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Microsoft Exchange Server 2013 and Newer Operations

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This article refers to the Barracuda Message Archiver firmware release 5.0 and higher and Microsoft Exchange Server 2013 and newer.

You configure actions that the Barracuda Message Archiver is to execute on your Microsoft Exchange Servers on the MAIL SOURCES > Exchange Integration page in the Barracuda Message Archiver web interface; click Help in the web interface for detailed information.

All submitted operations are added to the Recent Actions table, with the most recent ones at the top.

The Exchange Server Import feature does not work with disabled user accounts. To import content from disabled accounts, you must temporarily enable the accounts in Exchange. If users are hidden from the Global Address List (GAL) in Exchange, their emails cannot be imported; you must temporarily unhide these accounts to import their email.

Workflow

The Workflow includes the following pages:

  • Select Action – Select the type of action to perform on the Exchange Server.
  • Select Server – Select an existing Exchange Server, copy an existing Exchange Server configuration to modify, or add a new Exchange Server configuration. To enable RPC over HTTP (RoH), refer to the article How to Enable RPC over HTTP Connectivity.
  • Configure Action – Use this page to configure settings for the selected action using the Workflow fields.
  • View Summary – Displays the Exchange Server action details. For Email Stubbing, you can click Simulate Action to perform a "dry run" on the Exchange Server. All items that meet the specified criteria are listed in the Activity Log for that operation, but no actual content on the Exchange Server is modified. Note that once you click Simulate Action, an entry is added to the Recent Actions table. Click the Report link in the Recent Actions table to review the results for the operation.

If you simulate an Email Stubbing process, make sure to reset the Schedule to Nightly if you want this to run nightly as opposed to immediately.

Available Actions

Define an operation to perform on your Exchange Server on items that meet the criteria you define in the workflow. Select the type of action to perform on the Exchange Server:

  • Email Import Import all email from the Exchange Server into your Barracuda Message Archiver that meets the specified criteria. Barracuda recommends that you only run an email import one time.

    If you are not journaling through Exchange or you wish to only capture emails that users place into a certain folder within Outlook, you can run an Email Import nightly (Email Sync). The nightly Email Sync will import any new data from the users mailbox or a specific folder within the users mailbox. It is not recommended to journal and run nightly Email Syncs at the same time.

  • Non-Email Sync – Import only non-email Exchange Item Sources into the Barracuda Message Archiver from specified accounts including Appointments, Contacts, Tasks, and Notes.
  • Email Stubbing – Locate messages on your Exchange Server that meet the specified criteria, copy the specified parts (just attachments, or the entire message with or without attachments) onto the Barracuda Message Archiver, and modify those messages on your Exchange Server so that appropriate parts of the messages are replaced with a stub (a link to where the actual contents reside on the Barracuda Message Archiver).
  • Folder Sync – Import into the Barracuda Message Archiver the complete folder structure of the selected Item Sources, including custom folders and subfolders.

Item Sources

Item Sources are the items on which a specified action is to be run, including:

  • All Users – All users residing on the Exchange Server.
  • Email Address – Accounts whose email addresses match the entered text. Enter just the username portion to match all accounts across all domains resident on the Exchange Server, or the complete email address (including the domain name portion) to restrict the search to a specific account on a specific domain.
  • Last Name – Users whose last names as configured on the Exchange Server match the entered text.
  • Public Folders – Look in all public folders resident on the specified Exchange Server.
  • Distribution List – All users that are a member of the specified Distribution List.

    This option does not refer to any items that were sent to the distribution list, but rather to the individual accounts themselves that would have received anything sent to that List. Nested distribution lists are expanded out so all members of any list that is a part of the one actually specified here are included.

Exchange Server Configuration

When you schedule an action, you must configure an Exchange Server on which to base the action. You can select from the following configuration options:

Existing Exchange Server Configuration – Select a previously configured Exchange Server. Additionally, you can select to:

  • Edit – Modify an existing Exchange Server configuration.
  • Delete – Remove an existing Exchange Server configuration from the list.
  • Copy – Configure a new Exchange Server based on an existing Exchange Server configuration.

Add New Server – Configure a new Exchange Server:

  1. Enter a Configuration Name, the service account Email Address, Username and Password.
  2. Click Autodiscover to automatically discover server settings for Exchange imports.
    • If autodiscover is successful, you will see the server select screen with the new server configuration selected.
    • If autodiscover is unsuccessful, retry by selecting Yes or No if your service account mailbox is hosted in Office 365, and click Autodiscover.
      Advanced Options:
      • Autodiscover Hostname (Optional) – Enter the hostname used to check for credentials.
    • If autodiscover is still unsuccessful, click Configure Manually and enter the following details:
      • Configuration Name – Name to identify the Exchange Server.
      • Exchange Hostname – Enter the ServiceAccountGUID@AD_Domain.

        If you do not know the ServiceAccountGUID@AD_Domain, run the following command on the Exchange Server:
        # Get-Mailbox <service account> | fl name,ExchangeGUID


      • Username – Username associated with the Exchange Server where the actions are to be performed or the Windows domain in which the username resides; this account must have administrative privileges on the Exchange Server.

      • Password – Password associated with the username.

      • Proxy Server  (required for Exchange 2013 and newer) Enter the internal host name configured under Outlook Anywhere.

        To access the internal host name:

        1. Log into the Exchange admin center in Office 365, click servers in the left pane, and double-click the server name.
        2. In the left pane, click Outlook Anywhere, and copy the server host name in the internal host name section.

        Advanced Options:

        • Global Catalog Server (Optional) – Enter the IP address or hostname of the Global Catalog Server to prepare Active Directory for use with Outlook or Exchange Server only if the value returned from Exchange is incorrect.

Scheduled Actions

The Scheduled Actions table displays a list of Exchange import, stubbing, and synchronization operations that are scheduled to be executed by the Barracuda Message Archiver, including the current status of the operation. You can take the following actions on an item in the table:

Note that not all actions are available for all entries at all times.

  • Run Now Immediately run the operation.
  • Copy – Open a copy of the action in the workflow. Save your modifications as a new operation with the new parameters, and add the action to the Scheduled Actions table.
  • Edit – Open the action in the workflow to modify the existing configuration. Save your changes to update the existing operation with the new parameters.
  • Delete – Remove this entry for the specified operation.

    Removing a recurring stubbing operation will discard all Exchange Server and criteria information associated with that particular operation.

Recent Actions

The Recent Actions table displays a list of those operations already initiated by the Barracuda Message Archiver, including the status. For example, if an operation is currently running and has begun processing relevant items, the status displays as In Progress.

Recent Actions are automatically archived after 30 days and removed from the Recent Actions table.

You can take the following actions on an item in the table:

  • Copy – Open a copy of the action in the workflow. Save your modifications as a new operation with the new parameters to add it to the Scheduled Actions table.
  • Report – Display a detailed summary of the completed operation in a new browser popup window. Content is available only for operations that have finished execution.
  • Pause – This will pause the currently running job.

    If you pause a job, you will not be able to start a new action until you either cancel the paused job or resume the job and let it run until completion

  • Resume – Resume an operation that has failed, paused or cancelled.
  • Cancel – Cancel the operation. The operation may later be resumed
  • More – This will show real time statistics of the current running job
  • Delete – Remove this entry for the specified operation.

    Removing a recurring stubbing operation will discard all Exchange Server and criteria information associated with that particular operation.

Table 1. Action Configuration Settings.

Action/Configuration Description
Email Import Imports all items matching the item source filter from the specified Exchange Server into the Barracuda Message Archiver for processing. This is a one-time event.
   Item Date Only items matching this date restriction are imported. Date is either the date the message was created on the Exchange Server, or the date that appears in the 'Dte' field in Microsoft Outlook, whichever produces more results.
   Item Source

Select the target list from which to import:

  • All Users – All users on the specified Exchange Server
  • Email Address – Any email account that matches the value entered in the associated field.
  • Last Name – Any user on the specified Exchange Server whose last name matches the value entered in the associated field.
  • Public Folders – Looks in all public folders on the specified Exchange Server.
  • Distribution List – Looks for items that are sent to the individual accounts that receive content sent to the list entered in the associated field.
   Schedule Select whether to process Nightly or Now
   Advanced Options
  • Folders Select folders to process:
    • All – Processes all folders
    • Basic – Specify whether to process Inbox, Sent Items, and/or Deleted Items
    • Advanced – Add folders and specify whether to Include Only or Exclude Only the specified folders 
  • Maximum Size (KB) – Enter the maximum acceptable size for a message to be inspected. Messages larger than the entered size are bypassed.
  • Home Server – Enter the hostname or IP address of the server housing the message store to search through.
  • Notification Email – Enter a notification email address
  • Process Personal Archives – Select whether to process personal archive
  • Import Only Conversation History – Select whether to process only conversation history
  • Item Type – Select whether to process All Messages, Only Email, or Only Posts
Non-Email Sync

This is a one-time task to import non-email items.
   Item Source

Select the target list from which to import:

  • All Users – All users on the specified Exchange Server
  • Email Address – Any email account that matches the value entered in the associated field
  • Last Name – Any user on the specified Exchange Server whose last name matches the value entered in the associated field
  • Public Folders – Looks in all public folders on the specified Exchange Server
  • Distribution List – Looks for items that are sent to the individual accounts that receive content sent to the list entered in the associated field
   Item Type

Select whether to process Appointments, Contacts, Tasks, and/or Notes

   Schedule Select whether to process Nightly or Now
   Advanced Options
  • Maximum Size (KB) – Enter the maximum acceptable size for an item to be inspected. Items larger than the entered size are bypassed.

  • Home Server – Restrict the action to only items residing on the configured server.

  • Notification Email – Enter a notification email address
  • Process Personal Archives – Select whether to process personal archives
Email Stubbing

Imports messages that have attachments, and replaces either the message or the attachment with stubs and stores attachments on the Barracuda Message Archiver rather than on the mail server itself.

   Configure Click Configure to configure the Stub Link URL for external access.
   Item Source

Select the target list from which to stub:

  • All Users – All users on the specified Exchange Server
  • Email Address – Any email account that matches the value entered in the associated field
  • Last Name – Any user on the specified Exchange Server whose last name matches the value entered in the associated field

  • Public Folders – Looks in all public folders on the specified Exchange Server

  • Distribution List – Looks for items that are sent to the individual accounts that receive content sent to the list entered in the associated field

   Item Age (days) Only items that are the entered age or older are stubbed
   Minimum Size (KB) Items smaller than the entered value are not stubbed
   Stub Content Specify whether to stub Attachments Only or the Entire Message
   Schedule Select whether to process Nightly or Now
   Advanced Options
  • Folders – Select folders to process:
    • All – Processes all folders
    • Basic – Specify whether to process Inbox, Sent Items, and/or Deleted Items
    • Advanced   
  • Maximum Size (KB) – Enter the maximum acceptable size for a message to be inspected. Messages larger than the entered size are bypassed.
  • Home Server – Enter the hostname or IP address of the server housing the message store to search through.
  • Notification Email – Enter a notification email address
Synchronize Folders Synchronize folder structure from the Exchange Server mailboxes to the Barracuda Message Archiver for searching purposes.
Important: This synchronization assigns emails that the Barracuda Message Archiver has already imported via other means to the folders they inhabit within a user’s mailbox at the time the folder synchronization runs. No new emails are brought into the Barracuda Message Archiver by this job type. 
   Item Source

Select the target list to synchronize:

  • All Users – All users on the specified Exchange Server
  • Email Address – Any email account that matches the value entered in the associated field
  • Last Name – Any user on the specified Exchange Server whose last name matches the value entered in the associated field
  • Distribution List – Looks for items that are sent to the individual accounts that receive content sent to the list entered in the associated field
   Advanced Options
  • Folders – Select folders to process:

    • All – Processes all folders
    • Advanced – Add folders and specify whether to Include Only or Exclude Only the specified folders
  • Home Server – Restrict the action to only items residing on the configured server.
  • Notification Email – Enter a notification email address
  • Process Personal Archives – Select whether to process personal archives

 


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