About (EAS) Archived Service

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1 About (EAS) Archived Service Information Services is implementing an archiving on the staff system in order to save space on the main system which is reaching full capacity. s will be automatically archived according to centrally set criteria. Once implemented we will be able to increase mailbox quotas for staff, we will at a later point also import messages stored in personal folders back into you your mailbox so you can access them anywhere. Although your mailbox quotas will be increased please be aware you should still carry out good housekeeping task removing unwanted and unneeded messages.

2 1.0 About Archived When a message matches the archiving criteria it is replaced by a Stub these are a cut down version of your removing all formatting and attachments to save space and links your mail message to the original on the central archive server. When you open the stub message the original mail is retrieved automatically from the archive server, you do not loose any content in the messages, all formatting and attachments are left in place. You can then work with the message generally in a normal manner. 2.0 Current Criteria A number of rules determine the mail that is archived and mail which is replaced with stubs. Stub Criteria: All messages in sent items over one month old All messages over 3 months with attachments All messages over 1 year old Contact Information Systems for further details. 3.0 Working with archived general that has been archived will have a different icon from, normal s, you can work with them generally in the same way as you would a normal message but there are a few differences. Archived Icon

3 When you preview an archive (Stub) the message will appear showing the text of the message only, no formatting or attachments will be shown, any attachments in the original message will listed at the bottom of the stub. Depending on the size of the message when you double click on it you may get the following Box appear as the is downloaded from the archive. 4.0 What s different in Outlook Archive s can be viewed in the same way as a normal message with the following differences. 4.1 Editing archived If you wish to make changes or edit an archived then open it as normal, go to File and select Copy to Folder then Select the folder to copy the message to. This will make a new copy of the archived items with today s date and time. You can then edit the message as required. If required the original archived item can then be deleted.

4 4.2 Adding archived messages as attachments to a new . If you wish to attach archived s to a new message you are sending by dragging and dropping the message onto a new message or using the Insert Item option then make sure you have used the File and Copy to Folder option on the archived messages as described above and attach the newly created messages. Otherwise only the stubbed message will be added, no attachments or formatting will be available in the attached message. 4.3 Other differences You cannot use the next and previous item buttons to move through messages. You cannot delete the message from within the message but it can be deleted from the folder view. You cannot move the message to a different folder from within the but it can be moved from the folder view. You cannot view attachments by right clicking on the message and selecting view attachments. Open the to view attachments. In folder view File \ Save As will only save the plain text stub without attachments to the local machine. Open the to save it. In folder view File \ Save Attachments will only save a list of the attachments not the actual attachments. Open the to save the attachments You cannot use the File \ Move to Folder or File \ Copy to folder option in an open archived . Move or copy the message from the folder view You cannot drag and drop archived s to the desktop, open the then Save to the desktop instead. You cannot edit an archive for example add text insert other s or add attachments. The archived must first be copied to a new location to be edited.

5 5.0 Working with OWA Outlook web access can be used on any computer with an up to date web browser such as Internet Explorer or Firefox. It gives you access to mailbox and your s and archived s. As with full outlook archive s are shown with the following icon When you preview an archive (Stub) the message will appear showing the text of the message only, no formatting or attachments will be shown, any attachments in the original message will listed at the bottom of the stub. Depending on the size of the message when you double click on it you may get the following text appear as the is downloaded from the archive. 5.1 Downloading from archive Once the is downloaded you will see the original full message. All functionality work as before except for the following When opening an archived message the following buttons no longer work as expected

6 The Move \ Copy button does not work, move or copy the message from the folder view The delete message button does not work, delete the message from the folder view The Previous Item, Next Item buttons close the message but do not open the next or previous item 6.0 Working with other clients When working with clients such as mobile devices with active sync, IMAP clients or Mac s archived s will only show the stubbed not the full message. If access is required to the full message please use outlook web access as

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