Our company is in the middle of a lawsuit and the law firm has the authority to seize emails from specific users within our company. We are running a MS Exchange 2003 server, but these particular users access email via POP3. I have been asked to filter out the emails from our journal mailbox all the way back to 2007. Each month we export the email out of the journal account to keep it from being too large. I'm trying to find the best way to filter out emails incoming/outgoing from specific users and there really is not a good way to do this within Outlook. What I'm doing is attaching the journal PST file to Outlook and then doing a search on the PST for that particular user. Outlook does give me the ability to copy the email items within the search results, I can only move the email items. This poses a problem, because what if that email item was sent to multiple people. Make sense? I also don't have the ability to export a PST from a filtered search. Do you see my dilemma? What am I missing? Is there a better way to do this? Is there a software application or a Archive appliance that I will need to purchase to accomplish this task?

Duh! I don't have to move the item, I do have the ability to copy them. But is there a more efficient way of doing this?

Hi, Based on my research, I found that you can use Exmerge utility to export certain message which contains specific message subject. However, it cannot filter certain user’s whole messages. Thanks. Novak Wu

Duh! I don't have to move the item, I do have the ability to copy them. But is there a more efficient way of doing this? There is if you use a 3rd part solution such as MessageLabs, SMARSH (Hosted services in the cloud) Or you can use on-premise products like Symantect, and use CA/DA which are very good for compliance & legal. Search funtionality is great and export to. Also, think about moving to Exch 2001 where the journaling has been much improved. Sukh

First I tried the GFI MailArchiver software. The GFI software was not able to efficiently accomplish what I needed. I ended up purchasing a Barracuda 350 Message Archiver to resolve this problem. @Sukh828. We are running Exchange 2003, and I'm in the middle of a migration to Exchange 2010. So we are moving in the right direction.