• The Mailstore where is the physical location?

    The Mailstore can be located on any network attached storage drive.

  • I want to reduce the backup times for my Exchange server, how can I do that?

    One simple way is to have Mailsafe automatically monitor Exchange for any emails that are older than a specified number of days which can be a global setting. As soon as an email is older than the number of days setting e.g. 30, 60, 90 days etc, then the email is securely archived to Mailsafe and "hard deleted" from the user's Exchange mailbox.

  • What happens if the Mailstore is close to filling its available capacity?

    The customer can specify a maximum storage limit for any one drive e.g. 2 TB, 4 TB etc. Our monitoring tool will notify someone, normally the Administrator, when storage gets close to this limit e.g. 20%, 10% etc so that a new drive can be added. The Mailstore can be spread over several drives. Searches for emails from Outlook will automatically search across the various drives from the one single search.

  • Mailsafe is described as having a “lean architecture” what does that mean?

    Mailsafe is a single instance archive which means that if an email is copied to 500 people then only one record of the email is kept and then the 500 CC'ed email addresses associated with the email are stored in a database table.

    All of the email's details are stored in a SQL server database for fast searching across all of the contents of an email.

    The Mailstore is where the emails together with any attachments are archived. All emails are compressed and have AES 256 bit encryption applied to them. It is recommended that the Mailstore is located on a different drive(s) to the SQL server database and also on lower performing disks e.g. Tier 2 or Tier 3.

    When compared with Exchange's storage requirements then there is on average a 50% storage saving benefit when using Mailsafe.

  • As the Mailstore increases in size does the backup take longer?

    The way that the Mailsafe archive is structured means that at any one time only the last 10,000 archived emails need backing up. This is a great saving on backup running times when compared with Exchange.

  • Mailsafe does not use stubbing, why not?

    The stubbing technique is performed by leaving a small file in a user's Exchange Mailbox that points to the copy of the email in the archive.

    In the short term stubbing can seem like the perfect silver bullet, as Mailbox sizes and backup times are reduced considerably, but the Exchange Administrator soon realises what long term affects stubbing has on server maintenance and the overall effect on efficiency of client performance. Server health and client performance is governed by the number of files in Exchange so when Mailboxes eventually fill up with thousands upon thousands of small "stubs", it has disastrous consequences for the Exchange Administrators to deal with.

    It's no wonder then that Microsoft advises that stubbing should not be used when archiving in Exchange, "...these [Email Archiving] solutions should be configured to move the e-mail content out of the Mailbox without retaining stub files in the Mailbox." This is something that Mailsafe complied with even before the article was released, because we understood the disadvantages of using stubbing in an email archiving solution.

    A stub has a limited amount of text, so that any searching is limited to the amount of text in the stub, which could affect the accuracy of searches because the full text in an email is truncated down to a stub.

    According to research conducted by YouGov and OfCom, 58% of workers in the UK use a mobile device, so having mobile access to an email archive would seem logical. In the TechNet article however, Microsoft explain that if an email archiving solution uses stubbing, users will not be able to retrieve emails from the archive when they are on a mobile device, as the mobile device does not have a plugin to read the pointers.

    If your archiving solution uses stubbing, migrating can prove difficult as well. If you had 5 years' worth of stubs in each users Mailbox within your company, the dramatic increase in temporary Exchange space that you will need to restore all of the stubs for migration could potentially be crippling.

  • What types of search criteria can you use in Mailsafe?

    Fast comprehensive "AND" conditional searches can be made, including searching within results.

    For example a search can be conducted on a user's selected Personal Folder, for an email within a date range that has a Subject content with a specific word and with a specific phrase in its message content.

  • Can a copy of the email be retrieved from the archive back to the user’s mailbox?

    Yes, a copy of an email, or multiple emails, can be retrieved from the Mailsafe archive and reimported back into the user's mailbox/Outlook. The original copy of the email always remains in the Mailsafe Archive.

  • Can access to a user’s archived email be delegated to another user(s)?

    Yes. Access to a user's email can be delegated to others and in Mailsafe terms, this is called the "Alias" feature. It is mostly used when a user is absent or if somebody leaves your organisation and the leaver's emails need to be accessed by another employee. The Alias feature was originally designed for the Director/Secretary type relationship where the Secretary can access the Director's emails from the archive.

    This feature is invaluable when migrating from Exchange to NHSmail as Mailsafe is able to collect a user's Exchange format email address as well as their new NHSmail format email address and apply them to a single user. This means that when a user searches the archive they can be sure of seeing their old Exchange emails as well as their archived NHSmail emails combined together in the one set of search results.

  • Can Mailsafe be installed on Client Access Servers (CAS)?

    Yes.

  • Can users search for archived emails offline?

    Offline access to the email archive is not currently available through the Mailsafe Outlook toolbar, however, as long as a user has a connection to the internet, they can search archived emails via our Web App for iOS, Android, PC & MAC. Our preference is not to offer a local cache of the archive in order to guarantee that no data can be lost or "leaked" if the local machine should fall into the wrong hands. Users can still access any emails in their local Exchange/NHSmail mailbox if Outlook is in cached mode using an OST but this is not the responsibility of Mailsafe to offer this.

  • Does Mailsafe replace an archived email with a stub or shortcut in the users’ mailbox?

    No. Microsoft has not recommended stubbing or shortcutting technology for several years and it is now an outdated method of email archiving. MS Exchange performance is directly related to the number of items contained within the email database rather than the overall size. So, for example, 10 million emails replaced with 10 million shortcuts will still encounter the same performance and back up process issues.

  • How can users sort their email search results in Mailsafe?

    When a user searches for an email the matching results are displayed in date order by default, with the most recent emails first.

    The user can right click on the green sorting arrow to arrange the search results by FROM, TO, SUBJECT and DATE.

    From, To, and Subject are sorted in alphabetical order from A-Z.

  • How is the Mailsafe toolbar installed/deployed to users?

    The Mailsafe toolbar can be installed manually following the default installation wizard, or the .MSI file can be deployed via Group Policy, Log In Script, SCCM (System Centre Configuration Manager) etc.

  • What is meant by an “email hard delete” when using the Client Side Automatic Archiving feature or the Exchange Server Mailbox Sweep Up feature?

    The email is deleted directly from the users' mailbox and is not passed to the "Deleted Items" folder.

  • What is the encryption level of the emails in the Mailsafe Email Archive?

    Mailsafe uses AES256 bit encryption which satisfies NHS security requirements.

  • Is there a script to remove PST File Profiles from Outlook?

    You can use the following VBScript in a logon script to remove PST files from the default profile on the computer (if Outlook is closed). If the script runs when Outlook is open, it will remove the PST files from the profile currently in use..

    To use, download the file below. Double-click on the file to run it, or use it with a logon script to run when the user's log on their computer.

    Download Script

  • When an email is swept up, archived and then deleted from the Exchange server using the Mailsafe Server side archiving module, how do you reclaim the “white space” on Exchange?

    You need to move the mailboxes that the emails have been archived from to a new storage group on Exchange server and then delete the old storage group.

  • When should I install the 64-bit version of the Mailsafe Toolbar?

    The 64 bit version of Mailsafe should only be installed on machines that are running a 64bit version of Office. If the PC is a 64 bit machine but running 32 bit Office then the 32 bit version of Mailsafe should be installed.

  • Which versions of Outlook does the Mailsafe toolbar integrate with?

    Mailsafe integrates with Outlook 2007/2010/2013/2016 on both 32bit and 64bit versions of Office and any future versions that Microsoft release.

  • I want to absorb all or some of the “old” emails in PST files into an email archive but I don’t know where all of the PST files are filed. How can I find where all the PST files are?

    Install our PST Discovery product and it will run as a background process discovering all PST files on network drives as well as local disk drives. Full reporting will show where the PST's are, their size, the user, date created etc.

    Once you've got all the information on PST files you can then use our PST Importer to select all or individual PST files to have their email contents automatically absorbed into the Mailsafe email archive. PST files can then be deleted.

  • Trusts that remain on Exchange will need to have secure email independent CLAS consultant accreditation by mid-2017. Does Mailsafe satisfy the email archiving standard?

    Yes.

  • Who has access to the archived emails?

    If you are the originator of an email or have received an email either directly or you were CC/BCC'ed then you will be able to search and find the email in the archive.

    At a higher level there are "Poweruser" rights whereby a "Poweruser" has rights to search, find and access all emails. These rights are needed for e-discovery purposes or dispute settlement.

  • Speed of searching for emails?

    Searching for emails is based solely on SQL server searches and is fast. Emails that match the search criteria have a preview of the email displayed. Only when a full view of the email is needed is there dialogue with the Mailsafe Mailstore email archive.

  • Can an email be returned from the Mailsafe Mailstore email archive to the user’s mailbox?

    Yes. A true and complete copy of the archived email is returned to the user's mailbox including any attachments. The original email remains in the Mailstore email archive.

  • Can an email be deleted from the email archive?

    No, users cannot delete emails from the archive.

    In exceptional circumstances a "Poweruser" can delete, however all activity is securely logged and is trackable.

  • After migrating to NHSmail with a different email address to their Exchange one, does a user have to do separate searches based on old and new email addresses?

    No. With Mailsafe the user's old and new email addresses are automatically combined into a single search. The different email formats are transparent to the user when doing searches of the email archive.

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