Sync & Recover: Creating Snapshots

Document created by user.Yo2IBgvWqr Employee on Jan 31, 2018Last modified by user.oxriBaJeN4 on May 23, 2018
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This guide describes how to create a snapshot of a mailbox at a specific point in time, by configuring a Sync & Recover Overview task. This allows Administrators to recover a user's full mailbox, select folders, or individual items from a precise time. This includes the user's emails, calendar, and contacts.

 

Once the snapshot is complete, you have the option to:

  • Export specific mailbox content as a downloadable file.
  • Restore specific content to a selected mailbox.
  • Download individual mailbox items.

 

Applies To...

 

  • Administrators responsible for managing mailbox recovery functionality.

 

Walkthrough


To complete the snapshot process, you'll need to:

  1. Locate the user's mailbox from an existing Sync & Recover task. See the Managing Synchronization Tasks page for further information.
  2. Create the snapshot of the mailbox by selecting a specific date and time, and wait for the data to download to the Snapshot Queue.
  3. Export or restore selected folders or the entire mailbox from the snapshot. Alternatively, you can choose individual mailbox items to download, including messages, contacts, or calendars.

 

Creating a Snapshot

 

To create a snapshot:

  1. Log on to the Administration Console.
  2. Click on the Administration menu item.
  3. Click on the Services | Exchange Sync & Recover menu item. The Sync Tasks page is displayed by default.
  4. Click on the View Details button of the task containing the mailbox you want to view and restore. Alternatively, click on the on the Menu icon icon in the top left hand corner, and select Synced Mailboxes from the pop out panel.
    Details are displayed in a consolidated list of all archived mailboxes. This includes mailboxes that are currently part of an archive synchronization task and those of inactive users. Synchronized mailboxes are visible as long as they have been synchronized once.
  5. Select the user's mailbox you want to create the snapshot from. The user's mailbox folders, including calendar and contacts, are displayed under Live View by default. 
    Switching between Live View and Archive View won't affect the snapshot, as content is retrieved from the synchronization closest to the time you specify. See the "Viewing a Mailbox" section on the Managing Your Synchronized Mailboxes page for more information.
  6. If you want to take a snapshot of an entire mailbox, select the Mails, Contacts and Calendar checkboxes at the top of the folder lists to highlight all corresponding items underneath. If you want to take a snapshot of certain folders only, select the relevant checkboxes from the lists. Click on the + links to expand the folder hierarchy, and preview the content.
  7. Create SnapshotClick on the Create Snapshot button. A popup dialog box is displayed.
  8. From the Date and Time fields, select the closest date and time you want to retrieve the user's mailbox data from. This is a mandatory step.
    The earliest date you can set is the first synchronization of the user's mailbox.
  9. Optionally enter an email address in the Email Notification field to be notified when the snapshot is ready. By default, the administrator logged on to the console displays. 
  10. Optionally click on the:
    • Add Another Email button to notify additional users.
    • Trash can icon to delete an email address.
  11. Click on the Create Snapshot button to begin the recovery. The time to complete the snapshot depends on the size of the content.
  12. Click on the Services | Exchange Sync & Recover | Snapshot Queue menu item to view the completed snapshot. If you entered an email address at step 9, you'll be notified when it's ready.
    Snapshot Queue

    Snapshots are displayed in the Snapshot Queue for 14 days, with the last available date displayed under the Expiration Date column.
  13. Click on the relevant snapshot in the queue to display the full details. From this page, you can export or restore the data, or download individual mailbox items. See the relevant sections below to continue.

Exporting a Snapshot

 

To export a completed snapshot:

  1. Click on the Services | Exchange Sync & Recover | Snapshot Queue menu item. 
  2. Click on the relevant snapshot from the queue. The snapshot details display.
  3. Select the folders you want to export from the checkboxes listed. Enter keywords in the Search folders field to locate specific content if required.
  4. Click on the Open Export button. A popup dialog displays.
    Open Export
  5. Complete the settings as required:
    FieldFunctionMandatory Field
    Export FormatSpecify the file type of the download, either ZIP or PST.Yes
    Date RangeSelect the checkbox if you want to filter the data to export by date. Choose a start and end date from the date picker that displays.No
    Recovery ModeSpecify the format the messages are to be exported in. The options are: 
    • Safe View: Delivers the messages in the format they are in after being processed by Mimecast. This includes rewritten URLs, stationery, and transcribed / stripped / linked /or blocked attachments.
    • Original View: Delivers the messages in their original format (i.e. before Mimecast processed them).
    Yes
    Maximum File Size (GB)Specify a value between 1 and 20 (in gigabytes) to be the maximum file size to be exported. If the amount of exported data exceeded this figure, it is split into separate files. Yes
    Email NotificationEnter an email address to be notified once the export is complete and ready to download.No
  6. Click on the Export button. If you requested an email notification, we'll send a confirmation message when the export is ready.
  7. Completed exports are available for download via the Exchange Sync & Recover | Export & Restore Queue menu item.
  8. Click on the Download button.
  9. If the amount of exported data exceeds the maximum file size specified in the Export settings (step 5 above), it is split into separate files. Click on the individual Download buttons that display for each separate file to download the content to your local desktop.
    Download Snapshot Export
    View the Export and Restore Queue page for information on the statuses displayed, and how to view a report if required.

Restoring a Snapshot

 

To restore a completed snapshot:

  1. Click on the Services | Exchange Sync & Recover | Snapshot Queue menu item. A list of completed snapshots is displayed. 
  2. Click on the relevant snapshot from the queue. The snapshot details display.
  3. Select folders you want to restore from the checkboxes listed. Enter keywords in the Search folders field to locate specific content if required.
  4. Click on the Open Restore button. A popup dialog displays.
  5. Complete the settings as required:
    FieldFunctionMandatory Field
    Restore ToUse the Look Up button to search for the user's mailbox you want to restore the data to. By default, the email address for the administrator who is logged on displays.Yes
    Server ConnectionSelect a server connection to use from the drop down menu.Yes
    Recovery Mode

    Specify the format the messages are to be restored in. The options are: 

    • Safe View: Delivers the messages in the format they are in after being processed by Mimecast. This includes rewritten URLs, stationery, and transcribed / stripped / linked /or blocked attachments.
    • Original View: Delivers the messages in their original format (i.e. before Mimecast processed them).
    Once selected, click on the Check Target Mailbox button to ensure the mailbox specified in the "Restore To" field is available. This validation is mandatory to start the restore process.
    Yes
    Date Range

    Select the checkbox if you want to filter the data to restore by date. Choose a start and end date from the date picker that displays. 

    No
    Email NotificationEnter an email address to be notified once the restore is complete.No
  6. Click the Restore button. If you requested an email notification, we'll send a confirmation message when the restore has finished.
  7. Click on the Exchange Sync & Recover | Export & Restore Queue menu item to view the completed restore, displayed as "Restore" in the Type column.
  8. Optionally click on the Report button to view and confirm the details:
    Restore Report
    View the Export and Restore Queue page for information on viewing reports and the statuses displayed.

Downloading an Individual Mailbox Item

 

Download ContactYou can download an individual message, contact, or calendar item from a snapshot, in the following file formats:

  • Email: EML
  • Contact: VCF
  • Calendar: ICAL

To download an individual mailbox item:

  1. Click on the Services | Exchange Sync & Recover | Snapshot Queue menu item. 
  2. Click on the relevant snapshot from the queue. The snapshot details display.
  3. Select the individual mailbox item you want to download from the folders listed, clicking on the + links to expand the folders. Details of the item display. 
  4. Click on the Download button. The item will download to your local desktop.
  5. Specify a file name and location.
  6. Click on the Save button.

 

If a mailbox item's contents cannot be displayed for one of the reasons below, the Download button is unavailable:

ReasonDescription
Missing Folder InformationThe Exchange didn't include information about the folder where the message was stored.
Message Too LargeThe message is too large to be added to a PST. We're unable to add messages over 1 GB.
Failed to Parse MIME MessageThe archived message is corrupt, and can't be parsed into MIME format.
Failed to Parse ICALThe .ICAL file in the archives couldn't be parsed and added to the .PST file.
Failed to Parse VCFThe .VCF file in the archives couldn't be parsed and added to the .PST file.
Message Not Found In Archive

The message was either:

  • Never sent through Mimecast (e.g. a draft).
  • Been expired / purged from the archive.
  • Messages haven't been ingested.

 

See Also...

 

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