Posts Tagged ‘Emails’

How to backup Outlook Mailbox / Export Exchange Mail backup to .pst

Tuesday, November 17th, 2020

Reading Time: 3minutes

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In the corporate world most of us are forced to use as a desktop environment some kind of Windows version 7 / 8 / 10  version with Outlook configured to use Microsoft Exchange MailServer mailbox set to use POP3 or IMAP account.
Sometimes for new employees for Knowledge transfer purposes having a backup copy of some employee who was laid off or as most of the times has left the company for a better position or simply due to boredom.

Even just for backup purposes in case if by mistake you have deleted some mails out of your mailbox it is useful thing to create a Mailbox backup of whole mail address data especially as with time the amount of Emails grows to many, many thousand of emails year by year and under some circumstances where you have a Mailbox data Limit to up to lets say 4 Gigabytes per mailbox it is useful to periodically clean up old mails, but for the historical reference to create a backup of old email.

Even at some times it is useful to create a whole backup of mailbox every year and then delete the content of Mail data for this year from Outlook.

Export of mail data in Outlook configured email is exported to .PST file format– [ MS-PST ]: Outlook Personal Folders.

Each Personal Folders File (.PST) represents a Message store that contains an arbitrary hierarchy of Folder objects, which contains Message objects, which can contain Attachment objects. Information about Folder objects, Message objects, and Attachment objects are stored in properties, which collectively contain all of the information about the particular item.

If you want to back up the message folders locally to work PC (in addition to keeping them on the Exchange server), you can automatically move or delete older items with AutoArchive (feature of Outlook) or export the items to .pst file that you can restore later as needed and use by importing.

So how to backup / export your Email correspondence to .PTS?

1. Select File -> Open & Export -> Import/Export

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2. Select Export to a file, and then select Next.

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3.Select Outlook Data File (.pst), and select Next.

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4. Select the mail folder you want to back up and select Next.

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5. Choose a location and name for your backup file, and then select Finish.

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To ensure no one has access to your .pst files, after finish you'll be prompted to enter and confirm a password (or if you don't want pass leave pass field as empty), and then select OK.

The produced .pst file will be stored by default under C:\Users\Username\Documents\Outlook Files.

The messages that you keep in a .pst file are no different from other standard messages in outlook. You can forward, reply, or search through the stored messages as you do with other messages.
 

Fixing QMAIL mail server SMTP auto-configure issues in Thunderbird and other mail IMAP / POP3 mobile clients

Friday, July 13th, 2012

Reading Time: 3minutes

One of the QMAIL mail servers, setup-uped on a Debian host has been creating some auto configuration issues. Every-time a new mail user tries to use the embedded Thunderbird client auto configuration, the auto config fails leaving the client unable to use his Mailbox through POP3 or IMAP protocols.

Since about 2 years Thunderbird and many other modern pop3 and imap mail desktop and mobile clients are by default using the auto configuration and hence it was unthinkable to manually change settings for new clients with the QMAIl install; Besides that most of the Office users are always confused, whether they have to manually change SMTP or POP3 host for a server.

Below is a screenshot displaying the warning during email auto-configuration:

Thunderbird new Mail account setup auto config warning SMTP not OKThe orange color in the button for the newly auto-detected smtp.mail-domain.com indicates, something is not right with the SMTP host.

Obviously, something was wrong with smtp.mail-domain.com, hence I checked where smtp.mail.domain.com resolves with host command. What I found was actually smtp.mail-domain.comActive ( A ) DNS records was pointing to an IP address, our company previously used for the mail server. At present time the correct mail server host name is mx.mail-domain.com and the QMAIL installation on mx.soccerfame.com is configured to be the actual SMTP server.

By default Thunderbird and many other POP3, IMAP mail clients, however automatically assume the default SMTP host for a mail server is to be configured under a host name smtp.mail-domain.com. This is really strange, especially when the primary MX record for mail-domain.com domain is pointing to mx.mail-domain.com, e.g.:

qmail:~# host -t MX mail-domain.com
soccerfame.com mail is handled by 10 mx.mail-domain.com.
soccerfame.com mail is handled by 20 mail.mail-domain.com.
soccerfame.com mail is handled by 30 mail-domain.com.

The whole warning was caused due to the fact mx.mail-domain.com was resolving to an IP like xxx.xxx.xxx.xxx, whether smtp.mail-domain.com was resolving to yyy.yyy.yyy.yyy

Both xxx.xxx.xxx.xxx and yyy.yyy.yyy.yyy hosts were configured to have a different qmail SMTP host i.e.:

The server under IP xxx.xxx.xxx.xxx – (mx.mail-domain.com) was configured in /var/qmail/control/me to be mx.mail-domain.com and the other old one yyy.yyy.yyy.yyy – (mail.mail-domain.com) had (mail.mail-domain.com) in /var/qmail/control/me

As smtp.mail-domain.com was actually being still resolved to mail.mail-domain.com, the EMAILs were improperly trying to be sent with a configured DNS hostname of smtp.mail-domain.com, where the actual one on the server was mail.mail-domain

It took, me about an hour of pondering what is causing the oddities until I got the here explained issue. As the DNS recors for the domain the sample mail-domain.com were handled by Godaddy, to fix the mess, I logged in to Godaddy and;

a)deleted – DNS record for smtp.mail-domain.com.
b) Created new CNAME record for smtp.mail-domain.com to be a domain alias for mx.soccerfame.com

A few minutes, afterwards I tried configuring once again the same email account in Thunderbird and this time both imap.mail-domain.com and smtp.mail-domain.comturned green; indicating everything is configured fine.

To be 100% sure all is working fine I first fetched, all email via the IMAP protocol without hassles and onwards sent a test email to my Gmail account; thanksfully the sent email was delivered to Gmail indicating both Get Mail and Send Mail functions worked now fine.

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