In order to enable SMTP Journaling in your environment, ensure that the below have been considered:
- Journaling needs to be enabled for individual mailbox stores on Exchange Server
- It is important not to enable Journaling for your entire organization at once, as this will create too much overhead for your Exchange Server
- You cannot send Journaled messages to your archive using a mail-enabled public folder (folder with an email address) on your Exchange Server. You must set up a Journal recipient mailbox for your Exchange Server environment (see links to instructions in Exchange Configuration section below)
- Ensure that the hardware and software requirements for Exchange 2003 have been fulfilled as described in the Configuration section below
- You must allow forwarding on your server using the following steps:
- Open System Manager and expand Global Settings
- Right-click Internet Message Format, choose New and then Domain
- Enter a descriptive name and enter *.domain.com (replacing it with the domain you are forwarding to)
- Click on the Advanced tab and make sure that the Allow automatic forwarding checkbox is selected. This is selected by default.
Before configuring SMTP Journaling with Exchange 2003, there are certain prerequisites to be aware of. These include the Exchange hardware configuration as well as the software version.
If you are using Exchange Server 2003 Standard Edition, two servers are required on your network. You should reserve one of your servers for receiving Journaled messages only. This reserved server cannot contain any user mailboxes. (For all other Exchange Server versions this is not relevant).
Service Packs, Hot Fixes and Tools
For Microsoft Exchange Server 2003 (Standard or Enterprise Edition), or Microsoft Windows Small Business Server 2003:
- Service Pack 1 (SP1) must be installed
- Email Journaling Advanced Configuration tool (exejcfg.exe) is required
- To verify that you have the correct service pack and hotfix, go to Control Panel | Add/Remove Programs
- You can obtain service packs and software updates from the Microsoft website
- The exejcfg.exe tool is available in the Exchange Server 2003 SP1 download (check the i386\RTW directory) or you can download it from: Download Microsoft Exchange Server Email Journaling Advanced Configuration from Official Microsoft Download Center
How do I configure Journaling?
Three steps are required to configure SMTP Journaling:
- Server configuration
- Mimecast configuration
- Enable the Journal service
To configure SMTP Journaling there are multiple configuration steps, some of which are required in your Exchange environment, and other changes which need to be made to your Mimecast account.
The following configuration steps should be completed in your Exchange environment:
- Enable Envelope Journaling
- Create a new Exchange mailbox (for example, MimecastJournal), where the emails will be journaledIf possible, create a separate mailbox store for the MimecastJournal mailbox only. If this isn’t possible you should Journal to another Exchange instance. This is to prevent possible mail loops on your server.
- Create an External SMTP Contact with the following format: firstname.lastname@example.org (where "domain" is the name of your authoritative domain)
Open Active Directory Users and Computers
Right-click the container where you wish to create the Contact
Select New and then select Contact from the Menu
The New Object - Contact dialog box is displayed. Complete the fields as required
Click Next. Enter the email address for this contact
Click on Modify. In the New E-mail Address dialog box, select the type of email address to use for this contact, which should be SMTP
Click OK. The Internet Address Properties dialogue box will now be displayed. Enter the email address to associate with this contact, and then click OK
Click on Finish to create the Contact object
Once the Journal mailbox has been created (detailed above), the Mimecast Journal Connector should be configured.
Enabling SMTP Journaling
- Open the MimecastJournal mailbox via Outlook, and set a server-side forwarding rule for the journal recipient mailboxes to forward as an attachment to the external SMTP recipient address created above. This will ensure that any email distribution lists are expanded correctly.For more information on creating server-side forwarding rules, please see: How to Set a Server-Side Rule for Journal Recipient Mailboxes
- After a message has been forwarded, it must be deleted to prevent a build up of messages in the journal mailbox. Add an action to the rule previously created, that moves the message to the Deleted Items folder
- Create a Mailbox Management policy for the MimecastJournal mailbox, so it will be cleared regularly.For more information on configuring Mailbox Manager, please see: How to Configure Mailbox Manager to Clean the Journal Recipient Mailbox
- Create an SMTP Contact and configure the message format settings for the SMTP contact. Set Use MAPI rich text format to Never
- Enable Automatic Forwarding to allow automatic forwarding.
- Set Exchange rich-text format to Never use
- The two settings above ensure that journaled messages are sent in MIME format.
- Configure Exchange to archive all mail to MimecastJournal, as described in the steps below:
- Open Exchange System Manager (ESM) on the relevant Exchange server
- Expand Administrative Groups
- Expand First Administrative Group (or the relevant group, if it has been renamed or if there are multiple groups)
- Expand Servers
- Expand <your server name>
- Expand First Storage Group (or the relevant group, if it has been renamed or if there are multiple groups)
- Right click on the relevant mailbox store and select Properties
- Check the option Archive all messages sent or received by mailboxes on this store
- Click Browse
- Select the name of the user account/mailbox that has been created as the journal mailbox
- Click OK to finish
- Restart the SMTP service.For further information on setting up Journaling in Exchange, please see: Journaling with Exchange Server