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KB03030701 Archiving messages to disk

Note: This KB article is for Mailtraq Users who are operating the AFV file structure.

Firebird users should follow the advice given in Archiving.


You can archive messages within mailboxes, however it is often better to transfer these messages to disk - where each message has its own file.

That way you can easily search the messages using external tools, and Mailtraq doesn't have the burden of looking after historic messages when its primary task is managing today's messages.

The procedure detailed below describes how to set Mailtraq to create an archive of all incoming and outgoing mail*. In this example, messages are archived within Mailtraq for seven days, and then transferred to separate files.

You can use the same technique to create archives for individual users.

Create a Windows folder to receive your Archive: for example
C:\Program Files\Mailtraq Archive\
in that folder create one folder for your inbound archive:
C:\Program Files\Mailtraq Archive\received
and one folder for your outbound archive
C:\Program Files\Mailtraq Archive\sent

Then in the Mailtraq Console:

Create four mailboxes at File | New | Mailbox.
These do not need to be a Primary (blue) mailboxes - gray ones assigned to an existing user are fine.

The mailboxes should be named:

  • sent
  • sent-gateway
  • received
  • received-gateway

In Options | Outgoing Mail | Delivery Options
[x] Forward copy of outgoing messages to
and select 'sent' from the drop-down list.

In Options | Incoming Mail | Options
[x] Forward a copy of incoming messages to
and select 'received' from the drop-down list.

In 'sent' mailbox properties Messages-tab,
[x] enable message expiry,
set expiry to be 7 days,
[x] forward to 'sent-gateway'

In  'received' mailbox properties Messages-tab,
[x] enable message expiry,
set expiry to be 7 days,
[x] forward to 'received-gateway'

In 'sent-gateway' mailbox properties Gateway-tab,
[x] enable Gateway to KA9Q and Text files
select [x] Message Format
at gateway directory enter the Windows folder you created earlier.

In 'received-gateway' mailbox properties Gateway-tab,
[x] enable Gateway to KA9Q and Text files
select [x] Message Format
at gateway directory enter the Windows folder you created earlier.


Notes

* - "sent" and "received" are from the viewpoint of Mailtraq itself.

Every message that passes into the Mailserver on its way to the outside world as well as every message from
the outside world on its way to your LAN is "received".
However - some messages originate in Mailtraq itself (server notifications, mailing lists, and similar) so although most of the time "received" and "sent" seem to show the same, it is not necessarily the case. So you could have messages that are sent - without matching received. You can archive just one or the other if you wish, of course.

Some versions of Windows have difficulty indexing folders with very large number of files. Your needs will dictate the most appropriate strategy for long term storage and retrieval of message-files archived to disk.


Keywords: kb archives
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