Connecting Your Email Server

How emails get into the archive

There are two ways to get emails into Easy Mail Archive:

• SMTP BCC Relay — Your mail server sends a copy of every message to a relay address. This happens in real time and covers all users at once. It is the best option for most setups.
• IMAP Mailboxes — Easy Mail Archive connects to specific mailboxes and pulls new messages periodically. Good if you only need to archive certain accounts, or your mail server doesn't support BCC forwarding.

You can use both at the same time.

Setting up SMTP BCC

Your tenant has a dedicated relay address shown at Admin > Integrations. Click SMTP BCC Relay to see it, then configure your mail server to BCC all outgoing and incoming mail to that address.

The setup wizard shows step-by-step instructions for Postfix, Mailcow, Exchange, and Google Workspace. For other mail servers, check your documentation for "BCC forwarding" or "journal rules."

Once configured, click Done and send a test email. It should appear in the archive within a few minutes.

For detailed per-platform instructions, see Setting Up Email Journaling.

Setting up IMAP

To archive specific mailboxes:

1. Go to Admin > Integrations and click IMAP Mailboxes
2. Enter the server hostname, port, username, and password
3. Pick the encryption type (IMAP-SSL on port 993 is the most common)
4. Assign each mailbox to a user or group — this controls who those emails are linked to
5. Click Save

You can add multiple mailboxes in one go. Easy Mail Archive will start pulling new messages automatically.

Directory connectors

Separate from email ingestion, Easy Mail Archive can import your users and groups from your identity provider. This saves you from adding users manually.

Three connectors are available under Admin > Integrations:

• Mailcow API — Provide your Mailcow URL and API key. Easy Mail Archive will sync your mailbox users and aliases.
• Google Workspace — Uses a service account with domain-wide delegation to import users and groups from your Google directory.
• Microsoft 365 — OAuth-based. Sign in as a Global Administrator to grant read-only access to your directory.

Each connector runs periodically and keeps your user list up to date. You can also trigger a manual sync from the Integrations page.

Which method should I choose?

Most organizations should start with SMTP BCC for full coverage. Add IMAP if you also need to archive mailboxes that aren't covered by BCC rules (shared mailboxes, external accounts).

Next steps

Once emails are flowing in, invite your team so they can search the archive.