NearPoint for Microsoft Exchange Server

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Information Immediacy, Discovery, & Continuity

4.2

NearPoint for Microsoft Exchange Server

Archive Self-Service Retrieve (SSR) Client User’s Guide

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The software and each of its components, including the source code, documentation, appearance, structure, and organization are owned by Mimosa and others and are protected under copyright and other laws. Title to the Software and any components or to any copy, modification, or merged portion shall remain with the respective copyright holders, subject to the licenses described within the Mimosa End User License Agreement (“EULA”). The Mimosa Software cannot be distributed without the prior written permission of Mimosa and cannot be copied, except as necessary for back-up purposes.

The information contained in this manual is governed by the Limited Warranty expressed in the EULA. For additional third party copyright attributions see the Additional_Copyrights.pdf document present in the <drive>:\Program Files\Mimosa directory. The following are trademarks, or registered trademarks of Mimosa Systems, Inc:

Mimosa Mimosa NearPoint

Mimosa Systems NearPoint

One Pass Protection NearPoint Deployment Advantage

Microsoft®, Windows®, Outlook®, and Entourage®, are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners.

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C

ONTENTS

1. Preface

1

1.1 NearPoint Data Management Solution . . . 1

1.2 Audience . . . 2

1.3 Product Documentation . . . 2

1.4 Typographical Conventions . . . 3

1.5 Getting Assistance . . . 4

2. The Archive SSR Client

5

2.1 Introduction . . . 5

2.2 Opening the Archive SSR Client . . . 6

2.3 The Archive SSR Client Interface. . . 7

2.4 Setting User Preferences . . . 9

2.5 Cross-Platform Support . . . 13

3. Restoring Archived Email Items And Files

15

3.1 Overview . . . 15

3.2 Browsing through the NearPoint archive . . . 16

3.3 Searching for email items and files . . . 24

3.4 Restoring Items From the Archive . . . 39

4. Working in Offline Mode

47

4.1 Types of Cache . . . 47

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4.4 Troubleshooting Tips . . . 59

5. Archiving Offline PST Files

61

5.1 About Archiving Offline PST Files . . . 61

6. Additional Options for Auditors

65

6.1 Overview . . . 65

6.2 Browsing through Email ITems and Files . . . 66

6.3 Searching custodian Content sources . . . 68

6.4 Viewing Public Folder Contents . . . 70

7. Troubleshooting

72

7.1 SSR Troubleshooting . . . 72

7.2 Using the Clear Cache Tool. . . 74

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1

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1

P

REFACE

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1 . 1

N E A R P O I N T D A T A M A N A G E M E N T S O L U T I O N

The Iron Mountain® NearPoint™ Data Management Solution includes the following components:

•

NearPoint for Microsoft® Exchange Server for archiving email data

•

NearPoint File System Archiving (FSA) option for archiving electronic data (files) that reside on enterprise share drives, file servers, and personal computers

The NearPoint Data Management solution delivers the following benefits:

•

A unified software platform for comprehensive email and file data management

•

Archive Self-Service Retrieve (SSR) Client to access and retrieve email and files from the NearPoint archive.

The NearPoint solution contains the following key features:

•

Email and file archival for compliance and litigation support

•

Retrieval of email and files from the archive

•

Continuous Exchange data protection and rapid disk-based disaster recovery

•

Full-text indexed content search and discovery of email header, body, attachments, and files

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1 . 2

A U D I E N C E

This guide is for two groups of users:

•

End-users, who use the Archive SSR Client to retrieve email and files from the NearPoint archive.

•

Auditors, who view archived email items and files of the custodians to them for audit or investigation purposes.

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1 . 3

P R O D U C T D O C U M E N T A T I O N

The NearPoint documentation set consists of the following guides:

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Mimosa NearPoint for Microsoft Exchange Server Compatibility Document

•

Mimosa NearPoint for Microsoft Exchange Server Installation Guide

•

Mimosa NearPoint for Microsoft Exchange Server Administrator's Guide

•

Mimosa NearPoint Archive Client User’s Guide

•

Mimosa NearPoint Archive Client Quick Start User’s Guide

The NearPoint Options documentation set consists of the following guides:

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Mimosa NearPoint Options Installation Guide

•

Mimosa NearPoint File System Archiving Option Administrator's Guide

•

Mimosa NearPoint PST Management Option Administrator's Guide

•

Mimosa NearPoint Disaster Recovery Option (Using NetApp SnapMirror)

Administrator's Guide

•

Mimosa NearPoint Disaster Recovery Option (Using Dell EqualLogic) Administrator's Guide

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P R E F A C E Typographical Conventions

User’s Guide 3

•

Mimosa NearPoint eDiscovery Option User’s Guide

•

Mimosa NearPoint for SharePoint Installation and Administration Guide

•

Mimosa NearPoint Intelligent Classification Application User’s Guide

•

Mimosa NearPoint Software Development Kit

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1 . 4

T Y P O G R A P H I C A L C O N V E N T I O N S

NearPoint documentation uses the typographical conventions described in the following table.

Convention Indicates

Note:

Information provided as a note, tip, or advice

Warning:

Information that warns users to avoid error conditions

Best Practice:

Recommendations and suggestions for best results

Bold Names of commands and fields in the user interface

Italic Cross-references or names of Web sites and books Glossary term Terms in the glossary

Code text Command-line instructions and names of registry keys Red text Error conditions

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1 . 5

G E T T I N G A S S I S T A N C E

To learn more about Mimosa Systems products, visit our Web site at

www.mimosasystems.com.

To contact support, send us an email message at [email protected] or call one of the following hotline numbers:

Country Hotline Number

Australia 1.800.01.7279

France 0800.91.2326

Germany 0800.180.3960 New Zealand 0800.448911

North America Customers who have 24x7 support: +1.408.454.4867 All other customers: +1.408.454.4890

New Zealand 0800-448911 United Kingdom 0808.234.1591

0800.051.9084 Singapore 800.110.1689

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2

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2 . 1

I N T R O D U C T I O N

The NearPoint Archive Self-Service Retrieve (SSR) Client lets you access the email items archived using NearPoint for Microsoft Exchange Server and files archived using the NearPoint File System Archiving (FSA) option. You can use the Archive SSR Client to perform the following tasks:

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Browse, search, and view archived email items and files.

•

Restore archived email items and files.

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Archive Microsoft Personal Storage Table (PST) files directly in the archive.

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If you are an SSR auditor, you also can browse and search archived email items and files of the custodians assigned to you by the NearPoint administrator.

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2 . 2

O P E N I N G T H E A R C H I V E S S R C L I E N T

After your email administrator installs the NearPoint Outlook add-in on computers in your organization, a new folder, Mimosa Archive, is visible in the navigation pane when you open Microsoft Outlook® or Outlook Web Access (OWA). This folder is your entry point to the Archive SSR Client interface.

To open the Archive SSR Client, complete the following steps:

1. Open Outlook or OWA.

2. In the navigation pane, click the Mimosa Archive folder.

3. If prompted, type your login credentials, and then click OK.

Note:

You also can open the Archive SSR Client through Web browsers, which include

Microsoft® _{Internet Explorer}®_{, Mozilla Firefox}®_{, Google}™ _Chrome™_{, and Apple}®

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T H E A R C H I V E S S R C L I E N T

The Archive SSR Client Interface

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T H E A R C H I V E S S R C L I E N T I N T E R F A C E

The Archive SSR Client user interface helps you browse or search for email items and files archived to the NearPoint archive. After you find what you are looking for, you can perform any of the following tasks:

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Forward, resend, or save email items

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Restore email items to a mailbox or a PST file

•

Restore message folders to a mailbox or a PST file

•

Restore archived files to a ZIP file

•

Archive PST files

When you click the Mimosa Archive folder, and log on, the details pane displays the Archive SSR Client user interface. The Archive SSR Client includes the following pages that help you perform different tasks, such as search, browse, and restore:

Search page

Use the Search page find specific email items or files that are protected in the NearPoint archive. The Search page allows you to perform the following two types of searches:

•

Quick Search:

Perform Quick Search to find email items and files based on keywords. For email items, Quick Search looks inside the following parts:

• message bodies

• message subjects

• sender and recipient information (From, To, Cc, and Bcc)

• attachments

Note:

Quick search results are limited to the previous six months by

default. This period can be configured in user preferences. See “Defining the Browse filter and Search Limits” on page -11 for more information.

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For files, it looks inside the following parts:

• File names

• File content

• File metadata, such as owner and creation date

Advanced Search:

Perform Advanced Search to provide more information about the items or files that you want to find. Advanced Search lets you add the following types of data to your search criteria:

• Exchange Item Type

• Address Fields • Timestamp • Date Modified • File Size • Owner • Versions

Advanced Search also supports the following operators to refine your search criteria and yield more focused results:

• Boolean

• Proximity

• Wildcard

• Numeric Range Search

Browse page

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Setting User Preferences

Archive page

Use the Archive page to add the content of PST files to the NearPoint Archive. This page also displays the status of PST archival jobs.

Restore page

The Restore page provides the status of all restoration jobs.

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2 . 4

S E T T I N G U S E R P R E F E R E N C E S

You can set the following preferences:

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User interface language

•

Number of items displayed on one page

•

Version history settings for the Browse page

•

How items are filtered on the Browse page

•

Search limits to improve performance

2.4.1 Specifying the user interface language and number of items to

display on each page

To specify the language for the user interface and the number of items to display on one page, use the User Preferences option. To do so, complete the following steps:

1. Open the Archive SSR Client.

2. On the toolbar, click Options > User Preferences.

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4. Select the user interface language that you want to use for the Archive SSR Client.The following languages are available:

• English US • English UK • Deutsch (German) • Japanese • Traditional Chinese • Simplified Chinese • Francais (French)

5. To set the number of archived items to display on each page, in the Items per page text box, type the number of items. The number you enter must be greater than the default, which is 100 items.

6. Click Ok.

If you changed the display language, elements of the user interface are displayed in the new language. If you changed the number of items to display, that number of items are displayed on each page of search results.

2.4.2 Defining Version History Settings for Browse view

You can define the default settings that determine whether to show the email items or files on the Browse page based on their version history.

To define the version history settings for browse, complete the following steps:

2. Click Options > User Preferences.

Note:

If you select English UK, the Archive SSR Client only displays Outlook data in

the language that you select. The Client still displays strings, such as Browse,

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. . . . .

Setting User Preferences

3. Click the Version History tab.

4. On the User Preferences dialog box, click the Version History tab.

5. Select the options that you want to use.

6. Click Ok.

2.4.3 Defining the Browse filter and Search Limits

You can define the settings that determine how results are filtered on the browse page. Items displayed from an archive snapshot are filtered either by the date they were archived in NearPoint (the behavior in versions of NearPoint prior to 4.2), or by their Exchange receive date (the default).

You can also define limits to searches that can increase search performance. To define the browse filter and search limits, complete the following steps:

2. Click Options > User Preferences.

3. Click the Search & Browse tab.

4. Under Filter Emails based on, select either:

• Archived Date - items are filtered by the date they were added to the NearPoint

archive. This is the default.

• Received Date - items are filtered by the date they were received by Exchange,

regardless of when they were archived to NearPoint.

5. Under Show results up to, enter a search results limit (the default is 10,000). If a loose keyword is used (such as *) that returns a large number of results, when NearPoint reaches this number of results it displays the results and prompts you to cancel and refine the search, or continue searching.

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6. Under Limit search period in Quick Search to, select a period to limit quick searches to. Selecting a short period can speed up search performance.

7. Click Ok.

2.4.4 Viewing Task History

You can view restore and deletion tasks in the SSR client. To view tasks, complete the following steps:

2. Click Options > View Task History.

3. Under Display, select one of:

• Display All Tasks

• Display Restore To PST/ZIP jobs

• Display Restore To Mailbox jobs

• Display Deletion Tasks

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T H E A R C H I V E S S R C L I E N T Cross-Platform Support User’s Guide 13

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2 . 5

C R O S S - P L A T F O R M S U P P O R T

This document describes how to use the Archive SSR Client with Microsoft Outlook™ or Microsoft Internet Explorer® for email. However, he NearPoint solution supports other email programs and internet browsers, as shown in the following table:

For supported browser versions, see the Mimosa NearPoint for Microsoft Exchange Server

Compatibility Document. Browsers Supported Platforms Windows XP/2003 Mac OS Red Hat Enterprise Linux 3®

Firefox Yes Yes No

Safari No Yes No

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2.5.1 Entourage Support

Use Microsoft Entourage for Mac to gain access to extended messages and their contents.

However you cannot use Entourage to access the Mimosa Archive Folder home page. To search and browse the contents of the NearPoint archive, type the folder path URL in either a Safari or Firefox browser, and then view its contents. If you do not know the URL, contact your NearPoint administrator. An example of the folder path URL is

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ESTORING

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3 . 1

O V E R V I E W

You might accidentally delete your email items or mail folders from your Exchange Server or files from your computer or file shares. Using the Archive SSR Client, you can access the NearPoint archive, look for the email items and files, and restore them.

To restore archived email items or files, perform the following tasks:

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Find the specific email items or files that you want to restore.

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Select the required email items or files, and then restore them.

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3 . 2

B R O W S I N G T H R O U G H T H E N E A R P O I N T A R C H I V E

Use the Browse page to perform the following tasks.

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Read emails and display their attachments.

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Restore one or more email items or message folders to a mailbox or a PST file.

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Delete email items from the NearPoint Server, the Exchange Server, or both.

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See file details and open them to read their contents.

•

Restore one or more files to a compressed file.

•

Delete files from the NearPoint Server.

To access the Browse page, complete the following steps:

1. Click Browse tab of the Archive SSR Client.

2. From View drop-down list, select one of the following options:

• Emails—To browse through archived email items.

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R E S T O R I N G A R C H I V E D E M A I L I T E M S A N D F I L E S

Browsing through the NearPoint archive

Using the Browse page

The Browse page consists of three panes, as shown in the following figure:

•

Navigation pane—Displays the list of mailboxes or file folders stored in the

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The View Contents as of Date filter lets you choose a date as of which you want to view contents in the NearPoint archive.

For example, if you select Three Months Ago, NearPoint displays only messages that are at least three months old.

You also use the filter options to determine whether to display the Deleted Items or History Items (moved or modified email items).

•

Folder Contents pane—Displays the email items or files in the folder that you

selected in the navigation pane. It is similar to the Outlook mail pane. The email items are always displayed in the list, regardless of the type of email item (that is, messages, meetings, appointments, notes). To change how to sort the email items and files, double-click the name of the column heading. When you sort the items under the column heading in descending order, the column displays an up arrow (^) symbol. If you sort the items in ascending order, the column displays a down arrow (v) symbol. To adjust the width of each column, drag the separator lines between the column headings. To adjust the number of items displayed on each page in the folder contents pane, contact your NearPoint administrator.

Note:

If you select a date before the NearPoint Server was used, you receive an

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. . . . .

•

Preview pane—Displays a plain-text preview of the email item or details of the file

highlighted in the folder contents pane. To view the email item or file, double-click it in the folder contents pane or press Enter.

Browsing through archived PST files

The Browse page displays archived PST files and mailboxes. You can browse archived PST files just like you browse email items. Depending on the SSR View Style that the

NearPoint administrator selects during configuration of the Self-Service policy, the PST files either merge with the archived mailboxes or appear as separate nodes in the navigation pane:

•

Merged PST and Mailbox Archive View—If the NearPoint administrator selected

the Merged PST and Mailbox Archive View option, the navigation pane displays the PST file content merged with the archived mailbox. In the figure that follows, the folders USER1 and USER2 are PST file contents). This setting makes it convenient for users to view the all their archived email items.

Note:

NearPoint cannot preview emails that have an archive size that exceeds 0.5

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If the NearPoint administrator did not select the Merged PST and Mailbox Archive

View option, the PST files are displayed as separate nodes at the same level as

archived mailboxes in the navigation pane (folders NearPoint Retrieve PST, test.pst, USER1 and USER2 in the following figure).

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. . . . .

Filtering email items

Use the Browse page filters to refine the list of email items and files displayed. You can also use the filter options to select a point in time as of which you want to see the contents in the NearPoint archive.

To filter the list of email items, complete the following steps:

1. Click Filter button above the navigation pane.

2. From the View Contents as of Date drop-down list, select a point in time as of which you want to view the contents in NearPoint archive.

3. Select appropriate options to display or hide Email Item History (moved or modified email items) or Deleted Items.

4. To apply the filters, click OK.

Note:

Folders with a created date later than the point in time

selected are not displayed. If some emails with an earlier received date are moved into this folder, they are also not displayed since the folder is not visible.

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Filtering files

Use the Browse page filters to refine the list of files displayed. You can also use the filter options to select a point in time as of which you want to see the contents in the NearPoint archive.

To filter the list of files, complete the following steps:

1. Click Filter above the navigation pane.

2. From the View Contents as of Date drop-down list, select a point in time as of which you want to view the contents in NearPoint archive.

3. Select one of the following Ownership options:

• Display User Files - To display the files that you own.

• Display All Accessible Files - To display all the files to which you have access,

regardless of whether you own them or someone else owns them.

4. Select one of the following Version History options:

• Display All Archived File Versions - To display every version of a file available

in the NearPoint archive.

• Display Most Recent File Versions - To display only the most recent version of a

file.

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. . . . .

Viewing Email Items or Files in the Archive

You have access to and can view email items or files in the NearPoint archive from the

Browse page.

To view an email item or file in the archive, complete the following steps:

1. In the navigation pane, select the folder that contains the email item or file that you want to view.

2. In the folder contents pane, click the email item or file that you want to view.

• If you select an email item, the preview pane displays its preview.

• If you select a file, the preview pane displays its preview.

3. To view the entire email item or file, double-click the email item or file in the folder contents pane, or press Enter. The email item or file opens in a new window.

After you open the email item or file, you can perform operations such as reply or forward the email item or edit or save a copy of the file.

Deleting email items

If the NearPoint administrator has granted you deletion rights, you can see a Delete button in the Archive SSR Client when you view a list of email items. When you select an email item and click the Delete button, NearPoint deletes the item from the NearPoint archive and from the Exchange server.

To delete email items, complete the following steps:

1. In the folder contents pane, select the email items that you want to delete.

2. Click Delete >Delete All Checked Items. You receive a confirmation message.

3. To delete the selected email items, click OK.

NearPoint handles deletion requests in periodic batches, so the items you deleted may not be removed immediately from the list of items you see in the Archive SSR Client. However, you can check the status of your deletion requests.

Note:

If you use Outlook 2000, the message item does not open as an Outlook

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4. To check the status of a deletion request, from the Options menu, select View Task

History. The Task History page opens. It displays the status of both delete and restore

operations.

5. To delete the finished jobs, select the check box next to a job, and then click Delete.

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3 . 3

S E A R C H I N G F O R E M A I L I T E M S A N D F I L E S

The Archive SSR Client offers two types of search, Quick Search or Advanced Search, to help you locate specific email items or files in the NearPoint archive.

3.3.1 Performing a Quick Search

Quick Search finds email items and files that match keywords you specify. The content of all the email items and files is fully indexed on the NearPoint Server to enable keyword searching. For email items, Quick Search looks in message headers (Subject, From, To, Cc, and Bcc), message bodies, and attachments, while for files, it looks in file names, file content, and file metadata information such as owner and date of creation.

Starting a Quick Search

The Quick Search feature searches all email items, PST files, and files archived to the NearPoint Server. You can search email items, files, or both.

You also can select specific mailbox folders, PST folders, file folders or shares as the focus of your search.

To start a Quick Search, complete the following steps:

1. Click the Search tab. The Search page opens with the folder contents and preview pane.

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. . . . .

Searching for email items and files

2. Enter keywords or phrases in the Look For text box.

3. From the In drop-down list, select one of the following options:

• Everything—Search email items and files.

• Emails—Search only email items.

• Files—Search only files.

• Browse—Search specific content types. This option opens the Select Content Types

dialog box that lets you to select specific types of email items (for example, contacts, notes, and calendar items) or files (for example, Microsoft Office, text, or

compressed files). Select the content types, and then click OK.

4. From the Location drop-down list, select one of the following options:

• Mailbox/Files folder—Search entire mailboxes or file folders in the NearPoint

archive.

• Select Folders—When you select this option, you open the Select Folders dialog

box that lets you select specific folders you want to search. Select the folders, and then click OK.

5. To view results, click Search. The folder contents pane displays the search results.

Note:

•

You cannot search for words that exceed 32 characters.

•

Replace characters such as ?, <, >, :, and / with a period ‘.’ when you search for a string that contains such characters. For example, if you search for http://, search for only http... or http.

Note:

Quick search results are limited to a time period set in User

Preferences. By default this is the previous six months, but this can be configured. See “Defining the Browse filter and Search Limits” on page -11 for more information.

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Viewing Search Results

The folder contents pane displays email items and files that match the search criteria. NearPoint categorizes the search results onto three tabs:

•

All—Displays email items and files that match the search criteria.

•

Emails—Displays email items that match the search criteria.

•

Files—Displays the files that match the search criteria.

The preview pane displays a preview of the email item or details of the file highlighted in the folder contents pane. To view the email item or file, either double-click it or press Enter.

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. . . . .

Searching within results

You can narrow your results if you search within the results from a quick search. When you search for a word or a phrase, you might receive a long list of items that match the search criteria. To narrow the search results, specify words that you want to find in the search results.

For example, if six emails in the NearPoint archive contain the word “fax” alone and three emails contain the word “fax” and “supervisor”, the initial quick search for the word “Fax” returns all six emails. If you perform another search for the word “Supervisor” from this result set, your results are three email items.

To search within results, complete the following steps:

1. Perform a quick search. To do so, use the steps in “Starting a Quick Search” on page -24. The folder contents pane displays the search results.

2. Modify the search criteria as required.

3. From the In drop-down list, select Search results.

4. To search within the results from the previous quick search, click Search. The folder contents pane displays the results.

Note:

After you obtain results from a quick search, you will see Search results

option under the In drop-down list.

Note:

Currently, only a single level of “Search within results” is available. You can

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Filtering Search Results

To refine the search results, use the Filter and View options available on the Emails and

Files tab of the Search Results page.

Filter the list of email items

To filter the list of email items, complete the following steps:

1. Click the Emails tab on the Search Results page.

2. Click Filter button above the folder contents pane.

3. Select appropriate options to display or hide Email Item History (moved or modified email items) or Deleted Items.

4. To apply the filters, click OK.

Note:

If you use custom fields when you define the search criteria, the Search

Results page displays these fields. Use these custom fields to filter the

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. . . . .

Filter the list of file items

To filter the list of files, complete the following steps:

1. Click the Files tab on the Search Results page.

2. Click Filter button above the folder contents pane.

3. Select one of the following Version History options:

• Display All Archived File Versions—To display all versions of a file in the

NearPoint archive.

• Display Most Recent File Versions—To display only the most recent version of

a file.

4. Click OK to apply the filters.

View specific types of email items

To apply view options for email items, complete the following steps:

1. Click the Emails tab on the Search Results page.

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View specific types of files

To apply view options for files, complete the following steps:

1. Click the Files tab on the Search Results page.

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. . . . .

3.3.2 Performing an advanced search

Perform Advanced Search to provide more information about the items or files that you want to find in order to refine your search criteria. Advanced Search includes the following types of search criteria: Exchange Item Type, Address Fields, Timestamp, Date Modified,

File Size, Owner, and Versions.

To improve your search experience, the Advanced Search also supports the following search operators: Boolean, proximity, wildcard, numeric range.

More detailed search criteria typically yield richer results.

Starting an advanced search

Use Advanced Search to specify detailed criteria to search email items, PST files, and files in the NearPoint archive.

To start an advanced search, complete the following steps:

1. Click the Search tab. The Search page opens with the folder contents and preview pane.

2. Enter keywords or phrases in the Look For text box.

3. From the In drop-down list, select one of the following options:

• Everything—Search email items and files.

• Emails—Search only email items.

• Files—Search only files.

• Browse—Search specific content types. This option opens the Select Content Types

dialog box that lets you to select specific types of email items (for example, contacts,

Note:

•

You cannot search for words that exceed 32 characters.

•

Replace characters such as ?, <, >, :, and / with a period ‘.’ when you search for a string that contains such characters. For example, if you search for http://, search for only http... or http.

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notes, and calendar items) or files (for example, Microsoft Office, text, or compressed files). Select the content types, and then click OK.

4. From the Location drop-down list, select one of the following options:

• Mailbox/Files folder—Search entire mailboxes or file folders in the NearPoint

archive.

• Select Folders—When you select this option, you open the Select Folders dialog

box that lets you select specific folders you want to search. Select the folders, and then click OK.

5. To see the advanced search criteria fields, click Advanced Search.

Advanced search criteria fields are dynamic, and are displayed based on the content type (email items, files, or both) selected in step 3. The sections that follow describe how to define each type of advanced criteria.

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. . . . .

Specifying advanced search criteria for email items and files

If you selected to search Everything, that is, both email items and files, the Search tab displays the fields shown in the following figure.

To specify criteria that apply to both email items and files, complete any of the following steps that help define the archived content you want to find:

1. Under Find Keywords in, select one or both of the following options:

• Title—Search for keywords in the subject of email items and file names.

• Content—Search for keywords in the body of email items and in file content.

2. To search for items modified on a particular date, from the Date Modified drop-down list, choose a time period such as This week, Last month, or Between a date range. If you select Is or Between, specify the date or date range using the Start

Date and End Date calendar controls.

3. From the Size drop-down list, choose the approximate size of items you want to find.

• Any—Files of any size

• Small—Less than 100KB

• Medium—100KB to 1MB

• Large—Greater than 1MB

• Less Than, Greater Than, or Specify Size—Type a value representing the item

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Specifying advanced search criteria for only email items

If you chose to search Emails only, the Search tab displays the fields shown in the following figure.

To specify criteria that apply only to email items, complete any of the following steps that help define the archived content you want to find:

1. From the Select subtypes drop-down list, select the type of email items (such as messages, calendar items, tasks, journal, contacts, and notes) you want to search in.

2. To search specific parts of email messages, from the Find keywords in drop-down list, select the message parts (such as subject, message body, or subject, message and attachments) you want to search in.

3. To search email sent to or received from a specific user, under Search Criteria, click

To. The Select Names dialog box opens.

4. From the Address Book drop-down list, select the address list to search:

• Mimosa Archive Global Address List—Everyone in the Global Address List

• Senders of items in selected mailbox—Only people who sent emails to you

• Recipients of items in selected mailbox—Only people who received emails

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. . . . .

• Contact items in selected mailbox—Only people in your list of Contactsl

5. To select one user or a small group of users, complete one of the following steps:

• If you know the Exchange user name or last name of the person with whom you exchanged email, type the name in the text box, and then click Go. Like Outlook, the Archive SSR Client finds the names if they occur in the To or Cc fields, but not in the Bcc field.

• If you are unsure of a name, click the From or Sent To button. In the Select Names dialog box, complete the following steps:

a. From the Find Users drop-down list, select one of the following options:

- Name contains any of these words

- Name contains all of these words

Note:

To display al users in the list you chose, select Show All, and then

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b. In the text box, type all or part of a name to search for, and then click Go. The center pane displays the names that match your selection criteria.

c. From the list of names displayed, select the names of users relevant to your search, and then click OK.

d. If you are searching for an email from this person, click From.

e. If you are searching for an email sent to this person, click To..

f. After you select the names, click OK. The Select Names dialog box closes and the names appear in the Name list on the Advanced Search page

7. To search for email items modified on a particular date, from the Date Modified drop-down list, choose a time period such as This week, Last month, or Between a date range. If you select Is or Between, specify the date or date range using the Start

• Small—Less than 100KB

Note:

•

The Select Names dialog box is available only in Internet Explorer.

•

The application does not allow special characters in display names and email addresses in Global Address List (GAL).

•

The application ignores hyphens (-) in search criteria. For example, search word NPAdmin and NP-Admin would return the same results.

•

The application allows you to use the wildcard character * at the end of the search text. For example, npad* would return results for

npadmin and npadmin. If you type *npad or np*d, GAL does

not return the expected results.

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. . . . .

size in kilobytes.

Specifying advanced search criteria for searching files

If you chose to search Files only, the Search tab displays the fields shown in the following figureI.

To specify criteria that apply only to files, complete any of the following steps that help define the archived content you want to find:

1. Specify the parts of the files you want to search in. To do so, from the Find keywords

in drop-down list, select any of the following options:

• Content—Search for keywords in email items body and file content.

• All Properties—Search for keywords in all the file property boxes, such as, file

extension, content, file type, author, and size.

2. To search for files modified on a particular date, from the Date Modified drop-down list, choose a time period such as This week, Last month, or Between a date range. If you select Is or Between, specify the date or date range using the Start

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size in kilobytes.

4. To search for files based on their version, from the Version drop-down list, select one of the following options:

• Search in recent File Versions—Search for only the most recent version of files.

• Search in all File Versions—Search for all the versions of files available in the

NearPoint archive.

To search for files based on their owner, from the Ownership drop-down list, select one of the following options:

•

Files that I have created—Search for files owned by you.

•

Files that I can access—Search for all the files that you can access, regardless of

who created or owns them.

Distribution Lists

If the retrieved emails have distribution lists in their From or To lists, to expand them and display them after you retrieve them, select Expand Distribution Lists while

searching.

Using Custom Fields

The NearPoint administrator can specify custom boxes that are used while indexing and archiving messages. You can use these custom boxes to narrow down your search criteria, or look for messages where the custom box is of a specific value. All custom boxes that the NearPoint administrator has specified are listed in the Custom Fields box.

To use a specific custom box while defining the search criteria:

1. Select the custom box in the Custom Fields box.

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. . . . .

Restoring Items From the Archive

3. Specify the value of the custom box that should be matched while retrieving emails from the NearPoint archive.

You can specify multiple custom boxes here. Messages that satisfy all the custom boxes as well as the criteria set in the above boxes are retrieved and displayed in the Search

Results page.

Executing Advanced Search

Once you have specified the advanced search criteria, click Search to see the results. For more information on viewing the search results, see “Viewing Search Results” on page -26.

. . .

3 . 4

R E S T O R I N G I T E M S F R O M T H E A R C H I V E

If you accidentally delete your email items or message folders from the Exchange Server, or files from your computers or file shares. You can restore these deleted email items or files from the NearPoint archive without assistance from your NearPoint administrator. The Restore options are on the Browse page and the Search Results page. Use the Archive SSR Client you can restore the following pieces of information:

•

One or more email items to a mailbox or a PST file.

•

Message folders to a mailbox or a PST file.

•

Archived files to a ZIP file.

3.4.1 Restoring email items or message folders to a mailbox

You can restore one or more email items or folders from the NearPoint archive to your Exchange Server.

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To restore email items or folders to a mailbox, complete the following steps:

1. From the Browse or Search Results page, select the email items or folders that you want to restore.

2. Click Restore> Restore Messages to Mailbox or Restore Folders to

mailbox. The Restore Options dialog box opens.

3. Specify a name for the restore job in the Restore Job Name text box.

Note:

You can restore message folders only from the Browse page. To do so, in

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. . . . .

4. Select one of the following Restore options:

• Restore All checked Items—Restore only the selected email items.

• Restore All Search Results—Restore all the messages in the search results.

5. From the Restore Location drop-down list, select one of the following options:

• Restore to original location—Restore the selected email items to their original

location, as they were before deletion. If you select this option, NearPoint retains the folder hierarchy by default.

• Select folders—Restore selected email items into a specific folder. To use this

option, highlight the folder where you want to restore the email items, and then click

OK. If you have not created a folder in advance, use Create New Folder to

create one. To do so, complete the following steps:

a. Click Create New Folder. b. Enter a name for the folder.

c. Select an existing folder under which you want to create the new folder. d. To close the window, click OK. Nearpoint creates a new folder in Outlook.

6. From the Overwrite Settings drop-down list, to specify how to manage the existing messages, select one of the following options:

• Existing messages will be ignored.

• Existing messages will be overwritten.

• Duplicate messages will be created.

7. To retain the folder hierarchy in the destination folder, select the Restore items with

original folder hierarchy check box.

8. To begin the restoration process, click Select. On completion of restoration, you see a prompt that indicates that NearPoint has restored the messages to your Exchange Mailbox.

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3.4.2 Restoring email items or message folders to a PST file

You might occasionally need to create PST files that contain email items of interest, such as a set of search results, or a collection of all the items in a mailbox at a specific point in time. These PST files are convenient for review by one or more reviewers, including the initiator of this request.

After you restore the archived email items to a PST file, you then can download the PST file to your computer. When you download PST files, you can perform offline reviews of data in the PST and share the data with others without being tied to the NearPoint server.

To restore email items or message folders to a PST file, complete the following steps:

1. Use the Browse or Search Results page to select the email items or message folders that you want to restore to a PST file.

2. Click Restore> Restore Messages to PST or Restore Folders to PST as required. The Restore to PST dialog box opens.

Note:

You can restore message folders only from the Browse page. To do so, in

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. . . . .

3. Enter the following information:

• Restore Job Name—Enter a name for the restore job.

• Select one of the following Restore Options:

- Restore All Checked Items—To restore only the messages that you selected

on the Search Results page, select this option. This option is not available when you restore mail folders to PST.

- Restore All Search Results—To restore all the messages on the Search

Results page, select this option. This option is not available when you restore mail folders to PST.

• PST File Name—The name of the PST file. If a PST file with the same name already

exists, the application appends the selected content to the existing file. Otherwise, the application creates a new PST file.

• Outlook Display Name—The display name that the PST file uses in Outlook.

• Password—To password-protect your PST, type your password here.

• Confirm Password—Re-type the password for verification.

• PST Format—Select an appropriate version for the PST file depending on the

version of Outlook that you use.

• Restore items with original folder hierarchy—To retain the folder structure

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3.4.3 Restoring files to a ZIP file

You can restore one or more files from the NearPoint archive to a ZIP file. To restore files to a ZIP file, complete the following steps:

1. Use the Browse or Search Results page to select the files that you want to restore to a ZIP file.

2. To open the File Restore dialog box, click Restore> Restore Files.

3. Enter a name for the restore job.

4. Enter a file name for the ZIP file into which you want to restore the selected files in the

ZIP File Name text box.

5. If you want to password-protect the ZIP file, type the password in the Password text box.

6. Re-type the password for verification purpose in the Confirm Password text box.

7. To retain the folder structure in the output ZIP file, select the Restore items with

original folder hierarchy check box.

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. . . . .

3.4.4 Checking Status of the Restore Jobs

The Task History page of the Archive SSR Client displays the status of all deletion and restore jobs.

•

To display the page with the status of each restore job you started, from the Options menu, select View Task History.

•

To filter the list of jobs to display only specify types of jobs, select from the options on the

Filters menu.

•

To delete finished jobs from the list, select the job, and then click Delete.

3.4.5 Downloading PST and ZIP files

After you request to restore the archived email items to a PST file or archived files to a ZIP file, you can download these PST or ZIP files to your computer. If you download PST or ZIP files, you can perform local reviews or share the data with others without depending on NearPoint.

To download a PST or ZIP file, complete the following steps:

1. To launch the Restore page, click the Restore tab.

2. From the Filter drop-down list, select Display Restore to PST/ZIP jobs.

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4. To open the File Download dialog box, click the PST or ZIP file name link.

5. To save the file, click Save and choose a location.

How to Open the download PST Files in Outlook

To use Outlook to open the PST file, complete the following steps:

1. From the file list, click Open > Outlook Data File.

2. From the Open Outlook Data File window, navigate to the location where you saved the PST file, then select the PST file, and then click OK. NearPoint adds the PST file to the All Mail Folders group in the Outlook navigation pane.

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47

. . . . .

. . . . . . . . . . . . .

4

W

ORKING

IN

O

FFLINE

M

ODE

To access archived messages or extended attachments in a mailbox, you must connect the client computer to the NearPoint Server network. The NearPoint Outlook add-in feature enables users to work offline and access archived messages and attachments from a local cache. This feature is useful in the following scenarios:

•

You need to access your email from a laptop or mobile device that is not connected to the NearPoint Server, for example, while traveling

•

Network connection to the NearPoint Server is slow

•

The NearPoint Server is offline for maintenance

You must configure and synchronize the Outlook add-in feature before use.

. . .

4 . 1

T Y P E S O F C A C H E

The Outlook Add-in feature provides two types of cache:

•

Extended Message Cache—Local store for attachments that are extended on a

NearPoint Server

•

Archive Cache—Local store for all messages received and sent through the mailbox

within a certain period of time

To update the cache, you perform synchronization. The client computer must be connected to NearPoint Server network during synchronization. This process performs the following tasks:

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•

Adds any messages and attachments that NearPoint added or extended after the last synchronization

•

Removes any messages and attachments that NearPoint deleted from the archive after the last synchronization

•

Removes any messages and attachments that are not in the configured time period

. . .

4 . 2

E N A B L I N G T H E O U T L O O K A D D - I N F E A T U R E

To enable the facility to work offline, complete the following steps:

1. Install Microsoft .NET framework 2.0 or later on the client computer.

2. Download the software from http://msdn2.microsoft.com/en-us/netframework/aa731542.aspx.

3. To check if the Install Mimosa Outlook Add-in option appears on the shortcut menu, right-click an extended message. If not, contact the NearPoint administrator to enable the Self-Service policy and the Outlook add-in feature for your account.

4.2.1 Installing the Outlook Add-In Feature

To install the Outlook add-In feature, complete the following steps:

1. Right-click any extended message, and then select Install Mimosa Outlook Add-in from the shortcut menu.

2. To install the feature, follow the instructions on the installation wizard.

Note

Mailbox Archives in Exchange Server 2010 are not supported

in the cache, and are not available in offline mode.

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. . . . .

WO R K I N G I N O F F L I N E M O D E

Using the Outlook Add-In Feature

3. After you install the feature, restart Outlook.

On successful installation, the Mimosa Archive toolbar appears below the Outlook toolbar.

. . .

4 . 3

U S I N G T H E O U T L O O K A D D - I N F E A T U R E

This section covers following topics:

•

Configuring Extended Message Cache

•

Configuring the Archive Cache

•

Enabling Seamless Stubbing

•

Preserving Frequently Required Attachments from Deletion

•

Manually Synchronizing the Outlook Add-in Feature

•

Viewing Cache Reports

•

Maintaining the Outlook Add-in

•

Disabling the Mimosa Outlook Toolbar

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4.3.1 Configuring Extended Message Cache

The Extended Message Cache feature lets you to retrieve offline copies of extended message attachments to a local location. After you install the Extended Message Cache, NearPoint checks the local cache before it attempts to connect to the NearPoint Server. You can specify the following settings for the Extended Message Cache option:

•

Frequency of refreshing the Extended Message Cache

•

Location of the local Extended Message Cache

•

Enable or disable the seamless stubbing option

•

Preferred language

You also can view any Extended Message Cache progress reports, alerts, and warnings, and perform maintenance tasks such as testing connection to the NearPoint Server, clearing the cache, and rebuilding the cache.

To configure the Extended Message Cache, complete the following steps:

1. Click Options > Cache Options > Extended Message Cache. The Mimosa Offline Cache dialog box opens.

2. Specify the options you want to use. For option descriptions, see the table that follows this procedure.

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. . . . .

The following table describes the configuration options:

Option Description

Enable offline caching of extended messages

Enable the Extended Message Cache option on your computer.

Hide progress popups when synchronizing

To hide progress pop-up windows that appear at the lower right corner of your page while the cache is synchronized, select this option.

Tip: To hide the pop-up windows during synchronization, on the pop-up window, select the Hide these popups option. Hide errors when

synchronizing

To hide errors that occur during synchronization process, select this option. Later, you can view the errors on the Reports tab. Refresh cache Specify how often to refresh the Extended Message Cache. When

NearPoint refreshes the Extended Message Cache, it retrieves attachments that were added to the archive and deletes any attachments that have been deleted since the last synchronization. Max Size (MB) Specify the Extended Message Cache size in MB. By default, the

Extended Message Cache size is 1000 MB.

After the cache reaches this limit, NearPoint deletes the oldest attachments from the cache to reclaim space for newer attachments.

Cache Location To select a local location for the Extended Message Cache, click

Browse. Ensure that the space you specify in the Max Size box

is available at the location you specify. Enable seamless

stubbing

To enable seamless stubbing, select this option. For more information, see Enabling Seamless Stubbing.

Language Option From the drop-down list, select the default language.

NearPoint also sets the language that you specify in this field as the default language for the Archive Cache options page.

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4.3.2 Configuring the Archive Cache

The Archive Cache option retrieves email items that you received and sent during a specified period of time and stores them in a local location. If you use Desktop Search (only) to search for a message, and the message is present in the Archive Cache, the search results include the message.

Use the Archive Cache Options dialog box to turn the Archive Cache option on or off and to specify the following settings:

•

Frequency of refreshing the Archive Cache

•

Location of the local Archive Cache

•

Period of time for which the messages must be cached to the local location

You also can view any Extended Message Cache progress reports, alerts, and warnings. In addition, you can perform maintenance tasks such as testing connection to the NearPoint Server, clearing cache, and rebuilding it.

To configure the Archive Cache, complete the following steps:

1. Click Options > Cache Options > Archive Cache. The Mimosa Outlook Add-in Archive Cache Options dialog box opens.

2. Specify the options you want to use. For option descriptions, see the table that follows this procedure.

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. . . . .

The following table describes the configuration options:

Options

Enable Archive Cache

Enable the Archive Cache option on your computer.

Hide progress popups when synchronizing

To hide progress pop-up windows that appear at the lower right corner of your page while the cache is synchronized, select this option.

Tip: To hide the pop-up windows during synchronization, on the pop-up window, select the Hide these popups option. Hide errors when

synchronizing

To hide errors that occur during synchronization process, select this option. Later, you can view the errors on the Reports tab.

Synchronization interval

Specify how often to refresh the Archive Cache. When NearPoint refreshes the Archive Cache, it retrieves the most recent email items that were added to the archive and deletes any email items that have been deleted since the last synchronization.

Max Size (MB) Specify the Extended Message Cache size in MB. By default, the Extended Message Cache size is 1000 MB.

After the cache reaches this limit, NearPoint deletes the oldest attachments from the cache to reclaim space for newer attachments.

Temporary Location To select a local location for the Archive Cache, click ... Ensure that the space that you specify in the Max Size box is available in the location specified here.

Date frame interval Specify the period of time, in months, for which NearPoint must cache email items.

For example, if you specify 0 to 0 months, email received and sent during the current month is cached. If you specify 0 to 1

months, email received and sent in the previous and current

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4.3.3 Enabling Seamless Stubbing

The NearPoint administrator uses the NearPoint Configuration Tool to configure how Outlook and the OWA client display extended messages. To retrieve the original message, open the extended message, and then double-click the stub. To hide these stubs and to display extended messages the same as regular messages, use the Archive Cache options to enable seamless stubbing.

To enable seamless stubbing, complete the following steps:

1. From the Mimosa toolbar, select Options > Cache Options > Extended

Messages Cache.

2. Click the Cache Configuration tab.

3. Select Enable Seamless Stubbing.

4. To apply the changes, click Apply.

NearPoint now displays extended messages as normal messages without any icons or attached stubs.

Note:

The current NearPoint version supports this feature only in the Outlook client.

This feature is available only in the English locale environment.

Note:

If you do not want the subject line to display the Mimosa icon and -

Extended <original_bytes>, contact your NearPoint administrator to use

the NearPoint Configuration Tool to set the icon settings to False. If the icon settings are set to False, the subject line does not display -

Extended <original_bytes>. Also, instead of the Mimosa icon, the subject

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. . . . .

4.3.4 Preserving Frequently Required Attachments from Deletion

If you frequently need the attachment of a particular message in the offline mode, you can set that message to be always available in the offline mode. NearPoint does not delete messages set with this option when newer messages replace older messages.

To preserve an extended message from deletion from the Archive Cache folder, complete the following steps:

1. Right-click the extended message, and then select Extended Messages Options from the shortcut menu.The options dialog box for the message opens.

2. Select Always cache this message for offline use.

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4.3.5 Manually Synchronizing the Outlook Add-in Feature

To synchronize the Outlook Add-in feature, complete the following steps:

•

For Extended Message Cache, click Options > Synchronize > Extended

Message Cache.

•

For Archive Cache, click Options > Synchronize > Archive Cache.

If the synchronization popup window is enabled, it shows that the operation is in progress. You also can check the status under the Results tab as described in Viewing Cache Reports section.