V e r s i o n 2 . 1 . x
B a r r a c u d a M e s s a g e A r c h i v e r
O u t l o o k A d d - I n U s e r ' s G u i d e
Barracuda Networks Inc.
3175 S. Winchester Blvd Campbell, CA 95008 http://www.barracuda.com
Copyright
Copyright 2005-2009, Barracuda Networks www.barracudanetworks.com
215-090820-02-0828
All rights reserved. Use of this product and this manual is subject to license. Information in this document is subject to change without notice.
Trademarks
Barracuda Message Archiver is a trademark of Barracuda Networks. All other brand and product names mentioned in this document are registered trademarks or trademarks of their respective holder.
Barracuda Message Archiver Outlook Add‐In
‐ 3 ‐
Introduction
The Barracuda Message Archiver Outlook Add-In allows you to perform various functions with messages that are stored on your organization's Barracuda Message Archiver, including:
Searching for archived messages;
Viewing and interacting with (forward, reply to, etc.) archived messages;
Archiving and restoring message attachments.
These functions are all available directly in Microsoft Outlook, allowing transparent access even to any attachments to archived messages, all with no browser interaction required. All that is needed is a network connection to your organization's mail server and to the Barracuda Message Archiver.
Logging in
First Use
The very first time you use the Barracuda Message Archiver Outlook Add-In to contact your organization's Barracuda Message Archiver, such as for searching through your archived messages or for saving an attachment, you will be prompted to enter your login information:
Enter your complete email address (including domain name) and domain (LDAP) password, and click OK. Once you have entered your username and password, Microsoft Outlook will automatically remember your login credentials, and you will not have to log in again like this unless you change your password. If you do not know your password or are not able to log in, please contact your system administrator.
NOTE: If you have received a Barracuda Message Archiver User Rollout email, then please use the credentials in that email to log in. This is due to your organization having chosen to configure local users on the Barracuda Message Archiver, so you will need to log in with the account information that your system administrator has generated for you, which may be different from your email address.
Locating the Barracuda Message Archiver
For most users, the Barracuda Message Archiver URI, or the address of your organization's Barracuda Message Archiver, will have already been pre-configured with your installation.
However, in some instances you may get a screen that asks you to configure the location of the Barracuda Message Archiver.
To set the URI (location) of the Barracuda Message Archiver:
1. Get from your system administrator the correct URI for the Barracuda Message Archiver. This will generally start with http:// (or https://) followed by the system name or IP address, and may end with a : and a number, like this:
http://archiver.company.com:8000
2. Go to Tools -> Options -> Barracuda Networks. You will see a dialog box similar to the following:
3. Click on Options for the Barracuda Message Archiver. The following dialog should appear:
Barracuda Message Archiver Outlook Add‐In
‐ 5 ‐
4. Enter the URI provided to you by your system administrator. If you were asked to configure this information but there is already a URI already filled in, replace the existing contents with what you just received from your system administrator.
5. Click Log On to enter your username and password to the Barracuda Message Archiver. This will be your email address and domain (LDAP) password, or the information provided to you in a User Rollout email.
6. Once you have entered your username and password, Microsoft Outlook will automatically remember your login credentials. You will not need to modify this again unless your login information to the Barracuda Message Archiver changes. If you do not know your password or are not able to log in, please contact your system administrator.
Using the Add-In
If the administrator of your Barracuda Message Archiver has deployed the Outlook Add-In, you should see the Add-In toolbar buttons on the Standard Toolbar of Microsoft Outlook.
If you do not see the Add-In toolbar buttons, then your Barracuda Message Archiver administrator may not have configured the system to allow use of the Outlook Add-In.
Please contact your system administrator to have it enabled.
Searching for Messages
Click on the icon to open the Search dialog box:
Supply your desired criteria, then click on the Search button to initiate your search.
Criteria Description
Search for List of keywords to search for. Any message containing the provided keyword(s) anywhere in the message will be included in the search results. If multiple keywords are entered, only messages with all of the specified keywords will be returned. If keywords are enclosed in double quotes (" "), then only the messages that contain all of the keywords exactly as specified will appear in search results.
In The part of the message in which to search for the specified keywords. Options are Entire message, Subject or body, Subject only or Body only.
From… The sender(s) of the messages to search through. Search through only those messages that were sent from the specified user(s). Either names or email addresses can be entered. Click on the From… box to open an address book dialog box.
Sent To… The recipient(s) of the messages to search through. Search through only those messages that were sent or copied to the specified user(s). Either names or email addresses can be entered in this field. Clicking on the To… box opens an address book dialog box.
Date Date restrictions on the messages to search through. Search through only those messages that were sent before and/or after the specified date(s).
At least one of the above criteria must be specified. If multiple criteria are specified, only messages that meet all criteria will be returned.
Keywords can only contain alpha-numeric characters, and are NOT case sensitive.
However, wildcards may be used to search for patterns.
Wildcard Symbol What it matches
?
(single question mark)
A single alphanumeric character. Question marks can be appended to search for a specific numbers of characters, such as a???a (for a 5- letter word that starts and ends with "a" or "A".
* (asterisk)
Zero or more alphanumeric characters.
NOTE: The first character of a keyword can not be a wildcard. Also, wildcards can not be used when searching for a quoted phrase.
Barracuda Message Archiver Outlook Add‐In
‐ 7 ‐
Additional Search Criteria
Click on the Advanced tab of the Search window to specify additional search criteria about attachment and tags.
Criteria Description
Attachments The number of attachments required in the messages to search through.
Options are Any, One or more, or None.
Attachment Name The name of the attachment to search for. Only messages containing an attachment with the specified name will be returned.
Tags The tag(s) to search for. Wildcards are NOT accepted in this field.
Tags are set on messages by logging into the Web interface of the Barracuda Message Archiver, and identifying the tags you wish to use, and the messages you wish to tag. Those tags can then be used here to locate messages easily. Contact your administrator for more
information.
Any criteria specified here will be used in conjunction with the criteria specified on the Search tab. The same keyword restrictions apply (case-insensitive searches, wildcards allowed) except where noted in the table above.
Message Results
All messages that match the specified criteria are returned in the Search window.
Right-click on any message to view a context menu listing all possible actions. To select multiple messages, use the standard control-click and Shift-click methods.
Action Description
Open Opens the message in the standard Microsoft Outlook message view.
Double-clicking on the message will also perform the same action.
Once the message is opened, it can be treated as any other non-archived message, including replying and forwarding.
Reply/Reply All Creates a reply to the message in the exact same manner that Microsoft Outlook would.
Copy to folder Opens a folder dialog window in Microsoft Outlook, to select and/or create a folder into which to copy the message. Caution: If the
Outlook window is hidden or in the background, nothing will pop to the front when this option is selected. Click on the Windows taskbar button for Outlook to bring the window(s) to the foreground.
.
Barracuda Message Archiver Outlook Add‐In
‐ 9 ‐
Archiving and Restoring Messages
The Add-In toolbar contains two buttons for archiving and restoring messages. Usually performed only on message containing attachments, the Archive Attachments button will:
Store a copy of the complete selected message(s) on the Barracuda Message Archiver; and
Replace on your mail server any message attachments that are in the body of the original message(s), with references to the archived attachment on the Barracuda Message Archiver.
This process is known as "attachment stubbing", and helps to reduce the size of not just your personal Inbox, but that of the entire mail server storage as well. The Restore
Attachments button will "unstub" any attachments to the selected messages, by making the attachment(s) an actual part of the message(s) again. This is useful if you typically
download all of your email to read offline, and wish to access any attachments in your messages will disconnected from the Internet.
To archive a message:
1. Click on the Archive Attachments button. A progress window will display while the message is being archived.
2. Once the message has been archived, any attachments in that message will display as hyperlinks in the Outlook message preview (the window that appears when you click on a message in the message list).
3. If the archived message is double-clicked to open it in the message view, the attachments will display with icons as they normally would.
4. Opening the attachment via either view will retrieve it from the Barracuda Message Archiver, and allow you to view or save it in the same manner as an attachment for any other message.
NOTE: Please be aware that while using this function will immediately cause the message to be sent for archival, it may be a matter of minutes or even hours before the archived attachments are available should the Barracuda Message Archiver be in the midst of archiving other messages.
The message will appear in the Add-In search results once it has been archived.
To restore a message:
1. Click on the Restore Attachments button. A progress window will display while the message is being restored.
2. Once the message has been fully restored, all attachments will now appear as they did before archival.
NOTE: Forwarding or replying to an archived message will automatically cause its attachments to be unstubbed, or re-integrated with the original message, for a period of 30 days.