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Proofpoint, Inc.

Configuring Journaling for Exchange 2010

About Journaling in Exchange 2010

Connections are used to specify the source from which emails should be retrieved and archived. Proofpoint Essentials supports two connection methods:


  • SMTP (Simple Mail Transfer Protocol)
  • IMAP (Internet Message Access Protocol)


  • Allows journaling to be enabled to send archived email to an SMTP address.
  • Required for Office 365 systems, optional but recommended for local Exchange environments.
  • Allows local journaling, with Essentials remotely accessing the mailbox in order to pull email for processing.

Supported Transport Protocols

  • Only SMTP connections over TLS 1.1, TLS 1.2 are supported.
  • Only IMAP connections over TLS 1.1, TLS 1.2 are supported. If SSL is not supported, use an SMTP connection instead

Configuring Remote (SMTP) Journaling for Exchange 2010

Configuring an External Contact

Remote Journaling should be enabled directly to Proofpoint Essentials SMTP contact, not by using the forwarding rule. 

  1. In the Exchange Management Console, expand User Configuration, then click Mailbox.

  2. Under the Actions menu, click New Mail Contact.

  3. Select the new contact radio button and click Next.

  4. Enter a descriptive name (Essentials Archiving) and alias (EssentialsArchiving).

  5. Click Edit.

  6. in the email address field enter the email address of the journaling mailbox (e.g.

Note: we recommend you use a dedicated mailbox as the Undeliverable Journal Address mailbox, as this type of mailbox will not have its email journalled. Any undeliverable journals (via SMTP path) will arrive in this mailbox and an IMAP connection will be needed to retrieve any messages delivered to this mailbox (See “IMAP Failover Connection For Office 365” section later). This address is also used as the From address for journalled mail sent to Proofpoint Email Archive. As a result this address needs to be on your domain. 

  1. Click OK.

  2. Click Next.

  3. Verify settings and click New.

  4. Click Finish.

  5. Right-click on the newly created contact and select Edit.

  6. Click the General tab and ensure that Hide from Exchange Address lists is selected.

  7. Click OK.

This will ensure the contact is not available in your organizations address list.

Configuring A Send Connector

  1. In the Exchange Management Console, expand Organization Configuration, then click Hub Transport.

  2. Under the Actions menu, click New Send Connector.

  3. Enter a descriptive name for the connector.

  4. Click on Select the intended use for this Send connector and select Custom.

  5. Click Next.

  6. Click + Add and select SMTP Address Space...

  7. In the Address space field  "   *  ".

Note: More recent versions of Exchange use the domain ''.  2010 specifically requires you to use ''

  1. Ensure that Include all subdomains is checked.

  2. Set Cost field to 1.

  3. Click OK.

  4. Click Next.

  5. Under Network settings select Use domain name system (DNS) "MX" records to route mail automatically.

  6. Click Next.

  7. Click + Add and select the HUB Transport server(s) that will associate with this Send Connector and then click OK.

  8. Click Next.

  9. Click Next.

  10. Review and then click New.

  11. Click Finish.

  12. Change the message size limits for the new archive send connector

    1. Click Propertiesgeneral tab 

    2. Change Message Size Limit to No Size Limit 

Configuring Journaling

  1. In the Exchange Management Console, expand Organization Configuration, then click Hub Transport.

  2. Under the actions menu, click New Journal Rule.

  3. Enter a descriptive name (Journal to Essentials Archive) for the journal rule in the Rule name field.

  4. Click Browse and choose the contact created in the previous procedure, then click OK.

  5. Make sure the Global option (in the Scope area) is enabled.

  6. Make sure the Enable Rule box is checked.

  7. Click New, then Finish.

Configuring Journaling for Exchange 2010

You need to create a new user account and a mailbox to be used as the journaling mailbox. If you have separate Exchange Servers, you may need a separate user account/mailbox per storage group and/or Exchange Server.

The journal account should not have any size restrictions applied to it. In addition, no Exchange Server rules should be applied to the account, especially rules that might move or delete messages from the account or move them to another folder such as “Junk Mail”.

Creating a New User Account and Journaling Mailbox

  1. On your primary Exchange Server, open the Exchange Management Console.

  2. In the tree, expand Recipient Configuration.

  3. Right-click on Mailbox and choose New Mailbox.

  4. Select User Mailbox and click Next.

  5. Select New User and click Next.

  6. Choose the Organizational Unit in which you want to create the account.

  7. Enter the full username and a user login name. For example, Essentials Archive.

  8. Enter and verify a password

  9. Set the username must change password, user cannot change password and password never expires options in accordance with your company’s policies.

Note: If you allow the password to expire, you must change it manually and reconfigure the IMAP connection each time it changes.

  1. Configuring Exchange JournalingClick Next. For Mailbox Settings, leave the Alias at its default, ensure the correct Server, Storage Group and Mailbox database are selected.

  2. Click Next. Confirm the configuration summary settings are correct.

  3. Click New. Exchange System Manager will attempt to create the user account and mailbox.

  4. Once the wizard has completed successfully, click Finish.

  5. In the tree, click Mailbox. A list of mailboxes will be displayed.

  6. Right-click on the mailbox and choose Properties.

  7. On the Mail Flow Settings tab, select Message Delivery Restrictions.

  8. Click Properties.

  9. For Accept message from, select Only senders in the following list and click Add.

  10. Select the mailbox created earlier.

  11. For Reject message from, ensure No senders is selected.

  12. Click OK, twice.

  13. Log in to the new account using OWA so Exchange will initialize the mailbox.

  1. In the Exchange Management Console, expand Organization Configuration, then click Hub Transport.

  2. Under the Actions menu, click New Journaling Rule.

  3. Enter a descriptive name (Journal to Essentials Archive) for the journaling rule in the Rule name field.

  4. Click Browse in the Journal email address area and choose the mailbox created in the previous procedure, then click OK.

  5. Make sure the Global option (in the Scope area) is enabled by checking the box for Enable Rule.

  6. Click New, then Finish.


Configuring Journaling remote domain For Exchange 2010

  1. Select Start > All Programs > Microsoft Exchange Server 2010 > Exchange Management Console
  2. Click the + sign to the left of your Exchange server
  3. Click the + sign to the left of Organization Configuration
  4. Click Hub Transport
  5. Click the Remote Domains tab
  6. In the Actions pane, click New Remote Domain.
  7. In the New Remote Domain window that opens, click on the Name field and enter a descriptive name for the remote domain 
  8. In the Domain Name field, type the domain name of the Address Space provided to you by Proofpoint Essentials (e.g.
  9. Click New.
  10. Click Finish.
  11. Right-click the newly created remote Domain and then click Properties
  12. Click the Message Format tab
  13. For the Exchange rich text format section, select Never Use
  14. For the Character Sets section
    1. For MIME type character set, select None
    2. For NON-MIME character set, select None
  15. Click OK