How GFI MailArchiver for Exchange Improves Compliance and Storage Management

Migrating and Restoring Emails with GFI MailArchiver for Exchange

Overview

GFI MailArchiver collects Exchange mail (journaled and imported) into archive stores and provides tools to migrate archived emails between stores and to restore archived items back into Exchange mailboxes.

Common migration scenarios

• Move archived emails from Firebird to SQL Server for performance/scalability.
• Split large archive stores into smaller stores by date (e.g., one store per year).
• Rehome archive binaries when moving storage to new disks or servers.

Tools to use

• Import & Export (Import Service): import existing Exchange mailboxes, PSTs, or older archives into MailArchiver.
• Archive Store management (web console): create/attach/detach archive stores and schedule move operations.
• Moving emails between stores (Admin console): moves binary data from one store to another; may require resynchronization to restore folder structure.
• Mailbox Restore / Mailbox Restore Tool: restore archived messages to a live mailbox or export to PST. Requires MAPI/Outlook or Exchange connectivity and appropriate permissions.
• OneClick Restore (end-user / Outlook add-in): lets users restore individual messages.

Key prerequisites and permissions

• Ensure Exchange Autodiscover and appropriate Exchange permissions for the service account.
• Install correct MAPI/Outlook bitness (32- vs 64-bit) for Mailbox Restore when required.
• Backup archive stores before any large migration.
• Ensure target archive store is added and indexed in GFI Archiver.

Step-by-step (typical mailbox restore to Exchange)

1. Backup relevant archive stores.
2. Launch Mailbox Restore tool (matching bitness).
3. Select source archive mailbox (format: DOMAINlias).
4. Enter target mailbox (alias) or a PST file path.
5. If restoring to Exchange Online, supply recipient credentials when prompted.
6. Choose All messages or a date range.
7. Click Start and provide mailbox credentials when requested.
8. After completion, allow Exchange/Outlook to synchronize so folders and messages appear.

Step-by-step (moving emails between archive stores)

1. Backup archive stores.
2. Create/attach the destination archive store in GFI Archiver.
3. Use the Archive Stores → Move emails feature and select messages/date ranges to move.
4. Monitor CPU/disk usage; process is resource intensive.
5. After move, run resynchronization if you need to restore original mailbox folder structures.

Common issues and fixes

• Permissions errors: confirm service account has full mailbox rights and Exchange API access.
• MAPI/Outlook requirement: install correct MAPI/CDO or Outlook version for PST exports/restores.
• Performance impact: schedule large moves during low usage windows and ensure sufficient CPU/RAM/disk IOPS.
• Lost folder structure after move: run resynchronization or use Import Service to rebuild folders where possible.

Best practices

• Always backup archive stores before migrating.
• Test restores on a non-production mailbox first.
• Move large datasets incrementally (by date ranges).
• Keep an audit of migrated/restored operations and verify message counts.
• Maintain up-to-date indexing on destination stores after migration.

If you want, I can produce a concise checklist for a planned migration or a step-by-step restore script tailored to your Exchange version (on-premises or Exchange Online).