Exporting Archived Message Data

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.oxriBaJeN4 Employee on Jun 26, 2019
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You can export the results or data from a saved archive search to a file to meet one of the following use cases:

  • Export all messages in a format that allows them to be imported to an email client or exchange (e.g. to rebuild a user's mailbox, retrieve messages for a topic, or store a backup on local storage media). This requires your logon to have a Super Administrator, Full Administrator, or Discovery Officer permission.
  • Export summary information of all messages returned by the search (e.g. for reporting purposes).
See the Saved Archive Searches page for full details on how to configure a saved search.

Exporting a File for an Email Client / Exchange

 

When exporting archived messages, consider the following:

  • You must have either the Super Administrator, Full Administrator, or Discovery Officer permission.
  • Up to five concurrent exports are allowed.
  • Active exports in eDiscovery cases count towards the total number of exports. View the eDiscovery page for more information on exporting eDiscovery cases.

 

Once a saved search has been run and produced results, you can export the messages to a file:

  1. Log on to the Administration Console.
  2. Click on the Administration toolbar menu item.
  3. Select the Archive | Saved Searches menu item.
  4. Select the Saved Search Folder in the navigation panel where the saved search is located.
  5. Right click on the Saved Search.
  6. Click on the Export Search menu item.
  7. Complete the  Export Properties dialog as required:
    Field / OptionDescription
    Search NameEnter a name for the search (e.g. the reason for your export). This information is logged to ensure that exports are carried out in accordance with the stated reason, and adhere to corporate policies and regulatory requirements.
    Export FormatSelect the export file format from the drop down list:
    • EML (Standard Journal Format, SJF) 
    • PST
    • Exchange Journal (Envelope Journal Format, EJF)
    Envelope journaling (EJF) presents exported messages differently to the standard zipped EML format. It adds an envelope with sender and recipient header information to the original message stored in the archive. For detailed descriptions of EJF and SJF (zipped EML) file formats, see the PST Data and Zipped EML Data pages.
    Include BCC RecipientsIf the export file format is set to either EML or PST, this option allows you to include recipients that are BCCed in the message header.
    Export File NameSpecify a name for the export file. If no value is specified, the file name defaults to "Mimecast Export".
  8. Click on the Save button.

 

Monitoring Your Export's Progress

 

To view the status of an export:

  1. Log on to the Administration Console.
  2. Click on the Administration toolbar menu item.
  3. Select the Archive | Exports and Updates menu item. A list of exports is displayed.
  4. Click on the export. The Export Properties dialog is displayed with the following information:
    ColumnDescription
    Search NameDisplays the export name (i.e. the Saved Search description).
    Discovery CaseIf the export is an eDiscovery Case, its name is displayed.
    Export FormatThe output file format (EML, PST, or Exchange Journal).
    Include BCC RecipientsDefines if BCC recipients are included in the headers.
    Export File NameThe name of the files being exported.
    Export Requested ByThe user who requested the export.
    Request DateThe date and time the export was created.
    PreparedThe date and time the messages were ready to export.
    Total MessagesThe total count of messages contained in the export.
    Completed MessagesThe number of messages completed by the export so far.
    Remaining MessagesThe number of remaining messages yet to be exported.
    Current BatchThe export batch number.
    Status The status of the export.

 

Downloading Export Files

 

Archive Search Save IconMessages are exported in batches of 10 GB. Each batch consists of download files with a maximum of 2 GB per file. For example, an export with a total size of 7 GB would be split into three 2 GB files and one 1 GB file.

Exports larger than 10 GB require multiple batches to be prepared. Click on Generate Next Export Batch to prepare the next batch of files for download, if necessary.

When an export is complete and ready to download:

  • A notification is sent to the administrator who requested it.
  • The export’s status icon changes to a "Save" icon (see right).

 

Exports may be downloaded in smaller chunks if there is an issue during the export preparation. This enables you to download what has been exported already, before continuing with the next batch.

Exported files must be downloaded within 14 days. After this time, the exports are automatically marked as completed and are unavailable for download.

Download ExportTo download the exported file:

  1. Select the export from the queue (it must display the "Save" icon). An Export Chunks section displays under the Export Properties information.
  2. Click on the Download button for the export from the list.
  3. Select the Save File option.
  4. Click on the OK button.
  5. Specify a download location.
  6. Optionally click on the Report button to view additional details of the download.

 

Canceling an Export

Exports with a status of "Pending" or "In Progress" can be canceled with a Super Administrator, Full Administrator, or Discovery Officer role.

To cancel an export:

  1. Log on to the Administration Console.
  2. Select the Administration toolbar menu item.
  3. Select the Archive | Exports and Updates menu item.
  4. Select the Export you want to cancel.
  5. Click on the Cancel Export button.

 

Exporting a Summary Information File

 

To export a file containing summary information of a saved archived search's results:

  1. Log on to the Administration Console.
  2. Click on the Administration toolbar button.
  3. Select the Archive | Saved Searches menu item.
  4. Select a Saved Search Folder in the navigation panel.
  5. Select the Saved Search menu item.
  6. Click on the Export Data button.
  7. Complete the Export Properties dialog as required:
    Field / OptionDescription
    ColumnsSelect the data columns you'd like to export.
    Sender / Recipient FormatSelect whether to export the "Standard" or "Resolved Addresses".
    File FormatSpecify a file format for the export file of either ".CSV" or ".XLS".
    Export OptionSpecify what happens to the export file once it is created:
    • "Download" downloads the file to your browser's download folder.
    • "Send Email" sends a message containing the file to your email address.
  8. Click on the Export button. The file is downloaded to your browser's download location.

 

See Also...

 

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