McAfee SaaS Archiving

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User Guide

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COPYRIGHT

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LICENSE INFORMATION License Agreement

NOTICE TO ALL USERS: CAREFULLY READ THE APPROPRIATE LEGAL AGREEMENT CORRESPONDING TO THE LICENSE YOU PURCHASED, WHICH SETS FORTH THE GENERAL TERMS AND CONDITIONS FOR THE USE OF THE LICENSED SOFTWARE. IF YOU DO NOT KNOW WHICH TYPE OF LICENSE YOU HAVE ACQUIRED, PLEASE CONSULT THE SALES AND OTHER RELATED LICENSE GRANT OR PURCHASE ORDER DOCUMENTS THAT ACCOMPANY YOUR SOFTWARE PACKAGING OR THAT YOU HAVE RECEIVED SEPARATELY AS PART OF THE PURCHASE (AS A BOOKLET, A FILE ON THE PRODUCT CD, OR A FILE AVAILABLE ON THE WEBSITE FROM WHICH YOU DOWNLOADED THE SOFTWARE PACKAGE). IF YOU DO NOT AGREE TO ALL OF THE TERMS SET FORTH IN THE AGREEMENT, DO NOT INSTALL THE SOFTWARE. IF APPLICABLE, YOU MAY RETURN THE PRODUCT TO MCAFEE OR THE PLACE OF PURCHASE FOR A FULL REFUND.

2 McAfee SaaS Email Archiving User Guide

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Preface

This guide provides the information you need to configure, use, and maintain your McAfee SaaS service.

Contents

About this guide

Find McAfee SaaS service documentation

About this guide

This information describes the guide's target audience, the typographical conventions and icons used in this guide, and how the guide is organized.

Audience

McAfee SaaS documentation is carefully researched and written for the target audience. The information in this guide is intended primarily for:

• Users — People who use features of a service to view and manage their own information.

Conventions

This guide uses the following typographical conventions and icons.

Book title or Emphasis Title of a book, chapter, or topic; introduction of a new term; emphasis.

Bold Text that is strongly emphasized.

User input or Path Commands and other text that the user types; the path of a folder or program.

Code A code sample.

User interface Words in the user interface including options, menus, buttons, and dialog boxes.

Hypertext blue A live link to a topic or to a web site.

Note: Additional information, like an alternate method of accessing an

option.

Tip: Suggestions and recommendations.

Important/Caution: Valuable advice to protect your computer system,

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What's in this guide

This guide is organized to help you find the information you need.

It's divided into functional parts intended to support the goals you need to accomplish when using your McAfee SaaS service. Each part is further divided into chapters that group relevant information together by feature and associated tasks, so you can go directly to the topic you need to successfully accomplish your goals.

Find McAfee SaaS service documentation

McAfee provides the information you need during each phase of service implementation, from setup to daily use and troubleshooting. After a service update is released, information is added to the McAfee SaaS Email and Web Security Support site.

Task

1 Go to the McAfee SaaS Email and Web Security Support page at http://support.mcafeesaas.com/.

2 Under Knowledge Base, click Reference Materials.

3 Under Reference Materials, scroll down to access information that you need: • Service Enhancements and Release Notes

• Training Materials • Service Reference Guides Preface

Find McAfee SaaS service documentation

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Searching the archive from Outlook

The archive add_{‑in allows you to search the archive from Outlook using a custom search tool.}

Contents

Refining an Outlook Search Search from Outlook Archive Add-in options

Refining an Outlook Search

McAfee recommends the following strategies to help you get the best results from the add_‑in.

Outlook Search is limited to 1000 results

While an Email Archiving search can return an unlimited number of messages in the Control Console, the Archive Add_{‑in displays only the first 1000 results. This means that your search might return many} more results than are displayed. To improve your search results, and to ensure you are seeing all of the messages you want, you should refine your search criteria.

Using the Phrase search option to limit results

The Phrase search option creates a narrower search than the Any Word option. Use the Phrase option to search for any string of characters that might be contained in the email message body.

Because the Phrase search finds messages that contain only the exact string of words, fewer messages will be found than the same string of words with the Any Word option.

Search from Outlook

You can run a search in Outlook using the Archive Add_{‑in toolbar and view the results in the SaaS Archive}

Search Results folder.

• You can search only your own email account when using the Archive Add_‑In.

Users with higher level access, including Customer Administrators and Archive Compliance Officers, can view only their own email accounts in Outlook.

Task

1 View the Archive Add_{‑in toolbar.}

• In Outlook 2007, the toolbar displays below the standard Outlook toolbars. • In Outlook 2010, select the McAfee tab.

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3 From the drop_{‑down list, select the search type.} • Phrase

• Any Word • All Words

4 Click Search Archive.

The first time you search from Outlook during a new session, you will see a login dialog box.

5 Enter the email address and password you use to access the Control Console, then click OK. Emails that meet your criteria appear in the SaaS Archive Search Results folder.

Archive Add-in options

The Archive Add_{‑in adds a search field and search results folder to the Outlook window.}

Table 1-1 Archive Add_{‑in Option definitions}

Option Definition

Search Archive Click to run a search.

You can view search results in the SaaS Archive Search Results folder. Search text field Enter your search criteria to search for email messages in the archive.

You can search the following parts of any email message: • Message header • Attachment name • Subject line • Attachment body • Message body

Search type

drop_‑down Select a search type to define how the search results should match yoursearch terms: • Phrase — Matches the exact phrase

• Any Word — matches any one word

• All Words — Matches all words in any order

Advanced Click to view the advanced search options.

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Searching the archive from Outlook Archive Add-in options

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Using Advanced Search

You can improve your search results using the advanced search options in the Archive Add_{‑in Search Form.}

Contents

Refining an advanced search

Advanced search from the Archive Add-in Search Form Archive Add-in Search Form options

Refining an advanced search

The Archive Add_{‑in's advanced search is similar to the simple search option available in the Control} Console. You can follow the same basic guidelines when entering search criteria.

• Complete one field to find messages that match a single value.

• Complete multiple fields to find messages that match all of the values.

• Combine additional fields with a Message Text search to filter the results in a Phrase, Any word, or All

words search.

• You cannot use wildcards when selecting Phrase.

Advanced search from the Archive Add-in Search Form

You can run an advanced search in Outlook using the Archive Add_{‑in Search Form.} • You can search only your own email account when using the Archive Add_‑In.

Users with higher level access, including Customer Administrators and Archive Compliance Officers, can view only their own email accounts in Outlook.

Task

1 View the Archive Add_{‑in toolbar.}

• In Outlook 2007, the toolbar displays below the standard Outlook toolbars. • In Outlook 2010, select the McAfee tab.

2 Click Advanced.

3 Complete one or more of the search fields. • From

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• Date Range • Message Text

4 Click Search.

The first time you search from Outlook during a new session, you will see a login dialog box.

5 Enter the email address and password you use to access the Control Console, then click OK. Emails that meet your criteria appear in the SaaS Archive Search Results folder.

Archive Add-in Search Form options

Click Advanced and use the advanced search options to improve your search criteria.

Table 2-1 Archive Add_{‑in Search Form option definitions}

Option Definition

From • Enter the name, email address, or domain name of an email sender.

• Do not include spaces. A space in a name creates an or search for two separate names. • Limited to 1000 characters.

Recipient • Enter the name, email address, domain, or distribution list name of one or more email recipients.

• Recipients can be searched in either the To: or CC: of an email message. • Limited to 250 characters.

Date Range Select a date range to find messages that were sent within a particular time frame: • Enter start and end dates in the format mm/dd/yyyy or m/d/yyyy.

• Click the calendar icons to select dates from the calendar.

The dates you select automatically default to your preferred time zone.

Message Text Enter a phrase or word to search the different parts of the email message itself, including

the:

• Message header • Attachment name

• Subject line • Attachment body

• Message body

Each part of the message is searched separately.

Select Phrase, Any word, or All words from the drop_{‑down to specify the type of search:} • Phrase returns messages that contain the exact word combination. This type of search

will generally return fewer results.

• Any word returns messages that include one or more search terms. This type of search will generally return more results.

• All words returns messages that include any combination of all search terms in the same message part. For example, a search for the quick brown fox will match messages with quick brown fox or brown quick fox in the message body, but not messages with quick brown in the message body and fox in the subject.

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Using Advanced Search

Archive Add-in Search Form options

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Working with Archive Search Results

Emails that are returned in the Archive Search Results folder can be used, saved, and managed just like new messages.

After you load an archived message into Outlook, it is stored as a local copy. You can then forward, reply, print, edit, or delete the email just as you would any ordinary email message. Changes to the local copy (including deletion) do not affect the original message stored in Email Archiving.

Additionally, any normal email activities — sending, replying, or forwarding an archived message — will result in the message being journaled and archived as a new, unique instance.

Moving messages from the Email Archiving folder to the Outlook inbox, also cause Email Archiving to journal and archive the messages again (depending on how the journal mailbox is configured on the Exchange server).

Renaming the SaaS Archive Search Results folder

You can save search results in a unique folder by giving the existing search results folder a new name. When a new search is run, the Archive Add_{‑in automatically creates a copy of the SaaS Archive Search}

Results folder. The messages in the unique folder and the messages in the default folder both remain in

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Working with Archive Search Results Renaming the SaaS Archive Search Results folder

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Index

A

About this guide 5

Archive Search Results 11

Audience 5

C

Conventions 5

F

Find documentation 6

S

SaaS Archive Search Results Rename 11

Search 7

Options 8

Refine 7

W

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