How to Configure Archive with Exchange 2013/2016

Created by Jason Carreiro, Modified on Thu, 15 Apr 2021 at 09:52 AM by Jason Carreiro


With ProofPoint Essentials the ability to enabled archive for inbound and outbound emails is now possible. The process requires the archive feature be enabled followed by creating a connector on ProofPoint Essentials, and then finalizing the setup on Microsoft Exchange send connector.

The steps below allows one to follow step-by-step sequence. 

Note: It is recommended that the NDR undeliverable mailbox is not a shared mailbox. 

Enable Archiving on ProofPoint Essentials:

1- Log into ProofPoint Essentials website US or EU.

2- Select the options Account Management then Features and check Enable Email Archive and click the save button.

3- This will activate a new menu option in ProofPoint labeled Archive as shown below.

Create a Connector in ProofPoint Essentials for Exchange Archive:

1- Click the Archive menu that is now displayed to configure a connection to Microsoft Exchange.

2- A new tab will open up and select Setup then Connections and click the plus sign +

3- On the Add Connection page enter the following information. The Sending Servers must be the public IP address of your existing Microsoft Exchange and click Next

4- On the pop up page copy the address that is list and click Done. you will need it when setting up a journal account in Exchange. 

Configuring An External Contact

Remote Journaling should be enabled directly to a Proofpoint Essentials SMTP contact, not by using the forwarding rule.
  1. In the Exchange Admin Center, navigate to Recipients > Contacts.
  2. Click + then Mail Contact.
  3. Enter a first name (e.g. SMTP), last name (e.g. Connection), display name (e.g. SMTP Connection), name (e.g. SMTP Connection), and alias (e.g. Journaling).
  4. in the External email address field, enter the email address of the SMTP address provided when you created a connection in Proofpoint Essentials (e.g.
  5. Click Browse and select the desired Organization unit.
  6. Click Save.

Configuring A Send Connector

  1. In the Exchange Admin Center, navigate to Mail Flow > Send Connectors.
  2. Click + and add a Send Connector.
  3. Enter a descriptive Name for the connector.
  4. For Type, select Custom, then click Next.
  5. Under Network settings select MX record associated with recipient domain, then click Next.
  6. Click + to edit Address space.
  7. Set Type to SMTP.
  8. For Full Qualified domain name (FQDN): enter *
  9. Set Cost field to 1.
  10. Click Save, then Next.
  11. Click + to edit Source server.
  12. Select the transport server(s) that will be associated with the connector.
  13. Click Add, then OK, then Finish.
  14. Check the new archive send connector properties
    1. Click Edit (pencil icon).
    2. Change Maximum send message size to unlimited.
      By default a 35mb size is set on the connector.

Configuring Journaling

  1. In the Exchange Admin Center, click Compliance Management (in the list on the left).
  2. Click the Journal Rules tab.
  3. Add a new journal rule by clicking +.
  4. In the Send journal reports to field, enter the email address of the journaling mailbox created when you added an SMTP connection in Proofpoint Essentials (e.g.
  5. Enter a descriptive Name for the rule.
  6. From the If the message it sent to or received from... list, select Apply to all messages.
  7. From the Journal the following messages... list, select All messages.
  8. Click Save.

Choosing An Alternate Journaling Mailbox (Exchange 2016 Only)

It is recommended that you specify an alternate journaling mailbox in case the SMTP connection stops accepting traffic. You can then create an IMAP connection to collect any messages that were not sent via SMTP.
  1. In the Exchange Admin Center, click Compliance Management (in the list of the left)
  2. Click the Journal Rules tab.
  3. Click Select Address next to Send undeliverable journal reports to.
  4. In the NDR for undeliverable journal reports window that opens, click Browse.
  5. Select a mailbox in the dialog box and click OK.
  6. Click Save.

doing this you have completed the setup for the Archinging, not to forget that you need to have an Org Admin for each client you configure the Archive for and give him the proper permission <screen shot below> so that he is able to SEARCH through the entire Arching messages and look for a specific message.  Let me know if you have any questions. thank you.