Email Archiving Service
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This documentation and related technology are governed by a user agreement and shall remain the sole and exclusive property of MessageLabs. No part of this documentation or related technology may be used, reproduced, translated, displayed, distributed, disclosed, stored in a retrieval system or transmitted in any form or by any means without the written permission of MessageLabs, unless otherwise stated in the user agreement. The information contained in this documentation is confidential and proprietary to MessageLabs.
Disclaimer
MessageLabs does not warrant, guarantee or make any representations or otherwise concerning the contents of this documentation or the applicability thereof. MessageLabs reserves the right to change the contents of this document at any time without prior notification of such updates.
Trademarks
Table of Contents
Preface 2
About this Guide
2
Prerequisite Knowledge
2
Other Sources of Information
2
Contacting Support
2
1
Introduction 3
1.1 What MessageLabs Email Archiving Service Means for You
3
1.2 Accessing the Archive
3
2
Searching for Messages
4
2.1 About the Search Screen
4
2.2 Search Procedure
4
2.3 Finding Messages from Specific Senders or Recipients
5
2.4 Finding Messages in Specific Mailboxes
5
2.5 Finding Messages Sent on Specific Dates
5
2.6 Finding Messages That Contain Specific Types of Attachments
6
2.7 Finding Messages That Contain Specific Words or Phrases
6
2.8 Using Boolean Logic for Content Searches
7
3
Working with the Results List
8
3.1 Working with Messages
8
Preface
About this Guide
This guide introduces the MessageLabs Email Archiving Service and provides step-by-step instructions for real-time searching for messages in the archive.
Prerequisite Knowledge
This guide is intended for an end-user who knows how to use Outlook or Outlook Web Access (OWA). Other Sources of Information
This guide covers procedural information for MessageLabs Email Archiving Service searches conducted from Outlook or Outlook Web Access (OWA). For other information, see:
Online Help: Every screen in the MessageLabs Email Archiving Service user interface includes a help button. Click on this button to display information about the steps required to perform tasks on that screen.
Legal Discovery and Supervision: Explains how to search the archive using advanced search features available only through the web interface. Also explains how to carry out discovery and supervision activities. Your user permissions may give you limited access to these functions.
Contacting Support
If you need help resolving an issue, please contact your local help desk.
1 Introduction
1.1 What MessageLabs Email Archiving Service Means for You
With MessageLabs Email Archiving Service in place, your messages are stored in a centralized archive accessible from Microsoft Outlook or Outlook Web Access (OWA). You can search for and read the full history of your email communications, or retrieve past communications so you can forward them to others.
1.2 Accessing the Archive
Archive Login Screen within Outlook
To access the archive from Outlook or Outlook Web Access (OWA):
Access the Archive
User Name Password
1 Click on the Archive by MessageLabs folder.
2 If prompted, enter the user name and password you use to log in to your computer and click Enter.
Note: In a multi-domain environment, enter your user name in the format: DOMAIN\USERNAME.
You can also log in using your primary SMTP address or UPN as your user name.
User names and passwords for MessageLabs Email Archiving Service are fully integrated with your network user name and password. Whenever you change your password on the network, your password used to log in to MessageLabs Email Archiving Service is also changed.
2 Searching for Messages 2.1 About the Search Screen
The search screen has four basic components:
• The search criteria area, where you specify what you want to search for. • The results list, containing a list of messages that match your search criteria. • A preview of the contents of the message selected in the list.
• The archive toolbar, which offers access to functions that affect the selected message.
Archive Toolbar Search Criteria Area
Preview Area
Results List
2.2 Search Procedure
1 Enter search criteria (see below for details on the different types of search criteria you can enter).
2 Click Search.
The messages that match the criteria appear in the results list.
2.3 Finding Messages from Specific Senders or Recipients
To find messages that you sent or received:
1 Enter ME (in capital letters) in the From or To box and press ENTER.
To find messages based on a display name or Internet email address:
1 Enter the name or address in the From or To box.
2 Press ENTER or, from the suggestion list, choose Name/address containing ‘XXX’.
To find messages based on their internal email account:
1 Enter the name in the From or To box.
2 Choose a name from the suggestion list.
Note: The “Current” tab on the suggestion list shows all users with a mailbox that exist within Active
Directory (whether or not the account is active). MessageLabs also tracks every account in Active Directory from the point that the archive was implemented. Accounts deleted from Active Directory appear on the “Deleted” tab.
2.4 Finding Messages in Specific Mailboxes
Depending on your user access, you may be able to search just in your own mailbox, or in mailboxes associated with others (individuals or departments).
To find messages in specific mailboxes:
1 From the Mailbox list, choose the appropriate mailbox (or group of mailboxes).
2.5 Finding Messages Sent on Specific Dates
To find messages sent on specific dates:
1 From the Sent list, choose the appropriate date condition and, from the adjacent list, choose the specific date (if required).
e
To search for messages sent on any date, choos Any date.
If you know the approximate date, choose Within 5 Days and specify the date using the calendar. To specify the date that messages must have been sent on, before or after, choose on, before, or
2.6 Finding Messages That Contain Specific Types of Attachments
To find messages with specific attachment types:
1 From the Attachment list, choose the attachment type.
To search for messages regardless of whether or not they have an attachment, choose not
required.
To search for messages with a specific type of attachment, choose the appropriate option. To search for messages with another type of attachment, choose is of another type. You are prompted to enter the file extension that will identify the attachment.
2.7 Finding Messages That Contain Specific Words or Phrases
For Content criteria, enter words or phrases to search for. The search includes:
Subject Senders (From) Recipients (To, CC, BCC) Body Header (SMTP header) Names of attachments Content of attachments
When you search for individual words, each word must appear somewhere in the message, but the words do not have to appear in the same area of the message.
To find messages containing words or phrases:
1 Enter the words or phrases in the Content box or click Show Helper.
The helper can show you how to construct more complex search criteria. The criteria you enter in the helper are automatically shown, using the correct syntax, in the Content box. You can edit what the helper enters in the box.
Note: The system supports more complex searches and Boolean logic than the helper can produce.
2.8 Using Boolean Logic for Content Searches
In addition to entering words and phrases, you can also use basic Boolean logic to refine searches. The following elements are supported:
Term Meaning
AND Indicates that the words/phrases are both required. As spaces between words and/or phrases are treated as an “AND”, use of this keyword is generally not required. Usage: “Bob Smith” AND factory
OR Indicates that one or the other of the words/phrases is required, but they don’t both have to be in the message for it to match.
Usage: “Bob Smith” OR factory
- hyphen Indicates that the following word or phrase must not be in the message. Usage: “Bob Smith” –factory
() brackets Indicates a grouping of logical elements for evaluation. Generally brackets are only required when you combine AND and OR logic in a single search.
Usage: (“Bob Smith” OR “Mary Jones”) AND factory
Note: The operators “AND” and “OR” must be entered with capital letters. The lower case versions are
3 Working with the Results List 3.1 Working with Messages
To view a message: To view message click on it To view attachment click on it
1 Click on a message in the results list. The message opens in the preview area.
Note: You can open multiple messages by holding SHIFT or CTRL while clicking on
messages.
2 To open an attachment, click on it in the preview area.
To print the message displayed in the preview window:
1 On the toolbar just above the search area, click Print.
To retrieve a copy of the selected messages to your inbox or forward them to others:
1 On the toolbar just above the search area, click Retrieve.
2 To retrieve to your inbox, select Retrieve to My Inbox and click Retrieve.
To forward to others, select Forward to, enter the Internet email addresses and click
Retrieve.
Note: You can enter multiple email addresses separated by a semi-colon
3.2 Sorting and Navigating Through Results
To change the sort order of results:
Sort Options
Pagination
1 Click in the heading area of the results list.
2 Choose a sort option from the menu.
To view additional pages of results:
