If you run your own Exchange server on site (on-premises), you can capture all mail traffic via a local journal mailbox. A journal rule automatically stores a copy of every incoming and outgoing message in that mailbox; Aktenplatz reads it and archives the mails in an audit-proof way.

Here too: journaling is the only audit-proof way to archive – the copy is created automatically, before any user can move or delete a message. Unlike Microsoft 365, the journal mailbox on a local Exchange may sit directly on your server. You obtain the matching journal mailboxes via Aktenplatz support – get in touch and we set up the connection together with you.

Requirements

  • Administrative access to your local Exchange server (Exchange admin center or Exchange Management Shell).
  • For rule-based (premium) journaling: an Enterprise CAL. Without it, simple per-database journaling is available.

1. Create the journal mailbox

In the Exchange management console, create a dedicated mailbox that serves exclusively as the journal mailbox (e.g. "aktenplatz-journal"). Alternatively, Aktenplatz support provides a suitable journal mailbox for you.

2. Set up the journal rule

Open the Exchange admin center → Compliance management → Journal rules, set a mailbox for undeliverable journal reports and click Add journal rule. Choose the journal mailbox created in step 1 as the target and all messages as the scope.

Alternatively, via the Exchange Management Shell:

New-JournalRule -Name "Aktenplatz journaling" -JournalEmailAddress "journal@your-domain.com" -Scope Global -Enabled $true

3. Connect the mailbox to Aktenplatz

In Aktenplatz, open the project settings (gear icon) → Interfaces → Mail → External mail accounts → Add. Enter IMAP as the type (recommended – the messages remain on the server) together with the host, port, user and password of the journal mailbox, enable SSL, check with Test connection and save. A detailed description of this step is in Synchronising Mails.

Done – Aktenplatz now fetches the journaled messages regularly from your local Exchange and assigns them automatically to the matching records.