Sync & Recover - Managing Synchronization Tasks

This guide describes how to create and manage the tasks for Archiving user Mailbox Data.

Applies to

• • • Administrators are responsible for archiving and recovering their Exchange mailbox data.

Listing Tasks

To list your tasks:

1. Log in to the Mimecast Administration Console.
2. Navigate to Archive | Exchange Sync & Recover.

Sync Task

Administrators will have the ability to perform the following actions on the Sync Tasks listing table.

Sync Task	Description
Sort	Tasks can be sorted using the Server Connection, Task Name, and Group Columns, with the default Sort set to Task Name in ascending order.
Search	Tasks can be searched using the Server Connection, Task Name, and Group Columns values.
Filter	Tasks can be filtered based on different State values.

Task State

Listed tasks display information about the task's configuration and state. The state of a task is determined by the collective states of the individual mailboxes that the task is synchronizing. For example, if just one mailbox fails to synchronize, the task's state reflects this. The synchronization task states are:

State	Description
Disabled	No mailboxes are syncing
Initializing	One or more mailboxes are finishing their initial sync
Enabled	Mailboxes syncing as expected
Configuration Issue	One or more mailboxes are misconfigured
Needs Attention	One or more mailboxes require attention

Creating a Task

The synchronization process uses tasks to determine what data to archive. These tasks are created using a wizard that configures the

• • • Connector
    • Task details
    • Exclusions

To create a task:

1. Click on the Create New Sync Task button. The wizard is displayed in the first step.
2. Complete the Sync Task Details dialog as follows:

Field / Option	Description
Task Name	Give the task a descriptive name to enable it to be easily identified.
Server Connection	Select a Connector from the drop-down list. If the server connection you require is not on the list, see the Managing Connectors page for full details on how to create one.

3. Click on the Next button. The wizard moves to the next step.
4. Complete the Sync Task Options dialog as follows:

Field / Option

Description

Group

Click on the Lookup button to select a group to define the mailboxes the task will run against. This can be a local Mimecast group or groups (including OUs) from Active Directory.

When creating a Sync Task, too many users in a group may result in an unresponsive experience during task management. For optimal performance, it is recommended to select groups with no more than 10,000 users.

Mail

Select what is to be archived. Click on the toggle switch to change the option's status.

= Enabled	Calendar entries can be found in the Mimecast Personal Portal.
= Disabled

Calendar

Contacts

Notes

Tasks

Additional Message Classes

When archiving email, we archive the message classes listed in the Sync Recover: Message Classes page. If you want us to consider an additional class, enter it in this field and click on the Add button.

This field is only displayed if the "Mail" option is enabled.

Sensitive Items

If selected, messages and calendar items marked in Outlook as "Private" or "Confidential" are included in the archive.

4. Click on the Next button. The wizard moves to the next step.
5. Complete the Sync Task Exclusions dialog as follows:

Field / Option	Description
Activate Exclusions	If selected, the fields listed below are displayed, allowing you to specify one or more exceptions to the data being archived.
Exclude	Select a value from the drop-down list to exclude a specific day or "All Days" from the archive.
From / To	Select a time frame to exclude data from the archive. You can either type into each hour and minute field or use the arrows above/below a field to move forward / back one digit.
Select a Region	Select a region from the drop-down list to exclude from the archive.

If the "Activate Exclusions" option is enabled, date/time/region values must be selected for the task to be created.

6. Click on the Add Exclusion button.
7. Repeat Steps 6 and 7 to add further exclusions.

8. Click on the Create Sync Task button. The task is created, and a summary of it is displayed.
9. Click on the Back button to return to the task list.

Changing a Task

Changes made to a task don't take effect until after any active mailbox synchronization has been completed.

To change a task:

1. Click on the  icon to the right of the task to be changed.
2. Change the task as required.
3. Click on the Save Changes button.

The Change task option can be used to view configuration details for each task.

Starting / Stopping a Task Synchronization

A task is automatically started when it is created. You can manually stop/start it by clicking on an icon to the right of a task. This icon changes depending on the task's started/stopped state:

• • • : Stops the task from running.
    • : Starts the task running

Deleting a Task

If a task is deleted, the change does not take effect until any active mailbox synchronization has been completed. Additionally, deleting a task doesn't delete the archived mailbox. This is retained for the duration of your account's retention period.

To delete a task:

1. Click on the    icon to the right of the task to be deleted.
2. Click on the Delete Task button in the confirmation dialog.

See Also...

• • Sync Recover: Managing Your Synchronized Mailboxes
  • Sync Recover: The Export and Restore Queue
  • Sync Recover: Switching Views