Email Archive Outlook

Last post 03-01-2011, 10:51 AM by Mand. 6 replies.
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  • Email Archive Outlook
    Posted: 02-28-2011, 7:18 AM


    We are archiving email and are using exchange 2007 and outlook (cached mode) in our environment. I know that the archiving agent , once it marks email to be archived, uses the local OST file to archive off the email.

    I was wondering whether anyone knows how it archives the emails once outlook is not in cached mode, does it archive directly off exchange or caches a copy on the client first? We just want to get a clearer picture on the data flow for the archiving agent processes.



  • Re: Email Archive Outlook
    Posted: 02-28-2011, 7:49 AM

    I think you are talking about two different types of archiving here.  In both cases, we run an archiving job from the commcell console.  In both cases it archives data directly from the Exchange server onto the media you selected for the job.  The difference lies in the stubbing phase.

    1) Offline Archive:  If you are using the offline archive method, during the archiving job the messages are not stubbed.  They just have their message class changed to something which identifies them as messages 'To be locally archived'.  This will allow an end user to go through our Outlook Add-In plugin and stub those messages into a local cache to allow for stub recalls from that cache without having to start a recall pipeline or contact the Exchange server.   This option will work if Outlook is in cache mode or online mode.

    2) Online Archive:  If the offline archive method is not chosen, during the archive job we will stub the messages on the Exchange so when the user opens Outlook and attempts to recover the item it will start a stub recall pipeline

    If there are any more specific questions on this please let me know.

    Wearer of Many Hats
  • Re: Email Archive Outlook
    Posted: 02-28-2011, 10:08 AM



    Thanks for the above and reply to pervious thread too. In regards to the data flow i wanted to know the procedures for the stubbing and how the agent copies( archives ) the email locally on the client and the mail server. From our understanding the archive process works as follows in a cached mode scenario:


    Client side ( cached mode):

    1. The agent runs on the client and marks/classes email to be archived off. So it marks a group of messages to be candidate archives then changes the icon to a G effectively stubbing these messages

    2. Once the above is finished the agent copies the candidate archives from the local outlook OST file and moves them into the "AddinLM" folder and CVPST files and leaves the stubb in place

    Server Side:

    1. During the next archiving run the client agent reports back to the commcell/media agent which emails have been selected to be archived.

    2. Now the messages are archived off on the exchange server to the selected library/storage device and space is recovered on exchange




    On the client side during part 2 is the CVPST file messages archived off from the local OST file or directly pulled from the exchange server to the CVPST file. 


    Space is recovered on mailboxes once the archiving job runs (set a pre-selected day) and only then

    Or have we totally got it wrong?










  • Re: Email Archive Outlook
    Posted: 02-28-2011, 10:23 AM

    I think the first thing that should be cleared up is what do you mean by 'client' and 'server'

    'Server' always refers to the Exchange Server itself.  If the Mailbox Archiver agent is installed on the server, then the 'Server' can also refer to the client which performs the archive

    'Proxy' refers to an off-host client (other than the Exchange Server) where the Mailbox Archiver is installed to perform Archive operations in cases where the agent is not installed on the Exchange server itself

    'Client' - honestly this could mean anything, as all machines are clients.  In my description I would typically differentiate clients based on 'Server', 'Proxy' or 'Outlook Client' where:

    'Outlook Client' refers to the end user's workstation where the Outlook Add-In is installed.


    our 'Offline Archive' process has two parts

    1) on the 'Server' or 'Proxy' where the archiver agent is installed, we run the Archive job for Mailbox Archiver agent with the 'Offline Archive' option enabled.  In this phase the message data is sent to the media agent to be protected on the back end.  In the stubbing phase for this job, the messages are not stubbed on the Exchange server, the only change is the message class is changed which will change the message icon to the 'G' icon.  Emphasis on the fact that the original message is still on the Exchange server at this time!

    2) phase two happens on the Outlook Add-In client on the end user's workstation.  an Offline Archive job is run from Outlook which will stub the messages by moving the originals into the cvpst file and replace them with the stubbed file.  If Outlook is in online mode, stubbing will happen directly on the Exchange server so it is synced immidiately.  If Outlook is in cache mode, the stubbing will happen on the .OST file which will then by synced back to the Exchange Server when it is connected.  if Outlook is in cache mode, but also has connectivity to Exchange this will all happen in the same process.


    Now lets see if we can answer your questions

    1) I think i answered this in my previous paragraph. is the answer sufficient?

    2) if Offline Archiving is selected in subclient properties, space is not reclaimed on the mailbox until the Offline Archiving phase is run on the end-user workstation from Outlook Add-In.   Optionally, there is one exception to this rule and that is when the following key is configured for Mailbox Archiver agent


    Feel free to comment or ask any further questions you have on this process

    Wearer of Many Hats
  • Re: Email Archive Outlook
    Posted: 02-28-2011, 11:44 AM

    Thanks for your answers, its helping us clear up a lot of confusion. One more question:

    Phase two above after the stubbing has been completed and exchange is sync'd when is the actual space reclaimed back? Does this happen after the next archive job is run for the mailbox?

    So basically when does the actual online email get moved to the archived storage area, at what stage?






  • Re: Email Archive Outlook
    Posted: 02-28-2011, 1:53 PM

    the space should be claimed back  when Exchange syncs after running the Offline Archive operation from the Outlook Add-In client since that is the point where the original message is stubbed.


    The next archive operation run from the commcell console would have no impact on this since you can run as many archive jobs as you want before running the offline archive operation (plus offline archive is done on a per-mailbox level, so some mailboxes may be done before others)

    Wearer of Many Hats
  • Re: Email Archive Outlook
    Posted: 03-01-2011, 10:51 AM

    Thanks Sreets , that has been very helpful

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