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  By

        TechCorner

                By: Michele L. Deo, MCSE, CUSE

 

 

Microsoft Exchange Recovery Types - Using a Recovery Server to recover a single mail item.

 

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If the time has elapsed past the time of recovery any mail item from the client workstation through the deleted item retention option, and the user is now requesting to have the mailbox item recovered there are some precautions and some preparations that an Administrator must do to handle this request.

 

Items that you will need to perform this task:

 

1.  A server with enough memory, processor and disk space to recover the database where the item is located, as well as the additional software needed to be loaded on this machine to support the Exchange infrastructure.

2.  Backup tape for the timeframe in question

3.  Backup equipment in which you can use to pull the data off the tape
 

4.  Most companies will have a special SLA (Service Level Agreement) timeframe in which you must comply to in restoring data.

 

Designer Note:  Make sure that when planning your MS Exchange server that you take the sizing requirements needed and run a fire drill against your recovery server design to ensure that the SLA can be met.  If it can't, it may require either putting less users on the Mail server and/or getting faster backup/recovery equipment in order to comply to the SLA metric.

 

I have put this document together because I have not yet seen anything in as much detail as I'm providing here to build, and use a recovery server.  I hope to you to guide you through this ugly process of recovering a single mail item from an archived mailbox.  My intent is to help you understand what it takes to recovery a full mailbox from tape, and help you plan for the cost recoveries that need to happen when performing this process.

 

Important notes to remember:

 

  1. The recovery server must be installed in a different Active Directory forest than the production server it was backed up from.  The reason is because the MS Exchange directory is now encompassed within Active Directory, and you will risk the chance of corrupting Active Directory when recovering a server that is live and in production.

  2. There are no special requirements to match the naming of the recovery forest to the production forest, and the recovery servers can exist in the same physical network as the production servers.

  3. The recovery server Exchange 2000 organization must have the same name as the production servers

  4. The storage group and logical database names must be the same as those in production

  5. Do your homework, you will need to create a list of all the essential names used by your organization which will be needed to build the recovery server.  Those names are as follows:
    a.  Exchange 2000 organization name
    b.  Name of the administrative group to which the database belongs
    c.  Name of the storage group to which the database belongs
    d.  The logical database name
    e.  The LegacyExchangeDN value for the administrative group object that the db belongs to

Overview of the steps that need to happen:

Setting up the Recovery Server and Installing Base Server

  1. The recovery server will need to have the same Windows 2000 software load as the other MS Exchange servers within your production environment.  What this means is that if the server you are recovering from is a Windows 2000 Service Pack 1 server, then the recovery server needs to be the same.  It is very important that you keep good server records so that you are aware of all updates that are occurring on your servers to ensure that you are able to capture all Hot fixes, Service Packs and other miscellaneous updates that you have placed on the servers in order to reproduce the server build on the recovery server.
  2. Need to make sure the server is connected to the network, has a static IP address, and that the primary DNS server should be the same as the recovery servers IP address.
  3. NNTP and SMTP must be installed for the MS Exchange software installation.
  4. This server must also be a standalone server, and not participate in any domain (either as a Domain controller or member server).

Back to overview

Setting up the forest

In Microsoft Windows NT Server 4.0, you need to completely reinstall a server to turn the server into a domain controller. In Windows 2000, you simply run the Dcpromo (Domain Controller Promotion) utility to either promote or demote a server as a domain controller.

The naming of the recovery forest is entirely at your discretion. This naming does not affect your ability to restore Exchange 2000 databases. Example: Recovery

When you create the new forest, you may be prompted to install DNS.

To create the new Forest

  1. Click Run from the Start Menu

  2. Type Dcpromo and then Ok

  3. Click Next

  4. Select “Domain Controller for a new domain” and click Next

  5. Select “Create a new domain tree” and click Next

  6. Select “Create a new forest of domain trees” and click Next

  7. Type Recovery.com (for example) in Full DNS name box and click Next

  8. Click Next on NetBIOS domain name screen

  9. Accept the defaults on Database and Log locations and click Next

  10. Accept the default on the Shared System Volume screen and click Next

  11. Click Ok to the DNS information message

  12. Select “Yes, Install and configure DNS on this computer (recommended)” and click Next

  13. Select “Permissions compatible only with Windows 2000 servers” and click Next

  14. In Administrator password screen type the word “password” without quotes and then again in the conform password box and click Next

  15. Click Next on Active Directory Installation summary page

  16. After Installation is complete click Finish and Restart Now

Running ForestPrep:

Since the LegacyExchangeDN is different than the default First Administrative Group you must alter the LegacyExchangeDN on your recovery server.  You can do this only after the schema has been extended for Exchange.

  1. Log onto the recovery server as an Administrator

  2. Click Run from the Start menu and browse to the CD-Rom and select setup.exe From Exch2000\Setup\I386 directory and click Ok

  3. After the Install path type /Forestprep and click Okxxx

  1. On the Welcome screen, click Next

  2. On the End User License Agreement screen select “I Agree” and click Next

  3. On the Product Identification screen, enter the 25-digit Product ID. Click Next

  4. On the Microsoft Exchange Installation wizard, verify that Forestprep will be selected and click Next


     

  5. The install path must be the same as the production Exchange servers.  All Exchange servers are installed in the default directory of c:\program files\exchsrvr unless your organization has chosen to put these files in a different location.  Select "Create a New Exchange Organization" and click Next.

  6. Type in the Exchange 2000 organization name in Organization Name box and click Next

  7. Leave the default Administrator account and click Next, then when ForestPrep completes click finish.

Back to overview

Installing MS Exchange System Management Tools

It is very important that you DO NOT install the Microsoft Exchange Messaging and Collaboration services at this time.  Make sure that you install the management tools into the same drive and path name as is being used on the production MS Exchange server.

1.   Click Run from the Start menu and browse to the CD-Rom and select setup.exe from Exch2000\Setup\I386 directory and click Ok
2.   On the Welcome screen, click Next
3.   On the End User License Agreement screen select “I Agree” and click Next
4.   On the Product Identification screen, enter the 25-digit Product ID. Click Next
5.   Under the Action Column in the Component Selection window select the following options and click Next:
·         Custom-Microsoft Exchange 2000

·         Install-  Microsoft Exchange System Management Tools

 

6.   On the Exchange Summary page select Next
7.   After Setup is complete select Finish
8.   If prompted to reboot the system, select Yes to reboot

Back to overview

Creating Admin Group

  1.  Log in to the recovery domain as Administrator

  2.  On the Start menu, point to Programs, point to Microsoft Exchange, and then click System Manager

  3.   Right Click on Administrative Groups and Select New > Administrative Group

  4.  Type the name of the Administrative group exactly as it appears on the production server and click Ok, Example: AsiaPacific

  5.  Close Exchange System Manager

Back to overview

Installing Messaging and Collaboration Services

  1. Click Run from the Start menu and browse to the CD-Rom and select setup.exe From Exch2000\Setup\I386 directory and click Ok

  2. On the Welcome screen, click Next

  3. Under the Action Column in the Component Selection window select the following options and click Next:

·         Change-Microsoft Exchange 2000

·         Install- Microsoft Exchange Messaging and Collaboration Services

 

  1. On the Licensing Agreement page, click “I Agree that…”, and then click Next

  2. On the Exchange Summary page select Next

  3. After Setup is complete select Finish

Back to overview

Installing MS Exchange Service Pack 2

  1. Click Run from the Start menu and browse to the CD-Rom and select update.exe From Exch2000\SP2\Setup\I386 directory and click Ok

  2. Click Next at the Welcome Screen

  3. Verify Update is displayed in the Action menu.

  4. Update- Microsoft Exchange 2000

  5. Update- Microsoft Exchange Messaging and Collaboration

  6. Update- Microsoft Exchange System Management Tools

  7. Click Next

  8. Click Next on summary page to start the installation process

  9. When complete, Select Finish

  10. Click Yes if asked to reboot the machine

After these steps are completed, you can reuse this server and only perform the next steps to recover another database.  This server can only be used to recover a database in the same Administrative Group.

Back to overview

Configuring Storage Group and Database Names

  1.  Log in to the recovery domain as Administrator

  2. On the Start menu, point to Programs, point to Microsoft Exchange, and then click System Manager

  3. Highlight the organization Name

  4. Right click and select Properties

  5.  In Administrative Views Check:
    ·             Display routing groups
    ·             Display administrative groups

  6. Click Ok and Select Ok to information message

  7. Expand Administrative Groups, Administrative Group, Servers, the Recovery Server, and First Storage Group

  8. Right click on Mailbox store select rename

  9. Type the name exactly as it appears on the production server and press Return Example: Mailbox Store <servername>

 If restoring a database located in a different Storage group than the default First Storage Group or the First Storage Group name has been changed, you must rename the Storage Group also.  To rename the Storage Group, Repeat steps 7-8 and click on the storage group opposed to the Mailbox store.

Back to overview

Restoring the Database

To restore a database to an alternate server, there are only a few differences that restoring a database to an original server.  Listed below are the steps that need to be performed on the recovery server and from the Veritas Backup Server.

From the recovery server

  1.  Verify that the Exchange services are running by Selecting Programs from the Start Menu and Administrative Tools and Services
    ·             Microsoft Exchange System Attendant
    ·             Microsoft Exchange Information Store
    ·             Microsoft Exchange MTA Stacks

  2.  On the Start menu, point to Programs, point to Microsoft Exchange, and then click System Manager

  3.  Expand the Administrator Groups section. 

  4.  Expand the Administrative Group, Servers, the Recovery Server and the Storage Group where the database is located

  5.  Right click on the database, and select Dismount store.

  6.  Select yes when asked if you want to continue.  The dismount process may take a few minutes

  7.  Select properties of the Information Store and click to “This database can be overwritten by a restore” on the Database tab

From the backup server

Depending on the backup server software that you may be using, these steps may differ a bit.  These prompts are from a software package from Veritas.

  1.  Select Start, Programs and then your backup software

  2.  Select the Restore Selections Tab

  3.  Browse to find the server that was backed up and Expand the Storage Group you want to restore

  4.  Select the Media Set that you want to restore.  (Click properties to view the backup date and type)

  5. Click Select and Save Selection, type a name for the restore selection

  6.  Click Job Definitions Tab and right click, click new and restore job

  7.  Under Job name type a name for the restore

  8.  Click Selections tab and under selection list names browse to find the selection name created in step 7

  9.  Select the Redirection tab, check “Exchange database sets” and type the name of the recovery server. Example: \\Server1

  10. Select the Exchange tab and uncheck all checkboxes under Exchange v5.0, v5.5

  11. Uncheck the “No Loss Restore (do not delete existing log files)” Option

  12.  Click Run Now

  13. To view the progress of the restore Click on the Job Monitor Tab

Back to overview

Connecting the Mailbox to the Active Directory Account

After the database has been restored, it will automatically be mounted.   The mailboxes will not have an Active Directory account associated with them and you will need to follow these steps before connecting to the mailbox with an Outlook client.

Create a Recovery Account

  1.  On the Start menu, point to Programs, point to Microsoft Exchange, and then click Active Directory Users and Computers

  2.  Click Actions, then New, and then select User

  3.  Follow the new user wizard and give the account a First name and a user logon name, click Next (First name and user logon name are the only names that are required)

  4.  Type a password for the account and click Next (Since this is a separate domain, there are not any restrictions to the password length, you may use a blank password is desired)

  5. Uncheck the option to create an Exchange mailbox for the user

  6. Click Next and then Finish

  7. Close Active Directory Users and Computers

Connect Mailbox to Recovery Account

  1.  On the Start menu, point to Programs, point to Microsoft Exchange, and then click System Manager

  2.  Expand the Administrator Groups section

  3.  Expand the Administrative Group, Servers, the Recovery Server and the Storage Group where the database is located

  4.  Expand the Mailbox Store

  5.  Right click Mailboxes and Select Run Cleanup Agent

  6.  Located the mailbox that you wish to restore data from, it should appear with a Red X over the name

  7. Right Click and Select Reconnect

  8.  In the “Select new user for this mailbox” select the recovery account that you created in the earlier section and click Ok

  9. Click Ok to the Information Messages (two messages will appear)

Back to overview

Export the mailbox items from the Recovery server

Now that the mailbox has an account associated with it the name of the mailbox will change to match the new Active Directory account created earlier in the document.  The steps below will assist you in creating a new Outlook profile and how to export the mail items to a personal folder file (*.pst).

Create the new Outlook Profile - Recovery

  1. Click on the Start menu and click Control Panel

  2. Select the Mail Icon  to create a new Outlook Profile

  3. Click “Show Profiles” and Click Add

  4. Follow Outlook Setup wizard and check Microsoft Exchange Server, Click Next

  5. In Profile name box type the name of the Recovery account or the users mailbox and click Next (this is simply the name of the profile)

  6. Type the name of the Recovery Server and the Recovery account Logon name

  7. Click Next and Finish

  8. In the pull down menu, select the users profile as the default Outlook Profile

Export the Mail Items

  1.  Click the Outlook Icon on the desktop to connect to the Exchange Server using the profile created in the earlier section

  2.  Click “Import and Export” from the File Menu

  3.  Follow the Wizard and select “Export to a File” and click Next

  4.  Select Personal Folder File (.pst) and click Next

  5.  Highlight the Folder you wish to export or if unsure, select the top level folder, Example: Mailbox-Recovery

  6.  If you wish to include the subfolders, you must select the “Include subfolders” option

  7.  Click Next

  8.  The default file is labeled backup.pst and the default location is C:\Documents and Settings\%username%\Local Settings\Application Data\Microsoft\Outlook

  9.  If you wish to save the file to a different location, select the Browse button and choose location and click Ok

  10.  Leave the default Options which should be “Replace duplicates with items exported” and click Finish

  11. Click Ok to summary page and be sure not to change any of the encryption or password settings

  12. Click Exit from the File menu to exit Outlook

Back to overview

Importing the mailbox items to the production server

Create the New Outlook Profile-Production

  1.  Follow Security Process to gain access to the users mailbox

  2.  Click on the Start menu and click Control Panel

  3. Select the Mail Icon  to create a new Outlook Profile

  4. Click “Show Profiles” and Click Add

  5. Follow Outlook Setup wizard and check Microsoft Exchange Server, Click Next

  6. In Profile name box type the name of the Users account and Click Next (this is simply the name of the profile and is at your discretion)

  7. Type the name of the users Exchange Server and the users Logon name

  8. Click Next and Finish

  9. In the pull down menu, select the users profile as the default Outlook Profile

Import the Mail Items

  1. Click the Outlook Icon on the desktop to connect to the Exchange Server using the profile created in the earlier sections.

  2. Click “Import and Export” from the File Menu

  3. Follow the Wizard and select “Import from another program or file” and click Next

  4. Select Personal Folder File (.pst) and click Next

  5. The default location is C:\Documents and Settings\%username%\Local Settings\Application Data\Microsoft\Outlook

  6. If you saved the file to a different location,  select the Browse button and choose location and click Ok

  7. Change the options to “Do not import duplicates” and click Next

  8. Leave the default items selected and verify that the items are being imported into the users Mailbox

  1. Click Finish

  2. Click Exit from the File menu to exit Outlook

  3. The items will now appear in the users mailbox and they can now access their mailbox to located the requested item and delete any unwanted items in event of the restore


Back to overview or Return to the top

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