Archive Manager - SMTP feature

Transcription

1 Archive Manager - SMTP feature VERSION May 22, info@metalogix.com

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3 Contents Introduction... 4 Office 365 configuration for SMTP service for Archive Manager... 5 MS Exchange Server 2013 configuration for SMTP service for Archive Manager Installation Configuration info@metalogix.com

4 Introduction SMTP feature enables processing of messages from external server (O365, Gmail, Exchange, etc.) into Archive Manager. SMTP feature activation has the following phases: configure external server to redirect incoming messages to SMTP service of Archive Manager install the SMTP feature (see the Installation section further) configure the SMTP feature in the Configuration tool (see the Configuration section further) active the SMTP feature for desired mailboxes in Archive Manager console / Addressbook Manager (see the Configuration section further) SMTP Service will wait for incoming connection from external servers (IP address of external server and external domain are specified during SMTP feature configuration). Archive Manager can enable or disable SMTP feature on mailbox level via Manage SMTP dialog box in Addressbook Manager. If SMTP feature is disabled for given mailbox, incoming message to given recipient will not be archived. If SMTP feature is enabled for given mailbox, incoming message to given recipient will be archived. No need to include the mailbox in any group or configure a job for it. The default retention category will be used at archiving. The changes introduced in version : Ability to archive s in journal mode. Journal mode means that all incoming messages are archived into the mailbox defined as archive/ journal mailbox. Normal mode means that all incoming messages are analyzed and they are archived into the recipient s mailboxes 4

5 Office 365 configuration for SMTP service for Archive Manager O365 needs to be configured first to enable sending of messages to SMTP service for Archive Manager. This part describes basic steps to enable flow of s from Exchange Online (Office 365) to Archive Manager SMTP. The process consists of 3 main steps> A. Setting up the connector from Office 365 to AM SMTP service B. Setting up the rule to send s from Office 365 to SMTP service C. Creating a domain certificate A. How to set up the connector from Office 365 to AM SMTP service 1. To create a connector in Office 365, go to the Exchange admin center, click mail flow, and click connectors. 2. To start New connector wizard, click the plus symbol +. On the first screen, choose the options that are depicted in the following screenshots: 5

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8 Note: Domain of Archive Manager SMTP mailbox (all messages sent to this domain will be sent to AM SMTP service). In this case, o365answers.com is domain created for O365 journaling in O365 environment. 8

9 Note: Smart Host is IP address or FQDN of a server with AM SMTP service. 9

10 Note: If the option Always use Transport Layer Security (TLS) to secure the connection is checked, it is necessary to allow and configure TLS in AM SMTP service otherwise AM SMTP service will not receive any from Office 365. Note: For development and test environments it is not necessary to use a certificate issued by a trusted certificate authority. Check chapter 6 to see how to create domain certificate. 10

11 Note: If the option Always use Transport Layer Security (TLS) to secure the connection is NOT checked, it is not necessary to configure TLS in AM SMTP service. However, AM SMTP service is able to receive s although TLS is configured (Exchange Online uses opportunistic TLS). 11

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13 Note: Office 365 requires TLS to be configured to validate the connector. Note: If the connector does not validate, double-click the message displayed to get more information, and see Fixing connector validation 5 errors for help resolving issues. 13

14 B. How to set up the rule to send s from Office 365 to SMTP service 1. To create a rule in Office 365, go to the Exchange admin center, click mail flow, and click rules. 2. To start New rule wizard, click the plus symbol +. On the first screen, choose the options that are depicted in the following screenshot. Note: The rule defined on the screenshot sends all s to AM SMTP service as BCC. 14

15 C. How to create a domain certificate A domain certificate is an internal certificate that does not have to be issued by an external certification authority (CA). If your Windows domain has a server that acts as a CA, you can create 15

16 a domain certificate. This approach helps you reduce the cost of issuing certificates and eases certificate deployment. To create a domain certificate follow the steps described below: 1. Open IIS Manager and navigate to the level you want to manage. For information about opening IIS Manager, see Open IIS Manager (IIS 7). 2. In Features View, double-click Server Certificates. 3. In the Actions pane, click Create Domain Certificate. 4. On the Distinguished Name Properties page of the Create Certificate Wizard, type the following information and then click Next. In the Common name box, type a name for the certificate. In the Organization box, type the name of the organization in which the certificate will be used. In the Organizational unit box, type the name of the organizational unit in the organization in which the certificate will be used. In the City/locality box, type the unabbreviated name of the city or locality where your organization or organizational unit is located. In the State/province box, type the unabbreviated name of the state or province where your organization or organizational unit is located. In the Country/region box, type the name of the country or region where your organization or organizational unit is located. 16

17 5. On the Online Certification Authority page, in the Specify Online Certification Authority box, type the name of a certification authority (CA) server in your Windows domain, or click Select to search for a CA server in the domain. Note: The Select button will be enabled only if a certification authority is correctly configured and exists on the domain. 17

18 6. In the Friendly name box, type a friendly name for the certificate and then click Finish. 18

19 MS Exchange Server 2013 configuration for SMTP service for Archive Manager Your MS Exchange Server 2013 needs to be configured first in the Exchange Admin Center to enable sending of messages to SMTP service for Archive Manager. Configuration of Exchange 2013 consists of following steps: 1. Configuration of Send connector 2. Rule configuration for relay of messages to SMTP service for Archive Manager 3. Test of communication between Exchange 2013 and SMTP Service for Archive Manager Configuration of Send connector Log in to the Exchange Admin Center. Click mail flow/send connectors. Send connector can be created by clicking plus sign (+). In the pop-up dialog enter name for connector, e.g. AM_CONNECT, and under Type choose Custom. Then click Next. 19

20 Choose Route through smart hosts option and click plus sign (+) to add new smart host. Then enter IP address where SMTP service for Archive Manager is installed. Click Next. 20

21 In the next dialog select None. 21

22 Next define address space for the new send connector by clicking the plus sign (+). Make sure the domain name is in accepted domain in SMTP Service tabs in Configuration tool of Archive Manager (see the Configuration section). Click Next. 22

23 To finish setup of the new send connector specify source by clicking the plus sign (+) and choose your Exchange server as a source. Finally click Finish. 23

24 After successful creation of send connector, new send connector will be displayed in send connectors list. 24

25 Rule configuration for relay of messages to SMTP service for Archive Manager Now switch to the rules list of the mail flow section. To configure new rule click the plus sign (+). Next choose a name for your rule. Then in the drop-down select Apply to all messages and in the second dropdown select Bcc the message to. 25

26 Next it is necessary to select where the bcc copy will be sent to. Click the Select people next to drop-down with the Bcc the message to... option. Specify address from domain used in the previously configured send connector. In our case the domain is: 40demo2.com. Hence the selected account is Click OK to finish. 26

27 Click Save to finish the setup of rule and save. A confirmation question will appear. Click yes to confirm creation of rule. 27

28 Test of communication between Exchange 2013 and SMTP Service for Archive Manager To test communication with MS Exchange Server 2013 one can use WireShark application with filter to port 25 (Default SMTP port). After downloading and running WireShark application it is necessary to filter network communication only to port 25. To do this click Capture menu and Options like in picture below. 28

29 In the Capture Filter write tcp port 25 and click Start. 29

30 Final step of test is creating and sending of test from outlook or OWA. If everything was setup correctly, smtp communication will be shown as in the picture below. 30

31 Installation To allow Archive Manager SMTP feature, it must be installed and configured in the domain where Archive Manager is installed. The process is detailed further in this manual. Prerequisites.NET Framework 4.5 Windows Server 2008 R2 SP1 and higher Archive Manager Exchange Edition 7.2 and higher in the environment Database in the environment (MS SQL Server 2008 and higher or Oracle 11g and 12c) Archive Manager SMTP setup is part of the Archive Manager installation package or available as a separate setup. When using the installation package, simply check the Archive Manager SMTP component at the Installation Components page. Separate Setup To install SMTP feature using separate setup, follow the next steps: 1. Run the Archive Manager SMTP Installer_x.x.xx.exe setup. On the Welcome page click Next. On the License Agreement page read the terms. If you agree, click Yes to continue. 2. Then review the destination location and if necessary, change the directory. Click Next. 31

32 3. Next allow installer to add selected services to the Windows Firewall Exception list. Archive Manager components will be then able to communicate through the firewall. Click Next. Then click Install. 4. The universal access feature will be installed. Click Finish and continue with configuration. 32

33 Configuration When the installation finishes either separate setup or installation package you will be prompted to configure the feature in Archive Manager Configuration tool. All options are described in detail in the following lines: 1. The configuration tool pops-up. Depending on your environment you may see several tabs on the left navigation pane. SMTP feature is configured on the SMTP Service tab. Max allowed connections max number of clients using SMTP (concurrent connections); value 0 means unlimited. SMTP Server location (IP) & SMTP Server Port enter the IP address of the machine where SMTP feature of Archive Manager is installed; default port value is 25 IMPORTANT NOTE: Port needs to be changed only if SSL communication is used. In such cases enter 465. Welcome message just informative message to be shown to SMTP clients; server greeting text SSL/TSL if you are using SSL or TSL communication, check the appropriate check-box If SSL/TSL communication is used, configure certification details (otherwise these options can be ignored). Choose storage location of certificate: o Certificate store location o File system storage Certificates store location applicable only for Certificate store option; select the location of your certificate in registry (CurrentUser or LocalMachine) Choose certificate from location button click it to choose the certificate Certificate path path to your certificate is filled in automatically after choosing the certificate Certificate password fill in if applicable SMTP Server pool directory folder where s for SMTP are coming to be processed; i f the value is empty default path (%SMTP-installation-directory%/SmtpPool) is used. 33

34 2. Click the Allowed access points tab. Here you will define external servers for which the SMTP feature should be activated, i.e. servers that host mailboxes whose incoming messages you plan to archive via this feature. IP addresses and domains function as filters of SMTP feature. In the Accepted IP addresses list add the IP addresses of the external servers. In the Accepted domains list specify the desired domains. NOTE: Office 365 IP addresses are hardcoded into SMTP service so that user does not need to include them in allowed IP addresses. 34

35 3. In the next window you have to fill in the text fields as follows: Processing service location - file processing service location defines location of the service which communicates with Archive Manager, resolves recipients to mailboxes and verifies whether mailbox has enabled SMTP. This field is filled-in automatically; you only need to change the <localhost> to you Archive Manager serve IP address if it is installed on another machine Archiving service location - archiving service location contains locations of service which stores the data to Archive Manager and creates shortcut in Exchange (O365) via EWS (it is used basically for write operation in Archive Manager). This field is filled-in automatically; you only need to change the <localhost> to you Archive Manager serve IP address if it is installed on another machine Note: In some environments there were issues to connect to MAM Exchange Archive Support service if hostname was used. It s recommended to use IP address instead. Archive Manager web service - archive Manager web service contains location of Archive Manager web service used to get available mailboxes and SMTP status of mailboxes (it is used basically for read operations in Archive Manager). Information in Archive Manager tab are stored in both SMTP service configuration file and File processing service configuration file. This field is filled-in automatically; you only need to change the <localhost> to you Archive Manager serve IP address if it is installed on another machine Message handling - choose how Archive Manager should internally handle messages at processing; default option should be "Delete" to save space on the machine ( will 35

36 be archived, shortcut created and original deleted from the mailbox). Other options (Zip and Store) can be useful for diagnostic purposes. Message store directory - if "Zip" or "Store" is selected for Message handling, specify here the directory where zipped or stored processed messages should be stored (they are however also stored in the archive) Archive mailbox - there are 2 modes for SMTP: o Archive mailbox is defined (mode 1) - this functions as journal mailbox, all defined SMTP communication is archived in this mailbox. When User 1 sends to User 2, User 2 receives original . Copy of this is send to journal mailbox. o Archive mailbox is empty (mode 2) - messages are archived directly from the recipients mailboxes 4. When finished, click Apply. 5. Further, it is necessary to configure one more service under Exchange Archive / EWS archiving service in the Configuration tool. Fill in required text boxes as follows: Exchange server - enter IP address of your Exchange server Exchange server version - click on the down arrow to select applicable Exchange server version Username & password - enter credential of a user with administrator rights to EWS Archive manager server - enter IP address of the machine where Archive Manager is installed Archive manager location - if there is only one Archive Manager server, the default 36

37 value is "1"; NOTE: Check location in the Archive Manager Administration console / Manager view / Locations. Authentication - select the authentication method Domain - enter domain of your Exchange server Service name - filled-in automatically Service location - filled in automatically (if necessary, change <localhost> to IP address of the machine where the service is installed) 37