Welcome to your Email Archive Getting Started Guide! This guide provides you with step-by-step instructions on configuring the Essentials Email Archive. The following topics are covered:
- Configuring the Essentials Email Archive
- Configuring your Exchange or Office 365 environment for Remote (SMTP) Journaling
- Configure your Exchange environment for Journaling
- Verifying your Archive setup
- Additional information
Configuring the Essentials Email Archive
Configuring the Essentials Email Archive involved the following steps:
- Review your organizations retention policy
- Grant archive users additional permissions to interact with the archive
- Connecting to your Exchange or Office 365 environment
Step 1: Managing Retention
The Essentials Email Archive allows organizations to assign a retention policy to all archived email. This setting will apply to all archived email. By default, the retention policy is set to 12 months (1 year).
If you wish to change your retention policy you will need to update the retention policy currently applied to the organization.
For more information on managing your retention policy as well as instructions on changing your retention period, refer to: Manage Retention and Legal Holds
Step 2: Managing Users
Your organizations users are automatically synced between Proofpoint Essentials and the Essentials Email Archive. If you have not yet added users to your organization then you should complete that step before proceeding.
Users who have login rights to the Proofpoint Essentials user interface are, by default, able to access their personal archive. This allows them to search for any email that is associated to them (emails that they send or receive). If you do not wish for users to be able to access the archive, you will need to create an Access Control to disable this ability.
The following roles can be assigned to your users:
An archive administrator can manage the archive configuration for an organization. This includes:
A discovery user has rights to search all archived email for an organization (All Mailboxes) or only Specific Mailboxes (Mailbox list).
For more information on managing your archive users as well as instructions on assigning additional roles, refer to: Managing Email Archive users
Step 3: Managing Connections
Connections are used to "connect" the Essentials Email Archive to your messaging environment for the purposes of collecting and archiving your organizations email.
There are two methods available:
An SMTP connection allows you to remotely journal your organizations email to a Proofpoint Essentials SMTP address.
Remote Journaling is required for organizations using Office 365.
Remote Journaling is supported for organizations using Exchange 2010, 2013 and 2016.
An IMAP connection requires that you journal email to a local mailbox and allow Proofpoint to connect to the mailbox to pull email.
For more information on managing connections as well as instructions on creating a new connection, refer to: Managing Connections
Configuring your Exchange or Office 365 environment for Remote (SMTP) journaling
Configuring your Exchange or Office 365 environment involves the following steps:
- Creating an external contact (Exchange only)
- Creating a send/outbound connector
- Configure journaling
Step 1: Creating an external Contact (Exchange only)
An external contact is required when configuring remote (SMTP) journaling in your Exchange environment.
For instructions on creating an external contact in Exchange 2013 or 2016, refer to: Configuring Journaling for Exchange 2013/2016
Step 2: Creating an outbound / Send connector
A send or outbound connector is required when configuring remote (SMTP) journlaing in your Exchange environment. The connector ensures that your journaled email is sent to the Essentials Email Archive SMTP service without being routed to the default Proofpoint Essentials outbound smarthost. The default smarthost will filter your Organizations outbound email for spam and viruses as well as apply outbound throttling limits. As a result if you direct your journaling traffic your archive will be incomplete.
For instructions on creating an outbound connector in Office 365, refer to: Configuring Journaling for Office 365
For instructions on creating a send connector in Exchange 2013 or 2016, refer to: Configuring Journaling for Exchange 2013/2016
Step 3: Configuring Journaling
The Essentials Email Archive leverages Microsoft's Journaling feature in order to capture your organizations email.
For instructions on configuring journaling in Office 365 refer to: Configuring Journaling for Office 365
For instructions on configuring journaling in Exchange 2013 or 2016, refer to: Configuring Journaling for Exchange 2013/2016
Verifying your Archive setup
Once you have completed both the Essentials Email Archive and Exchange/Office 365 configuration you should search your archive to verify that your emails are being archived.
For instructions on searching the archive, refer to: Searching the Email Archive