Import Mail Files

The following file formats are supported for file Import:

  • Internet Mail
    Internet mail files are mostly saved with a “.eml“ file extension.
    This file extension does not necessarily need to be found in the file name, only the format of the file is important.
  • Outlook E-Mail.
    Standard Microsoft Outlook Mail format.

The following steps are required to Import Mail Files:

  1. Choose Import Mail files from the menu under Import.
  2. Click on the five different symbols in the left side and enter the necessary information in the window to the right.
    Each configuration step is described further down in this document.
  3. Finish the configuration with OK and proceed with the Task Prepare / Import as described in the Best Practice Document.

Under Path Settings, you need to enter the directory in which the mails to be imported are found.

The Task will be activated and can then be manually started or with the Task Scheduler.

The directory path under which the respective mails are found.

Search mask
The Search mask filters the files according to their file extension.
The standard file extensions under which e-mails are saved are:
– „.eml“ : Internet-E-Mails
– „.msg“: Microsoft Outlook E-mail files
For example, internet mail files found on Linux system are not saved with an .eml file extension.
Nevertheless, these files can be imported as long as there is a separate file for each e-mail (saved in maildir-format)
MBOX files (several mails in one file) are not supported right now.

File format
In this field,you will enter the file format of the available mails.
The choices are Internet Mail and Outlook Mail.
Make sure the settings are correct, otherwise the e-mails cannot be correctly processed.

Include subdirectories
If this option is selected, all subdirectories will also be included.
Separate directories can be included or excluded with Folder Filter

Access permissions to imported mails can be administered with the ACLs.
A user can have one or more e-mail addresses.
If one of these addresses is available in ACL, the user will have access to the mail in the MailDepot.
Generally both the sender and recipient address will be entered in the ACL, since these are found in the header of an internet e-mail.
It is possible to manually add further addresses.

Verify ACL against the appliance local recipient list
The sender and recipient addresses of the imported mails will be verified with the E-mail Aliases found in the REDDOXX appliance.
Only when these addresses are found in the appliance, the mail will be imported.
Mails which were not accepted can be examined further in the report.

Use Mail Header for ACL
All sender and recipient addresses found in the header will be applied when defining the ACLs.
The addresses found in the “To” field, as well as “CC” filed, will be taken into account.
This is the default setting.

Static ACL
If additional users should have access to the imported mails, it is possible to manually enter the e-mail addresses in this field.
Static Email Addresses for the ACL need to be entered line by line (one Address per line), this should be done via an external editor with Copy&Paste to the ACL List.

The Folder Filter allows you to include or exclude certain directories and/or subdirectories during an Import cycle.
Make sure that the selected path information corresponds with previously entered subdirectories.
The folder needs to be entered relatively to the folder that was set in the path settings.
Never begin an entry with a slash (/).
A star (*) is the only symbol allowed and can be used as a wildcard

No Filter
All mails found in the selected directory will be imported.
Any further filter settings will be ignored.

Only Import the specified folders
Only the listed folder names in the selected directory will be imported.

Exclude the specified folders
The folder names listed here will be excluded from the Import.

Verify filter
Confirms which folders should be included in or excluded from the import.
The previously entered filter settings will be analyzed
All directories selected for an import will be listed together with the corresponding filter.
Under the column State, you can see if the folder will be included in or excluded from the import.
The folder structure is loaded when performing verify filter the first time.
If the folder structure is altered, you need to modify the task again to update the changes (and the folder structure).

With the Message Filter, it is possible to exclude mails which meet certain criteria, such as certain dates or size restrictions.

Only archive messages newer than
Only mails created after a certain date and time will be archived.

Only archive messages older than
Only mails created before a certain date and time will be archived.

Only archive messages with size

   greater than
   Only mails which are larger than the size entered will be archived.
   less than
   Only mails which are smaller than the size entered will be archived.

In order to have access permissions (ACL) to an archived mail in the REDDOXX MailDepot, the mail needs to have an SMTP-based internet e-mail address.
In the case of internal MS Exchange mails, especially with older versions (MS Exchange 5.5), SMTP was not used, instead they are based on Legacy Exchange Distinguished Name principles.
In order for the MailDepot to properly sort the users and the SMTP addresses, a translation table (Map), which translates the LegacyExchangeDN addresses to SMTP addresses, is necessary.
With a current Windows server system, the translation may be processed with the Domain Controller and Active Directory.
If certain LegacyExchangeDN addresses are not translated through the current Active Directory, or there are mails from outside systems, it is possible to manually generate a translation table.
The SMTP address always determines which user gains access to the archived mail.
When the Prepare cycle has finished, check the Task log to see which addresses could not be converted.

Enable LegacyExchangeDN mapping
By activating this, the automatic translation from LegacyExchangeDN to SMTP addresses will be applied.

Fetch from Domain Controller

   Domain Controller
   Hostname or IP address of the Domain Controller from which the primary SMTP addresses should be fetched according to the LegacyExchangeDN addresses.

   The username with which the MailDepot Importer can log into the Active Directory.

   The corresponding password for the above user.

   Query Domain Controller
   All LegacyExchangeDN addresses, together with the matching SMTP address from the Active Directory, will be displayed.

Manual add entries

   LegacyExchangeDN (X.500)
   Enter a LegacyExchangeDN address.
   Make sure that the correct path and name is given.

   The SMTP address which should be used to replace the LegacyExchangeDN address.
   Click on "Add" to add the entry.
   The new entry will be added to the end of the list.
   To delete an entry, highlight the address and push DEL or Delete on your keyboard.
   You can highlight more than one entry if necessary.
   With the Query Domain Controller fetched entries will remain in the list until they are deleted.