ExMixedFolders. Manual. Sven Ilius

Transcription

1 ExMixedFolders Manual Sven Ilius

2 Table of Contents Functional Overview... 1 User Scenarios... 3 Between folders... 3 Between Servers... 3 Exchange Online... 4 Global address book... 4 Import from CSV or Excel... 4 Synchronization of the categories... 4 Categorysynctask... 5 Migration of data between mailboxes... 5 Configuration... 6 Service Configuration (Addition of folder pairs)... 6 Configuration of synchronisationtasks... 8 Making the global address book in the mailbox available CSV or Excel files import Menu Manage Exchange Webservice Connections Manage Jobs Manage ExMixedFolders Services Monitor service Licensing Expanded configuration possibilities Clients Process in Excel Troubleshooting Functional Overview ExMixedFolders is a service which can synchronize Exchange folders within one Exchange server or between two Exchange servers. The Program can sync your ActiveDirectory contacts as well as your maincategories between mailboxes.

3 In order to access the Exchange server, Exchange Web Service (EWS) is used, the Exchange versions of which are available as of 2007 SP1. Use this program, whenever it is necessary to continuously synchronize one folder with another one, for example, if you would like your mobile phone to be able to synchronize data from public folders, i.e. if you would like to synchronize public folders with a standard folder or with a subfolder of a user-mailbox. The service can run on the server on which Exchange is installed but, as EWS is used, it can also run on any other computer. The advantage of this is that Hosted-Exchange can also be used for synchronization. With ExMixedFolders it is possible for you to include several Exchange servers in the configuration as well as configure several synchronization jobs. ExMixedFolders is also suitable for use for Exchange mailbox migration and can synchronize data between the versions 2007SP1, 2010, 2013, 2016 and Office365. In order to use the program, Exchange as of version 2007 SP1 is required.

4 User Scenarios Between folders With ExMixedFolders you can synchronize public folders with folders of your mailbox. This might be necessary if you would like to synchronize data of public folders with a mobile phone. This is, in general, not possible with most telephones. In this case it is recommended to only synchronize data of the public folder in the direction of the standard folder in order to keep your private data in the standard folder. You can sync not only folders, it s possible to sync mailboxes or folder structures as well. Between Servers You can also synchronize two Exchange folders or mailboxes with each other. ExMixedFolders can run on one of the servers or it can be installed on a third computer.

5 Exchange Online ExMixedFolders can also synchronize the folders of your Exchange Online or your Office365 accounts. Global address book You can synchronize also GAL contacts with the program and category lists. Import from CSV or Excel You can create tasks which are able to import contacts, appointments, post or tasks from CSV or Excel in order to build a data exchange between your databases and Exchange. Synchronization of the categories As of Exchange 2010, you can also synchronize your main category lists with ExMixedFolders in such a way that everyone in the company must use the same categories. In order to achieve this, ExMixedFolders offers a synchronization job that copies the categories from one mailbox to another or overwrites these.

6 Categorysynctask As of Exchange 2010, you can also synchronize your main category lists with ExMixedFolders in such a way that everyone in the company must use the same categories. In order to achieve this, ExMixedFolders offers a synchronization job that copies the categories from one mailbox to another or overwrites these. Migration of data between mailboxes You can also use the program for the migration of mailboxes between various Exchange versions, Cross- Forest, Cross-Domain as well as Office365.

7 Configuration After successful installation, you can adjust the settings in the configuration program under START=>Programs=>ExMixedFolders. Service Configuration (Addition of folder pairs) Create EWS-Access: via menu item [EWS ]=>[create EWS access], you will receive a new item in the first box. This enables you to connect to the Exchange server. The EWS-name can be freely chosen and serves as identification for your configurations. The easiest way is to use the Autodiscover in order to connect to the server. In this case you need the user, mail and password.

8 If no Autodiscover is in use, enter the service-url. You should now be able to access the web service of your Exchange server via If you test the URL via right-click into the field and test, you should see an XML file. Now enter the user account, which should have access to the data you require. Should your certificate cause errors, you can use the checkbox trust all certificates. This may, however, violate your company s safety policy. Logging: under Logging/activate logging, you can create bug logs and record the process. Please disable this function if you no longer require it, as it produces a lot of data and is only required for bug detection. Impersonation: If you would like to access data, which lies in a mailbox different from yours, you can also use Impersonation, i.e. the right to access another person s data. Exchange 2007: In order for a user to be able to do this, the right ms-exch-epi-impersonation has to be set up on the server. In addition, the mailbox you would like to access needs to have the right: ms-exch-epi-may-impersonate. It is best to use the above mentioned rights with accounts specifically set-up for ExMixedFolders or other services. Exchange 2010 and up: In Exchange Admin Center you find Permissions=>Administrative Roles a rule named "ApplicationImpersonation" which gives you the opportunity to impersonate users. Go these steps in order to add this function: 1. Create a new administrative rule group. 2. Enter name and add "ApplicationImpersonation" as a rule. 3. Add users you want impersonate by ExMixedFolders. The second way to do this, it is the usage of management shell. It s done with Application Impersonation Management Role. Also in ExMixedFolders FAQ section you can find information s about this. new-managementscope -name:impersonation4exmixedfolders - RecipientRestrictionFilter:"Name -eq 'Testnutzer'" new-managementroleassignment -Name:ImpersonationAssignment4ExMixedFolders - Role:ApplicationImpersonation -User:' - CustomRecipientWriteScope: Impersonation4ExMixedFolders Server version: In order to be able to use the appropriate functions, the service needs to know which version is used by your Exchange server. Backup: To secure the configuration files please save all files in the directory: C:\ProgramData\ExMixedFolders ending with.conf. Also there are.bak files of your configuration which you can use in emergency cases.

9 Configuration of synchronisationtasks In order to merge folders you need to add a job in the second part of the configurator. A job includes two Exchange folders that are to be synchronized with each other. The checkbox in the center enables you to choose in which direction the folders should be synchronized. Unidirectional: With the right arrow, all new and changed elements are transferred to the folder configured on the right; deleted elements are also deleted there. When additional elements are created on the right side, these are not taken into account. The left arrow has the same function, only in the opposite direction. Bidirectional: The double-arrow synchronizes both folders in such a way that changes are taken into account and processed on both sides. Mirroring: The red arrow has a similar effect to the green arrow, with the difference that the elements created, changed or deleted to the right are undone. Newly created elements on the right side are deleted. Attention: elements already found on the right side are also deleted. This variant ensures that the user cannot make any changes in the folder. In order to make the job more easily recognizable, assign a name of your choice for the job and choose a service and a folder for the right and left side accordingly. When you have selected a folder on the left side, you will see all folders that can be selected presented in black in the folder selection dialog. Those folders that you may not choose due to the so-called MessageClass are grayed out, preventing that, for example, calendar folders are synchronized with contact folders, which would result in an error.

10 User ID: In the event that you have selected "Impersonation" as a service, here you can enter the user whose data you wish to access. Tip for pros: When you wish to create a large number of jobs for your users, we recommend the Automatic Job Generator. You can start this with a right click on the User ID field "Create jobs with this template". You will now receive a dialog in which you need to enter the addresses of the users. When the corresponding folders are found in the mailbox, the assistant will create the jobs according to the selected template. Job reset: When you reset the job, each element is checked again to determine whether it needs to be synchronized. You only need this check box in the event of an error. Filter: It is possible to only synchronize elements from a particular category. To this purpose, enter the desired category names into the corresponding field. All elements not found in the indicated category will not be considered in the synchronization process. You can also define that only those elements be synchronized, which you have marked as private. When synchronizing calendars, inquiries for discussion can also be excluded. In addition to this, it is also possible to remove the reminders for tasks or calendars during the synchronization. Reminders can only be removed when you synchronize unidirectional. Using the check box "Don't synchronize linked appointments", you can prevent, for example, your birthdays created automatically by contacts from being synchronized. You require this function when you synchronize two mailboxes and the same contacts are on both sides. This would result in doubled birthdays. Subject filter: With this filter you can filter the synchronization in such a way that only those elements are transferred that contain the content of this field. You can also use regular expressions here to create more complex filters. Synchronize subfolders: When you place a check in the box, all subfolders within the selected folder are also synchronized. Actions: Copy discussion as approved: In the event that you use "Mirroring", ExMixedFolders also allows you to change the field for "Approved" when copying the discussions. Remove reminders: In the case of tasks or calendars, you can remove the reminders during the synchronization. Reminders can only be removed when you synchronize unidirectional. Enter birthdays/anniversaries: Because the Outlook function "Create birthday" doesn't take effect when synchronizing the contacts, ExMixedFolders can create the birthday in your standard calendar. To do this click on the relevant function on the desired page.

11 Making the global address book in the mailbox available This variant functions similarly to that of a normal synchronization job. You only need to select "Create GAL synchronization job" in the menu. Now select the Exchange connection from which you wish to acquire the global address list on the left side of the panel. A particular address list is selected in the selection box "GAL (Filter)". Place an asterisk here to transfer the complete list. In some cases it may happen that the lists are not available as a selection. (For example, with Office365) In this case you can define a filter yourself. Use the following syntax to define the filter: (Property="Value") If you like to invert you can use (!Property="Value") You can use the following attributes for the property: Alias AssistantName BusinessHomePage CompanyName CompleteName ContactSource Department DisplayName Generation GivenName Initials JobTitle Manager Mileage NickName OfficeLocation Profession Surname Example1: with AND link: (CompanyName="Microsoft")(Department="IT") Example2: (Alias="User1") Example3: (JobTitle="Developer") Inside the filter you can use regular expressions like (Property= Regex ) Example1: (Alias="User[1-9]") Example1: (Alias="User1 User2") Define an interval for the GAL job at which the job is to be carried out. No longer existing addresses of the GAL are deleted and inserted again in the contact folder. Changed contacts are adapted.

12 CSV or Excel files import Create a new Synctask by => Synctask => CSV / Excel import task. On the left, specify which CSV or Excel file you want to import. The file is cyclically checked for changes. As soon as it has changed, the file is imported. The file must contain an ID field, which is used to retrieve the items later in the Exchange folder. The synchronization task allows you to create contacts, appointments, tasks, or s (IPM.Post). In the program folder of ExMixedFolders, you can find the following example import files. importcontactsexample.txt contacs (CSV) importmailexample.txt post (CSV) importappointmentsexample.txt - appointments (CSV) importcontatcsexample.xlsx contacts (Excel) In der Importdatei können Sie ein Kommandofeld benutzen CMD, in dem Sie steuern ob das Element ein Update erhält oder Elemente gelöscht wird. Bei ADD wird das Element nur hinzugefügt, wenn es nicht vorhanden ist, andernfalls wird es nicht verändert. Wenn Sie das Feld nicht bereitstellen, wird das Element im Exchangeordner bei jedem Import überschrieben ( UPDATE ). The import file can contain a command field "CMD", in which you can control whether the element is updated, added or deleted. For "ADD", the element is added only if it is not present, otherwise it will not be changed. If you do not provide the field, the item in the Exchange folder is overwritten ("UPDATE") for each import. On the right, you'll find the Exchange folder, and a property that lets you set remove items that are missing from the import file. However, this is only useful if you always export the entire inventory from your database.

13 Menu Manage Exchange Webservice Connections In the menu, under [EWS], you can set up and delete Exchange web service connections. In addition, the menu contains the item [Licenses] with which you can manage your licenses. You can also find the menu items in the corresponding list boxes in the form of a context menu. Manage Jobs In the menu, under [Jobs] you can set up and delete synchronization jobs. A job sets up a connection between two folders of one mailbox or between two folders of different mailboxes. Manage ExMixedFolders Services Here you can save your settings and manage the ExMixedFolders service. You can also find this service if you enter services.msc under Run services.msc.

14 Monitor service The program creates HTML statistics for your synchronization jobs. You can display this with Service => Log file => Folder overview. Here you will see each folder pair with the number of elements located to the right and the left. The number of elements unfortunately can't be displayed in most public folders. You can acquire an overview of the current situation of the service with the help of the overview. When the data records are shown green, you can presume that the synchronization job is functioning correctly. When red, either elements are still being synchronized or the number of elements doesn't agree. You must check the job if the status is "Error/Finished". It may be the case that several elements couldn't be transferred. In the upper part you can view the progress of the current synchronization run. You will also see how many folder pairs currently need to be processed. The number is identical with the number of synchronization orders, or, in the event that sub-folders are being synchronized, these are also listed here. You are also shown the complete elements to the right and left. The elements processed in the current run are shown in brackets. Finally, the elements changed/created since the start of the service are displayed. In the event that you synchronize sub-folders, you can display these by clicking on the synchronization order.

15 Licensing Per mailbox: ExMixedFolders requires a license for every Mailbox you would like to access. Enter the licenses received from Somebytes horizontally in the dialog and restart the service. If you would like to reach several Mailboxes in your configuration, for which you have no license, those remaining will not be loaded. It is also possible to buy an enterprise license with which you can synchronize as many mailboxes you like. This license type is bound on one hardware. Enterprise: You don't need to consider the number of mailboxes with a company license. The license form makes sense when you want to synchronize more than 100 mailboxes. The license is linked to one computer. With this license form you also have the possibility to allow the service to run in several instances in order to delimit application cases from one another. For example, as a system company you could offer the service as a service, which allows you to administer the configurations of your clients separately. Expanded configuration possibilities Clients With the company license it is possible to start several services and configure these differently. In the process you must be sure that you don't use one mailbox or one folder in both services, which would make simultaneous access to elements possible. The main application case actually involves the servicing of several clients and the separation of the configurations from one another. Failure security can also be mentioned here, as the shutting down of a client is possible while the second continues to run in the event of a separation. In order to create another service, start the "Administer clients" entry in the configurator main menu under Service. To start or stop a service, click on the context menu in the left symbol or on the service title to delete or configure. You create a new service with "Add client".

16 Process in Excel If you require large amounts of synchronization jobs, this would be very laborious in the configurator. In order to ease the work, you can first create an example service and job and then click on "Change/create configuration in Excel" in the "Service" menu entry. When Excel has been installed, it will open and show you your current configuration. The EWS inputs (Type: Service) are found in the top section and the jobs (Type: MixJob) are found beneath these. In order to create further services, insert these below the already existent EWS accesses. Please be sure to enter a new name in the Name field. The Password field is encoded in the comment when already existing configurations are called up. If you would like to insert an additional service with another password, you can also enter this directly in the Password field in plain text. Proceed exactly the same for synchronization jobs. Copy an entry, change the name and possibly the folders or users. When you save the file, ExMixedFolders will read these in and present them as a configuration.

17 Troubleshooting Should you encounter problems with the service, you can look up the service s error messages in the Windows event log or in the log file. The file in which you can find the error message depends on the configuration of the file: ExMixedFolders.exe.config. <ExMixedFolders.Properties.Settings> <setting name="logging" serializeas="string"> <value>1</value> </setting> </ExMixedFolders.Properties.Settings> If the value is set to 1, events will be written in the fileexmixedfolders.log under C:\programdata\exmixedfolders. If the value is set to 0, the data can be found in the Windows event log. Further log data (please also see Logging in the configurator) can be found under C:\ProgramData\ExMixedFolders. Here you can also find the configuration files for ExMixedFolders. By default, ExMixedFolders is run as a SYSTEM user. You can, however, enter another user if you wish. In order to configure the service, please enter services.msc at the command prompt or go to Services within the control panel. Here you will find the service ExMixedFolders. It is possible, that mails exceeding the size of 10MB will not be synchronized. The reason for this is a standard limitation within the EWS. You can change the limit as follows: Please start the Exchange management console and enter the command get-receiveconnector select identity,maxmessagesize. You will now receive the current values. With set-receiveconnector "Connector Name" -maxmessagesize 30MB, you can increase the value to 30 MB. You will find more information in your Exchange Server documentation.