The End User Experience. Introduction to Archiving for End Users

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1 The End User Experience Introduction to Archiving for End Users

2 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. C2C Systems reserves the right to modify the specification of The End User Experience at any time. Page 2 of 14

3 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 Search Archive Folder Customizations Retrieved Messages Folder Archive Now Folder (Optional) Who to Contact Page 3 of 14

4 Archive Introduction Your Organization has chosen ArchiveOne to archive . 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. Additionally, archived messages may appear truncated in the message preview pane. Page 4 of 14

5 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. Archive Now (Optional): This folder will allow you to archive messages that may not yet meet the defined archiving criteria. Page 5 of 14

6 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. You can now reply to or forward this message as normal, if required. Page 6 of 14

7 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. You can now reply to or forward this message as normal, if required. Page 7 of 14

8 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 ArchiveOne Policy Laptop Client. If this plug-in is installed you will be able to access your archived mail when you are offline from the Outlook GUI the same way you do when you are online, by double clicking on the archived message and having it open in the Outlook client. If there is no ArchiveOne Policy Laptop Client installed then archived messages will only appear as stubs and you will have access to the header information, Subject and approximately 1-5K of body test. The archived attachments will not be available until you make a connection to your network. Page 8 of 14

9 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: Enter your network logon ID and password (the same credentials you use to log on to your computer) and click the box that says Remember me to save your password entry. You will not need to enter your password here again unless you clear your Internet Explorer cache. Page 9 of 14

10 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. If you rename a folder in your live mailbox which contains archived messages, this will not be reflected in the list of folders displayed by the ArchiveOne Search website. Equally if you move an archived message to a different folder in your mailbox, the original location will still be displayed by the ArchiveOne Search website (as this was the folder the message was originally archived from). Page 10 of 14

11 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). You can also do an Advanced Search by selecting the icon. Page 11 of 14

12 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 format. As before, you can now reply to or forward the message if required. Page 12 of 14

13 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 You can also customize the color scheme, or Theme of the Search Archive window. Page 13 of 14

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 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. Who to Contact If you need assistance with your archived , please contact your local helpdesk. Page 14 of 14

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