Exporting Archived Messages

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.oxriBaJeN4 Employee on Mar 25, 2018
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Administrators can export archived messages. For example, if they need to rebuild a user's mailbox, retrieve messages for a topic, or store a backup on local storage media. Up to five concurrent exports can be active. Active exports in eDiscovery cases also count towards the total number of exports.

To export eDiscovery cases see this page.

Starting an Export

Before messages can be exported, a Saved Search is required.

To start an export:

  1. Log on to the Administration Console.
  2. Select the Administration toolbar menu item.
  3. Select 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. Select the Export Search menu item.
    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 export file format:

    • Zipped EML Standard Journal (SJF) Format
    • Zipped EML Envelope Journaling Format (EJF)
    Include BCC RecipientsIf selected, BCC recipients are included in the message header so that they are included in the export.
    This field is only available if a "Zipped EML Standard Journal (SJF) Format" export file format is used.
    Download FilenameSpecify a name 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 us. The original message is attached to this wrapper (envelope) message. For detailed descriptions of EJF and SJF, view the related article on Ingestion.
  8. Select the Save button.

 

Monitoring Export Progress

 

To view the status of an export:

  1. Log on to the Administration Console.
  2. Select the Administration menu item button.
  3. Select the Archive | Exports menu item. A list of exports is displayed with the following details:

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

    The export status.

 

Downloading Export Files

 

Archive Search Save IconMessages are exported in blocks of 100,000 or 500 MB file sizes, whichever comes first. For example if an export file exceeds 500 MB on the 75,000th message, only those messages are exported with the rest exported in another block.

 

When a file is ready to download, a notification is issued and the export file’s status icon changes to a "Save" icon (see right). Once this first file has been downloaded, click the Generate Next Export Block option to prepare the next file.

 

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

Exported files must be downloaded in 30 days. After this time, we'll automatically mark the exports as completed and you'll be unable to download it.

To download the exported file:

  1. Select Save for the export from the list.
  2. Select the Save File option.
  3. Select the OK button.
  4. Specify a download location.
  5. Once the export is complete, select the Mark Completed button.

 

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. Canceling an ExportLog on to the Administration Console.
  2. Select the Administration toolbar menu item.
  3. Select the Archive | Exports menu item.
  4. Select the export you want to cancel.
  5. Select the Cancel Export button.
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