Archiving Emails from External Systems (File Import)

MailStore can archive the emails from applications that are not directly supported if they are available in a standardized format. With such applications it will be necessary to access directly or to export the emails to one of these formats first.

Using file import, MailStore can archive the following formats:

• EML - One file per email. Often called RFC822 or MIME format.
• MSG - One file per email. Microsoft Outlook email files.
• PST - Microsoft Outlook personal folder files.
• MBOX - The file ending is .mbx. This file format is used by Mozilla Thunderbird, for example, although in this case the file ending is omitted. The MBOX file format is also used by many Unix mail servers.

Procedure for Archiving PST Files

Archiving PST files is described separately in chapter Archiving Outlook PST Files Directly.

Procedure for Archiving EML and MSG Files

Setting up archiving processes for files from the file system is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles.

Please proceed as follows:

• Users can only archive their own email files to their personal user archive. To archive the emails of other users, they have to be logged on to MailStore Client as MailStore administrator.
• In MailStore, click on Archive Email.
• From the Email Files list in the Create Profile area of the application window select Directory (File System).
• A wizard opens, guiding you through the setup process.
• Select the file type to be archived (e.g. EML or MSG files) and click on OK.

  

• Select the folder to be archived. All email files in this folder will be archived.

  

• If desired, adjust the advanced settings or simply click Next.
  

  Include Subfolders: Not only the emails in the selected folder are archived but also those located in any subfolders.
  

  Read MailStore Headers: RFC822 files created by the MailStore-specific export process contain additional information such as the source folder. Remove the checkmark if this information is to be ignored.
  

  Custom File Extensions: Choose this option if the files to be archived are in EML format but have a different file ending.

• If logged on to MailStore Server as the administrator, the target archive can be specified. Select the archive of the user for whom the selected files are to be archived.

  

• At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Profiles and can be run immediately, if desired.

Procedure for Archiving MBOX Files

Setting up the archiving process for files from the file system is done using archiving profiles. General information about archiving profiles is available in chapter Working with Archiving Profiles.

Please proceed as follows:

• Users can only archive their own email files to their personal user archive. To archive the emails of other users, you have to be logged on to MailStore Client as MailStore administrator.
• In MailStore, click on Archive Email.
• From the Email Files list in the Create Profile area of the application window select MBOX File.
• A wizard opens, guiding you through the setup process.
• Select the MBOX file to be archived.

  

• If logged on to MailStore Server as administrator, the target archive can be specified. Select the archive of the user for whom the selected file is to be archived.

  

• At the last step, a name for the new archiving profile can be specified. After clicking on Finish, the archiving profile will be listed under Saved Profiles and can be run immediately, if desired.

Archiving with Drag & Drop

Files can also be archived using Drag & Drop: Simply drag the appropriate folder containing EML files or the appropriate MBOX file into the list of saved settings to create an archiving profile for this process directly.

Starting the Archiving Process

Starting the Archiving Process Manually

On the start page of MailStore Client, click on Archive Email and from the list under Saved Profiles, select the appropriate archiving profile. Click on Run. After the archiving process has been executed, a protocol appears. It contains information about the volume of emails that have been archived as well as any errors that may have occurred.

This process can be repeated by the user any number of times. MailStore only archives those emails that are not yet stored in the corresponding user archive. In addition, MailStore detects if emails within the source application (e.g. Microsoft Outlook) were moved to a different folder and repeats such moves in MailStore accordingly.

Automating the Archiving Process

In addition to being executed manually, archiving tasks can also be executed automatically according to a schedule. Simply right-click on an existing profile and select Schedule.... Additional information about this topic is available in chapter Automating the Archiving Process.

Please note: As long as no deletion rules were specified upon creating the archiving profile, MailStore will never delete or otherwise modify emails in the source application (e.g. Microsoft Outlook).