Instruction Manual Archiving with Office 365. Revision 2.0

Transcription

1 Instruction Manual Archiving with Office 365 Revision 2.0

2 Copyright 2013 by REDDOXX GmbH REDDOXX GmbH Neue Weilheimer Str. 14 D Kirchheim Fon: +49 (0) Fax: +49 (0) Internet: Support: Revision number 2.0 Last alteration: This manual was prepared with great care. However, REDDOXX GmbH and the author cannot assume any legal or other liability for possible errors and their consequences. No responsibility is taken for the details contained in this manual. The manual is subject to alteration without notice. REDDOXX GmbH does not enter into any responsibility in this respect. The hardware and software described in this manual is provided on the basis of a license agreement. This manual is protected by copyright law. REDDOXX GmbH reserves all rights, especially for translation into foreign languages. No part of this manual may be reproduced in any way (photocopies, microfilm or other methods) or transformed into machine-readable language without the prior written permission of REDDOXX GmbH. The latter especially applies for data processing systems. REDDOXX GmbH also reserves all communication rights (lectures, radio, and television). The hardware and software names mentioned in this manual are most often the registered trademarks of the respective manufacturers and as such are subject to the statutory regulations. Product and brand names are the property of REDDOXX GmbH. This issue replaces all earlier ones and orients itself on the appliance with respect to naming.

3 Table of Contents 1 Introduction Prerequisites User Authentication Special Notes Office 365 Configuration Office 365 Management Add User Configure Exchange Online Setup an external contact Setup Journaling Appliance Configuration Configuration POP3 Connector Functional Test Troubleshooting...14 iii

4 1 Introduction This manual describes the Setup of Office 365 in order to archive internal s with the REDDOXX MailDepot. The technology behind is based on Journaling, which means that all s are duplicated first. 1.1 Prerequisites You need to be logged on as administrator in your Office 365. Further more, the Office Plan needs to be Plan E1 or higher (up to Plan E5) to have the Journaling available. 1.2 User Authentication A dedicated User for Journaling is needed to interact between REDDOXX MailDepot and Office 365. In the Examples, the user ReddoxxMailDepot is used. You may choose other Names as well. 1.3 Special Notes At the moment of writing, it is not possible to send the duplicated journal mails to an Office 365 User inside the current system, where the journaling is running. This is a Microsoft restriction. The Chapter 2.2 Add User refers to another Office 365 Instance. It is also possible to use a different Mailserver for the external Mail Address. 4

5 2 Office 365 Configuration 2.1 Office 365 Management Log on as Administrator at The top panel is providing the menu for configuring Office 365 and Exchange settings. Image: Adminstration Select Administrator and choose the option Office 365 to get further configuration options in the left panel. Image: Office 365 Management 2.2 Add User 5

6 Select Users & Groups in the Office 365 Management and click the + symbol to setup a new mailbox user. Image: new user Provide First Name, Last Name, and User name for the new mailbox user. In the example, the username ReddoxxMaildepot is used. Continue the steps with next and add the Exchange Online Plan license. At the last step, you will be given a temporary password. This can be changed after the first login at Image: licenses 6

7 3 Configure Exchange Online Switch to the Exchange Online Administration to continue with the setup. Image: adminstration Exchange Online 3.1 Setup an external contact As a result of Microsofts restriction, it is only possible to use external contacts for journaling. Image: Exchange Online management 7

8 Select recipients in the left panel view and then contacts. A new mail contact can be added with a click at the + symbol. You need to add a valid external contact (here a user of another Office 365 might be used, the setup is described in Chapter 2.2 Add User). Image: new mail contact In this example, the user that was created in Chapter 2.2 Add User is used. This user is from another Office 365 Plan. Insert your external contact that is to be used for journaling and confirm with Save. Image: configuration of a new mail contact 8

9 3.2 Setup Journaling Switch to compliance management in the left panel view. Image: Exchange Online management Select journal rules in the next view and create a new rule with a click at the + symbol. Image: new journal rule 9

10 Image: journal rule In this case, the journal will be send to The journal name can be the default or anything else to describe the rule. The rule needs to be applied for all sender and recipients and for all messages, so the option all messages is selected. It is also possible to further adjust the rule, if you only like to archive the internal mails or only mails from specified users or groups. Save will confirm the setting and is setting the rule active for all new messages. Image: journal rule 10

11 4 Appliance Configuration Archiving with Office Configuration POP3 Connector Select Pop3 Connector in the left panel view inside the REDDOXX Admin Gui 2. Image: Admin Gui 2 Service Status 1. Enabled Click the box next to "Enabled" to activate the POP3 connector and confirm the selection. The mailboxes will be scanned when the scheduled time has been reached. 2. Scheduler The service of the POP3 connector will start depending on when the mails are scanned and picked up from the POP3 mailboxes. The scheduled time is calculated sing the time of the last execution plus the delivery time. This time determines the timing of the next start, which is shown in the POP3 Accounts list. Possibilities are: [ running ] [ stopped ] You can click the Stop/Start button to change the status of the POP3 server. 3. Spooler The spooler processes the mails picked up from the POP3 server via the POP3 Connector and delivers them to the central archive spooler. There, the mails will be indexed and written to the default container. For diagnostic purposes, you can stop the spooler. Possibilities are: [ running ] [ stopped ] You can click the Stop/Start button to change the status of the POP3 spooler. 11

12 4. Queue length The incoming mails picked up from the POP3 server will be shown in the waiting list below. The complete number of mails in this list are displayed next to Queue length. Right click in the POP3 Accounts field and select Add. Image: POP3 Account Account 1. Hostname Enter the hostname of the mail server from which the POP3 mails should be picked up. 2. Port The TCP Port which will be used for the POP3 connection. The standard port is 110 for non-encrypted mails, Port 995 for SSL. 3. Transport security Here you can choose if and how the delivery should be encrypted. Choices ofencryption are: None, TLS, SSL. If SSL is selected, the port will change to 995. When selecting an encryption method, make sure that the recipient supports the chosen encryption method. 4. Username The name of the mailbox which should be scanned for POP3 mails. Enter the Journaling mailbox name if the MS Exchange server is the intended target. For example: If you have the REDDOXX MSX-Agent already in operation, you can use it s user information. 5. Password Enter a password if necessary. 12

13 Advanced 6. Account enabled Check the box to activate the POP3 pick up for this mailbox. If pick up is no longer necessary, uncheck the box. 7. Poll intervall The amount of time which should pass between pick ups. The default amount of time is 60 minutes. 8. Use custom message type tag If this option is activated, every mail archived through the POP3 Connector will be given a custom tag, which can be used when doing an advanced search in expert mode in the archive. 9. Custom tag Enter a number to serve as the designated POP3 tag. 10.Static Access Control List (ACL) Additional mail addresses which are allowed access to mails archived through the POP3 connector. Enter only complete, unique mail addresses, symbols or wild cards are not allowed. 4.2 Functional Test To make sure that the journaling is working correctly, following steps can be performed. 1. Polling the Mails Start the collection of Mails with your POP3 Connector (rdxadmin2 REDDOXX MailDepot MailDepot Connectors POP3 Connector). After the connect, the number of Mails that will be loaded is shown. With right click at the configured POP3 Account a poll now can be performed. The POP3 Queue is showing the polled mails. This list can be refreshed with F5. Further Information can be found in the Admin Manual POP3 Connector. 2. Transfer Mails to Archiv Queue The mails will be transfered from the POP3 Queue into the Archiv-Queue (the Archivspooler) where they will be processed (archived). This view can be refreshed with F5. 3. Containerlist view Switch to the Containerlist (REDDOXX MailDepot Archive Container). The Number of archived documents in the default container should increase. This view can be refreshed with F5. 4. LiveLog Further more, you can watch the processing of mails in the LiveLog that is shown in the rdxadmin.exe. 13

14 4.3 Troubleshooting If an error occurs, a message will appear in the POP3 Account list. At every pick up interval, if an error occurs, a message will be sent to the REDDOXX administrator. Possible errors which can occur: No connection to the POP3 server. The server is not reachable. Invalid user name or invalid password. Corrupt mail format. The file needs to be deleted from the server. A corrupt mail will be skipped, but the valid mails will continue to be processed. The corrupted mail can be identified by the date in mailbox. ERR Command is not valid in this state. The transmission encryption settings between mailserver and client (REDDOXX Appliance) do not match. Adjust the settings accordingly. For MS-Exchange 2007 and higher, TLS is required. 14