MailStore Server - The Standard for Email Archiving


The email archiving software for companies and organisations with 5 to 3,000 mailboxes.

MailStore Server enables you to take advantage of all legal, technical and economical aspects of contemporary email archiving.

MailStore Server stores perfect copies of all company email in a central archive which can safely maintain any amount of data for many years.

MailStore Server - Features

Archiving Emails

archiving method

Archiving Methods

MailStore Server can archive emails from various email servers, email clients and files while letting you choose from several different archiving methods.

  • No changes are made to the server or any of the emails when archiving
  • No administrative access is necessary
  • Reducing the size of mailboxes after archiving is possible with rule-based deletion
  • The users’ folder structures are also applied in the archive

Archiving Microsoft Exchange Server

Supported Versions

  • Exchange Server 2003
  • Exchange Server 2007
  • Exchange Server 2010
  • Incl. Windows Server Small Business Edition and Essential Business Edition
  • Compatible with Hosted Exchange mailboxes

Supported Archiving Methods

  • Archiving all emails in full immediately while sending and receiving
  • Existing mailboxes (manually or time-controlled)
  • Public folders (manually or time-controlled)

Archiving IMAP and POP3 Compatible Email Servers

Supported Servers

  • Compatible with all IMAP4 and POP3 compatible email servers
  • Examples: MDaemon, GroupWise, Kerio MailServer, Google Mail
  • For many of these email servers, Implementation Guides are available describing in detail how to set up the archiving process

Supported Archiving Methods

  • Archiving all emails in full immediately while sending and receiving
  • Existing mailboxes (manually or time-controlled)

Archiving Email Clients

Supported Email Clients

  • Microsoft Outlook 2000, XP, 2003, 2007, 2010
  • Microsoft Outlook Express 6.0
  • Microsoft Windows Mail
  • Microsoft Windows Live Mail
  • Mozilla Thunderbird
  • Mozilla SeaMonkey

Supported Archiving Methods

  • Manually
  • Time-controlled

Archiving Email Files

Supported File Formats

  • RFC822/MIME compatible email files (.eml)
  • PST files
  • MSG files
  • MBOX files

MailStore Proxy Server

If you do not have your own email server, the MailStore Proxy Server can be used to archive the entire incoming and outgoing email traffic automatically. The MailStore Proxy Server is available to all MailStore Server customers free of charge.

User Access to the Archive


User Access to the Archive

All users can access their archived emails using Outlook integration, an internet browser or a mobile terminal device such as the iPhone.

MailStore Server offers several ways to access the archive so all users can browse their archived email within fractions of a second.

Option 1: Seamless Integration in Microsoft Outlook

With the MailStore add-in for Microsoft Outlook, the archive can be accessed directly from the user’s familiar work environment. The Outlook add-in is compatible with Microsoft Outlook 2000, XP, 2003, 2007 and 2010 (32-bit and 64-bit versions).

outlookintegration outlooksearch

Option 2: Access Using an Internet Browser

MailStore Web Access provides access to the archive using any internet browser. Archived emails can be browsed, viewed and restored this way.

webaccess websearch

Option 3: Perfect Integration into any Email Application

MailStore Server has an integrated IMAP server available. Behind this inconspicuous feature lies the option to integrate the user’s email archive into any IMAP-enabled device or email application. These include Mozilla Thunderbird, Microsoft Windows Live Mail, various Nokia cell phones as well as the Apple iPhone and iPad, for example. From the user’s perspective, the email archive presents itself simply as an additional mailbox which he can access like any other regular mailbox (read-only, of course).



Fast Full-Text Search

MailStore’s full-text search works even with extremely large amounts of data without any noticeable time lag. In addition, not only emails but also any type of file attachment is included in the search. Queries can be saved and also be stored in search folders.


Adoption of the Source’s Folder Structures

When archiving email, MailStore Server adopts the original folder structure of the source. This means that after archiving, folders created in Microsoft Outlook or an Exchange mailbox, for example, can be found in the archive unchanged.


1 Click Restore

Users can restore emails from the archive with a single click of the mouse. For administrators, several export features are available.



Depending on the assignment of permissions, individual users can access parts of the archive of other users.

Storage Technology


Storage Technology

MailStore Server uses powerful and scalable storage technology enabling it to safely and flexibly manage any amount of data.

  • For any amount of data and any number of users
  • Field-tested in companies with over 3,000 mailboxes
  • No licensing fees for Microsoft SQL Server or other database servers


Unlike other archiving solutions, MailStore does not store data in one single database which over time will eventually reach its limits of performance. Instead, a MailStore archive can be composed of any number of individual archive units also called file groups.

Each archive unit consists of:

  • Embedded database - Here, header and administrative information is stored
  • Full text indexes - These are set up for each user and provide for fast searches of emails and file attachments
  • Container files - In these encrypted files, with a manageable size of about 8 MB each, the actual data is stored

Regularly adding new archive units (e.g. every quarter) ensures continually high performance for searching and archiving tasks; it can be done either manually or automatically. Even though there may be any number of archive units, users only see one complete archive.

Flexible Storage Management

The archive store can be managed flexibly at runtime. Existing parts of the archive, for example, can be moved to other hard drives or network drives without having to disrupt operations.

storage index

Performance Characteristics

  • Archiving performance of up to 1,000 emails per minute
  • Reduction of storage requirements through single-instance archiving
  • Compression of file attachments
  • Tamper-proof storage by using SHA1 hashes
  • Internal AES256 encryption of email texts and attachments
  • Support of iSCSI, Fibre Channel, NAS and SAN

Easy Backups

Backups can be done using the integrated backup feature or any backup software. The software must simply be configured to include the MailStore data directories which were optimized for incremental backups.

The distribution of the archive among multiple file groups also makes backups easier. Old file groups can be write-protected and thus excluded from the ongoing backup procedure. A one-time backup is sufficient.

Easy Backup Restore

In the event of damage or loss, an existing backup can be restored to a new MailStore Server installation within minutes. Because the backup includes not only all archived emails but also the complete settings (such as existing users and privileges), there is almost no downtime. The recovery can be performed as simple copy procedure in the file system.

Email Compliance and eDiscovery Features

complianceRetention Policies

Companies that are subject to regulations like Sarbanes-Oxley, SEC 17-3/4, NASD 3010, or HIPAA must establish a retention policy to ensure that emails are stored for a defined period of time. However, the introduction of a retention policy is also recommended for companies that are not subject to any equivalent laws or provisions. A retention policy enables emails to be used as an information resource over the long term and protects the company in the event of legal proceedings or eDiscovery requests.

MailStore Server allows retention policies to be easily implemented and ensures that all emails are available at any time in a tamper-proof and efficient manner.

Legal Hold

If a company becomes involved in a legal dispute, it may be compelled to prevent any changes from being made to its entire email database as soon as possible. MailStore Server provides a legal hold function for this purpose. This function can be activated by the administrator at the click of a mouse and applies for the entire archive. The legal hold function also protects the archive if the user rights configuration or the retention policy allows the deletion of emails.

compliance audit

Auditor access and multi-mailbox search

MailStore Server enables the creation of an auditor user, who has read-only access to the entire archive. The auditor user can therefore search the emails of all employees in a single step.


The auditing function allows the user to define which MailStore Server events are to be logged in the Windows Event Log. Such events could include, for example, access to emails, changes to user rights, or the modification of the storage configuration.


MailStore uses various procedures and technologies to prevent the manipulation of email content.

  • Generation of SHA1 hash values from email content
  • Internal AES256 encryption of email texts and attachments
  • It is not possible to change email content, either in the graphical interface or in the internal program
  • All emails and their file attachments are archived in a MIME-compatible manner without any loss of information and can also be recovered at any time
  • An integrated authorization system ensures that only authorized users can access the archived emails


MailStore Server enables automatic and immediate archiving of all emails as they are received and sent. This ensures the integrity of the archive and prevents emails from being manipulated before they are archived. In addition, existing emails amassed over recent years (e.g., from inboxes and PST files) can be transferred to the archive in a once-off operation.

Long-term access to the archive

MailStore Server is not tied to a proprietary file format. All archived emails can be exported in a single step at any time in the standard RFC822 format, which has established itself over 25 years. In addition, MailStore Server offers many other export and recovery functions.

MailStore Server can protect you from the negative consequences of non-compliance by helping you to meet the terms of retention regulations applicable to your business.

Export and Recovery

exportMailStore Server is not a one way street: Its powerful export features make your business independent - even of MailStore itself.

MailStore Server offers several export features for restoring individual emails, entire mailboxes or all emails from the archive.

Supported Export Destinations

  • Microsoft Exchange mailboxes
  • Mailboxes on any email server (IMAP)
  • Forwarding via SMTP
  • Any directory in the file system (RFC822 EML, MSG and PST files)
  • CDs/DVDs (RFC822 EML and MSG files)
  • Microsoft Outlook, Outlook Express and Windows Mail

Advantages for Your Business


Independence for Your Business

The contents of the entire archive can be exported in standard formats (e.g. RFC822 EML files), so they can be processed by any email or archiving system. This makes your business independent even from MailStore itself.


Restoring of Emails by Users

Users can restore individual or multiple emails from their respective user archives with a click of the mouse. This completely eliminates expensive and time-consuming recoveries from backups by the administrator.


Disaster Recovery

Should your email server be subject to any damage or loss, MailStore Server can restore all mailboxes to a new email server in form of a disaster recovery.


Migration of Emails

The option to archive emails from different sources and to export them to various destinations afterwards makes MailStore Server a flexible migration solution.

Download MailStore Server

System Requirements

A detailed list of system requirements as well as the FAQ is available in the MailStore Help.

  • Little system requirements
  • Installation on any Windows PC in the network
  • All virtual environments are supported
  • No SQL Server is needed
  • No changes to servers, mailboxes and emails

MailStore Server

Supported Operating Systems (32-bit and 64-bit versions)

  • Microsoft Windows XP Service Pack 2 or higher
  • Microsoft Windows Vista
  • Microsoft Windows 7
  • Microsoft Windows Server 2003 (incl. SBS)
  • Microsoft Windows Server 2008 (incl. Foundation, SBS and R2)
  • Microsoft Windows Home Server Power Pack 2 or higher

Other Software

  • Microsoft .NET Framework Version 3.5 SP1

End User Components (Access to the Archive)

  • MailStore Web Access

    The following web browsers are officially supported by MailStore Web Access: Apple Safari, Google Chrome, Microsoft Internet Explorer, Mozilla Firefox und Opera.

    Microsoft Outlook Add-in

    • Microsoft Outlook XP
    • Microsoft Outlook 2003
    • Microsoft Outlook 2007
    • Microsoft Outlook 2010 (32-bit and 64-bit versions)

    MailStore Client

    • Microsoft Windows XP Service Pack 2 or higher
    • Microsoft Windows Vista
    • Microsoft Windows 7
    • Microsoft Windows Server
    • Microsoft Internet Explorer 5.01 or higher
    • Microsoft .NET Framework Version 2.0 SP1


Try now, with zero risk of messing anything up

  • Minimum system requirements
  • Installation on any Windows PC in the network
  • No SQL Server is needed
  • Multiple database support provides flexible backup and storage management
  • No changes to servers, mailboxes and emails

In just twelve minutes you can install MailStore Server on your work PC for a first trial and experience it live. It’s easy to use, can be fully uninstalled and makes no changes to your email servers, clients or mailboxes.

Request for a This email address is being protected from spambots. You need JavaScript enabled to view it. (and get a special discount when you purchase)

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Protecting Your Investment

MailStore comes with 1 Year of free upgrades.

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