Archiving Specific Folders

By default MailStore Server archives the emails from all folders of the email application or email mailbox except the following (the list may vary depending on the system):

Deleted Items - Emails that were deleted by the user
Drafts - Emails that are still being edited and that have not yet been sent
Junk Email - Emails that have been classified as spam
Outbox - Emails that are about to be sent and will be listed under Sent Items after sending

The standard settings can be customized; for every archiving profile, folders can be included or excluded as needed.

General Procedure

You can select the folders to be archived directly upon creating a new archiving profile. Alternatively, you can adjust the selection for already existing profiles. Additional information about creating and editing archiving profiles is available in the chapter Working with Archiving Profiles. The following screenshot shows how to access the folder settings using a Microsoft Outlook archiving profile as an example:

Selecting Folders for Archiving

You can specify the folders that MailStore Server should archive. In this case, MailStore Server limits archiving to the selected folders and ignores all others.

In the folder selection under Include Folders and Subfolders, click on Add.

Select a folder.
With the Include Subfolders option you can specify if subfolders of the selected folder should be included in the archiving process as well.
Click on OK to add the folder to the list.

Example: You have created a folder Archive in the email application or the mailbox, into which the user moves all emails that should be archived. In this case, add the folder Archive to the inclusion list. That way, only this single folder will be archived.

Excluding Folders from the Archiving Process

MailStore Server can be configured to always exclude certain folders from the archiving process.

In the folder selection in the Exclude Folders and Subfolders section, click on Add.

Select a folder.
With the Include Subfolders option you can specify if subfolders of the selected folder should be excluded from the archiving process as well.
Click on OK to add the folder to the list.

Example 1: Emails that are still in the Inbox should not be archived because they will either be deleted or moved to a project folder by the user. In this case, add the Inbox folder to the list of folders to be excluded.

Example 2: Emails that are in a folder named Private should not be archived as it may contain personal information that is prohibited by law (in some countries) to be archived.

Please note: Depending on the system, some folders (e.g. Deleted Items) are always excluded from the archiving process. To deactivate this automatic exclusion, clear the checkbox Always exclude .

Using Regular Expressions to Include or Exclude Folders

In MailStore Server you can include or exclude folders using regular expressions. The syntax follows the Specification of Regular Expressions in the .NET Framework 3.5. To specify a regular expression simply prefix it with || or |i| (using case sensitivity/insensitivity).

Example: The regular expression "||Folderd/Folderd.d" would for example include Folder1/Folder1.1 in the archiving.
The regular expression "||Folderd/Folderd.d/w+" excludes further subfolders in the structure above from being archived. The result could look like this:

Viewing the Folders Selected for Archiving

In the folder selection, click on Show Effective Folders to verify the selected settings. Hereby, all folders that will effectively be archived are displayed.

Article ID: 304
Created On: Thu, Jan 2, 2014 at 11:39 PM
Last Updated On: Sun, Jan 26, 2014 at 10:50 AM
Authored by: KB Admin01 [[email protected]]

Online URL: https://kb.quikbox.com/article.php?id=304