Email Archive

Introducing Email Archive

Documents, appointments, contacts and many other types of information are now increasingly contained in our emails. Often, for convenience, we use our mailboxes to store and retain this valuable information, risking losing it forever because of a moment of distraction or a technical problem.

With Qboxmail Email Archive this information is stored securely with no risk of data loss, thanks to read-only access to all archived messages.
Email archive automatically, securely and transparently saves and stores copies of all sent and received messages in the cloud, without software or plugins, for up to 10 years.

Email Archive is an extra paid-for service that lets you archive, store, search and export:

  • Emails
  • Files attached to emails

You can use Email Archive to:

  • Archive and store emails for up to 10 years
  • Grant third-party users with company authorization access to mailbox archives for legal purposes
  • Export and retrieve archived messages

How Email Archive works

Email Archive service can be enabled for an entire domain or individual mailboxes. Copies of all messages received and sent by users are saved and stored in the cloud, without the need to install software or plugins.

The domain and mailboxes for which you want to enable the service must already be enabled and managed by Qboxmail.

Archived messages are accessible in read-only format and are retained for up to 10 years, with unlimited storage space available. Messages are automatically split into received and sent and organized by year.

Email Archive lets users or delegates search archived emails, export or retrieve them, and transfer them to the user’s mailbox. For each received or sent message, Email Archive sends a copy to a read-only mailbox accessible by web. Messages are categorized automatically into received and sent and organized by year.

Searching is fast and accurate because it’s based on a full-text indexing system.

Enabling Email Archive

To enable Email Archive, you need a domain and at least one mailbox enabled in Qboxmail control panel.

Enabling Email Archive is immediate, and the cost is calculated according to the payment plan you choose.

Check in advance that the domain for which you want to activate the service has enough archiving options. You can do this by checking limits in domain settings.
Before activating Email Archive, we recommend consulting a legal expert to ensure your company uses the service in line with regulations and, if necessary, to inform your employees about the functioning and legal requirements of the service.

Enabling Email Archive for the first time

Enter the Qboxmail control panel.

Click on archive in the sidebar.

Click on the activate archive button and follow the wizard:

  • Select the domain and choose the mailboxes for which to activate the service.
  • The number of mailboxes for which you can activate archiving varies according to the payment plan you choose.
  • The system automatically stores all new incoming and outgoing messages for the selected mailboxes.
  • You can then import the message history for each individual mailbox by accessing the archive section on the control panel.
    select domain -> select boxes -> next
  • Set the default retention period for the selected domain and mailbox messages.
  • The available retention period ranges from 1 to 10 years, calculated from the receipt/send date of each individual message.
  • Messages whose date exceeds the retention period selected will be automatically deleted from the archive.
  • You can set a different storage period for a domain or single mailbox storage in the archive section of the control panel.
    select storage years -> next
  • Choose whether to automatically enable the Email Archive service for all new mailboxes created within the selected domain.
  • Archiving will be automatically enabled for new mailboxes up to the maximum number specified in the payment plan.
    enable for new mailboxes -> next
  • Confirm enabling of the Email Archive service.
  • In the case of pay as you go, ‘archiving’ will be added to the next invoice.
  • You can add or remove archiving service for individual mailboxes in the archive section of the control panel.

Add more domains to Email Archive

Once you’ve enabled Email Archive for the first time, to add a new domain to the archiving service:

  • Enter the Qboxmail control panel
  • Make sure that the domain has been created and contains at least one mailbox in the domains section of control panel
  • Click on archive in the sidebar
  • Click the add domain button and follow the wizard:
    • select domain-> select mailboxes
    • Select years of storage
    • Enable for new mailboxes
    • Confirm

Add a new mailbox to Email Archive

Once you’ve enabled Email Archive for a domain, to add a new mailbox to the archiving service:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on the domain name for the mailbox you want to add and specify the domain to be archived
  • Click the add mailbox button and follow the wizard:
    • Select one or more mailboxes to enable email archive
    • Confirm

Archive options

Archive options are the maximum number of mailboxes from a specific domain for which the archiving service can be enabled, based on the tarrif and the user’s role.

First verify that the domain for which you want to enable the service has enough archive options. You can do this by checking limits in domain settings.

For the customer, the number of archive options available depends on the billing method selected:

  • Yearly billing: a maximum number of options is available up to the number requested during ordering (if needed, additional options can be purchased by contacting the sales support team)
  • Monthly billing: unlimited archive options (billed the month after activation)

For managers the maximum number of archive options available depends on the number assigned to them by the subscribing customer.

For postmasters, the maximum number of archive options available depends on the maximum set for their domain by their manager or customer.

Check that the domain for which you want to activate the service has enough options available. You can do this by checking limits in domain settings.

The number of archive options available follows a hierarchical order: e.g. if a customer has set a maximum number of 5 archive options for a domain, the postmaster of that domain will not be able to activate more than 5 archiving services, even if he has set a greater number of archive options.

Enable for new mailboxes: if set to YES (green), the archiving service will be automatically enabled for new mailboxes added to the domain up to the maximum number of possible archives.

Enable for new mailboxes for customers with monthly billing: if set to YES (green), the archiving service will be automatically enabled for all new mailboxes added to the domain, depending on any limits set.

Deleting Email Archiving

You can delete the Email Archive service for an individual mailbox or across the domain. In the case of deletion, all archived messages will be deleted.

Deleting a domain from Email Archive

By deleting Email Archive for a domain, all archived messages from all mailboxes stored in the domain will be deleted.
To delete Email Archive for a domain:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on more for the domain name whose archive you want to delete
  • Click on delete
  • Confirm deletion

Deleting a mailbox from the archive

By deleting Email Archiver for a mailbox, all archived messages will be deleted.
To delete Email Archive for a mailbox:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on the domain name which the mailbox is part of
  • Click more for the name of the mailbox whose archive you want to delete
  • Click on delete
  • Confirm deletion

When the last mailbox is deleted the domain is also deleted from Email Archive.

Disabling and re-enabling Email Archive

You can disable the Email Archive service for a domain or an individual mailbox.

In the case of deactivation, new messages will continue to be archived but cannot be consulted because access to the archive is blocked until it’s re-enabled.

To prevent archiving of new messages but retain the contents of the existing archive, disable the domain or mailbox in the domains section of the control panel. For example, if you want to continue to store the archived messages of an employee who left the company.
In this case we also suggest changing the mailbox password in the domains section of the control panel.

For domains and mailboxes with suspended archiving services, billing remains active.

Disable Email Archive for a domain

Disabling Email Archive from a domain means sent and received messages for mailboxes, domains, and archives will continue to be archived, but will no longer be accessible until the service is re-enabled.
To disable Email Archive for a domain:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on more for the domain name whose archive you want to disable
  • Click on disable
  • Confirm to disable

Disable Email Archive for a mailbox

Disabling Email archive for a mailbox means sent and received messages continue to be archived but will no longer be accessible until the service is re-enabled.
To disable Email Archive for a domain:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on the domain name which the mailbox is part of
  • Click more for the name of the mailbox whose archive you want to disable
  • Click on disable
  • Confirm to disable

Re-enabling Email Archive for a domain

Re-enabling Email Archive for a domain means all mailbox and domain archived messages can be accessed and consulted again.
To re-enable Email Archive for a domain:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on more for the domain name whose archive you want to re-enable
  • Click on re-enable

Re-enabling Email Archive for a mailbox

By re-enabling the Email Archive service for a mailbox, all archived messages messages can be accessed and consulted again.
To re-enable Email Archive for a mailbox:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on the domain name which the mailbox is part of
  • Click more for the name of the mailbox whose archive you want to re-enable
  • Click on re-enable

Importing emails to Email Archive

Importing lets you automatically copy all the messages in your mailbox to Email Archive. The messages will be copied to the folder corresponding to their receipt/sent date and split into received and sent, according to your instructions.

Importing goes back in time for a period up to the retention period selected for the mailbox.

To import all a mailbox’s messages to Email Archive, you must have enabled the archiving service for the mailbox in question. You can import any IMAP messages in your mailbox.

Once importing has been completed successfully, if needed you can delete the messages from your mailbox to free up space.

To start importing:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on the domain name which the mailbox is part of
  • Click on the name of the mailbox for which you want to enable importing
  • Click on details
  • Click the start Importing button and follow the wizard:
    • select the folders you’d like to import by choosing where to store the messages they contain (received, sent, ignore)
    • Click the import button

Importing can be done only once and may take a few hours to complete. At the end of the process you’ll receive a confirmation email. You can track import status in the details section of the mailbox.

Edit Storage Period

You can set a retention period other than the default for messages from a domain or an individual mailbox.

The available storage period ranges from 1 to 10 years, calculated from each message’s receipt/sent date. Messages whose date is outside the retention period chosen will be automatically deleted from the archive.

Change a domain’s storage period

When you change a domain’s storage period, this change only applies to new mailboxes that undergo archiving for that domain. Existing mailboxes retain the previous settings.

To change the storage period for a domain:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on the domain name whose storage period you want to change
  • Click on settings
  • Change storage years by default
  • Save

Change the storage period for a mailbox

To change the storage period for a mailbox:

  • Enter the Qboxmail control panel
  • Click on archive in the sidebar
  • Click on the domain name which the mailbox is part of
  • Click on the name of the mailbox whose storage period you want to change
  • Click on settings
  • Change storage years
  • Save

Within 24 hours the system will apply the changes by deleting any messages older than the new set storage period.

Access to Email Archive

To access Email Archive, you must have enabled the service for at least one domain and one mailbox.

There’s a separate interface for viewing archived messages at https://vault.qboxmail.com.

Messages stored in the email archive can only be accessed by users using their email address and password, or by delegates via the user ID assigned to them.

To access Email Archive:

  • Go to the login page
  • Enter the email address (or User ID for delegates) and password for your mailbox
  • Log in

Email Archive Roles

Enabling and management of the Email Archive service is handed to customers and managers (if relevant), who can enable, change or disable archiving services for domains they manage based on customer requests and their profile and payment plan settings.

Customers who pay via yearly billing can enable archive options up to the number requested at the time of purchase. If needed, you can purchase additional archive options by contacting the sales support team.

Customers who pay via monthly or reseller billing can enable unlimited archive options which will be billed the following month.

Managers can enable archive options up to the number assigned by the customer or the limit imposed for the domain.

Postmasters cannot currently manage the archiving service. However, if the option enable archiving for new mailboxes is on, postmaster-activated mailboxes will automatically have the email archiving service enabled.

Users for whom the service has been enabled can access their email archive with the same login details as their mailbox.

Delegates are users who can be assigned certain access privileges for users’ email archives.
Note: a delegate’s account is strictly personal.

The delegate’s role is designed for companies that need to grant access to their archives to external experts or consultants, legal figures, auditors, or internal delegates within the company.
Delegates can be created and managed by customers and managers.

Delegates and access to Email Archive for legal purposes

Delegates are special users (Auditors) authorized by the company to access the email archive within certain limits.

Delegates’ role is to view part or all of users’ email archive to support internal audits or legal action to protect the company. All delegates’ activities are recorded in a special register (log).

Delegates’ access to Email Archive can be time-limited, so their login expires automatically on a specific date.

Searches in the email archive can be time-limited (eg. only emails sent and received in the first three months of the year). Viewing can be restricted to the message’s basic data (sender, subject and date) or full viewing of the entire message can be permitted.

To create a delegate, you must have a domain and at least one mailbox with Email Archive enabled.

The delegate’s account is personal and should be treated as such.

Creating a delegate

Enter the Qboxmail control panel.

Click on delegate in the sidebar.

Click on the create delegate button and follow the wizard:

  • Enter your name, surname, subscribing company, and the email address of the person you want to authorize to view your email archive.
  • Set the expiry date for the delegate you’re creating.
  • On the chosen date, their permission will be automatically revoked and the delegate’s access will be disabled.
  • Choose the time span for the archived messages the delegate can view
    select expiration -> select viewing limits -> next

Select a domain and choose the mailboxes which the delegate can view.
For each mailbox choose whether to:

  • Allow viewing of only essential data: sender/recipient, subject and date (SUBJECT)
  • Allow full viewing of messages (ALL)
  • Deny permission to view of all mailbox content (IGNORE)
    select domain -> select mailbox -> viewing options -> next

You can authorize a delegate to view mailboxes from multiple domains.

Confirm delegate creation.

Enabling a delegate is instant and an email with login credentials and instructions is immediately sent to the user.

The delegate’s authorization and existence will automatically cease on the chosen date.

You can change delegate settings by accessing the delegates section of the control panel.

Deleting a Delegate

To delete a delegate:

  • Enter the Qboxmail control panel
  • Click on delegate in the sidebar
  • Click on more for the card of the delegate you want to delete
  • Click on delete
  • Confirm deletion

Accessing the archive as a delegate

Delegates access the archive using their user ID as a username and the password chosen during activation. Access to the archive is via the dedicated page: https://vault.qboxmail.com.

Delegate password recovery

You can start the password recovery process for delegates by accessing the delegate settings.
delegates -> delegate -> settings -> password recovery

Email Archiving Functionality

Once you enter the email archive you can:

  • View archived messages split into received and sent and organized by year
  • Mark messages by clicking on the star icon
  • View messages’ source code: year-> received/sent-> message-> view source
  • View messages in. txt format: year-> received/sent- > message-> view. txt
  • Print messages: year-> received/sent-> message-> print
  • Export messages in. eml format: year-> received/sent-> message-> export
  • Download all/individual attachments from messages

Searching the Email Archive

You can search for messages stored in your Email Archive through a full-text search or by applying specific filters to restrict the search field.

The search is carried out only for the year you’re viewing (e.g. 2018) and the selected folder (e.g. received).

To apply search filters, click on the filter icon and fill in one or more of the search fields:

  • Sender
  • Recipient
  • Subject
  • Message body
  • Time span
  • Message with attachments
  • Marked message

The more fields you fill in, the more accurate and precise the search will be.

Email Archive Billing

Yearly billing

The customer has multiple archive options available up to the number requested at the time of purchase. If needed, additional archive options can be purchased by contacting the sales support team.

Monthly billing

The customer can enable unlimited archive options which will be billed the following month.

Because archiving options can only be enabled on already-active mailboxes, the number of requested or available mailboxes represents the maximum number of archive options.

Disabling a mailbox (or entire domain) or its archive option does not stop billing because the data continues to be retained and remains available on the system.

Billing of the Email Archiving service ends when the service is deleted from the system. The cost of the Email Archiving service is added to the cost of the mailbox.

A mailbox with Email Archiving enabled cannot be deleted – the archiving service must be deleted first to remove the mailbox as well. In order to remove a domain, all active Email Archives on domain mailboxes must be deleted first.

The cost of the Email Archive service is determined by your pricing profile and is shown on the prices page.

Email Archive FAQ

Can I access the Email Archive via IMAP?
To date it’s only possible to access archived emails via web. IMAP Access will be made available during 2018.

Can I enable Email Archive for domains managed by other email services or on my dedicated server?
No, Email archive can only be enabled for domains whose email services are managed by Qboxmail.

What’s the user name and password to access Email Archive?
To access Email Archive, you just need the email address and password you use to access your mailbox. Delegates log in by entering the User ID assigned to them by the system and the password they chose.

Can I have a different password for my mailbox and for accessing Email Archive?
No, the password for accessing Email Archive is the same as for your mailbox. Changing the password for your mailbox also updates the password for accessing the archive.

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