Envelope (SMTP) Journaling for Microsoft Exchange 2007 and 2010Barracuda Message Archiver Organizations that use Microsoft Exchange 2007 or 2010 can take advantage of its envelope journaling feature to send all messages, along with all of their recipient information, directly into the Barracuda Message Archiver to ensure complete and accurate archiving of all electronic correspondence. How It Works Microsoft Exchange Server journaling lets you record a copy of, or journal, email communications in your organization and send them to a dedicated mailbox on an Exchange Server. The process of journaling is different from archiving. Journaling is simply a means of recording your users’ messages. Archiving, on the other hand, is a means of storing those copies in a separate environment for the purposes of regulatory compliance, data retention, or server maintenance. Microsoft Exchange Server 2007 and 2010 both offer two types of journaling: • Standard journaling, in which all messages sent from or sent to addresses on a specific mailbox database are journaled. • Premium journaling, with the following options: • Global scope: All messages that pass through a Hub Transport server are journaled. • Internal scope: Only the messages sent and received within the Exchange organization are journaled. • External scope: Only the messages sent from or sent to addresses outside the Exchange organization are journaled. Additionally, each scope within Premium journaling can be further limited by selecting only certain Journal Recipients. This causes only those messages within a scope that are sent to specific SMTP addresses (mailboxes, contacts, distribution lists) to be journaled. If no recipients are specified, then the scope takes precedence. Once journaling has been enabled on your Exchange Server, it can then be configured to forward journaled messages to Message Archiving. Note: Exchange Server 2007 and 2010 and Message Archiving both support only envelope journaling. This type of journaling copies the body of an email message and its transport envelope information (P2 headers). The envelope information includes the sender and all recipients, including BCC recipients and recipients in distribution lists, which is required data for compliance with most regulations. Note that Exchange cannot fully journal the following: • • Posts to public folders - Journaling cannot be enabled on public folder stores. Expansion of external distribution lists – While the actual contents of messages sent to or from internal and external distribution lists can be journaled, only an internal distribution list can be fully expanded and included in the envelope journaling data. Membership information for a distribution list that is external to your Exchange organization cannot be expanded, and therefore cannot be included in the envelope information even if individual members on the list are in your Exchange server. Copyright © 2004-2011, Barracuda Networks Inc. 235-110801 Page 1 of 7 Envelope (SMTP) Journaling for Microsoft Exchange 2007 and 2010 What to Configure To ensure that archiving of journaled messages begin as soon as your Exchange Servers are configured to send them, you should register each Exchange Server as a Trusted SMTP Server with the Barracuda Message Archiver (on the MAIL SOURCES > SMTP/IM page) prior to configuring your Exchange Servers. Once the Barracuda Message Archiver has been configured to receive SMTP traffic, the following must all be done from the Exchange Management Console of each Exchange Server that will be journaling directly into the Barracuda Message Archiver. From Recipient Configuration: create a Mail Contact that is to act as the recipient of all journaled messages. From Organization Configuration > Hub Transport: create the following items: o a (non-routable) Remote Domain, to act as the recipient domain for journaled traffic o a Send connector, for routing journaled messages o a Journaling Rule to actually enable journaling on your Exchange Server Configure the Barracuda Message Archiver On the Barracuda Message Archiver, go to the MAIL SOURCES > SMTP/IM page to enable SMTP forwarding: 1. In the SMTP/IM Forwarding section, make sure that Enable SMTP/IM Forwarding is set to On. 2. In the Trusted SMTP Servers section, enter the IP address of each Exchange Server that will be journaling directly to the Barracuda Message Archiver. Create a Mail Contact This Mail Contact is just the account that will act as a holding location for journaled messages. The email address associated with this account will be the designated recipient, and should be associated with a non-routable, "dummy" domain name. 1. In the Exchange Management Console under Recipient Configuration, select Mail Contact. 2. From the Actions panel on the right, click New Mail Contact.... 3. Click New Contact, then click Next. 4. Enter a First and Last name, and an Alias. The Name field will be automatically filled in based on the values you enter. 5. Click on the Edit... button to the right of the External e-mail address field, and in the SMTP Address dialog that appears, enter the desired delivery email address. The account name can be anything you wish, but the domain name must be what was created in the previous section; e.g.,
[email protected] 6. Click Next to verify your entered information, then New to complete the creation of the Contact. The newly-created contact should now appear in the Mail Contact center panel. Copyright © 2004-2011, Barracuda Networks Inc. 235-110801 Page 2 of 7 Envelope (SMTP) Journaling for Microsoft Exchange 2007 and 2010 Create a Remote Domain The Remote Domain must be a non-existent or externally non-routable and unresolvable domain, from either inside or outside your organization. The domain created here must match what is used for the Mail Contact that is the recipient of journaled messages, as it will be used by the Exchange Server for routing all SMTP Journal traffic. 1. In the Exchange Management Console under Organization Configuration, select Hub Transport. 2. From the Hub Transport panel that appears in the center, select the Remote Domains tab. 3. In the Actions panel on the right, click New Remote Domain.... The following dialog will appear: 4. Enter a Name to describe the domain, and the actual Domain name that you wish to use. In the example above, barracuda-archiving.int is the "fake" domain name that is used. The domain name entered here should match the domain used for the Mail Contact. 5. Click New to verify the domain settings, then Finish to save. The newly-created domain should now appear in the Remote Domains tab. 6. Open the Properties dialog for the newly-created domain. Do so by either double-clicking on the domain; single-clicking it and selecting Properties from the Actions panel; or right-clicking and selecting Properties. Copyright © 2004-2011, Barracuda Networks Inc. 235-110801 Page 3 of 7 Envelope (SMTP) Journaling for Microsoft Exchange 2007 and 2010 7. On Exchange 2010: select the Message Format tab. On Exchange 2007: select Format of original message sent as attachment to the journal report. 8. Make sure that the following two items are selected on the Properties dialog: a. In the Message Format Options section, the Allow automatic forward checkbox should be selected. b. In the Exchange rich-text format section, select the Never use option. This ensures the journal messages sent to this domain to be in MIME Plain Text format, and not Exchange Rich Text format (TNEF, known as MAPI Rich Text Format) which is not supported. 9. Select OK to save and close the Properties dialog. Create a Send Connector A Send connector routes the journaled messages to the Barracuda Message Archiver. 1. In the Exchange Management Console under Organization Configuration, select Hub Transport. 2. From the Hub Transport panel that appears in the center, select the Send Connector tab. Copyright © 2004-2011, Barracuda Networks Inc. 235-110801 Page 4 of 7 Envelope (SMTP) Journaling for Microsoft Exchange 2007 and 2010 3. In the Actions panel on the right, click New Send Connector.... The following dialog will appear: 4. Enter a Name to identify this Send connector, e.g., Barracuda Message Archiver 5. Keep Custom as the intended use of this Send connector, and click Next. 6. In the Address Space section, click Add... to produce the SMTP Address Space dialog: Copyright © 2004-2011, Barracuda Networks Inc. 235-110801 Page 5 of 7 Envelope (SMTP) Journaling for Microsoft Exchange 2007 and 2010 7. In the Address section of the pop-up, enter the domain that was created earlier; e.g. barracuda-archiving.int 8. Click OK to close the pop-up, then click Next. 9. In the Network Settings section, select the Route mail through the following smart hosts option, then click Add... to produce the Add smart host popup: 10. Using the format of your choosing (IP address or FQDN), enter the address of the Barracuda Message Archiver that is to archive the journaled messages. 11. Click OK to close the pop-up, then click Next. 12. In the Configure smart host authentication settings section, verify that None is selected, then click Next. 13. In the Source Server section, if your Exchange server is not already listed here then click Add... to search for and add the server to this list. 14. Click Next to verify your configuration, then click New to complete the creation. Click Finish to return to the Send Connectors tab where the newly-created entry should be displayed. Create a Journaling Rule Both the Standard and Enterprise versions of Microsoft Exchange Server 2007 and 2010 support Standard and Premium Journaling. 1. In the Exchange Management Console under Organization Configuration, select Hub Transport. 2. From the Hub Transport panel that appears in the center, select the Journal Rules tab. Copyright © 2004-2011, Barracuda Networks Inc. 235-110801 Page 6 of 7 Envelope (SMTP) Journaling for Microsoft Exchange 2007 and 2010 3. In the Actions panel on the right, click New Journal Rule.... The following dialog will appear: 4. Enter a Rule name, then for the Send Journal reports to e-mail address, click on the Browse... button to locate and select the Mail Contact created earlier; e.g.,
[email protected] 5. Select the desired Scope for archiving. The recommended setting is Global - all messages for the most complete coverage. 6. Click New to create the Journaling rule, then Finish to return to the Journal Rules tab where the newly-created entry should be displayed. Copyright © 2004-2011, Barracuda Networks Inc. 235-110801 Page 7 of 7