Page 2 of 14
Revision: 1
Last Revised: 14 March 2013
Copyright
This documentation and software described herein is copyrighted. Under copyright laws, neither the documentation nor the software may be copied or reproduced in any fashion, except where explicitly stated and with the prior written consent of C2C Systems.
Although C2C Systems have tested and validated the software and reviewed the documentation, C2C Systems make no warranty or representation, either express or implied with respect to this software or documentation, the quality, fitness for purpose or merchantability, as a result this software and documentation are licensed ‘as is’, and you the licensee are assuming the entire risk as to their quality and performance.
All C2C Systems products are trademarks or registered trademarks of C2C Systems Ltd. Microsoft, Windows and Office are registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other brand and product names are trademarks or registered trademarks of their respective holders.
Page 3 of 14
Contents
Archive Introduction ... 4
Accessing Archived Messages ... 6
Using Outlook ... 6
Using Outlook Web Access ... 7
Using a Mobile Device ... 8
When Offline ... 8
Using the Search Archive folder ... 9
Logon and Password Saving ... 9
Browse and Search Functionality... 10
Search Archive Folder Customizations ... 13
Retrieved Messages Folder ... 14
Archive Now Folder (Optional) ... 14
Page 4 of 14
Archive Introduction
Your Organization has chosen ArchiveOne to archive email. Email messages will be archived based on a number of rules that the Archive Administrator in your Organization has written. ArchiveOne is an easy to use solution that will have little impact on your daily work routine. This guide will help you understand what archiving means to you.
What is different?
As a mail user running Outlook, you will be able to recognize an archived message by its icon: • Archived messages will have an “A” superimposed over the standard envelope icon.
Page 5 of 14
Two (or three) new folders will appear in your mailbox (your Administrator will advised you if these folders are named differently to the default names given here).
• Search Archive: This folder will allow you to search or browse through your archived messages. • Retrieved Messages: This folder contains messages that you have already retrieved from your
archived content.
Page 6 of 14
Accessing Archived Messages
Using Outlook
To access an archived message through Outlook, double-click on the message in the message list window (where the ‘A’ envelope icon appears).
You will see a brief notification informing you the message is being retrieved from the archive,
The message will open in its original form in a new window.
Page 7 of 14
Using Outlook Web Access
To access an archived message through Outlook Web Access (OWA), simply click on the Click here at the top of the truncated message.
After seeing a brief notification informing you the message is being retrieved from the archive, the message will open in its original form in a new window.
Page 8 of 14
Using a Mobile Device
Mobile Devices work the same way as OWA, if you have browser access on your phone you will be able to access it from the Click here hyperlink (as above) and retrieve the archived message via OWA. You may be prompted to log on to OWA before the full message can be rendered.
When Offline
Accessing archived mail when you are offline is only possible if your Organization has deployed a plug in to Outlook to synchronize your archived data to your local workstation. This Plug-in is called
Page 9 of 14
Using the Search Archive folder
The ‘Search Archive’ folder allows you to browse and search for messages that are in your archive.
Logon and Password Saving
Click on the Search Archive folder in your mailbox folder list. The first time you access this folder you will be prompted to logon:
Page 10 of 14
Browse and Search Functionality
Browse
Once you have logged on you will see a similar folder hierarchy to your mailbox folder list. These folders will contain any messages that have been archived. You can use this to browse to a folder that messages are in and retrieve the message from the archive.
The folders listed in this view are the original folders from which messages were archived. The folders listed are only the ones which contain archived messages; this is not a list of all the folders in your live mailbox.
Page 11 of 14
Search
You can also search for messages in the archive. Searches can be done by keywords. You can search in the current folder, in the entire archive or in the archive and your live mailbox (if compatible with the version of Exchange used by your Organization).
Page 12 of 14
Retrievals
To retrieve a message from the Search Archive folder, double click on the message in the list.
You will see a notification that the message is being retrieved:
The message will open in an Outlook email format.
Page 13 of 14
Search Archive Folder Customizations
Reading Pane
You can customize this window to suit how you like to work. One customization would be turning on the preview pane. You can select Reading Pane option and place it on the Right or at the Bottom of the screen. This works the same way your mailbox Reading Pane does.
Themes
Page 14 of 14
Retrieved Messages Folder
Messages that are retrieved from the archive will be temporarily cached in the Retrieved Messages folder in your mailbox. This folder will be purged on a regular basis by your Archive Administrator.
Archive Now Folder (Optional)
One of the options for archiving mail is to allow end users such as yourself to choose what gets archived. If your Archive Administer/Organization has determined that you should control what email items are archived you will have a third folder in your mailbox (be default) called Archive Now. You can move messages into this folder in Outlook using the Move function or ‘Drag and Drop’ by dragging messages or folders that you want archived to the Archive Now folder.
