Shared Folder Archive

Document created by user.oxriBaJeN4 Employee on Sep 9, 2015Last modified by user.Yo2IBgvWqr on Aug 21, 2017
Version 4Show Document
  • View in full screen mode

Shared Folder Archiving is used to archive common or shared data from your environment into the Mimecast Archive. Administrators and users are then able to access these files. In order to implement Shared Folder Archiving, Mimecast Synchronization Engine needs to be installed in your environment.


Shared Folder Archiving provides an off-site secure copy of specified shared folders. These files are accessible to Administrators using Archive Search or Smart Tags, and can also be configured to be available to end users via Mimecast Personal Portal or Mimecast for Outlook - even in the event of a file server outage. Shared Folder Archiving enables Administrators to adhere to compliance regulations, and simplify their environment by having both email and file archives in one central location.


Configuring Shared Folder Archiving


To configure a Shared Folder task definition:

  1. Log on to the Administration Console.
  2. Click on the Administration menu item. A menu drop down is displayed.
  3. Click on the Services | File Archive menu item.
  4. Click on the File Archive Definitions button on the task toolbar, and select the Network Share Archive option.
  5. Click the New Definition button:
  6. Complete the folder property fields as described below:
    NameThe folder's name. This value is used as the name for the Smart Tag
    DescriptionA description for the folder
    Archive Email AddressThe email address that is used to transfer the files. The selected files from the shared folder are archived against this email address, which should also be used when searching for archived files
    Shared Folder Path

    Enter the UNC path of the folder to be archived. An example of a valid UNC path is \\servera\shares\sales

    Use the clear icon to remove the selected address from the field.

    Select the file types to include

    - Documents: .doc, .dot, .docx, .dotx, .docm, .dotm, .w6w, .wiz, .word, .pages, .pdf, .rtf, .odt, .fodt, .mpd, .mpp, .mpt, .mpc, .mpv, .mpx, .mxm, .olb, .tlp, .vsd, .vss, .vst, .vsw, .vdx, .vsx, .vtx, .vsl

    - Spreadsheets: .xls ,.xlt ,.xla, .xlsx, .xltx, .xlsm, .xltm, .xlam, .xlsb

    - Presentations: .ppt, .pot, .pps, .ppa, .pptx, .potx, .ppsx, .ppam, .pptm, .potm, .ppsm

    - Text Files: .txt, .text, .htm, .html, .602, .asc, .csv

    - Images and Photos: .jpeg, .jpg, .pjpeg, .png, .bmp, .gif, .dat, .tiff, .tif, .psd, .svg, .xcf

    - Sound Files: .mp3, .mpg, .mpeg, .wav, .mp4, .ogg, .flac, .ra

    - Video Files: .mpg, .mpeg, .mpe, .m1s, .mpa, .mp2, .m2a, .mp2v, .m2v, .m2s, .avi, .wmv, .qt, .mov, .sgi, .m4v, .ogg, .asf, .asx, .wma, .wmx, .rm, .ram, .rmvb, .3gp, .mkv

    - Compressed Files: .zip, .rar, .cab, .tar, .tar.gz, .gtar, .ar, .cpio, .shar, .lbr, .mar, .bz2, .lz, .lzma, .lzo, .rz, .7z, .s7z, .ace, .afa, .alz, .apk, .arc, .arj, .ba, .bh, .cab, .cfs, .cpt, .dar, .dd, .dgc, .iso, .dmg, .ha, .ice, .kgb, .lzh, .lha, .lzx, .pak, .pea, .pim, .pit, .qda ,.sit, .sitx, .tgz, .tar.z, .tar.bz2, .tbz2, .tar.lzma, .tlz, .uc, .zipx, .zoo

    Limit archiving based on file attributesUse properties of the file to determine if it should be archived
  7. Click on the Save and Exit button.

Once the Shared Folder Archiving definition has been created, a File Archiving Task must be configured in order for the definition to take effect. A group (e.g. root directory in AD)  should be selected to complete the Task configuration. A definition that has been assigned to an File Archiving task cannot be removed, until the File Archiving task has been deleted.

Permissions to view archived files


Administrators are able to view these archived files. By default, end users will NOT be granted permissions to view these files in Mimecast Personal Portal and Mimecast for Outlook. These permissions can be adjusted by the Administrator as required.

File Archive folders cannot be renamed or deleted if associated with a File Archiving definition or File Archiving Task.

1 person found this helpful