Configuring whose emails to archive

In the ‘Configuring which emails to archive’ section earlier in this chapter, you configured which emails you want GFI MailArchiver to archive based on the email direction (inbound, outbound, and internal). This section will show you how to control whose emails you want GFI MailArchiver to archive, by configuring exclude options. By default, GFI MailArchiver is configured to Archive emails for all users.

Excluding a list of users from archiving

To archive the emails of all users but exclude some users from archiving, follow these steps:

1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter.

2. Click on the GFI MailArchiver > Configuration > Archiving and User Exclude Options node, in the left navigation pane.

3. Under User Exclude Options, click Archive emails for all users, except anyone listed below.

4. To exclude a specific email address, select Email from the list that is inline with the Add button.

5. In the box next to the list, type the email address you want to exclude from archiving. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com. To exclude a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com.

 

NOTE: You can specify both local email addresses as well as external email addresses.

 

6. Click Add to add the email address to the list.

Screenshot 23 - Excluding an email address

7. To add more excluded email addresses, repeat steps 5 and 6.

8. To exclude an Active Directory user, select User from the list that is inline with the Add button.

Screenshot 24 - Excluding an Active Directory user

9. The list next to the Add button, lists all email enabled Active Directory users. Select the one you want to exclude from archiving.

10. Click Add to add the Active Directory user to the list.

11. To add more excluded users, repeat steps 9 and 10.

 

Screenshot 25 - Active Directory user excluded

12. Click Save Settings.

NOTE: GFI MailArchiver will not archive an email that has a sender or recipient listed in the exclusion list. For example, if you exclude jdoe@master-domain.com from archiving, and user@externaldomain.com sends an email to peter@master-domain.com and jdoe@master-domain.com, GFI MailArchiver will not archive the email.

Archiving the emails only of certain users

To archive the emails only of certain users and exclude everyone else, follow these steps:

1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter.

2. Click on the GFI MailArchiver > Configuration > Archiving and User Exclude Options node, in the left navigation pane.

3. Under User Exclude Options, click Archive emails only for the users listed below.

4. To include a specific email address, select Email from the list that is inline with the Add button.

5. In the box next to the list, type the email address you want to include for archiving. The wildcard characters ‘?’ and ‘*’ can be used to match more than one email address. Note that the ‘@’ sign must always be present in the email address specified. You can use question marks to match any letter. For example, ???n@?aster-domain.com will match both john@master-domain.com and joan@faster-domain.com. To include a whole domain, use the asterisk wildcard instead of the account name, for example *@master-domain.com.

 

NOTE: You can specify both local email addresses as well as external email addresses.

 

6. Click Add to add the email address to the list.

7. To include more email addresses, repeat steps 5 and 6.

8. To include an Active Directory user, select User from the list that is inline with the Add button.

9. The list next to the Add button, lists all email enabled Active Directory users. Select the one you want to include for archiving.

10. Click Add to add the Active Directory user to the list.

11. To include more users, repeat steps 9 and 10.

Screenshot 26 – Archiving emails only for the users listed

12. Click Save Settings.

NOTE: GFI MailArchiver will archive an email that has a sender or recipient listed in the inclusion list. For example, if you exclude everyone except jdoe@master-domain.com from archiving, and user@externaldomain.com sends an email to peter@master-domain.com and jdoe@master-domain.com, GFI MailArchiver will archive the email.

Archiving the emails of all users

If you want to archive the emails of all users, follow these steps:

1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter.

2. Click on the GFI MailArchiver > Configuration > Archiving and User Exclude Options node, in the left navigation pane.

3. Under User Exclude Options, click Archive emails for all users.

NOTE: You do not need to remove the users or email addresses you might have previously added to the list, since GFI MailArchiver will ignore these entries when you select Archive emails for all users.

4. Click Save Settings.

Removing users from the list

To remove individual email addresses or Active Directory users from the list, follow these steps:

1. Load the GFI MailArchiver configuration as shown in the ‘Introduction to the Configuration’ section earlier in this chapter.

2. Click on the GFI MailArchiver > Configuration > Archiving and User Exclude Options node, in the left navigation pane.

3. Click the button to the right of the email address or Active Directory user you want to remove from the list. Repeat this step to remove further entries.

4. Click Save Settings.