Information Systems Services. Getting Started with Enterprise Vault Archiving A guide for Outlook/Exchange users March 2008

Transcription

1 Information Systems Services Getting Started with Enterprise Vault Archiving March 2008

2 Contents 1. Introduction Supported operating systems, clients and browsers Getting started Outlook 2002, 2003 and Pre-requisites Retrieving an archived item Searching for an archived item Deleting an archived item Manually archiving s Getting started Outlook Web Access Retrieving an archived item Searching for an archived item Deleting an archived item Manually archiving s Outlook Web Access Basic Client Accessing another user s archive Help Information Systems Services Page 2 of 22

3 1. Introduction ISS has implemented an archiving solution for users of the Outlook/Exchange system called Enterprise Vault. Enterprise Vault (EV) archives items from your Exchange mailbox to secondary storage according to automated policies. This means you are less likely to have problems with running out of space in your mailbox. EV works by automatically archiving s older than 3 months from your Inbox, userdefined folders and Sent Items, and replacing them with a message shortcut. It will NOT archive unread items, deleted items, calendars, notes, tasks and public folder contents. If you ever need an item that has been archived from your mailbox you can easily search, view or delete it yourself. You can also choose to manually push items into the archive. Please note: Although the archiving solution is intended to help you manage your s more effectively, you should still perform basic housekeeping tasks periodically such as deleting s that are no longer relevant. 2. Supported operating systems, clients and browsers The following operating systems, clients and web browsers are currently supported. Operating System Client Web Browser Windows 2000, XP or Vista Outlook 2002, 2003 or 2007 Internet Explorer 6.0 or above Firefox or above* * Please note that Firefox is not officially supported by Enterprise Vault but it is fully functional. Although Enterprise Vault supports some IMAP clients and Entourage, users are currently only able to view an archived message in a web browser, not interact with it (e.g. forward or reply to it). For this reason, the IMAP and Entourage users are excluded temporarily whilst we work on improving the functionality available to them. Information Systems Services Page 3 of 22

4 3. Getting started Outlook 2002, 2003 and 2007 The guidance below applies if you are using Outlook on your work PC or via the ISS Remote and Mobile Access Service Pre-requisites Before archiving is rolled out to your department, ISS will silently install an Outlook add-in onto your PC. You do not need to do anything. Once your Exchange account has been enabled for archiving, this is what your Outlook mailbox should look like: Welcome message from Enterprise Vault Enterprise Vault buttons displayed on the Outlook toolbar Shortcut icon indicates that the has been archived Search Vaults launches the Enterprise Vault web search Archive Explorer displays a tree view of items stored in your archive Store in Vault use to manually push a selected item into your archive without waiting for the item to be automatically archived Delete from Vault use to permanently delete archived items from your archive Information Systems Services Page 4 of 22

5 3.2. Retrieving an archived item To retrieve an from the archive, simply double click the message shortcut and the will be instantly displayed in Outlook format. You can reply to or forward the message and open any attachments. Because the item is being viewed directly from the archive it does not impact on your Exchange quota. Double click shortcut to retrieve archived Reading pane shows the first 200 characters of the archived message, plus links to any attachments If you have the Outlook reading pane switched on, you can also click the View the original item link which retrieves the message in HTML format Searching for an archived item Archive Explorer Click on the Archive Explorer icon on the Outlook toolbar to give a tree view of the items stored in your archive. Click Yes when asked if you wish to display nonsecure items. To locate an archived message either: expand the folders to locate the message you wish to view, or select the Inbox folder, click on the Search button, enter your search criteria and click Go. Simply double click on a message to view it. Information Systems Services Page 5 of 22

6 Click the Close button to return to your Outlook view Web Search You can perform an advanced search of your archive via the Archive Web Search. Click the Search Vaults icon separate browser window. on the Outlook toolbar to launch the Web Search in a Information Systems Services Page 6 of 22

7 The archives you have access to will be displayed in the Vault field. If you have permissions to another user s mailbox, you will see a dropdown box with all the archives you have access to listed alphabetically. The types of information that you can specify for a search are described in the following table. Field Vault Subject Author Content Recipient Date File Extension Original Location Description Click the Vault arrow to display the list of Vaults that you have access to. The bottom items on the list are<all Vaults>, which will search through all the Vaults in the list, and <Choose Vaults>, which lets you select which Vaults you want to search. <Existing Selection> means that several Vaults were chosen for the last search and the same Vaults will be used for the next search. You can enter one or more words or a phrase that appears in the Subject field of an item. The name of the author of the item. You can enter some words that appear in the content of the message or an attached document. Note that you cannot search by phrase in the content. The name of a recipient for the item. For a message, this is the date that the message was sent, received, or created. For other items, it is the date that the item was last modified. Specify a range of dates using the From and To fields using the date format dd/mm/yyyy. This field allows you to search for particular types of documents. Enter the file extension for the type of document that you want to search for. For example, for Microsoft Word documents, enter doc, for Microsoft PowerPoint documents, enter ppt. If you are looking for items that were archived from a particular folder in your mailbox. You can enter the folder name to limit the search to items in that location and any subfolders. You can also specify the way you want your search results to be displayed. Field Results Items Results Details Description Determines the number of items to be displayed on the results page. This can be one of the following: 10, 25, or 50. The default is 10. Determines the amount of information that is returned for each item. Click the Details arrow to select one of the following: Brief, returns the Author and the Subject of the item. Medium, returns all the details for the item. These are the fields Information Systems Services Page 7 of 22

8 listed on the Search Results page. Full, returns all the details of the item plus the first few lines of the content. Content is not displayed if it was not indexed. The default value is Medium. Enter your search criteria and click the blue Search button to display your search results. Click once on an item to retrieve it. The message will be opened in HTML format with links to any attachments displayed at the bottom of the screen. Attachments are also opened in HTML format. If you have Outlook installed and open on your PC or you are using Outlook via the Remote and Mobile Access Service, click the Open in Outlook button to open the message in Outlook format and view attachments in the associated program. If Outlook is closed, you will be prompted for an Outlook profile. In the Choose Profile box, click OK. Click the Log Off button to safely exit the Web Search. Note: If you are working on a PC which doesn t have Outlook installed, you can still access the Web Search by going to You will be prompted to log in with your ISS username and password. Information Systems Services Page 8 of 22

9 3.4. Deleting an archived item Deleting an archived item via Outlook The recommended means of deleting an item from the archive is from within Outlook. To permanently delete an item from the archive, select the message you wish to delete and click the Delete from Vault button on the Outlook toolbar. A message will be displayed warning that you have chosen to delete a shortcut and the associated archived item. Click Yes to permanently delete the archived item. You will no longer be able to search or retrieve the deleted . Great care should be taken to ensure you are permanently deleting an item from the archive rather than just deleting the message shortcut from Exchange. Outlook will always warn you if you are about to permanently delete an archived item. If a message has been sent to multiple recipients, permanently deleting your copy will not delete other user s copies from the archive Deleting an archived item via Archive Explorer Right click the archived item you wish to permanently delete and select the Delete from Vault button from the dialogue menu. A message will be displayed asking if you are sure you want to delete the selected item permanently. Click Yes to delete the archived item. You will no longer be able to search or retrieve the deleted . Information Systems Services Page 9 of 22

10 Please note that if you open the archived message and select the Delete button (black cross) within the message, this will not delete the from the archive Deleting an archived item via the Web Search In the search results page, tick the box next to the item you wish to permanently delete and click the Delete from Vault button. A message will be displayed asking if you are sure you want to delete this item. Click OK to permanently delete the archived item. You will no longer be able to retrieve the deleted Deleting a message shortcut It is possible to delete a message shortcut without deleting the associated item from the archive. You can do this using the keyboard delete key or the Outlook delete option (black cross). The shortcut will be moved to your Deleted Items where it can still be double- Information Systems Services Page 10 of 22

11 clicked to retrieve the archived item. The archived item will still be displayed in a search of your archive. If you delete the message shortcut from your Deleted Items using the keyboard delete or the Outlook delete option (black cross), this will only delete the shortcut from Exchange and not the associated archived item Manually archiving s You can choose to manually push s into the archive without waiting for them to be automatically archived. Select the message you wish to archive and click the Store in Vault button toolbar. on the A pending icon will appear next to the message you have selected for archiving. Within approximately one hour (varies), a task will run to move the item into the archive and the pending icon will change to a message shortcut. The item can be retrieved by doubleclicking the shortcut and can also be searched. Pending icon indicates item is awaiting archiving Information Systems Services Page 11 of 22

12 4. Getting started Outlook Web Access The guidance below applies to OWA users from Internet Explorer or Firefox with the IE-Tab extension. Using the Enterprise Vault features in Outlook Web Access from a Windows PC with Firefox If you are a Windows user and you use Firefox as your default web browser, you can take advantage of the same Enterprise Vault Outlook Web Access functionality available to Internet Explorer users by downloading the IE-Tab extension from: Once installed, open Firefox and select Tools > IE Tab Options. In the Sites Filter tab, add the following URLs and click OK: Information Systems Services Page 12 of 22

13 4.1. Retrieving an archived item This is what your mailbox should look like once your Exchange account has been enabled for archiving. The Enterprise Vault Store to Vault and Delete from Vault buttons will be displayed on the toolbar, there will be a link to Archive Explorer and the Search Vaults web search in the navigation pane and a shortcut icon will appear next to the s that have been archived. Store in Vault and Delete from Vault buttons displayed on the toolbar Shortcut icon indicates that the has been archived Links to Archive Explorer and Search Vaults web search Reading pane shows the first 200 characters of the archived message, plus links to any attachments Store in Vault use to manually push a selected item into your archive without waiting for the item to be automatically archived Delete from Vault use to permanently delete archived items from your archive Archive Explorer displays a tree view of items stored in your archive Search Vaults launches the Enterprise Vault web search Information Systems Services Page 13 of 22

14 To retrieve a message from the archive, simply double click the message shortcut and the will be displayed in OWA format. You can reply to or forward the message and open any attachments. You may experience delays opening the first message but subsequent retrievals are quicker. You can also click on the View the original item link in the Outlook reading pane to open the message Searching for an archived item Archive Explorer Click on the Archive Explorer link in the navigation pane to give a tree view of the items stored in your archive. Enter your ISS username and password if prompted using the format domain\username, for example, ds\issabc or admin\issabc. Click Yes when asked if you wish to display nonsecure items. To locate an archived message either: expand the folders to locate the message you wish to view, or select the Inbox folder, click on the Search button, enter your search criteria and click Go. Simply double click on a message to view it. Close the browser window to close Archive Explorer Web Search You can perform an advanced search of your archive via the Archive Web Search. Click the on the Search Archives link in the navigation pane to launch the Web Search. Click the Search button to open the search page. Information Systems Services Page 14 of 22

15 The archives you have access to will be displayed in the Vault field. If you have permissions to another user s mailbox, you will see a dropdown box with all the archives you have access to listed alphabetically. The types of information that you can specify for a search are described in the following table. Field Vault Subject Author Content Recipient Date Description Click the Vault arrow to display the list of Vaults that you have access to. The bottom items on the list are <All Vaults>, which will search through all the Vaults in the list, and <Choose Vaults>, which lets you select which Vaults you want to search. <Existing Selection> means that several Vaults were chosen for the last search and the same Vaults will be used for the next search. You can enter one or more words or a phrase that appears in the Subject field of an item. The name of the author of the item. You can enter some words that appear in the content of the message or an attached document. Note that you cannot search by phrase in the content. The name of a recipient for the item. For a message, this is the date that the message was sent, received, or created. For other items, it is the date that the item was last modified. Specify a range of dates using the From and To fields using the date format dd/mm/yyyy. Information Systems Services Page 15 of 22

16 File Extension Original Location This field allows you to search for particular types of documents. Enter the file extension for the type of document that you want to search for. For example, for Microsoft Word documents, enter doc, for Microsoft PowerPoint documents, enter ppt. If you are looking for items that were archived from a particular folder in your mailbox. You can enter the folder name to limit the search to items in that location and any subfolders. You can also specify the way you want your search results to be displayed. Field Results Items Results Details Description Determines the number of items to be displayed on the results page. This can be one of the following: 10, 25, or 50. The default is 10. Determines the amount of information that is returned for each item. Click the Details arrow to select one of the following: Brief, returns the Author and the Subject of the item. Medium, returns all the details for the item. These are the fields listed on the Search Results page. Full, returns all the details of the item plus the first few lines of the content. Content is not displayed if it was not indexed. The default value is Medium. Enter your search criteria and click the blue Search button to display your search results. Click once on an item to retrieve it. The message will be opened in HTML format with links to any attachments displayed at the bottom of the screen. Attachments are also opened in HTML format. Information Systems Services Page 16 of 22

17 If you have Outlook installed and open on your PC, click the Open in Outlook button to open the message in Outlook format and view attachments in the associated program. If Outlook is closed, you will be prompted for an Outlook profile. In the Choose Profile box, click OK. Click the Log Off button to safely exit the Web Search Deleting an archived item Deleting an archived item via OWA To permanently delete an item from the archive, select the message you wish to delete and click the Delete from Vault button on the toolbar. A message will be displayed warning that you have chosen to delete a shortcut and the associated archived item. Click Yes to permanently delete the archived item. You will no longer be able to search or retrieve the deleted . Great care should be taken to ensure you are permanently deleting an item from the archive rather than just deleting the message shortcut from Exchange. OWA will always warn you if you are about to permanently delete an archived item. If a message has been sent to multiple recipients, permanently deleting your copy will not delete other user s copies from the archive Deleting an archived item via Archive Explorer Right click the archived item you wish to permanently delete and select Delete from Vault button from the dialogue menu. A message will be displayed asking if you are sure you want to delete the selected item permanently. Click Yes to delete the archived item. You will no longer be able to search or retrieve the deleted . Information Systems Services Page 17 of 22

18 Please note that if you open the archived message and select the Delete button (black cross) within the message, this will not delete the from the archive Deleting an archived item via the Web Search From the search results page, tick the box next to the item you wish to permanently delete and click the Delete from Vault button. A message will be displayed asking if you are sure you want to delete this item. Click OK to permanently delete the archived item. You will no longer be able to retrieve the deleted Deleting a message shortcut It is possible to delete a message shortcut without deleting the associated item from the archive. You can do this using the keyboard delete key or the Outlook delete option (black cross). The shortcut will be moved to your Deleted Items where it can still be doubleclicked to retrieve the archived item. The archived item will still be displayed in a search of Information Systems Services Page 18 of 22

19 your archive. If you delete the message shortcut from your Deleted Items using the keyboard delete or the Outlook delete option (black cross), this will only delete the shortcut from Exchange and not the associated archived item Manually archiving s You can choose to manually push s into the archive without waiting for them to be automatically archived. Select the message you wish to archive and click the Store in Vault button toolbar. The following dialogue box will appear. Click OK. on the A pending icon will appear next to the message you have selected for archiving. Within approximately one hour (varies), a task will run to move the item into the archive and the pending icon will change to a message shortcut. The item can be retrieved by doubleclicking the shortcut and can also be searched. Pending icon indicates item is awaiting archiving Information Systems Services Page 19 of 22

20 4.5. Outlook Web Access Basic Client If you are using Outlook Web Access basic client from Internet Explorer or Firefox with the IE extensions, Enterprise Vault works in exactly the same way as for premium client users, although the look of OWA is different: Shortcut icon indicates that the has been archived Store in Vault and Delete from Vault buttons displayed on the toolbar Links to Archive Explorer and Search Vaults web search If you are using Outlook Web Access on a Windows PC using Firefox without the IE extensions, you will not see the Enterprise Vault toolbar buttons, navigation pane links or shortcut icons. Although you will not be able to distinguish which messages have been archived, double clicking on a message will retrieve the original from the archive. Information Systems Services Page 20 of 22

21 5. Accessing another user s archive If a user has granted you permissions to a particular folder or folders in their mailbox, or you have delegate access to another user s mailbox, these permissions will be picked up by Enterprise Vault. Provided that you are both enabled for archiving, you will have the same permissions to that person s archive as you do to their mailbox folders. Simply open the other user s folder and double click an archived item to open it. Searching another user s archive In order to search another user s archive using Archive Explorer or the Web Search, the user who has granted you permission must also give you folder visible rights to their mailbox. From the Outlook folder list in Outlook, the user should right click on the Mailbox folder (in Outlook 2003 or 2007) or the Outlook today folder (in Outlook 2002) and select Properties to display the following dialogue box. Select the Permissions tab and click the Add button. Add the name of the user you wish to give permissions to search your archive to and click OK. Highlight the user s name and tick the Folder visible box. other permissions. Click OK. You do not need to change any Note: Enterprise Vault synchronises permissions with Exchange every evening, so any new permissions or changes will not take effect until then. Once you have folder visible rights to another user s archive, you will see the addition of that user s archive in the Archive Explorer folder list, and also in the Vault dropdown box in the Web Search. Information Systems Services Page 21 of 22

22 Archive Explorer view of multiple users archives: Web Search view of multiple users archives: 6. Help If you experience any difficulties using Archiving, first check the FAQs at If you are unable to resolve your issue using the online resources please contact the ISS Help Desk on ( ) or by ing Information Systems Services Page 22 of 22