Exporting Archived Messages

Document created by user.oxriBaJeN4 Employee on Sep 11, 2015Last modified by user.oxriBaJeN4 Employee on Jul 10, 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. View the eDiscovery page for more information on exporting eDiscovery cases.

The administrator must have Super Administrator, Full Administrator, or Discovery Officer permissions to export archived messages.

Starting an Export

Before messages can be exported, a Saved Archive 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 | Exports menu item.
  4. Click on the New Search Export button. 
  5. Complete the Export Properties dialog as required:
    Field / OptionDescription
    ReasonEnter 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.
    Select Saved SearchUse the Lookup button to select the saved search.
    Export FormatSpecify the export file format:
    • EML (Standard Journal Format, SJF) 
    • PST
    • Exchange Journal (Envelope Journal Format, EJF)
    Envelope journaling (EJF) presents exported emails slightly different 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, view the PST Data and Zipped EML Data pages.
    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 PST or zipped EML file format is selected. 
    Export File NameSpecify a name for the export file. "Mimecast Export" will be used if no name is provided.
  6. Click on the Save button.

 

Exporting from Saved Searches

 

Alternatively, you can start an export from Saved Searches. To do so:

  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 and select the Export Search menu item.
  6. Complete the Export Properties dialog (see above).
  7. Click on the Save button.
Once a saved search has been assigned to an export, changes cannot be made to the search criteria.

Monitoring Export Progress

 

To view the status of an export:

  1. Log on to the Administration Console.
  2. Select the Administration toolbar menu item.
  3. Select the Archive | Exports menu item. A list of exports is displayed.
  4. Click on any export to display the Export Properties information, as follows:

    ColumnDescription
    Search NameDisplays the export name (i.e. the Saved Search description).
    Discovery CaseIf the export is an eDiscovery Case, the name displays.
    Export FormatThe output file format (EML, PST, or Exchange Journal).
    Include BCC RecipientsWhether BCC recipients are included in the headers or not.
    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 we completed preparing the messages for 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 is comprised of download files 2 GB in size. For example, an export with a total size of 8 GB would be split into four 2 GB files. When an export is complete and ready to download, an email notification is issued to the administrator who requested it, and the export’s status icon changes to a "Save" icon (see right).

 

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

 

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 menu item.
  4. Select the Export you want to cancel.
  5. Click on the Cancel Export button.
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