3.6	Exporting emails using the Bulk Export tool

The GFI MailArchiver OneClick Restore feature enables you to restore individual emails to an email address you define. If you however want to export or restore more than one email at a time, use the GFI MailArchiver Bulk Export tool. Through this tool, you can connect to a GFI MailArchiver installation, search for emails to export and export all of the emails in one go through a:

•	Restore to a specific email address

•	Download to a folder on disk in .eml or .msg format

•	Download to a PST file.

The GFI MailArchiver Bulk Export tool is useful to export a set of emails that match specific search criteria, for example, to provide emails to satisfy a litigation support request.

3.6.1

Using the GFI MailArchiver Bulk Export tool

1. Select GFI MailArchiver Bulk Export from the GFI MailArchiver program group in the Start menu.

Screenshot 77 - The GFI MailArchiver Bulk Export tool

2. In the Connect to GFI MailArchiver dialog:

•	Specify the URL used to connect to GFI MailArchiver in the MailArchiver URL field.

NOTE: A list of GFI MailArchiver URLs you successfully connected to in previous sessions is displayed.

•	Specify the account that the GFI MailArchiver Bulk Export tool will use to authenticate with the GFI MailArchiver URL specified.

•	To authenticate with the user account you are using to run the GFI MailArchiver Bulk Export tool, click Current User Account.

•	To specify a particular user account for authentication, click The Following User Account, and then specify a username and password in the User Name box and Password box respectively.

Click OK to connect.

Screenshot 78 - A new Email Search window

3.6.2

Searching for emails

1. From the Search in following archive(s) list, select the GFI MailArchiver archive stores to search in.

2. Click the Search tab and select a search field from the field list (for example Subject), and specify the criteria to look for.

NOTE: The GFI MailArchiver Bulk Export tool search feature provides the same functionality as the GFI MailArchiver web based advanced search. Refer to the Advanced search section starting on page 1 in this manual for more information.

3. Click Add Condition to add more search conditions.

NOTE 1: Conditions are logically ANDed together. This means that an email must satisfy all conditions for the GFI MailArchiver Bulk Export tool to list it in the search results.

Example:

If you specify the following conditions:

Sender is adam@external.com

AND

Recipient is jsmith@master-domain.com

The search will only list the emails sent from adam@external.com to jsmith@master-domain.com.

NOTE 2: If you have more than one search condition in the search query, you can remove a search condition by clicking the Remove Condition button. To reset the whole search query, click the New Search button and click OK in the dialog box displayed.

4. To limit your search to emails labeled with specific categorization policy labels, select them from the Filter by Label list. You can select multiple labels from the list by holding the CTRL key pressed while selecting labels.

5. Click Find Now to search.

Screenshot 79 - GFI MailArchiver Bulk Export tool displaying the search results

The GFI MailArchiver Bulk Export tool displays search results underneath the search conditions specified. For each email matching the search condition, the following information is displayed:

•

Subject

•

Sender

•	Recipients

•

Date/Time

•

Size

If search operation is taking too long, you can click Stop to interrupt the search.

If more than 100 emails match the search criteria specified, the search results would be spread out across different pages each containing a maximum of 100 emails. To navigate to different pages use the navigation buttons underneath the search results table.

The number of emails that match the search query is displayed in the bottom right corner of the Email Search window.

3.6.3

Viewing an email from the search results

After you perform a search, you might need to review particular emails from the result set to check that they actually contain what you are looking for. Double-click on the email to view. The GFI MailArchiver Bulk Export tool will load the email in a separate window.

3.6.4

Exporting emails

When you are satisfied that the emails in the search result meet the criteria you searched for, export the email using one of the following methods:

•	Restore to a specific email address

•	Download to a folder on disk in .eml or .msg format

•	Download to a PST file.

Important notes

1. The export process exports a copy of the emails and does not remove the original emails from the archive stores.

2. By default, you can export 5000 emails at a time from the GFI MailArchiver Bulk Export tool. To remove this restriction, uncheck the Restrict Search Results option from the Search tab.

WARNING: Unchecking this option is NOT recommended since it can significantly degrade server performance due to processing load.

3.6.5

Restore to a specific email address

To restore all the emails returned in the search result set to a specific email address:

1. Click Export Options tab.

2. Click Restore to the following email address and specify the email address where the exported emails shall be sent.

Screenshot 80 - Restore emails to a specific email address

3. Select the method used to send messages:

•	Send messages as Original emails

•	Send messages as Attachments.

Screenshot 81 - Restoring emails process in progress

4. Click Restore to export emails. The GFI MailArchiver Bulk Export tool disables the Email Search window until the export process completes. To stop the export process, click Stop.

3.6.6

Download to a folder on disk

1. Select Export Options tab.

Screenshot 82 - Downloading emails to a disk location

2. Click Download to folder and in the field specify the path where to store exported emails. You can also click Browse to select the destination visually from the Browse For Folder dialog box.

3. Select the export message format from Download messages in .eml format or Download messages in .msg format radio buttons.

4. Click Download to export emails.

3.6.7

Download to a PST file

1. Select Export Options tab.

Screenshot 83 - Downloading emails to a PST file

2. Click Download to PST and in the field specify the path where to create a PST file. You can also click Browse to select the destination folder from the Browse For Folder dialog box.

3. If the Retain Folder Structure checkbox is selected, the folder structure of exported emails is saved in the PST file. In this case, specify a folder name in the Folder Name field.

4. Click Download to export emails.

Screenshot 84 – Downloading emails process in progress

The GFI MailArchiver Bulk Export tool displays the progress of the export process in the status bar of the Email Search window. The bulk export tool disables the Email Search window until the export process completes. To stop the export process, click Stop.

In the destination folder selected, the GFI MailArchiver Bulk Export tool creates a new sub-folder, named ‘GFIMArc_Export_’ followed by a timestamp. You can copy this folder to another computer or to removable media such as a CD-ROM or DVD-ROM for example.

The folder contains a root XML file having the same name as the folder along with one or more sub-folders. If you open the GFIMArc_Export_20060113_1519_1.xml in Microsoft Internet Explorer, it shows a table listing the emails in Folder_1 (page 1). If you export many emails, page navigation numbers are displayed in the footer of the page so that you can list the emails stored in the other sub-folders, for example, Folder_7 (page 7).

Screenshot 85 - Exported emails navigation page

You can click the links displayed under the Filename column in the table to open and view the email.

3.6.8

Connecting to multiple GFI MailArchiver installations

The GFI MailArchiver Bulk Export tool allows you to connect to the same GFI MailArchiver installation from different Email Search windows at the same time. You can also connect to different GFI MailArchiver installations at the same time.

To connect and display a new Email Search window, select Connect from the File menu. In the Connect to GFI MailArchiver dialog, specify the GFI MailArchiver URL and credentials to use for authentication. Once connected, you can use the new Email Search window as outlined in the previous sections of this chapter.

Screenshot 86 - Multiple search windows

3.6.9

Disconnecting from a GFI MailArchiver installation

To disconnect from a GFI MailArchiver installation, you can either close the Email Search window or select Disconnect from the File menu.

If you have multiple Email Search windows connected, and want to close them all, select Disconnect All from the File menu.