Sherpa Software regularly distributes a series of short “how-to” videos that outline how to perform specific tasks using our Attender Utilities for Exchange products. We recently gave a facelift to one of the most popular of these instructional pieces, PST Migration with Mail Attender for Exchange.
Central access to Outlook Personal Folders (PST files) for legal discovery, email regulatory compliance and implementation of corporate policy is an increasingly critical issue for many organizations. The decentralized nature of PST files, combined with their proliferation throughout the enterprise on desktops, file servers and laptop machines, makes the task of finding, accessing and managing these information stores a headache for IT administrators – not to mention complicating e-Discovery efforts for legal staff looking to reduce potential exposure or vulnerability.
This brief video demonstrates how to use Sherpa’s Mail Attender for Exchange to locate PST files distributed throughout your environment, assign ownership to them, and then reintegrate them back into the appropriate users’ Exchange mailboxes. It also demonstrates a new feature in Mail Attender 4.7 that allows you to deduplicate (or single instance) messages as part of the process. If you missed it the first time around or would like a refresher course, the video can be found here:
Sherpa Software offers a suite of solutions designed to cost effectively take control of and manage email and other electronically stored information, including widely dispersed and potentially jeopardizing PSTs.
Video text follows:
One major advantage of Mail Attender is its ability to locate and manage any PST files distributed throughout an organization. It doesn’t matter if the PSTs are server-based or located on users’ local workstations: Mail Attender can find them and automate the process of importing the messages into their respective owners’ Exchange Mailboxes or Archives. This is all easily accomplished with little intervention on the part of the Exchange Administrator. And new to Mail Attender 4.7 is an option to remove duplicate messages within the PST’s.
Once Mail Attender has scanned for PST files, there are 3 primary tasks associated with importing them to Exchange Mailboxes.
The first step is determining the PST file ownership. Next is assigning a destination mailbox. And finally, comes the actual importation of the PST file into Exchange. We’ll go over each of these tasks in order.
After Mail Attender searches for and detects PST files located on your file shares or on local workstations, the first thing we need to do is to assign ownership to those PST files. If your organization has hundreds or even thousands of PST files, assigning ownership one at a time is simply not practical. Fortunately, Mail Attender employs a sophisticated algorithm to determine the most likely owner address.
To Scan for Ownership, simply highlight each PST file you would like to scan from within the Mail Attender Console. Then, right-click on one of the selected PSTs files and choose Scan for Ownership in the popup menu.
As the scan of each file is finished, the LastOwnerScan column will display the date the scan completed. The owner name will appear in the Owner column. If Mail Attender isn’t able to find a definitive owner, it maintains a list of top potential owners based on user names found on the messages. You can then use these hits to assign ownership.
The second step in this process is to assign a transfer destination. Mail Attender supports a special rule type that facilitates the transfer of email messages from one email store to another, called a Message Transfer Rule.
The transfer destination is dynamically assigned based on Keywords. Using Keywords, you can assign different transfer destinations to all of your PST files with one assignment, instead of per PST file. Since we’re not listing an individual Exchange mailbox as a specific destination, we refer to this type of transfer as an “indeterminate mailbox destination.” This should begin to make more sense as we step through the process.
First, Select the PST file(s) that you want to assign a transfer destination to, right-click and select Properties from the popup menu.
In the Properties dialog, select the Transfers tab, and click Add Mailbox. This opens the Add a New Mailbox Transfer Destination window: Next, we’ll need to provide a name. Let’s just call this one “Indeterminate Mailbox.”
Next, click the Add Keyword button to populate the Mailbox Server field. From the keyword list select [USERAD_EX_OR_CAS_SERVER]. This will dynamically assign the mailbox’s server based on the ownership found during the Scan for Ownership.
Next, click the second Add Keyword button to populate the destination Distinguished Name. We’ll select [USERAD_EX_DN] from the listed keywords. This will dynamically assign a mailbox as the transfer destination based on its ownership. Click OK and we now see the Properties dialog is now populated with the transfer destination values that we just added.
Now that we’ve used the server name and the user’s distinguished name to establish a linkage between the PST files and the Exchange Mailboxes, all that’s left to do is to create a rule within Mail Attender to perform the actual import.
From the Rules view in the navigation tree, create a new rule by clicking on the toolbar icon Create a new rule. When you do so, the Select Rule Type window will appear. We then select the third option, “Message Transfer Rule.” This type of rule is used to send messages from one email store to another, using Mail Attender as an intermediary. Then click OK and the New Message Transfer Rule window opens.
After giving our new rule a title on the “General” tab, we move over to the “Email Stores” tab, We can click the “Add” button to select the PST files we would like to import to this list. After we’ve selected all relevant files we just click the Add button to add them in the bottom window.There are additional options on the other tabs that allow us to refine our transfer and add specific conditions, but we’re going to skip those and proceed over to the “Destination” tab, where we’ll enter the transfer destination. Back in Step 2, we created a transfer destination called “Indeterminate mailbox” to assign PST ownership based on the server and user name. We’ll enter “Indeterminate mailbox” here.
The “Check for duplicates…” option allows Mail Attender to de-duplicate (or single instance) the messages being imported from the source PST files. We can toggle the scope of the deduplication t apply to the entire mailbox or limit the deduplication to a particular folder and its sub-folders.
Next comes the schedule tab. It’s generally a good idea to run the import process during off-peak hours in order to avoid conflicts with users who may have their PST files open. However, if you want to kick the import off immediately, you certainly have that option as well.
Mail Attender also provides a host of reports and logs to help you centrally manage the entire migration process. Not only does it give you the ability to migrate your PSTs into Exchange, but also provides complete project management from beginning to end.
Sherpa Software support hours are Monday through Friday, 8:00 AM to 5:30 PM,Eastern Stand Time.
INFOGRAPHIC: Results on November 2013 PST Management Survey
Tue, Dec 3rd 2013 8:17a Melissa Moraes A recent survey administered by Sherpa Software in November 2013 asked IT Managers questions pertaining to their PST management needs and future plans. More than 65 industry professionals participated and shared their insights. As promised, we have compiled the data and created this detailed infographic, shown below, to illustrate the results.
We encourage you to share with your colleagues and send us feedback! Additionally, we appreciate your time and look forward to answering any PST managem [read] Keywords: xml
Social media statistics for 2013: How Vine became a game-changer
Mon, Dec 2nd 2013 8:15a Melissa Moraes Whether you Tweet your thoughts in 140 characters, Instagram a 612×612 px memory (by way of a fancy filter) or Pinterest the sangria recipe you made at last night’s dinner party, your abilities to capture and share moments with the use of social media have become limitless in the year 2013. There are at least two platforms for everything you could want to share with loved ones and connections via the internet.
Social apps have grown exponentially. Instagram started out with only 13 emplo [read] Keywords: connections
Legacy Data Cleanup with Attender Online
Wed, Nov 27th 2013 2:17p Stephanie Sheaffer What is legacy data? According to GCOC The Council, it is “all information that is ”inactive” – data that is stored in physical or electronic format and is not currently understood, used or managed. This includes tremendous volumes of data accumulated in files and data stores originally saved for specific reasons – disaster recovery, business needs, retention and preservation processes – that has since outlived its value.” Types of legacy data includes:
SharePo [read] Keywords: email
Results on PST Management survey: INFOGRAPHIC
Thu, Nov 14th 2013 9:24a Melissa Moraes A recent survey asked IT Managers questions pertaining to their PST Management needs and future plans. More than 75 industry professionals participated and shared their insights. As promised, we have compiled the data and created this detailed infographic, shown below, to illustrate the results.
We encourage you to share with your colleagues or send us feedback! Additionally, we appreciate your time and look forward to answering any PST Management questions you may have; contact us at 1 (800) [read] Keywords: xml
Navigating challenges in information management
Tue, Nov 12th 2013 7:12a Marta Farensbach A recent blog post and supporting webinar provided advice to organizations struggling to implement effective preparedness in responding to data requests. The article suggested methods to help resolve these challenges by strengthening the information management framework, establishing crisis teams, creating and auditing effective policies, generating accurate data maps and more. While these steps will be helpful for any organization, the real world often poses challenges that hinder t [read] Keywords: policies
Mon, Nov 11th 2013 1:12p Doug Yarabinetz The 58th annual installment of the ARMA Conference and Expo recently wrapped up. It’s hard to imagine not coming away with a wealth of knowledge and information. And since this year’s show was held in fabulous Las Vega, that might be the only wealth you have left!
This year marked the first for Sherpa Software as an exhibitor. Our staff helped contribute to the impressive turnout of 823 exhibit personnel and 2,027 professional attendees. Many of these professional attendees stopped b [read] Keywords: community
IBM Connect 2014: Early bird registration deadline approaching
Mon, Nov 11th 2013 5:12a Melissa Moraes Connect with Sherpa Software at IBM Connect 2014 to gain insights into how game-changing technology and strategies for managing data in the cloud are propelling companies to competitive heights. The early bird registration deadline is Dec. 13.
Come to IBM Connect 2014 and learn about how Attender Online is a Software as a Service (SaaS) platform for managing a variety of electronically stored information from the cloud without moving your business-critical data off premises. The software ut [read] Keywords: ibm
In case you missed it: Free webinar, “Mastering the Balancing Act” (Archive available)
Sun, Nov 10th 2013 5:11a Melissa Moraes Last week, 40 participants joined Mikki Tomlinson, eDJ expert, and three corporate panelists for the webinar on Mastering the Balancing Act. The panel of experts included Maryanne Siek, director of records and information management at Freeport McMoran Copper & Gold; Kathie Slotter, manager, litigation support at Southwestern Energy; and Garland Mitchell, senior manager of technology at Southwest Airlines.
One of the greatest challenges of implementing and maintaining legal hold and discove [read] Keywords: archive
MSexchange.org and Sherpa Software partner to host free webinar Nov. 14
Thu, Nov 7th 2013 7:12a Melissa Moraes Resolving Your PST Nightmares Once & for All! November 14, 2013, 1 p.m. EST
The challenges related to PST management and user mailbox storage are prevalent for many organizations, but MS Exchange 2013 and Office 365 bring a new wave of initiatives to help resolve those nagging PST issues.
Join Microsoft MVP, J. Peter Bruzzese and Sherpa Solutions Architect, Rick Wilson on Thursday, November 14th at 1 p.m. EST to explore the regulatory and operational challenges associated with managing PST [read] Keywords: exchange