COLT Managed Email Archiving – Envelope Journaling Guide

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COLT Managed Email Archiving – Envelope Journaling Guide

How to Configure Envelope Journaling to Work with Microsoft Exchange Hosted Email Archive

Overview

Envelope journaling is a Microsoft Exchange journaling enhancement that provides email archiving solutions with the opportunity to identify Blind Carbon Copy (BCC) and distribution list recipients of any email message. Envelope journaling capabilities were added to Exchange 2000 via Service Pack 3 and to Exchange 2003 via Service Pack 1. While envelope journaling is an extremely desirable capability, configuring it properly to work with an email archiving solution requires following very specific instructions. Most experienced Exchange administrators will see opportunities to take a few shortcuts which seem to have no impact on the implementation but which will ultimately cause problems.

The proper process for configuring envelope journaling requires seven specific actions, applied in the correct order:

  1. Create a new mailbox store on the primary or another Exchange server.
  2. Create an Active Directory contact with an external SMTP email address.
  3. Create an Active Directory user with a local mailbox in the new mailbox store created in step #1.
  4. Create a server-side Exchange rule on the mailbox of the Active Directory user created in step #3. The rule will forward each message to the Active Directory contact created in step #2 and will then move each message to the Deleted Items folder.
  5. Configure Mailbox Manager to housekeep that local mailbox.
  6. Enable standard journaling on the primary mailbox store(s), journaling all mail into the mailbox of the Active Directory user created in step #3.
  7. Enable envelope journaling.

This document details the necessary steps for a Microsoft Exchange customer to properly set up envelope journaling to work with Microsoft Exchange Hosted Email Archive.

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COLT Managed Email Archiving – Envelope Journaling Guide

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COLT Managed Email Archiving – Envelope Journaling Guide

Prerequisites

Before you begin, all of the following prerequisites must be satisfied:

  • You must be running Exchange 2000 Enterprise Edition with at least Service Pack 3 installed or Exchange 2003 Enterprise Edition with at least Service Pack 1 installed. If you are running Exchange 2000 Standard Edition or Exchange 2003 Standard Edition then envelope journaling can only be enabled if you set up a separate, dedicated journaling server. That’s because the local mailbox of the local journal recipient MUST be in a mailbox store without archiving enabled.
  • You must have the appropriate credentials to run Exchange System Manager.
  • You must have the appropriate credentials to add a user and a contact to Active Directory.
  • You must have downloaded and installed the Microsoft Exchange Email Journaling Advanced Configuration (exejcfg.exe) tool on a Windows 2003 server that has access to Active Directory. The tool can be publicly downloaded from this site:
  • You must have been provided a journaling SMTP destination email address from your Microsoft Exchange Hosted Email Archive technical account manager. This SMTP email address will be of the form , where nnnn is a numeric ID. For example,

Configuration Instructions

Step 1 – Create a New Mailbox Store

  1. Log into the Windows 2003 server running Microsoft Exchange.
  2. Launch Exchange System Manager.
  3. Expand the Servers node and select the appropriate Exchange server.
  4. If you want to create a new Storage Group for the new mailbox store, right click on the server name and select New  Storage Group.
  5. Right click on the appropriate storage group and select New  Mailbox Store.
  6. Assign a meaningful name for the new mailbox store, such as Journaling Mailbox Store or Archiving Mailbox Store. Leave the default values for the other fields. IMPORTANT: Do NOT check the Archive all messages sent or received by mailboxes on this store checkbox!

  1. Click [OK] to create the new mailbox store.

Step 2 – Create an Active Directory Contact Named Journal RemoteContact

  1. Log into any Windows 2003 server with Active Directory administrator tools installed.
  2. Launch Active Directory Users and Computers.
  3. If it’s not already expanded, expand the Domain node.
  4. Right click on the Users node and select New  Contact.
  5. Enter Journal in the First name field. Enter RemoteContact in the Last name field. The Full name field will self-populate. Enter Journal RemoteContact in the Display name field.

  1. Click [Next].
  2. Leave the Create an Exchange e-mail Address checkbox checked, leave the Alias field as is, but click the [Modify] button:

  1. In the New E-mail Address dialog, select SMTP Address and click [OK]:

  1. In the E-mail address field of the Internet Address Properties dialog, enter the SMTP address that was provided by your Exchange Hosted Email Archive technical account manager. Press [OK].

  1. Verify that the appropriate SMTP address is shown in the E-mail field and then click [Next >].
  1. On the confirmation dialog, click [Finish] to create the Contact.

Step 3 – Create an Active Directory User Named Journal LocalUser

  1. Log into any Windows 2003 server with Active Directory administrator tools installed.
  2. Launch Active Directory Users and Computers.
  3. If it’s not already expanded, expand the Domain node.
  4. Right click on the Users node and select New  User.
  5. Enter Journal in the First name field. Enter LocalUser in the Last name field. The Full name field will self-populate. Enter JournalLocalUser into the User logon name field and click [Next >].
  1. Assign the user a password. Check the security control checkboxes that are appropriate for your environment. You will need to log in to the Journal LocalUser account in order to set up the server-side Exchange rule. Click [Next >] when the appropriate settings have been made.
  1. Leave the Create an Exchange mailbox checkbox checked. Leave the Alias field and Server field as defaulted. CRITICAL: Drop down the Mailbox Store combo box and select the mailbox store you created in Step 1 of these envelope journaling instructions! Click [Next >] when complete.
  1. On the confirmation dialog, after confirming that all settings are correct, most importantly that the mailbox will be created in the new mailbox store, click [Finish] to create the new User.

Step 4 – Create a Server-Side Exchange Rule

On the new mailbox of the Journal LocalUser you just created, you need to create a mailbox rule that does two things: A) forwards a copy of each message to the offsite Microsoft Exchange Hosted Email Archive; and B) moves each message from the Inbox to the Deleted Items folder for proper housekeeping (pruning).

  1. Log in to the domain as the Journal LocalUser account you created in Step 3.
  2. Launch Outlook 2003 and select Tools  Rules and Alerts.
  3. On the E-mail Rules tab, click [New Rule…]
  4. Select the Start from a blank rule radio button at the top of the Rules Wizard dialog. Click [Next >].
  1. IMPORTANT: On the Which condition(s) do you want to check? dialog, do not select any conditions from the list! You deliberately want to create a rule that fires on all conditions.
  1. A rule that applies to every message is unusual; as such Outlook will prompt you for confirmation. Click [Yes] to move on.
  1. In the What do you want to do with the message? dialog, check the checkbox next to forward it to people or a distribution list. IMPORTANT: Do not check the checkbox next to forward it to people or a distribution list as an attachment!
  2. In the Edit the rule description (click an underlined value) text box, click on the underlined people or distribution list and then browse for and select the Active Directory contact Journal RemoteContact you created in Step 2. IMPORTANT: Do not configure the rule to forward messages to Journal LocalUser.
  3. Without clicking [Next >] now check the checkbox next to move it the specified folder. In the Edit the rule description (click an underlined value) text box, click on the underlined specified folder and browse for and select the Deleted Items folder.
  4. When you are done with the prior two steps, the Rules Wizard should look like this. Click [Next >] to continue.
  1. On the Are there any exceptions? dialog, click [Next >] to indicate that you don’t want any exceptions to the rule.
  2. On the last dialog of the Rules Wizard assign the rule a meaningful name, check the checkbox to turn on the rule and click [Finish].

Step 5 – Configure Mailbox Manager to Housekeep the Journal Mailbox

The Deleted Items folder of the Journal LocalUser mailbox is going to grow beyond manageability unless you implement some housekeeping (pruning). You can configure Mailbox Manager to keep that mailbox under control.

  1. Log on the Windows 2003 server running Microsoft Exchange.
  2. Launch the Exchange System Manager.
  3. Expand the Recipients folder.
  4. Right click on Recipient Policies and select New  Recipient Policy.
  5. In the New Policy dialog, check the Mailbox Manager Settings checkbox and then click [OK].
  1. On the Properties dialog, enter a meaningful name for the journal mailbox housekeeping rule then click on the [Modify] button to modify the filter rules.
  1. In the Find Exchange Recipients dialog, leave the Find combo box as is and uncheck all of the checkboxes on the General tab except for the checkbox labeled Users with Exchange mailbox. Click on the Storage tab.
  1. On the Storage tab, click the radio button labeled Mailboxes in this mailbox sotre and then click on the [Browse] button next to that field. The [Browse] button will launch the Active Directory object browser. In there, find the mailbox store you created in Step 1 of these envelope journaling instructions.
  1. Click the [Find Now] button to test your policy. IMPORTANT: the recipient policy should resolve to exactly one mailbox – the one you created for the Journal LocalUser.
  1. If the recipient policy matches only the one Journal LocalUser mailbox then click [OK] to close the Find Exchange Recipients dialog.
  2. Click on the Mailbox Manager Settings (Policy) tab. In the When processing a mailbox combo box change the action to Delete Immediately. In the list of folders, uncheck all folders except for the Deleted Items folder.
  1. Select the Deleted Items folder in the folder list and then click on the [Edit…] button. In the Folder Retention Settings dialog, uncheck the checkbox labeled Message Size (KB) as you will want to delete messages regardless of size. IMPORTANT: The default policy is to purge messages that have been in the Deleted Items folder for 30 days. If you don’t have adequate storage to hold 30 days worth of email, you might want to consider decreasing the age limit. You are encouraged to keep a full 30 days of email but if that’s not possible, keep at least 7 days.
  1. Click [OK] in the Folder Retention Settings dialog and then click [OK] on the Properties dialog. The Properties dialog will close and you will return to the Exchange System Manager.
  2. In the Exchange System Manager, right click on the new policy you just created and select Apply this policy now….
  3. A message will prompt you to confirm the update. Click [Yes] to confirm.
  4. Expand the Servers node. Right click on the name of the server (not mailbox store) that contains the mailbox for Journal LocalUser and then right click and select Properties.
  5. On the Properties dialog click on the Mailbox Management tab. In the Start mailbox management process combo box, select Use custom schedule and then click on the [Customize…] button.
  1. In the Schedule window, click in each cell corresponding with the day of the week and time of day when you want to run the Mailbox Manager. In the following example the Mailbox Manager runs every night at 9:00 p.m. After you enter a schedule, click [OK].
  1. Click [OK] on the Properties dialog to save your Mailbox Manager schedule.

Step 6 – Enable Standard Journaling

  1. Log into the Windows 2003 server running Microsoft Exchange.
  2. Launch Exchange System Manager.
  3. Expand the Servers node and select the appropriate Exchange server.
  4. Expand the First Storage Group (or wherever your primary mailbox store is located).
  5. Right click on your primary mailbox store and select Properties.
  6. In the Properties dialog check the Archive all messages sent or received by the mailboxes on this store checkbox. Click the [Browse] button in order to pick the archive destination. Clicking the [Browse] button launches the Active Directory object browser. Enter the Journal LocalUser name into the object name field and then click [Check Names]. It should validate your entry. Click [OK] which will save your settings and close the Properties dialog.

At this point normal journaling is enabled. Copies of messages will be sent to the Exchange Hosted Email Archive but they will be in standard format, not in envelope journal format.

Step 7 – Enable Envelope Journaling

  1. Log in to a Windows 2003 server that has access to Active Directory and where you previously installed the Microsoft Exchange Email Journaling Advance Configuration (exejcfg) tool.
  2. Open a command prompt window.
  3. Change directory into the directory where you installed the Microsoft Exchange Email Journaling Advance Configuration (exejcfg) tool.
  4. Execute the following command:

exejcfg -e

Congratulations! At this point your environment is fully configured to send envelope journal formatted messages to the Exchange Hosted Email Archive.

Contents

1.Introduction 3

2.The Microsoft Web Access Portal 4

2.1.Login to the Portal 4

2.2.Managing Archived Messages 5

2.3.My Messages 5

2.3.1.My Messages Toolbar 5

2.4.Folders6

2.5.My Preferences 7

2.6.Administration 8

2.7.Reports8

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COLT Managed Email Archiving – Envelope Journaling Guide

Introduction

Welcome to the COLT Email Archive service. This manual explains how to view and manage email that has been archived.

For help, assistance and any queries regarding the COLT service please contact your on site system administrator. This nominated person has access to the COLT service desk.Welcome to the COLT Email Archive service, this document will explain what the archive service can do for you and your organisation.

Once the service is started all email that you send and receive, both internally and externally, will be copied and stored by the archiving service. These copies are typically stored for three years, and for this period the messages cannot be deleted or modified in any way.

From this service you will get the following benefits:

The ability to search or browse through all your messages in your archive.

The ability to reply to, view, or resend to original recipients any message in your archive.

The ability to make any of your messages viewable by other users of the archive within your organisation

The ability to upload files to the archive, for your use, or to share with other users.

The web portal can also be used as a backup mail client to read and compose messages in the event of your primary mail service being unavailable.

Your organisation will get the following benefits:

The ability to use the archive as a full audit and compliance tool as email communication becomes more heavily regulated.

The ability to view content, either by random or selective sampling, of all email within the organisation.

The ability to do detailed reporting of email usage.

The Microsoft Web Access Portal

Login to the Portal

Browse to to login to the Microsoft Web Access portal (MWA). Enter your username and password to login.

If you click help you get the 2 additional options, to show password hint, or reset your password and have a temporary password emailed to you.

Managing Archived Messages

The Microsoft Web Access (MWA) Portal

When you login you will get a screen as shown above.

My Messages

The folder view in the My Messages section is for you to navigate through your archived email. There are also ‘My Tags’ and ‘Other Tags’ folders that show messages that have been tagged from your archived messages for others to view, or messages that others have tagged for you to view.

My Messages Toolbar

The toolbar buttons, as enclosed by the red border in the screen shot do these functions.

Compose Email: Allows you to create and send a new mail message

Enable Page and message count: switches between a paged view, and a complete message list

Refresh: Refresh list of messages

Restore: Restore the selected message(s) to either your mailbox or all original recipients’ mailboxes

Export: Export the selected message(s) in an EML file format (standard message format that can be opened in Outlook and several other mail clients)