Email archiving, when done properly, can reduce the amount of storage space needed on Exchange servers and reduces the size of the cached *.ost in Outlook, as well as providing fast access to archived messages.
The archiving tools on this page are for use on the "server side" and used by the Exchange administrator.
Tools
Archive Attender is an automated email archiving tool that moves essential data out of Exchange mailboxes and into a secure, external storage device. Using Archive Attender, administrators also have the ability to control and grant access rights to users. No additional hardware or client installations are required. | |
Quest Archive Manager captures, indexes and stores messaging data to help organizations control data volumes, reduce the cost associated with storage management and quickly produce evidence for compliance or legal purposes. Through secure information sharing, Archive Manager empowers organizations to access and leverage the knowledge locked up in e-mail. | |
Metalogix Archive Manager for Exchange is email archiving software that simplifies and speeds up the process of archiving and retrieving email allowing them to be recovered with a few simple clicks. Single Instance Storage (SIS) removes duplicates, stores the original email and its attachments onto a cheaper storage unit and leaves an optional link on Exchange. It reduces email storage costs by up to 80% and shrinks backup and recovery times by 50%. FREE trial available. | |
ArchiveOne Enterprise is a comprehensive email archiving and file life cycle management solution that supports Information Governance strategies. Businesses can implement flexible, rules-based information management policies, to control storage retention, compliance, preservation, and discovery of corporate data. ArchiveOne Enterprise is designed to simplify information management activities of the business. Administrators can implement policies set forth by the business and centrally manage live, personally stored (PST) and archived data, while users can access the data from a browser, via any device, including mobile. | |
Athena Archiver is a provider of Exchange email archiving solutions for regulatory compliance, legal discovery and knowledge management. You can also install the Outlook plug-in to search and access your archived email from inside Outlook. | |
File emails & attachments to SharePoint and share as links on-the-go any time, from any device. The add-in works on any device including the Outlook apps on Android and iOS. Automatically extract metadata such as To & From; includes full support for SharePoint customized fields. | |
Enterprise Email Archive is a comprehensive email archiving software solution for compliance, e-discovery, storage management, and disaster recovery. With massive scalability and support for Exchange, Domino, GroupWise and Unix-based servers, Enterprise Email Archive is distinguished by its freedom from SQL and other third party databases, its intuitive interface, and its low cost of ownership, made possible by an organized back end that facilitates easy maintenance and off-site installation. | |
NetWrix Exchange Mail Archiver is e-mail archiving software for Microsoft Exchange that automates e-Discovery and compliance processes, and improves data storage efficiency, server performance and end-user productivity. Exchange Mail Archiver archives all e-mail messages in a central location and makes them available for quick e-Discovery/compliance responses with protection against content tampering in PST files and mailboxes. Archived messages are stored in a highly compressed format to minimize storage usage and increase Exchange server efficiency.Freeware and commercial editions are available. | |
Exclaimer Mail Archiver is a fully featured, competitively priced archiving solution for Exchange that's easy to set up and maintain. It uses file system-based storage so it can be installed on any Windows PC and doesn't require SQL. Administrators get a compliant, long-term email history with full auditing and legal hold features. End users get rapid, intuitive search from Outlook, any browser, smartphone or tablet, with AD-controlled access. | |
GFI MailArchiver is an email archiving and management solution that is easy to install and requires minimal administrative effort. It helps businesses reduce their dependency on PST files and meet their legal and regulatory obligations. All emails are stored in a central location that is easily accessible. It ships at a highly competitive price and is a popular email archiving software for small to medium-sized enterprises. | |
Anti-spam, disclaimers (with variables), archiving Internet mail, Internet mail usage reports. Includes a POP downloader and personalized server-based autoreplies that can include attachments and tracking numbers. Can archive to an ODBC database. Current version includes Overall improved anti-spam technology, an additional anti-spam engine called SpamRazer along with improved performance and a real-time dashboard. GFI MailEssentials now supports GFI Directory, enabling administrators to manage users just like they would with Active Directory when installed in a DMZ. | |
LiveOffice Mail Archive is a complete and affordable software-as-a-service (SaaS) solution designed to seamlessly meet and exceed your email archiving needs. This fully managed, web-based service is designed for businesses and public organizations of all sizes that need the benefits of e-discovery and mailbox management solutions, but lack the significant financial and internal IT resources required to deploy an on-premise system. | |
MailStore Home free email archiving and backup software for all private users. Over the years, emails can become scattered among different computers, programs and mailboxes. Archive your internet mailboxes such as Gmail or Yahoo Mail or any mailboxes using POP3 or IMAP; Microsoft Outlook 2000, XP, 2003, 2007, 2010; Outlook Express and Windows Mail; Microsoft Exchange Server and Hosted Exchange; Mozilla Thunderbird and SeaMonkey .EML and other email files. | |
MailStore Server is e-mail archiving software for companies with 5 to 3,000 mailboxes. It stores copies of all company email in a central archive which can safely maintain any amount of data. Users can easily access the archived emails using the Microsoft Outlook integration or any internet browser. MailStore Server increases efficiency and streamline backups of email servers. It is a reliable protection from data loss and eliminates unsafe PST files. MailStore Server supports Exchange 2003, 2007 and 2010 (incl. SBS), no SQL server needed. | |
With the Message Logic archiving system you can turn emails into searchable documents, reduce email storage, use ultra fast search and exporting tools, meet regulatory requirements, give employees access to archived messages reduce costs and more. | |
PST Discovery performs a PST Search across your network servers and user PCs, silently with no impact on the users or servers. Once the PST Search has finished its analysis on each server or PC, a report showing the results of the PST Search can be viewed, saved or exported to a CSV file. Reports include the IP Address, Machine Name, File Path, Number of PST files, PST File sizes and the last access date, along with the total number of PST files and total storage required. Run PST Discovery to build up a snapshot of how PST files storage is increasing over time, or archive to Mailsafe www.mail-safe.co.uk | |
PST Enterprise, from C2C, enables an IT organization to understand the scale of their PST problem so they can appropriate mitigate the risk associated with the "dark data" contained in the files. PST Enterprise systematically discovers PST files, anywhere on your network, identifies the owners of orphaned files, applies retention policies, migrates data and, finally eliminates files. PST Enterprise is simple, flexible, scalable and proven - built on 10 years of PST management experience with our flagship ArchiveOne Enterprise product. | |
ReduceMail Pro Archive is an email archiving tool that can help reduce costs for companies migrating from Lotus Notes to Exchange. It does so by reversing the native Lotus Notes archiving, consolidating email to allow for easier export. | |
Email security software for Exchange featuring world-class antivirus, antispam, and a powerful, granular attachment filter. |
Bob Christensen said
They might have a GPO blocking it. It's not uncommon in a corporate environment, as they want to prevent end users from archiving to a pst.
Hi Diane, Enjoyed the article referenced above, and I have a related question. Is there any way to tell from within Outlook which archiving tool might be in use on an Exchange server? Here's why I ask: All of the settings in my Outlook AutoArchive dialog are grayed out However, it's readily apparent that my company uses some server-based archiving tool, since: All of the messages in my mailbox older than six months appear with an icon which looks identical to the one used for unread mail The text in the bodies of those messages is truncated after what looks to be about 1000 characters, and any graphics or attachments associated with the original messages no longer appear. There have been a number of occasions during some long-term projects I've worked on when a question arose whose answer might have been found in an archived email, but is at least temporarily lost due to the message truncation I described and/or the disassociation of attachments. When I've inquired about this with our help desk, for some reason they all seem (or pretend) not to know anything about any server-side archival. So, I want to know if there's any evidence I can… Read more »
Hi Diane, Enjoyed your article, and I have a related question. Is there any way to tell from within Outlook which archiving tool might be in use on an Exchange server? Here's why I ask: - All of the settings in my Outlook AutoArchive dialog are grayed out - However, it's readily apparent that my company uses some server-based archiving tool, since: -- All of the messages in my mailbox older than six months appear with an icon which looks identical to the one used for unread mail -- The text in the bodies of those messages is truncated after what looks to be about 1000 characters, and any graphics or attachments associated with the original messages no longer appear. There have been a number of occasions during some long-term projects I've worked on when a question arose whose answer might have been found in an archived email, but is at least temporarily lost due to the message truncation I described and/or the disassociation of attachments. When I've inquired about this with our help desk, for some reason they all pretend not to know anything about any server-side archival. So, I want to know if there's any evidence I can… Read more »
If you can open one of the archived messages, links to the message or something in the interface might clue you in, otherwise you need to ask the administrator.
Thanks for the info.
I am looking for a simple way to store incoming and outgoing email to a filenumber. For example entering a reference number in the email and a tool copies it to the destination file reference number.
Adding a reference to the subject is fairly easy, either manually or via VBA (Add a file number or keyword to the subject line of messages) - reading that number and saving a folder is also fairly easy using a macro. Where it gets complicated is checking to handling a lot of folder or checking to see if the folder exists and and creating it if it doesn't.
The code sample at Saving All Messages to the Hard Drive Using VBA might not be the best example for your needs, unless you are sorting by code in outlook too.