Creating an Archiving Profile

To create a new archiving profile proceed as follows:

• Start the MailStore Client and click on Archive Email to create and execute an archiving profile.
• In the Create Profile section of the application window, select the source from which the emails should be archived (e.g. Microsoft Outlook). A wizard opens.
• During the first steps of the wizard, several different settings can be specified for the archiving profile. These include the selection of folders (e.g. "Inbox") or deletion rules (by default, no emails are deleted).
• If you are logged on as MailStore Server administrator, you will be prompted for the target archive (user archive), in which the emails should be stored. If logged on as a regular user, the corresponding user archive will be used automatically.
• In the last step, a name for the archiving profile can be specified. After clicking Finish, the archiving profile will be listed under Saved Profiles and can be run immediately, if desired.

Starting the Archiving Process

Select the archiving profile to be executed from the list under Saved Profiles and click on Run.
A progress windows appears. After the archiving process has been completed you can get further information about its course as well as possible errors by clicking on Details... A debug log is also available here.

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

Executing Archiving Profiles Multiple Times

Any archiving profile can be run any number of times without concern. MailStore Server only archives emails that are not yet stored in the target archive (the specified user archive). MailStore Server also detects if any emails were moved to a different folder within the source application (e.g. Microsoft Outlook) and reproduces such moves in its archive accordingly.

Editing Archiving Profiles

To edit an existing archiving profile, proceed as follows:

• Select the archiving profile you want to edit from the list Saved Profiles and click on Properties.
• Navigate between the profile’s pages with Next and Back and change the settings as desired.
• Save the new settings on the last page by clicking OK.
• By clicking Cancel you can quit editing the archiving profile at any time without committing any changes.

Deleting Archiving Profiles

If no longer needed, you can delete an existing archiving profile.

• Right-click on the archiving profile you want to delete and select Delete.
• A confirmation prompt appears. Acknowledge by clicking OK.

Changing Owner of Archiving Profiles

As MailStore Server administrator (admin) you can change the owner of an archiving profile. That way you can prepare archiving profiles for your users which they can execute on their own afterwards.

• Right-click on the profile you want to change and select Change Owner....
• Choose the profile’s new owner in the next dialog.
• Confirm the selection by clicking on OK.

Managing and Executing the Archiving Profiles of Other Users

As MailStore Server administrator (admin) you can manage the archiving profiles created by other users as well.

• In the section Saved Profiles activate the option Show Profiles of All Users.
• You can now edit, execute or delete these profiles just as your own.

Special Case: Executing the archiving profiles for email clients for other users

The execution of archiving profiles for email clients such as Microsoft Outlook or Mozilla Thunderbird usually makes only sense on the PC where the corresponding email client is installed because that client stores emails and data necessary for accessing them locally on that PC.

Example:
If user A has an archiving profile for Microsoft Outlook, you can view and edit it as a MailStore Server administrator through your MailStore Client. However, executing this profile only makes sense if it is run using the MailStore Client that is installed on user A’s computer because only there can the locally stored data be accessed.

This information only applies to archiving profiles listed in the E-mail Clients section.