ArcMail Technology Defender Mail Server Configuration Guide for Microsoft Exchange Server 2003 / 2000

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ArcMail Technology Defender

Mail Server Configuration Guide for Microsoft Exchange Server 2003 / 2000

Version 3.2

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ArcMail Technology 401 Edwards Street, Suite 1601 Shreveport, LA 71101

Support: (888) 790-9252 (7AM to 7PM CST) Support: (318) 212-0950

Fax: (866) 906-9963 [email protected]

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Copyright Notice

Under the copyright laws, this manual or the software described within, can not be copied, in whole or part, without the written consent of the manufacturer, except in the normal use of the software to make a backup copy. The same proprietary and copyright notices must be affixed to any permitted copies as were affixed to the original. This exception does not allow copies to be made for others, whether or not sold, but all of the material purchased (with all backup copies) can be sold, given, or loaned to another person.

Under the law, copying includes translating into another language or format.

Specifications and descriptions subject to change without notice.

Trademarks

Defender is a trademark of ArcMail Technology.

Microsoft Windows 2000, Windows XP, Windows Server 2003, Internet Explorer, and Active Directory are trademarks or registered trademarks of Microsoft Corporation.

Adobe, Acrobat, and Acrobat Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the U.S. and/or other countries.

Other product and company names mentioned herein may be trademarks and/or registered trademarks of their respective companies and are the sole property of their respective manufacturers.

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Configuration of Microsoft Exchange 2003 / 2000 for Archiving to Defender

Now that you have completed the basic installation of your Defender by following the steps in the Defender Installation Guide, you are ready to configure your e-mail server(s) to archive mail.

There are two main options to consider when enabling journaling on Exchange; using standard journaling or using envelope journaling. Standard journaling provides the To:, From:, and Cc: information with each message to be archived. Envelope journaling provides additional data such as email addresses from the Bcc field and Distribution List recipients.

Configuring Exchange to archive mail to your Defender involves the following tasks:

• Adding the New Hosts

• Creating the Archive Contact

• Creating an SMTP Connector

• Configuring the User Mailbox Store(s) to Archive Mail

• Hiding the Archive Contact

To enable envelope journaling requires additional steps. These steps will be covered in the Optional Configuration of Microsoft Exchange Server 2003 for Archiving to Defender with Envelope Journaling section of this guide.

In this guide we’ll cover the steps necessary to configure Microsoft’s Exchange Server 2003 and Exchange 2000 Server to work with the Defender.

Defender relies on Exchange’s Envelope Journaling functionality in order to archive BCC and distribution group data. To use Envelope Journaling your Exchange Server 2003 must have Service Pack 1 installed.

To enable Envelope Journaling on these systems requires a small download from Microsoft, as well, which will be covered in detail later in this guide.

Additionally, only Enterprise editions of Exchange allow the creation of multiple mailbox stores.

Otherwise you will need to create a separate Exchange server to dedicate to journaling.

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Adding the New Hosts

You must configure the domain controller to recognize the newly added Defender appliance.

Step 1 Start the DNS Management consol.

Step 2 Select and expand the DNS server name. Expand the Forward Lookup Zones node.

Step 3 Right-click the domain that the Defender is installed on and select New Host (A).

Step 4 In the NewHost dialog box enter the hostname and IP address of the Defender and click Add Host.

Step 5 Click OK. Step 6 Click Done.

Step 7 Close the DNS Management console.

For more information, see the “Completing the Network Worksheet” section of the Defender Installation and Preparation Guide, page 11.

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Creating the Archive Contact

An Active Directory contact must be created so that the Defender will appear as an object within your directory. This allows the Defender to be specified as the recipient for archived e-mails.

Step 1 Start Active Directory Users and Computers.

In the navigation pane, expand the node for your domain and locate a container that you would like to create the contact in. The Users container will be appropriate for most organizations.

Step 2 Right-click the container and select New> Contact.

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Step 3 In the New Object – Contact window provide the requested information, for example:

First Name: Defender Last Name: Archive

Full Name: Defender Mail Archive Display Name: Defender Mail Archive

Step 4 Click Next. A second New Object – Contact screen appears.

Step 5 Click the Modify button in the E-mail field. The New E-mail Address dialog box appears.

Step 6 In the New Email Address dialog box select SMTP Address and click OK.

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Step 7 Enter the e-mail address of your Defender, for example: archiver@your_defender’s_hostname, where your_defender’s_hostname is the hostname specified in the “Network Worksheet” from the Defender Installation and Preparation Guide, page 11.

Step 8 Click OK, click Next, and click Finish.

Step 9 Close the Active Directory Users and Groups console window.

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Creating an SMTP Connector

Creating an SMTP connector will help ensure that archive mail is correctly routed to the Defender even if you route your outbound mail through SMTP gateways (i.e. smart host routing.)

Step 1 Start the Exchange System Manager

Step 2 In the Exchange System Manager window expand to the connectors container.

Note: If you have enabled the display of routing and/or administrative groups you will have to navigate through those nodes.

Step 3 Right-click Connectors and select New > SMTP Connector.

Figure 1 – Creating a new SMTP Connector

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Step 4 In the General tab of the Properties window, Name field, enter a name for the connector, for example: “Defender Archive”. (see Figure 2 – General tab of SMTP Connector Properties) Step 5 Select “Forward all mail through this connector to the following smart hosts” then enter the

hostname of your Defender as recorded on the Network Configuration Worksheet.

Step 6 Click the Add button below the list of Local bridgeheads. Select the SMTP Virtual server that will be responsible for delivering archive mail to the Defender. (see Figure 2 – General tab of SMTP Connector Properties)

Figure 2 – General tab of SMTP Connector’s properties

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Step 7 Select the Address Space tab, and click the Add button. Select an address type of SMTP and enter the hostname of your Defender from the Network Configuration Worksheet. (see Figure 3 – Address Space tab of the SMTP Connector’s properties)

Figure 3 – Address Space tab of the SMTP Connector’s properties Step 8 Choose OK to create and save the settings of the new connector.

Step 9 Close the Exchange System Manager console window.

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Configuring the User Mailbox Store(s) to Archive Mail

To finish archive configuration, you must enable archiving on the Microsoft Exchange Server, for each mailbox store.

Note: If envelope journaling is desired, then skip this section and proceed on to the next section, Hiding the Archive Contact.

Step 1 Log in to the Exchange server as an Exchange Administrator.

Step 2 Click Start > Programs > Microsoft Exchange > System Manager. The Exchange System Manager window appears.

Step 3 For Exchange 2000, expand First Organization > Administrative Groups > Servers >

exchange_server_name > First Storage Group > Mailbox Store.

For Exchange 2003, expand Servers > exchange_server_name > First Storage Group >

Mailbox Store.

Step 4 Right-click Mailbox Store and select Properties. Step 5 Select the General tab.

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Step 6 Select Archive all messages sent or received by mailboxes on this store.

Step 7 Click Browse. The Select Recipient box appears. Either scroll the SelectRecipient list or enter text in the Name: field to search for the Defender Archiver contact (common name) that was created in the “Creating the Archive Contact” section.

Step 8 Click OK. Repeat Step 4 through Step 8 for each mailbox store. Defender will begin to receive archive messages.

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Hiding the Archive Contact

Hiding the archive contact from Exchange address lists will prevent users from inadvertently select the archive contact as a recipient in their mail client.

Step 2 Navigate to the container holding the Defender Mail Archive contact. Right-click on the contact, then select Properties.

Step 3 Select the ExchangeAdvanced tab.

Step 4 Select the Hide from Exchange Address Lists check box. (see Figure 8 – Hiding the Defender Mail Archive contact from Exchange address lists)

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Optional Configuration of Microsoft Exchange Server 2003 for Archiving to Defender with Envelope Journaling

Envelope Journaling allows for the capture and indexing of distribution list names as well as BCC email addresses. This allows individual users to search and retrieve mail sent to them via a distribution list rather than directly to their specific email account. It also allows users to search on mail sent to them as a blind copied (BCC) mail.

Defender version 3.2 and higher will support both regular and envelope journaled email.

Important security note: Envelope Journaling exposes the BCC recipient information to users searching the archive. MS Exchange does not differentiate between distribution list and BCC email addresses when storing this information in an Envelope Journaled email. Consequently, Defender stores all of these email addresses in the recipient index but cannot differentiate or limit searches between the different recipient types. As a result, emails containing BCC recipient names can be located using the Defender Search function.

To enable envelope journaling requires the following additional steps. The configuration prior to this chapter must be completed first. Those steps are covered in the previous chapter, Configuration of Microsoft Exchange Server 2003 / 2000 for Archiving to Defender, in this guide.

To configure envelope journaling support follow these steps:

• Creating the Journaling Store

• Creating the Journal User

• Creating the Server Rule

• Enabling Auto-forwarding

• Configuring the Mailbox Manager

• Configuring the User Mailbox Store(s) to Archive Mail

• Hiding the Journal User

• Enabling Envelope Journaling on Exchange Server 2003

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Creating the Journaling Mailbox Store

Exchange requires that a dedicated mailbox store must be created in order to allow journaled messages to be sent in the proper format.

Note: If a dedicated, stand-alone mailbox store is not used for the journal user’s mailbox, then a mail loop will occur. This mailbox store should never be set to journal.

Step 1 Start the Exchange System Manager

Step 2 Navigate to the storage group where you would like to create the new mailbox store.

Step 3 Right click on your storage group and select New > Mailbox Store….

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Creating the Journaling Mailbox Store

Step 4 In the Properties window enter a name for the new mailbox store, for example “Journaling Store”, and click OK.

Step 5 Right click on the newly created mailbox store and choose MountStore.

Step 6 Click OK.

Step 7 Close the Exchange System Manager console.

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Creating the Journal User Account

A dedicated user mailbox must be created where journaled mail gets delivered prior to being sent to the Defender. This mailbox must be located on the mailbox store created in Creating the Journaling Mailbox Store section of this guide.

Step 1 Launch Active Directory Users and Computers.

Step 2 In the navigation pane expand to the container that you would like to create the account in.

Step 3 Right click on the container and select New > User. (see Figure 4 – Creating a new user)

Figure 4 – Creating a new user

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Step 4 Give the user a name, such as Message Journaler, assign an account name, such as journaler, then choose Next.

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Step 5 Give the user a password and select any security options that are required in your environment.

Take note of the password because you will need to log in to this account later during the configuration process. When finished go to the Next page. (see Figure 5 – Assigning a user’s password.)

Figure 5 – Assigning a user’s password

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Step 6 From the Mailbox Store drop-down menu select the journaling store that was created in Creating the Journaling Mailbox Store section of this guide, then go to the Next page when finished. (see Figure 6 – Specifying the mailbox parameters for a new user)

Figure 6 – Specifying the mailbox parameters for a new user

Step 7 On the confirmation page verify that the user’s mailbox will be created in the journaling store and then select Finish.

Step 8 Close the Active Directory Users and Computers console window.

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Creating the Server Rule

The Message Journaler account will be used to automatically forward archival mail to the Defender by way of mail handling rules on the server. The instructions below apply to Outlook 2003, but the process is similar in all version of Outlook. To create the rules:

Step 1 Log in to the domain on a client with Outlook installed.

Step 2 Create an Outlook profile for the Message Journaler.

Step 3 Launch Outlook 2003.

Step 4 From the Tools menu select Rules and Alerts. Step 5 Click New Rule…

Step 6 Select the Startfrom a blank rule radio button at the top of the Rules Wizard dialog and go to the Next page.

Step 7 This rule will apply to all messages, so action is necessary on this page. Go to the Next page and Step 8 Outlook will confirm that you want to create a rule that applies to all messages. Indicate that, Yes,

this is ok.

Step 9 In the Select Actions list, select the following:

delete it

forward it to people or distribution list

Step 10 For people or distribution list select the Defender Mail Archive contact that was created in Creating the Archive Contact.

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Step 11 Compare your setting with those in Figure 7 – Creating the rule for the Message Journaler

Figure 7 – Creating the rule for the Message Journaler Step 12 Select Finish

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Enabling Auto-forwarding

By default Exchange will not allow automatic forwarding from a user’s mailbox. In order for archiving to work properly this setting must be changed.

Step 1 On a machine with the Exchange System Manager installed, log in as a user that has rights to create a new mailbox store. In most cases logging on as Administrator on the Exchange server will satisfy these conditions.

Step 2 Start the Exchange System Manager Step 3 Expand the Global Settings node.

Step 4 Select Internet Message Formats.

Step 5 On each of your format policies get the Properties and enable Allow Automatic Forward on the Advanced tab. (see Figure 9 – Enabling Automatic Forwarding)

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Configuring a Mailbox Manager Policy

The Deleted Items folder of the Message Journaler will grow as mail is archived. A Mailbox Manager policy can be created to prevent the need for an administrator to clear out the Deleted Items folder manually. To configure a Mailbox Manager policy:

Step 1 Launch the Exchange System Manager.

Step 2 Expand the Recipients node and create a New > Recipient Policy. Step 3 For the Properties Pages: dialog select Mailbox Manager and click OK. Step 4 Enter a name for the new policy, such as Journaler Pruning.

Step 5 Modify… the Filter rules.

Step 6 Under Show these recipients unselect all choices except for Users with Exchange mailbox.

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Step 7 Select the Storage tab and Select the storage filter for Mailboxes in the Journaling Store.

Step 8 Click Find Now

Step 9 Verify that only the Message Journaler and the SystemMailbox are listed in the search results, then select OK.

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Step 10 Read the notification regarding proxy address updates, then select OK.

Figure 10 – Journaler Pruning policy filter rule

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Step 11 Select the Mailbox Manager Settings (Policy) tab. In the When processing a mailbox drop- down menu select Delete Immediately.

Figure 11 – Jounaler Pruning mailbox manager settings Step 12 In the list of folders uncheck all folders except for the Deleted Items folder.

Step 13 Verify that your Journaler Pruning policy resembles the examples in Figure 10 – Journaler Pruning policy filter rule and Figure 11 – Journaler Pruning mailbox manager settings, then select OK.

Step 14 Right-click on the Journaler Pruning policy and select Apply this policy now. Step 15 Select Yes to confirm the update.

Step 16 Expand the Servers node and get the Properties for the server that contains the mailbox store for

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Configuring the User Mailbox Store(s) to Archive Mail

To finish envelope journal configuration, you must enable archiving on the Microsoft Exchange Server, for each mailbox store.

This section supercedes the section “Configuring the User Mailbox Store(s) to Archive Mail” in the Configuration of Microsoft Exchange 2003 / 2000 for Archiving to Defender chapter. This section selects the Journal User instead of the Defender Mail Archive Contact.

Step 1 Log in to the Exchange server as an Exchange Administrator.

Step 2 Click Start > Programs > Microsoft Exchange > System Manager. The Exchange System Manager window appears.

Step 3 For Exchange 2000, expand First Organization > Administrative Groups > Servers >

exchange_server_name > First Storage Group > Mailbox Store.

For Exchange 2003, expand Servers > exchange_server_name > First Storage Group >

Mailbox Store.

Step 4 Right-click Mailbox Store and select Properties. Step 5 Select the General tab.

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Step 6 Select Archive all messages sent or received by mailboxes on this store.

Step 7 Click Browse. The Select Recipient box appears. Either scroll the SelectRecipient list or enter text in the Name: field to search for the Journal User (common name) that was created in the

“Creating the Journal User Account” section.

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Step 8 Click OK. Repeat Step 4 through Step 8 for each mailbox store. Defender will begin to receive archive messages.

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Hiding the Journal User Account

Hiding the archive contact user from Exchange address lists will prevent users from sending mail directly to the Defender.

Step 2 Navigate to the container holding the Journal User. Right-click on the contact, then select Properties.

Step 3 Select the ExchangeAdvanced tab.

Step 4 Select the Hide from Exchange Address Lists check box. (see Figure 8 – Hiding the Journal User from Exchange address lists)

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Enabling Envelope Journaling on Exchange Server 2003

You must have downloaded and installed the Microsoft Exchange Email Journaling Advanced Configuration (exejcfg.exe) tool on a Windows 2003 server that has access to Active Directory.

Step 1 The tool can be publicly downloaded from this site:

http://www.microsoft.com/downloads/details.aspx?familyid=e7f73f10-7933-40f3-b07e- ebf38df3400d&displaylang=en

Step 2 Log in to a Windows 2003 server that has access to Active Directory and where you previously installed the Microsoft Exchange Email Journaling Advance Configuration (exejcfg) tool.

Step 3 Open a command prompt window.

Step 4 Change directory into the directory where you installed the Microsoft Exchange Email Journaling Advance Configuration (exejcfg) tool.

Step 5 Using a command prompt execute the following command: exejcfg -e

Congratulations! At this point your environment is fully configured to send envelope journal formatted messages to the Defender.

ArcMail Technology Defender Mail Server Configuration Guide for Microsoft Exchange Server 2003 / 2000