How to Use Exchange Journaling in Microsoft Exchange Server 2010?

You may want to use Journal Rules to record, e-mail message communication in your organization.  This can help your organization to reply to legal and other compliance requirements.

This feature helps you create rules for messages you want to record.  For example; you may want to record e-mails sent to people outside your organization or e-mails sent to one of your specific user.  The results of a journal rule are e-mail messages called journal reports.  They contain the specified e-mail messages as unaltered attachments.

Before you turn on Journaling; you need to specify a recipient which can receive Journal Report NDR.  This in turn reduces the risk of loosing Journal Reports.  Apps4Rent strongly recommends that you specify one or more users to monitor Journal report NDR’s.

To specify e-mail addresses, please follow these steps.

1.   Log into the Exchange Control Panel and Select ‘See All Options’ on the left hand side of the screen.

2.   From the right hand side; select ‘Manage My Organization’.

3.   Click on ‘Mail Control’.

4.   Click on Journaling.

5.   Next to NDR’s for undeliverable journal reports will be sent to, click Select address.

6.   In the NDR’s for undeliverable journal reports window, click Browse.

7.   Select a recipient from the address book.

8.   Click Save.

Creating Journal Rule.

1.   Log into the Exchange Control Panel and Select ‘See All Options’ on the left hand side of the screen.

2.   From the right hand side; select ‘Manage My Organization’.

3.   Click on ‘Mail Control’.

4.   Click on ‘Journaling’ and click ‘New’.

5.   Enter the following information:

  • If the message is sent to or from… This defines the recipients you want to journal. The choices are the following:
    A specific user Select a recipient from the shared address book to journal. The messages that are actually journaled depend on the scope of the journal rule you select next. If you specify a group, the individual members of the group are journaled.
    Apply to all messages All recipients are journaled. The messages that are actually journaled depend on the scope of the journal rule you select next.
  • Journal the following messages… This defines the scope of the journal rule. The choices are the following:
    All messages Journal all messages regardless of source or destination.
    Internal messages only Journal messages sent from internal senders that include at least one internal recipient. If the sender is internal, but all the recipients are external, the message isn’t journaled. If the sender is external and recipient is internal, the message isn’t journaled.
    External messages only Journal messages sent to and from recipients outside your organization.
  • Send journal reports to: Type the e-mail address that you want to store the journal reports generated by the journal rule. This is called the journaling mailbox.
    Note A journaling mailbox can contain sensitive information. It’s a good idea to create organization-wide policies that govern who can access the journaling mailboxes in your organization and limit access to only those individuals who have a direct need to access them.
  • Name of rule By default, the name of the journal rule is automatically generated from the journal recipients. If there are existing journal rules that contain the same journal recipients, numbers are automatically appended to the journal rule name to avoid duplicates.
    You may choose to override the automatically-generated name by typing in a custom name. Just make sure the name is unique and descriptive.

6. When you are finished, click Save.

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