Archiving Mail Using Outlook

Archive Your Email for an Uncluttered Inbox

You might be on top of your home office mailbox and keep it well organized. Regardless, you will want to store older messages to conserve storage space. Outlook archives old items to an archive file, deletes expired items or both. A good way to go about this is to archive messages sent and received before a specific date for messages that you need to keep, but rarely review.

Outlook turns on AutoArchive by default to automatically archive old items on a set schedule. Outlook archives the following items:

* Outbox items older than three months
* Sent and Deleted items older than two months
* All other items including the Inbox, Calendar, Tasks, Notes, Journals and Drafts older than six months.

How to Archive Outlook Email

To modify AutoArchive settings, do the following:

1. Click Options from the Tools menu.
2. Select the Other tab.
3. Click AutoArchive.
4. Select and change the options you want for AutoArchive.
5. Click Apply these settings to all folders now to apply the new options to all folders. This overrides any custom archive settings applied to individual folders.

Set AutoArchives for individual folders by doing the following steps:

1. Right-click the folder to change its settings and click Properties.
2. Select the AutoArchive tab.
3. Decide whether to archive the folder. If not, select Do not archive items in this folder and click Apply. If you want to archive this folder, go to Step 4.
4. Decide whether to apply the default AutoArchive settings or archive the folder using the settings you set.
5. Click Apply.
6. Click OK.

Manually run AutoArchive using the following steps:

1. Click Archive from the File menu.
2. Select to archive all folders based on AutoArchive settings or Archive a specific folder.
3. Enter the date to archive items sent and received before the selected date.
4. Complete the remaining settings based on your preferences.
5. Click OK.

Restore archived items back to their original folders by following these steps:

1. Select Import and Export from the File menu.
2. Click Import from another program or file.
3. Click Next.
4. Select Personal Folder File (.pst) and click Next.
5. Change the file name from backup.pst to the name of the archive file to import.
6. Select the folder to import from and click Include subfolders, if preferred.
7. Select how you want Outlook to handle duplicates.
8. Click Import items into the same folder in, and click the folders with the same name as the folders from which you import.
9. Click Finish.

To restore archived items to a new folder, create the new folder and follow the previously outlined steps except for Step 8. Instead, click "Import items into the current folder."

Accepted Domain and its Types

What are Accepted Domains

An accepted domain is any SMTP domain name for which the Exchange organization sends or receives e-mail. Accepted domains include those domains for which the Exchange organization is authoritative. An Exchange organization is authoritative when it handles mail delivery for recipients in the accepted domain. BTW, accepted domains also include domains for which the Exchange organization receives mail and then relays to an e-mail server that is outside the Active Directory

forest for delivery to the recipient. You must configure an accepted domain before that SMTP namespace can be used in an e-mail address policy. The accepted domain is automatically populated to the e-mail address policy editor.

Types of Accepted Domains

There are three types of accepted domains: authoritative, internal relay, and external relay.

Authoritative Domains –An organization might have more than one SMTP domain. These are the authoritative domains. In Exchange 2007, an accepted domain is considered authoritative when the Exchange organization hosts mailboxes for recipients in this SMTP domain. Meaning, Exchange 2007 will treat any incoming mail destined for a recipient on an authoritative domain as internal, and will “expect” to find a recipient with that SMTP address. If no such recipient exists, Exchange will return an NDR. By default, when the first Hub Transport server role is installed, one accepted domain is configured as authoritative for the Exchange organization.

The default accepted domain is the fully qualified domain name (FQDN) for your forest root domain. The Edge Transport servers should always accept e-mail that is addressed to any of the organization’s authoritative domains , and by default, no accepted domains are configured on the Edge Transport server role. When dealing with e-mail destined for external SMTP domain names, we must configure the Exchange servers to “know” that they should accept incoming e-mail for these external domains , and perform a relay action on them. Needless to say, if we allow relaying of ALL external SMTP domains , spammers will soon find this out and begin using our servers as open relays, spamming the world through our servers. We can prevent this open relay by rejecting all e-mail that is not addressed to a recipient in the organization’s authoritative domains. However, there are scenarios where an organization wants to let partners or subsidiaries relay e-mail through the Exchange servers. You can allow this by configuring accepted domains as relay domains. The Exchange organization receives the e-mail and then relays the messages to another e-mail server. There are 2 options for configuring external domains: Either as an internal relay domain or as an external relay domain.

Internal Relay Domain – When configuring an internal relay domain, the recipients in this domain do not have mailboxes in this Exchange organization but do have contacts in the global address list (GAL). Mail from the Internet is relayed for this domain through Hub Transport servers in this Exchange organization. In this scenario, the MX resource record for the external relay domain references a public IP address the Exchange 2007 organization that is relaying messages. The Edge Transport server receives the messages for recipients in the external relay domain and then looks for contacts in the GAL for those recipients. If it finds such a recipient, it will route the message to the e-mail system for the internal relay domain. The connector configuration of your organization determines how messages are routed. .

External Relay Domain – When you configure an external relay domain, messages are relayed to an e-mail server that is outside the Exchange organization and outside the organization’s network perimeter. The messages are relayed by the Edge Transport server. In this scenario, the MX resource record for the external relay domain references a public IP address the Exchange 2007 organization that is relaying messages. The Edge Transport server receives the messages for recipients in the external relay domain and then routes the messages to the e-mail system for the external relay domain. A Send connector from the Edge Transport server to the external relay domain is required in this scenario.

Working with Sub-domains

When you create an accepted domain, you can use a wildcard character in the address space to indicate that all sub-domains of the SMTP address space are also accepted by the Exchange organization. For example, to configure YATTUCENTRAL.COM and all its sub-domains as accepted domains ,you will need to enter *.YATTUCENTRAL.COM as the SMTP address space

Managed Folder In Exchange Server 2007 sp2

Managed Folder In Exchange Server 2007 sp2

Well, managed folder in exchange 2007 server is a concept to ease the burden on user end.

Gone are the days when people used to receive 10 mails per day. Nowadays we get 10-50 messages per day

and in some cases, even 100 e-mail messages.

Microsoft has given us a tool that will make life simpler for the users by introducing the managed folder concept

Today, I will be demonstrating how to configure it and ease the load on poor non-it related staff.

Scenario

Lets say the sales dept guys are receiving 100+ e-mails everyday. and the inbox gets cluttered in a short period of time.

We can move all e-mails (though it can be done for all items in the mailbox, here we'll stick to e-mails) to a different folder

called OLD DATA.

Step-1 Open Exchange Management Console (EMC)

Step-2 Organization>>Mailbox>>Managed Custom Folder

Step-3 Create your own folder (in this case, lets call it OLD DATA)

Step-4 Managed Default Folder>> Inbox>> new managed Content Setting

(move e-mails older than 7 days to managed folder (old data)}

Step-5 Managed Folder Policies >> new policy >> policy name & associated mailbox

Step-6 Now move on to the Recipient Configuration in EMC and lets enable this feature for our user named "ceo"

Step-7 Recipient >> Mailbox >> Ceo >>Properties >> Mailbox Settings >> MRM >> link it with the policy

Step-8 Enable retention for as many days as u like

Step-9 Start Exchange Management Shell

Step-10 start-managedfolderassistant -mailbox "domainname\ceo"

Step-11 Restart Information Store

Ad Topology Service

Mailbox Folder Assistant

Now log-in to MS-outlook to find this folder under inbox

Until Next Time

bye and take care

Yattucentral

Exchange 2007 Installation requirements

Hello fellas
there are a lot of people who seem to have caught on the GHAJINI effect
Basically, it's a syndrome where you keep on forgetting things
so i thought i could create a blog to help people like these, atleast i know one of them
and that's me.

alright, lets get down to business. Exchange 2007, or to be more specific exchange 2007sp2 can be
evaluated for 120 days, the download link is available on microsoft website. If you cannot find the download link, then please dont read the whole blog, it's not meant for you.

On Windows server 2008
-------------------------------
i'm assuming that you need to install Mailbox, Client Access,Hub Transport and Unified Messaging roles on windows Server 2008, as Edge transport has to be installed on a workgroup computer.
following are the pre-requisites for installing Exchange 2007 on windows server 2008

1. servermanagercmd -i rsat-adds
2. servermanagercmd -i powershell
3. servermanagercmd -i web-server
4. servermanagercmd -i web-metabase
5. servermanagercmd -i web-lgcy-mgmt-console
6. servermanagercmd -i web-isapi-ext
7. servermanagercmd -i web-dyn-compression
8. servermanagercmd -i web-basic-auth
9. servermanagercmd -i web-digest-auth
10. servermanagercmd -i web-windows-auth
11. servermanagercmd -i net-framework

when finished,
continue with steps below
assuming that your cd/dvd drive is labelled as "D:"

1. start=>run=>cmd=>D:
2. setp.com /prepareschema
3. setup.com /preparead /organizationname:
4. setup.com /preparedomain
5. setup.com /mode:install /roles:m h c t u (for mailbox, hub trans, client access, unified and mgmt tools)

that was command line installation
see you again with "Installation of Exchange 2007 on windows 2003 sp2"