Exporting Archived Messages

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.oxriBaJeN4 Employee on Jun 9, 2017
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Administrators with sufficient permissions can use the export functionality to export archived messages from Mimecast. For example, a need to rebuild a user's mailbox, retrieve messages for a specific topic, or just to store a backup on local storage media.

 

A maximum of five concurrent exports can be active. An export is considered active if it is in any status other than 'Completed'. The full list of status', along with an image showing their associated icons, can be found further down this article. Active exports within eDiscovery cases also count towards the total number of concurrent exports, so be sure to also manage these accordingly.

To export eDiscovery cases see this article.

Starting a Export

 

Before emails can be exported, a Saved Search is required. See the Saved Searches page for further details. Once the saved search is ready, follow the steps below.

 

To perform the message export:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Archive | Saved Searches menu item
  4. Navigate to the Folder where your Saved Search resides.
  5. Right click on the search. A popup menu is displayed.
  6. Click the Export Search menu item. If this menu item is not available, your log in does not have sufficient permissions.
    Once a saved search has been assigned to an export, changes cannot be made to the search criteria.
  7. Complete the Export Properties dialog as required:

    Field / OptionDescription
    Search DescriptionThis is a display only field with the name of the saved search.
    Export Type

    Specify the format of the export file by selecting a value in the drop down list. Messages are exported in one of the following formats:

    • Zipped EML Standard Journal (SJF) Format
    • Zipped EML Envelope Journaling Format (EJF)
    Include BCC RecipientsIf selected, BCC recipients are included in the email header so that they are included in the export.

    This field is only available if the Export Type field has a "Zipped EML Standard Journal (SJF) Format" value.

    Download FilenameSpecify a filename for the export file.
    Envelope journaling presents the exported emails in a slightly different manner compared to standard EML format. EJF is a journaled message that contains the recipient and sender information obtained from SMTP headers available to Mimecast. The original message is attached to this wrapper (envelope) message. For detailed descriptions of EJF and SJF, view the related article on Ingestion.
  8. Click on the Save button to start the Export process.

 

Monitoring Export Progress

 

To view the status of an export:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Archive | Exports menu item. A list of exports is displayed.

 

Exports_List.png

 

The listed exports display the following details:

 

ColumnDescription
DescriptionName of the export as per the Saved Search description.
Created byThe person who requested export.
TypeThe output file format (e.g. Zipped EML or Zipped EJF).
CreatedThe date and time the export was created.
PreparedThe date and time when Mimecast completed preparing the messages for export.
#The part number of the export.
Message CountThe number of messages included as part of the saved search.
CompletedThe number of messages already prepared for download.
RemainingThe remaining number of messages still to be prepared.
Status icon

The status of the export.

 

Exporting Messages

 

The time it takes to prepare an export depends on the amount of messages and total size of the export. The message export prepares the exports in blocks of 100,000 messages or 500MB (whichever comes first). If the export is over 500MB in size, Mimecast will only prepare the first 500MB. 

 

When an export file is available for download, a notification is issued to the email address used to created the export. The export's status is also indicated by a Save icon. You must complete your export within 30 days, as we will automatically mark it as completed 30 days after you have requested it. Once this first block has been downloaded, click the Generate Next Export Block option to instruct us to prepare the next export block. Depending on the size and number of messages, multiple downloads may be required to export all the required messages.

 

Exports may be smaller if Mimecast encounters an issue during the export preparation. This enables the Administrator to download what has been exported already, before continuing with the next block.

 

To download the exported file:

  1. Click Save for the relevant export from the list. A dialog box is displayed.
  2. Click the Save File option.
  3. Click the OK button. A Save As dialog is displayed.
  4. Specify a download location.
  5. Once the export is complete, click the Mark Completed button in the top menu bar.

 

Canceling an Export

 

Exports with a status of "Pending" or "In Progress" can be canceled by administrators with one of the following roles:

  • Super Administrator
  • Full Administrator
  • Discovery Officer

 

To cancel an export:

  1. Log in to the Administration Console.
  2. Click on the Administration toolbar button. A menu drop down is displayed.
  3. Click on the Archive | Exports menu item.
  4. Select the export you want to cancel.
  5. Click the Cancel button.

    Canceling an Export
If the cancel button is not available, check that:
  • You are logged in as an administrator with the correct role.
  • The status of the Export is either Pending or In Progress.
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