’s enabled status is False, then you will have to enable the journaling agent before continuing. To do so, enter the following command:

Enable-transportagent – The command prompts you to enter additional information.

To enable the journaling agent, enter the words “Journaling Agent.”

The Exchange Management Shell doesn’t provide any confirmation that the journaling agent has been enabled. Enter the Get-TransportAgent command once again to confirm that the journaling agent has been activated.

Create a Journaling Rule

The process of creating an Exchange 2007/2010 journaling rule is fairly simple:

a) Open the Exchange Management Console and navigate through the console tree to Organization Configuration -> Hub Transport.
b) Select the Journaling tab, and then click the New Journal Rule link found in the Actions pane to open the New Journal Rule wizard. Enter a descriptive name for the Exchange 2007 journaling rule that you are creating.
c) Just beneath the Rule Name field is the Send Journal Reports to E-Mail Addresses field. This is where you supply the name of the journal mailbox.
d) In the scope field, select all messages.
e) In the next field, specify the journal mailbox as the recipient.
f) Finally, the wizard contains a checkbox that you can use to enable the rule upon creation. This is checked by default, unless you choose to deselect it prior to creating the journaling rule.
g) After filling in the wizard’s various parameters, click the New button and the Exchange 2007 journaling rule will be created.

Configure Exchange IMAP Server Settings

Configure the Microsoft Exchange IMAP server to accept plaintext authentication. In Exchange 2007, the IMAP server settings are accessible from the Exchange Management Console in Server Configuration > Client Access > IMAP4 > Properties -> Authenticaton tab.

ArcTitan expects the journal envelopes it receives to be in plaintext. Care should be taken to ensure that Microsoft Exchange’s IMAP server will not convert the journal messages to TNEF, rich text or HTML. In Exchange 2007, this option is accesible from the Exchange Management Console in Server Configuration -> Client Access -> IMAP4 -> Properties -> Retrieval Settings tab. Select the Message MIME format to “Best Body Format”.

  1. Start the Exchange IMAP Service in Windows Services.
  2. Click Start, type “services.msc” in the search box. Locate the IMAP service and start.
  3. Exchange journaling configuration is complete. Proceed to Create Journal Connection in ArcTitan

Microsoft Exchange 2003 IMAP Journaling Configuration

On the server running Microsoft Exchange, using the Active Directory Users and Computers browser, create a Windows user account where all incoming and outgoing mail will be temporarily archived. This account must reside on your company’s domain (i.e. not a local machine account).

On the same server, run the System Manager Application included with Microsoft Exchange. Locate the Mailbox Store node in the tree view on the left. It is in Servers->First Storage Group->Mailbox Database. Right click the Mailbox Database object and click Properties. A dialog will appear as in Figure 2. Click Browse and enter “journal” for the object name. Click OK. Journaling is now enabled for the Mailbox Store.

If you are using Exchange 2000/2003
i) Install the latest Service Pack ii) Download the Exejcfg.exe utility from Microsoft’s Download Center
To enable envelope journaling, from command prompt, type:
Exejcfg –e

Note: As of writing, the Exejcfg.Exe utility can be downloaded from http://www.microsoft.com/downloads/details.aspx?familyid=E7F73F10-7933-40F3-B07E-EBF38DF3400D&displaylang=en

Configure the Microsoft Exchange IMAP Server Settings

Ensure that the Microsoft Exchange IMAP server is configured to accept plaintext authentication. In addition, ArcTitan expects the journal envelopes it receives to be in plaintext. Care should be taken to ensure that Microsoft Exchange’s IMAP server will not convert the journal messages to TNEF, rich text or HTML.

  1. Start the Exchange IMAP Service in Windows Services.
  2. Click Start, type “services.msc” in the search box. Locate the IMAP service and start.
  3. Exchange journaling configuration is complete.

Exchange 2013 Workaround: There have been reports that journaling stops with the following error outputted in the debug.log file: failed to retrieve messages during polling operation:message number (35246) out of bounds (35245). To workaround this issue, please disable Partial Fetches in the IMAP client configuration.

Additional Steps for a Clustered Environment

If Exchange operates in a clustered environment, the IMAP resource will need to be added to the cluster.

  1. Open the ‘Cluster Admin’ console
  2. Click on the Exchange Resource Group
  3. Click File -> New -> Resource in the Menu.
  4. Enter a friendly name for the IMAP4 server
  5. Select “Microsoft Exchange IMAP4 Server” In the ‘Resource Type’ field
  6. Ensure that the Exchange Resource is in the ‘Resource Group’ field.
  7. Add the Nodes which you like to own the Resource, Click Next.
  8. Add the Exchange System Attendant dependency to the Resource. Click Next.
  9. Select the IMAP4 Instance as the Resource. Make the resource online.
  10. Configure ArcTitan to retrieve e-mails as above using the MS Exchange IP, not the cluster IP.