Configure Exchange Mailbox Backup
Overview
Exchange Mailbox Plugin backs up users' mailboxes. It can backup at a folder level. You can backup all the data of a particular user (mailbox) or you can backup just a folder (like for example the inbox of an user) or you could backup a sub-folder (like for example, a sub-folder in the inbox).
should be running in the machine where Exchange Server is installed to create Exchange Mailbox backups. If multiple Exchange servers are used, then should be installed in all of them.
While is backing up, Exchange Server should be running. When is performing a backup, all the services including information store will continue to run normally. Exchange Mailbox Plugin extracts user's mailbox, folder or sub-folder data into separate PST files.
The Exchange Mailbox backup is not an alternative to Exchange Server backup. It instead provides optional granularity to the data to be backed up. Please note that an Exchange Mailbox restore alone cannot recover the Information Store after a disaster. It is most helpful in situations where an user loses an individual mailbox (like contacts, mails, calendar, tasks etc), in which case you don't have to restore the entire server to retrieve the mailbox. It lets you selectively restore just the mailbox, folder or sub-folder you want.
The Exchange Mailbox Plugin backup uses MAPI to backup users' Mailbox folders. In the Exchange Mailbox backup, the data (mailbox, folder or sub-folder) is extracted from the Exchange Server into *.PST files, which are dumped locally and then transferred to the backup server. The locally dumped files are deleted once the files are successfully transferred to the backup server.
Note:
Usually it is not enough to just backup mail boxes alone. It is recommended that you always configure the storage group for backups. You can have additional mailbox backups under the storage group so that you get additional granularity during restores wherein you can restore only a mailbox that is required. If you just configure only mailbox backups and not configure the full storage group, then if your full exchange server crashes then you will not be able to restore your exchange server at all. The best practice is to configure storage group backups and then configure additional mailbox backups for quick restores. Also for mailbox backups it is better to configure only critical mailboxes and not all mailboxes for backups as the mailbox backups takes a lot of time to backup than the full storage group itself.
Requirements
Exchange Server 2000 with Service Pack 3 / Exchange Server 2003 / Exchange Server 2007 / Exchange Server 2010.
Exchange Server 2010/2007 support - Since Exchange MAPI interface that uses for mailbox backup is available only in 32-bit version (though Exchange Server 2010/2007 is a 64-bit application), you need to install the Microsoft's 32-bit MAPI client component and 32-bit ESEBCLI2.DLL.
Another important requirement is that the user account under which is installed should have enough permissions to access the users' mailboxes. Please refer Granting Mailbox Rights document on creating a new user and granting the sufficient rights to access the mailboxes.
Exchange Mailbox Backup Configuration
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Step 1: Schedule Name
Enter Backup Schedule Name: Give a name for the backup schedule. supports creating multiple backup schedules each with its own configuration. The backup schedule name uniquely identifies the backup. You can restore the data using the backup schedule name.
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Step 2: Select Backup Source
On the left side of the "Add Exchange Mailbox Backup" page, is the tree with the list of Users and their mailboxes and folders available in the Exchange Server. Select the Users' mailboxes or their folders or their sub-folders that need to be backed up as a part of this schedule.
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Step 3: Set Basic Configuration
Backup Type
Same Machine - You can backup this client machine to a drive attached to this client machine for the following two purposes:
- When large amount of data has to be backed up, it might take significant amount of time to transfer all the data to a remote backup server over WAN/Internet. You can take the backup to a local external drive connected to the client machine and then physically move the external drive to the backup server location to migrate the data into the backup server. In such cases, you can select the backup type to be 'Same Machine'. Once the data is migrated to the backup server using the Server Side Seed Backup Migration, you will have to perform Seed Backup Migration (under Backup -> Seed Backup Migration) in the client machine to make it to run its backups to the remote server directly thereafter.
If you want to keep a local backup copy that you want to restore quickly when needed.
Local Backup location: Enter the location/directory path where the backup is to be stored in the same machine. This location should be accessible to process and should have enough free disk space for the backup data. You can copy data from this location to the backup server as seed backup data. Or, you can leave the backups in the local drive if you want to maintain a local copy of the backup that you can quickly restore.
NOTE: Deleted File Retention policies and Time Based version file Retention policy will not apply for a local backup. Only Version-Based Retention is supported for a local backup schedule. The Retention policies configured for this backup schedule will work only if the backup data is migrated from the local backup server/external drive into a remote backup server (seed backup).
Remote Server - Select this option if you want the backup data to be transferred to a backup server directly when the backup schedule runs.
Also keep a copy locally (optional) : Enabling this option will backup the data to the backup server and also keep a copy of the backup data in a local location. First the data will be backed up to the backup server and on completion of the backup, the copy of the backed up data will be saved in the specified local location. The local copy will provide for faster restores and redundancy. You can always do a restore from the backup server as well.
Select Backup Server : This is the list of peers/backup servers in which the backup data can be stored. Once the backup server is selected, you cannot change the server name. In case the backup server name or IP address is to be changed in future, you can change it from the Seed Backup Migration page. The client will run the backup to the selected backup server.
Test connectivity - Before you select the backup server for this backup schedule, you can check the connectivity to backup server. It also checks the different settings configured in the backup server for this client and confirms if this client can backup to the chosen backup server or not.
Add Backup Server- If you don't see a particular backup server listed, you need to first add it by following this link before you can select it for this backup schedule.
Dump and upload parallely-
- With this option backup data will be uploaded to the backup server as the data is dumped. The files that are uploaded will be deleted from the dump location. This option is recommended if you have limited dump space.
Temporary location for backup dumps-
- Enter the location/directory path to which the Exchange Mailbox dumps has to be stored temporarily before uploading to the backup server. Please ensure that you have enough disk space in the configured temporary location (where the backup dump has to be saved). Please note that, backup dumps stored in the temporary location will be deleted once backup dumps are transferred successfully to the remote backup server.
Encryption-
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Password Protect this Backup
This option is to enable or disable encryption of the data that is being backed up. uses a well known encryption algorithm, Blow fish. If enabled, a password has to be specified which will be used for generating the encryption key. Encrypting data ensures that it cannot be read in the destination machine (backup server) where your backup is stored, and is especially relevant for sensitive information.
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Password Protection
This option is to enable System Generated Encryption Key or use a Customized Encryption key for encrypting the backup data.
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System Generated: The selected files and folders will be encrypted using Blow fish algorithm with a 448 bit encryption key automatically generated by before been backed up. No password will be required while restoring the data. Make sure you use this option only when the backup server is setup such that the backup server requires the client machines to authenticate before accepting the backup from the client.
Custom: This will enable the user to select the custom Encryption Technique, Encryption Key Size and the Encryption Key that needs to be used for encrypting the selected files and folders. Please don't lose the customized encryption key, as the backed up data cannot be restored without this key.
Default Encryption Password: The selected files and folders will be encrypted with the Default Encryption Password as provided in the "Settings -> Advanced Options -> Default Encryption Password" page. Default Encryption Password is a convenient way to use the same password for all the backup schedules created in this client machine. It saves you from having to remember a different password for each backup set.
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Encryption Technique
supports encryption using Blow fish or Triple DES. The Blow fish is a commonly used open source encryption technique which provides encryption based on the size of the encryption key length (from 64 bits to 448 bits). Higher the number of bits stronger is the encryption. Triple DES is a block cipher formed from the Data Encryption Standard (DES) cipher by using it three times, this technique is also supported by for encrypting the backup data. By default, Triple DES encryption technique is chosen.
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Encryption Key Size
supports encryption using variable length (64 to 448 bits for Blow fish and 192 bits for Triple DES) keys. The key is generated using the password you provide. Basically the longer the key size you give the more difficult it is for someone to decrypt the encrypted files. For normal backup purposes the default 64 bit encryption should be good enough.
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Type Password
Provide a password here to generate the encryption key. If the password is forgotten the data can never be recovered as the data cannot be decrypted without this password. So, please ensure that you keep your password in a safe place.
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Step 4: Full Backup Scheduling (Decide When To Do Full Backup)
This step allows you to configure the frequency at which a full backup of the selected users mailboxes has to be done. A full backup is a complete backup of the selected users mailbox folders. Since full backups take more time to complete than an incremental backup, a full backup is typically configured to run weekly or monthly or much less frequently than the incremental backup. Configuring a full backup schedule is mandatory, i.e. this step cannot be skipped. will do a full backup dump of the Exchange Mailboxes whenever the full backup is scheduled and back it up.
This step has the following options from which any one can be chosen.
Run Monthly At - Choose the time and day of the month the backup should run. will run the backup every month on the particular day and time chosen. will run at the stipulated time/day only.
Run Weekly - Choose the time and the day of the week the backup should run. will execute the backup every week on the particular day and time chosen. Note that you can select multiple days of the week if you wish to run the backup on multiple days of the week. will run at the stipulated time/day only.
Run Daily - Choose the time at which the backup should run daily. This will execute the backup everyday at a time you have provided. will run at the stipulated time only.
Run Every Few Hours - Choose the hours/minutes interval between each time must run. If is restarted in the interim, the backup will run once the starts. Thereafter, automatically reschedules the next backup after the period you’ve set. For example, if you created a backup schedule at 10 am and set it to run every 1 hour, will first run the schedule at 10am and the next scheduled time will be 11am. However, if at 10.15am, is restarted, then the schedule will run once at 10.15am and the next scheduled time will now be set to 11.15am.
Additionally, you can also select the days in which this schedule should run. For example, if you do not want to run this backup schedule on Saturdays and Sundays, uncheck the checkbox against these days.
Run Once Only - Choosing this option will do the backup only once at the stipulated time.
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Step 5: Incremental Backup Scheduling
will do a Incremental backup dump of the users mailbox with respect to the previous full or incremental backup; whenever the Incremental log backup is scheduled.
This step has the following options to choose from:
Run Weekly - Choose the time and the day of the week when the backup should run. will execute the backup every week on the particular day and time chosen. Note that you can select multiple days of the week if you wish to run the backup on multiple days of a week. will run at the stipulated time/day only.
Run Daily - Choose the time at which the backup should run daily. This will execute the backup everyday at the time you have provided. will run at the stipulated time only.
Run Every Few Hours - Choose the hours/minutes interval between each time must run. If is restarted in the interim, the backup will run once starts. Thereafter, automatically reschedules the next backup after the period you’ve set. For example, if you created a backup schedule at 10 am and set it to run every 1 hour, will first run the schedule at 10am and the next scheduled time will be 11am. However, if at 10.15am, is restarted, then the schedule will run once at 10.15am and the next scheduled time will now be set to 11.15am.
Additionally, you can also select the days in which this schedule should run. For example, if you do not want to run this backup schedule on Saturdays and Sundays, uncheck the checkbox against these days.
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Advanced Settings (Optional)
If you want to configure some additional advanced options - like, CPU utilization, Compression settings, etc. click on the Advanced Options button.
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Advanced Backup Schedule Settings
There are some options here on how the backup should be scheduled.
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Maximum Number Of Full Backups : You can specify the maximum number of full backups that need to be stored in the server. For example if you have configured a monthly full backup, then will take a full backup every month. After 6 months you will have 6 separate full backups in the backup server along with incremental backups under each of these 6 full backups. If your policy is to retain only backup data for 6 months, then you can configure "Store maximum of 6 full backups" here. In the 7th month, after finishing the 7th full backup, will delete the first full backup along with its incremental backups and retain the last 6 full backups.
Run this backup immediately after saving this configuration (thereafter, Backups will be scheduled as per the schedule stipulated) : If you enable this option, then the backup will be executed once immediately after you save the backup schedule – even if it is not the scheduled time. For example, if you configure a daily backup at 10.00 AM but you have configured the backup at 8.00 AM, then the backup schedule will be run once immediately at 8.00 AM and then as per the daily schedule at 10.00 AM).
Attempt to run this backup every 5 minutes in case of non completion because of a problem (Network error etc.) : If enabled, the user can choose to reschedule this backup every 5/10/15/20/25/30 minutes, whenever an attempted backup is incomplete because of a network error, server crash etc. The number of times the backup will be rescheduled (due to an error) can be configured to be in between 1-5 or unlimited, with the default setting as 5. This is to ensure that an incomplete backup is completed as soon as possible without waiting for the next actual schedule time. Note that this option is enabled by default.
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Other Backup Settings
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Set CPU Utilization
For each backup schedule, you can also specify the CPU utilization level as Low, Medium or High. When you set the CPU Utilization to high, the backup will be really fast - but the backup process may affect the speed of other active applications. If CPU utilization is set to Low, the backup will take longer but will be done in a non-intrusive manner allowing you to comfortably work on the computer as the backup continues in the background. In general for a continuous backup, it is best to set the CPU utilization to Medium or Low. For backups which are done every day or every week in ‘off-hours’, the CPU utilization can be set to High. Actual performance is obviously a function of your individual machine and your network. We encourage you to experiment with different settings to figure what works best for you.
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Set Compression
If compression is enabled, data will be compressed in the client before it is uploaded into the backup server.
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Enable - Compresses the data to the maximum. It might reduce the rate at which the client can send data to the backup server but it might save significant bandwidth and time when the data is backed up to a remote server over a WAN/Internet with limited bandwidth speed. Also, this saves disk space in the backup server.
No Compression - This option is suitable (fastest) for backing up data within a local network where bandwidth is not the limitation, but occupies more space on destination machine as no compression is being done.
Saving the configured backup
Once all the Exchange Mailboxes, folders and/or sub-folders that are to be backed up are selected and the configuration options are set, you simply need to click on the "Configure/Save Backup” button to activate the backup.
Troubleshooting Tips
Limitations
- It is recommended that only critical mailboxes be configured for backup using the Exchange Mailbox Backup. Backing up all the mail boxes individually takes much longer time than backing up the Entire database due to limitations of the MAPI protocol.
- Local temporary dump location configured for Exchange Server backup should not contain special characters like single quote('), double quote("), forward slash(/), backward slash(\), question(?), colon(:), asterisk(*), lesser than(<), greater than(>), pipe(|) and plus(+).
- Please ensure that the dump location configured for the backup schedule has enough space and has valid read and write permissions to accommodate the users mailbox dump data. Also, the dump location full path should be less than 256 characters.
- If an Exchange Mailbox name(user name) contains forward slash(/) or reverse slash(\), that mailbox might not be backed up. You will need to change the full name of that mailbox without the slash characters to get them backed up.
- If any special character is present in any folder name (present under a user), that character will be replaced with other set of valid characters while creating the dump file.
- Currently you can seed the local data to the remote server only. After performing the seed migration, you can continue this backup schedule only to the remote server, not to both remote server and local backup.
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