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How to setup email archiving for g suite

Interested in archiving G Suite mails on Vaultastic?

Setup email archiving for G Suite

Vaultastic is the easiest - most secure email archiving solution yet! Vaultastic provides archiving for Office 365, Google Apps, Exchange Online, MS Exchange, Zimbra, Mdaemon and other email solutions. Vaultastic helps your business with all eDiscovery, Compliance and Business Continuity needs.

Setup email archiving for G Suite

I : Create your domain and users on Vaultastic
Create your domain and provision all/ required users on Vaultastic. By default, users provisioned on Vaultastic are not allowed to access their account. As an admin you can allow users to access their account.

II : Configure a mail route for the Vaultastic server

To enable the email archival setting for users of the G Suite domain, you need to configure a mail route (SMTP Connector) for Vaultastic server. This SMTP connector will be used to route mail from G Suite to Vaultastic.

III : Create a group of users of G Suite domain for whom archiving should to be enabled
In this step, create a group of users on your domain hosted on G Suite for whom archiving should to be enabled.

IV : Configure a routing rule to journal email messages sent from and received to selected users of G Suite domain
To archive mail from your primary email domain hosted on G Suite, the mail routing feature of G Suite is used. This forwards mail from the primary email server to the Vaultastic servers.

Step 1: Create a Vaultastic domain

1. Choose your Vaultastic email archiving plan.
2. Sign up for the free 30-day trial.
3. On successful Vaultastic domain creation, you will receive an email with the login details on the email id given during the domain creation.

Step 2: Add Mail Route

Before adding journal rule for the users of your domain, you need to follow the steps mentioned below to add mail route for the Vaultastic server. This mail route is a SMTP connector which will be used to route mail from G Suite to Vaultastic.

As this is a one-time job, if you have already added the mail route for the Vaultastic server, you can skip this step and go to the next step to add sending routing rule for the user.

  • Navigate to the Home > Apps > G Suite > Gmail option

GSuite Navigate to Gmail Settings.png

  • Scroll down to choose the Hosts option.
Hosts option is not available?

The Hosts option is not avaiable in the legacy free edition of Google Apps.
You need to upgrade to G Suite to get this feature.

GSuite Navigate to Gmail Hosts.png

  • Add SMTP connector to route mail messages from G Suite to Vaultastic.
- Give Name to the SMTP route
- Choose the Single Host option from the list
- Provide email server name as gsuite.vaultastic.com
- Mention the SMTP Port value as 25
- De-select all the mail delivery options
- Save the mail route

GSuite Add Route Image1.png

You can see the newly added connector listed under Hosts option.

GSuite Add Route Image2.png

Step 3: Create a Group of users on G Suite for whom archiving should to be enabled

Create a group of users on your domain hosted on G Suite for whom archiving should to be enabled.

Note: All the users must be provisioned on the corresponding Vaultastic domain. If a user is not present on Vaultastic, email messages sent to or received from that user will not be archived on Vaultastic domain.

1. Go to the Home screen of the GSuite Admin Console.
Click the MORE CONTROLS > Groups option.
You can drag and drop the Groups icon in the dashboard for easy access.

GSuite Navigate to Groups.png

2. Create Group of users on your domain hosted on GSuite.

GSuite Create a Group.png

3. Give a Name and set Email Address to the group.

Create the group with the details provided.

GSuite Give Group Details.png

4. Select the newly created group from the list to Manage Users in it.

GSuite Manage users in Group.png

5. Type email addresses of the users.

GSuite Add users in Group.png

6. Add users as members of the group.

GSuite Add users in Group1.png

7. Verify if the users added to the group are correct.

GSuite Verify users in Group.png

Step 4: Configure Mail routing rule to enable archiving for all/selected users of your domain hosted on GSuite

You can journal all email messages transacted by all the users on your G Suite domain by defining mail routing rules which includes

1. Sending routing rule
2. Receiving routing rule

Note: All the users must be provisioned on the corresponding Vaultastic domain. If a user is not present on Vaultastic, email messages sent to or received from that user will not be archived on Vaultastic domain.

1. Configure Sending Routing

The Sending routing setting enables you to deliver outbound and internal-sending delivery to Vaultastic.
Follow the steps mentioned below to configure a sending routing rule for all users of your domain hosted on G Suite.

To configure Sending routing settings for your domain or organizational unit:
i. Sign in to the Google Admin console.
ii. From the dashboard, go to Apps > G Suite > Gmail

GSuite Navigate to Gmail Settings.png

iii. Scroll-down and choose Advanced settings.
iii. In the Organizations section, highlight your domain or the organizational unit for which you want to configure settings .

GSuite Navigate to Gmail Advanced Settings.png

iv. Scroll down to the Routing section:

~ If the setting's status is Not configured yet, click CONFIGURE
(the "Add setting" dialog box displays).
~ If the setting's status is Locally applied or Inherited,
- click EDIT to edit an existing setting
(the "Edit setting" dialog box displays),
- or click ADD ANOTHER to add a new setting
(the "Add setting" dialog box displays).

Add Setting

  • Give Name to the sending routing rule
1. Select Inbound, Outbound , Internal Sending Messages and Internal Receiving Messages to affect

Gsuite Sending Routing Rule 1.png

2. Apply Envelope filter to affect only specific envelope senders.
  • Select the Group Membership (only sent mail) option from the list.

Gsuite Sending Routing Rule 2.png

  • Select the Group of Vaultastic users from the list.

Gsuite Sending Routing Rule 3.png

3. Scroll down to decide action to be taken on the filtered messages.

  • Select to Modify Messages.
  • Select the Add X-Gm-Original-To header box
  • Scroll-down to Also Deliver to section and
  • Select the Add more recipient box to deliver a copy of each mail sent by the user to his/her respective archive account on Vaultastic.
  • Click the Add link.

Gsuite Sending Routing Rule 4.png

-In the Recipients box,
- Choose the Advanced option from the list
- Select the Change route box
- Select Vaultastic mail route defined from the list
- Select the Add X-Gm-Original-To header box

Gsuite Sending Routing Rule 5.png

Vaultastic archives email messages sent/received to the Inbox folder of your primary mail account and ignores the spam email messages if you select the options Do not deliver spam to this recipient and Suppress bounces from this recipient.
To archive all the messages received to your Inbox as well as the Spam folder, you need to deselect these options.

- Scroll-down and Save the recipient details

Gsuite Sending Routing Rule 6.png

  • ADD SETTING to configure the rule for your domain.

Gsuite Sending Routing Rule 7.png

  • Save and update the rule configured for your organization.

Gsuite Sending Routing Rule 8.png

2. Configure Receiving Routing

The Receiving routing setting enables you to deliver inbound and internal-receiving delivery to Vaultastic.
Follow the steps mentioned below to configure a receiving routing rule for all users of your domain hosted on GSuite.

To configure Sending routing settings for your domain or organizational unit:
i. Sign in to the Google Admin console.
ii. From the dashboard, go to Apps > G Suite > Gmail

GSuite Navigate to Gmail Settings.png

iii. Scroll-down and choose Advanced settings.
iii. In the Organizations section, highlight your domain or the organizational unit for which you want to configure settings .

GSuite Navigate to Gmail Advanced Settings.png

iv. Scroll down to the Routing section:

~ If the setting's status is Not configured yet, click CONFIGURE
(the "Add setting" dialog box displays).
~ If the setting's status is Locally applied or Inherited,
- click EDIT to edit an existing setting
(the "Edit setting" dialog box displays),
- or click ADD ANOTHER to add a new setting
(the "Add setting" dialog box displays).

Add Setting

  • Give Name to the sending routing rule
1. Select Inbound, Outbound , Internal Sending Messages and Internal Receiving Messages to affect

Gsuite Receiving Routing Rule 1.png

2. Apply Envelope filter to affect only specific envelope receivers.
  • Select the Group Membership (only received mail) option from the list.

Gsuite Receiving Routing Rule 2.png

  • Select the Group of Vaultastic users from the list.

Gsuite Sending Routing Rule 3.png

3. Scroll down to decide action to be taken on the filtered messages.

  • Select to Modify Messages.
  • Select the Add X-Gm-Original-To header box
  • Scroll-down to Also Deliver to section and
  • Select the Add more recipient box to deliver a copy of each mail sent by the user to his/her respective archive account on Vaultastic.
  • Click the Add link.

Gsuite Sending Routing Rule 4.png

-In the Recipients box,
- Choose the Advanced option from the list
- Select the Change route box
- Select Vaultastic mail route defined from the list
- Select the Add X-Gm-Original-To header box

Gsuite Sending Routing Rule 5.png

Vaultastic archives email messages sent/received to the Inbox folder of your primary mail account and ignores the spam email messages if you select the options Do not deliver spam to this recipient and Suppress bounces from this recipient.
To archive all the messages received to your Inbox as well as the Spam folder, you need to deselect these options.

- Scroll-down and Save the recipient details

Gsuite Sending Routing Rule 6.png

  • ADD SETTING to configure the rule for your domain.

Gsuite Sending Routing Rule 7.png

  • Save and update the rule configured for your organization.

Gsuite Sending Routing Rule 8.png

Step 1

Add mail route to deliver mail from G Suite to Vaultastic

CameraImage.png Step 1 - Adding a SMTP Route

Step 2

Create a group of users on G Suite

CameraImage.png Step 2- Create a group of users on G Suite

Step 3

Configure mail routing rules for users of a domain hosted on G Suite

CameraImage.png Step 3 - Configuring mail routing rules for users of a domain hosted on G Suite