NearPoint for Microsoft Exchange Server

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1 Information Immediacy, Discovery, & Continuity 4.2 NearPoint for Microsoft Exchange Server Archive Self-Service Retrieve (SSR) Client User s Guide 4.2

2 Copyright , Mimosa Systems, Inc. All Rights Reserved. Mimosa Systems, Inc Coronado Drive Santa Clara, CA The software and each of its components, including the source code, documentation, appearance, structure, and organization are owned by Mimosa and others and are protected under copyright and other laws. Title to the Software and any components or to any copy, modification, or merged portion shall remain with the respective copyright holders, subject to the licenses described within the Mimosa End User License Agreement ( EULA ). The Mimosa Software cannot be distributed without the prior written permission of Mimosa and cannot be copied, except as necessary for back-up purposes. The information contained in this manual is governed by the Limited Warranty expressed in the EULA. For additional third party copyright attributions see the Additional_Copyrights.pdf document present in the <drive>:\program Files\Mimosa directory. The following are trademarks, or registered trademarks of Mimosa Systems, Inc: Mimosa Mimosa NearPoint Mimosa Systems NearPoint One Pass Protection NearPoint Deployment Advantage Microsoft, Windows, Outlook, and Entourage, are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are the property of their respective owners. NearPoint for Microsoft Exchange Server Archive Self-Service Retrieve (SSR) Client User s Guide

3 CONTENTS 1. Preface NearPoint Data Management Solution Audience Product Documentation Typographical Conventions Getting Assistance The Archive SSR Client Introduction Opening the Archive SSR Client The Archive SSR Client Interface Setting User Preferences Cross-Platform Support Restoring Archived Items And Files Overview Browsing through the NearPoint archive Searching for items and files Restoring Items From the Archive Working in Offline Mode Types of Cache Enabling the Outlook Add-in Feature. 48 iii

4 4.3 Using the Outlook Add-In Feature Troubleshooting Tips Archiving Offline PST Files About Archiving Offline PST Files Additional Options for Auditors Overview Browsing through ITems and Files Searching custodian Content sources Viewing Public Folder Contents Troubleshooting SSR Troubleshooting Using the Clear Cache Tool Cross-Platform Troubleshooting. 74 User s Guide iv

5 1 PREFACE 1.1 NEARPOINT DATA MANAGEMENT SOLUTION.. The Iron Mountain NearPoint Data Management Solution includes the following components: NearPoint for Microsoft Exchange Server for archiving data NearPoint File System Archiving (FSA) option for archiving electronic data (files) that reside on enterprise share drives, file servers, and personal computers The NearPoint Data Management solution delivers the following benefits: A unified software platform for comprehensive and file data management Archive Self-Service Retrieve (SSR) Client to access and retrieve and files from the NearPoint archive. The NearPoint solution contains the following key features: and file archival for compliance and litigation support Retrieval of and files from the archive Continuous Exchange data protection and rapid disk-based disaster recovery Full-text indexed content search and discovery of header, body, attachments, and files Optimal storage through policy-driven mailbox extension by age and size 1

6 PREFACE Audience 1.2 AUDIENCE.. This guide is for two groups of users: End-users, who use the Archive SSR Client to retrieve and files from the NearPoint archive. Auditors, who view archived items and files of the custodians to them for audit or investigation purposes. 1.3 PRODUCT DOCUMENTATION.. The NearPoint documentation set consists of the following guides: Mimosa NearPoint for Microsoft Exchange Server Compatibility Document Mimosa NearPoint for Microsoft Exchange Server Installation Guide Mimosa NearPoint for Microsoft Exchange Server Administrator's Guide Mimosa NearPoint Archive Client User s Guide Mimosa NearPoint Archive Client Quick Start User s Guide The NearPoint Options documentation set consists of the following guides: Mimosa NearPoint Options Installation Guide Mimosa NearPoint File System Archiving Option Administrator's Guide Mimosa NearPoint PST Management Option Administrator's Guide Mimosa NearPoint Disaster Recovery Option (Using NetApp SnapMirror) Administrator's Guide Mimosa NearPoint Disaster Recovery Option (Using Dell EqualLogic) Administrator's Guide Mimosa NearPoint ediscovery Option Installation and Administration Guide User s Guide 2

7 PREFACE Typographical Conventions Mimosa NearPoint ediscovery Option User s Guide Mimosa NearPoint for SharePoint Installation and Administration Guide Mimosa NearPoint Intelligent Classification Application User s Guide Mimosa NearPoint Software Development Kit 1.4 TYPOGRAPHICAL CONVENTIONS.. NearPoint documentation uses the typographical conventions described in the following table. Convention Note: Warning: Best Practice: Bold Italic Glossary term Code text Red text Indicates Information provided as a note, tip, or advice Information that warns users to avoid error conditions Recommendations and suggestions for best results Names of commands and fields in the user interface Cross-references or names of Web sites and books Terms in the glossary Command-line instructions and names of registry keys Error conditions User s Guide 3

8 PREFACE Getting Assistance 1.5 GETTING ASSISTANCE.. To learn more about Mimosa Systems products, visit our Web site at To contact support, send us an message at or call one of the following hotline numbers: Country Hotline Number Australia France Germany New Zealand North America Customers who have 24x7 support: All other customers: New Zealand United Kingdom Singapore User s Guide 4

9 2 THE ARCHIVE SSR CLIENT 2.1 INTRODUCTION.. The NearPoint Archive Self-Service Retrieve (SSR) Client lets you access the items archived using NearPoint for Microsoft Exchange Server and files archived using the NearPoint File System Archiving (FSA) option. You can use the Archive SSR Client to perform the following tasks: Browse, search, and view archived items and files. Restore archived items and files. Archive Microsoft Personal Storage Table (PST) files directly in the archive. If you are an SSR auditor, you also can browse and search archived items and files of the custodians assigned to you by the NearPoint administrator. 5

10 THE ARCHIVE SSR CLIENT Opening the Archive SSR Client 2.2 OPENING THE ARCHIVE SSR CLIENT.. After your administrator installs the NearPoint Outlook add-in on computers in your organization, a new folder, Mimosa Archive, is visible in the navigation pane when you open Microsoft Outlook or Outlook Web Access (OWA). This folder is your entry point to the Archive SSR Client interface. Note: You also can open the Archive SSR Client through Web browsers, which include Microsoft Internet Explorer, Mozilla Firefox, Google Chrome, and Apple Safari. To open the Archive SSR Client, complete the following steps: 1. Open Outlook or OWA. 2. In the navigation pane, click the Mimosa Archive folder. 3. If prompted, type your login credentials, and then click OK. User s Guide 6

11 THE ARCHIVE SSR CLIENT The Archive SSR Client Interface 2.3 THE ARCHIVE SSR CLIENT INTERFACE.. The Archive SSR Client user interface helps you browse or search for items and files archived to the NearPoint archive. After you find what you are looking for, you can perform any of the following tasks: Forward, resend, or save items Restore items to a mailbox or a PST file Restore message folders to a mailbox or a PST file Restore archived files to a ZIP file Archive PST files When you click the Mimosa Archive folder, and log on, the details pane displays the Archive SSR Client user interface. The Archive SSR Client includes the following pages that help you perform different tasks, such as search, browse, and restore: Search page Use the Search page find specific items or files that are protected in the NearPoint archive. The Search page allows you to perform the following two types of searches: Quick Search: Perform Quick Search to find items and files based on keywords. For items, Quick Search looks inside the following parts: message bodies message subjects sender and recipient information (From, To, Cc, and Bcc) attachments Note: Quick search results are limited to the previous six months by default. This period can be configured in user preferences. See Defining the Browse filter and Search Limits on page -11 for more information. User s Guide 7

12 THE ARCHIVE SSR CLIENT The Archive SSR Client Interface For files, it looks inside the following parts: File names File content File metadata, such as owner and creation date Advanced Search: Perform Advanced Search to provide more information about the items or files that you want to find. Advanced Search lets you add the following types of data to your search criteria: Exchange Item Type Address Fields Timestamp Date Modified File Size Owner Versions Advanced Search also supports the following operators to refine your search criteria and yield more focused results: Boolean Proximity Wildcard Numeric Range Search Browse page Use the Browse page to view the list of your archived items and files. User s Guide 8

13 THE ARCHIVE SSR CLIENT Setting User Preferences Archive page Use the Archive page to add the content of PST files to the NearPoint Archive. This page also displays the status of PST archival jobs. Restore page The Restore page provides the status of all restoration jobs. 2.4 SETTING USER PREFERENCES.. You can set the following preferences: User interface language Number of items displayed on one page Version history settings for the Browse page How items are filtered on the Browse page Search limits to improve performance Specifying the user interface language and number of items to display on each page To specify the language for the user interface and the number of items to display on one page, use the User Preferences option. To do so, complete the following steps: 1. Open the Archive SSR Client. 2. On the toolbar, click Options > User Preferences. 3. Click the General tab. User s Guide 9

14 THE ARCHIVE SSR CLIENT Setting User Preferences 4. Select the user interface language that you want to use for the Archive SSR Client.The following languages are available: English US English UK Deutsch (German) Japanese Traditional Chinese Simplified Chinese Francais (French) Note: If you select English UK, the Archive SSR Client only displays Outlook data in the language that you select. The Client still displays strings, such as Browse, Search, Restore, in English US. 5. To set the number of archived items to display on each page, in the Items per page text box, type the number of items. The number you enter must be greater than the default, which is 100 items. 6. Click Ok. If you changed the display language, elements of the user interface are displayed in the new language. If you changed the number of items to display, that number of items are displayed on each page of search results Defining Version History Settings for Browse view You can define the default settings that determine whether to show the items or files on the Browse page based on their version history. To define the version history settings for browse, complete the following steps: 1. Open the Archive SSR Client. 2. Click Options > User Preferences. User s Guide 10

15 THE ARCHIVE SSR CLIENT Setting User Preferences 3. Click the Version History tab. 4. On the User Preferences dialog box, click the Version History tab. 5. Select the options that you want to use. 6. Click Ok Defining the Browse filter and Search Limits You can define the settings that determine how results are filtered on the browse page. Items displayed from an archive snapshot are filtered either by the date they were archived in NearPoint (the behavior in versions of NearPoint prior to 4.2), or by their Exchange receive date (the default). You can also define limits to searches that can increase search performance. To define the browse filter and search limits, complete the following steps: 1. Open the Archive SSR Client. 2. Click Options > User Preferences. 3. Click the Search & Browse tab. 4. Under Filter s based on, select either: Archived Date - items are filtered by the date they were added to the NearPoint archive. This is the default. Received Date - items are filtered by the date they were received by Exchange, regardless of when they were archived to NearPoint. 5. Under Show results up to, enter a search results limit (the default is 10,000). If a loose keyword is used (such as *) that returns a large number of results, when NearPoint reaches this number of results it displays the results and prompts you to cancel and refine the search, or continue searching. User s Guide 11

16 THE ARCHIVE SSR CLIENT Setting User Preferences 6. Under Limit search period in Quick Search to, select a period to limit quick searches to. Selecting a short period can speed up search performance. 7. Click Ok Viewing Task History You can view restore and deletion tasks in the SSR client. To view tasks, complete the following steps: 1. Open the Archive SSR Client. 2. Click Options > View Task History. 3. Under Display, select one of: Display All Tasks Display Restore To PST/ZIP jobs Display Restore To Mailbox jobs Display Deletion Tasks 4. Click Ok. User s Guide 12

17 THE ARCHIVE SSR CLIENT Cross-Platform Support 2.5 CROSS-PLATFORM SUPPORT.. This document describes how to use the Archive SSR Client with Microsoft Outlook or Microsoft Internet Explorer for . However, he NearPoint solution supports other programs and internet browsers, as shown in the following table: Browsers Supported Platforms Windows XP/2003 Mac OS Red Hat Enterprise Linux 3 Firefox Yes Yes No Safari No Yes No Internet Explorer Yes No No For supported browser versions, see the Mimosa NearPoint for Microsoft Exchange Server Compatibility Document. User s Guide 13

18 THE ARCHIVE SSR CLIENT Cross-Platform Support Entourage Support Use Microsoft Entourage for Mac to gain access to extended messages and their contents. However you cannot use Entourage to access the Mimosa Archive Folder home page. To search and browse the contents of the NearPoint archive, type the folder path URL in either a Safari or Firefox browser, and then view its contents. If you do not know the URL, contact your NearPoint administrator. An example of the folder path URL is https://<nearpoint>.<domain>.com/nearpoint/client/defaultframe.aspx. User s Guide 14

19 3 RESTORING ARCHIVED ITEMS AND FILES 3.1 OVERVIEW.. You might accidentally delete your items or mail folders from your Exchange Server or files from your computer or file shares. Using the Archive SSR Client, you can access the NearPoint archive, look for the items and files, and restore them. To restore archived items or files, perform the following tasks: Find the specific items or files that you want to restore. Select the required items or files, and then restore them. Download the restored PST or ZIP files. 15

20 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive 3.2 BROWSING THROUGH THE NEARPOINT ARCHIVE.. Use the Browse page to perform the following tasks. Read s and display their attachments. Restore one or more items or message folders to a mailbox or a PST file. Delete items from the NearPoint Server, the Exchange Server, or both. See file details and open them to read their contents. Restore one or more files to a compressed file. Delete files from the NearPoint Server. To access the Browse page, complete the following steps: 1. Click Browse tab of the Archive SSR Client. 2. From View drop-down list, select one of the following options: s To browse through archived items. Files To browse through archived files. User s Guide 16

21 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive Using the Browse page The Browse page consists of three panes, as shown in the following figure: Navigation pane Displays the list of mailboxes or file folders stored in the NearPoint archive. It is similar to the Outlook navigation page, but adds filter options. User s Guide 17

22 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive The View Contents as of Date filter lets you choose a date as of which you want to view contents in the NearPoint archive. For example, if you select Three Months Ago, NearPoint displays only messages that are at least three months old. Note: If you select a date before the NearPoint Server was used, you receive an error message: No items found. You also use the filter options to determine whether to display the Deleted Items or History Items (moved or modified items). Folder Contents pane Displays the items or files in the folder that you selected in the navigation pane. It is similar to the Outlook mail pane. The items are always displayed in the list, regardless of the type of item (that is, messages, meetings, appointments, notes). To change how to sort the items and files, doubleclick the name of the column heading. When you sort the items under the column heading in descending order, the column displays an up arrow (^) symbol. If you sort the items in ascending order, the column displays a down arrow (v) symbol. To adjust the width of each column, drag the separator lines between the column headings. To adjust the number of items displayed on each page in the folder contents pane, contact your NearPoint administrator. User s Guide 18

23 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive Preview pane Displays a plain-text preview of the item or details of the file highlighted in the folder contents pane. To view the item or file, double-click it in the folder contents pane or press Enter. Note: NearPoint cannot preview s that have an archive size that exceeds 0.5 MB. To view the content of such s, double-click them. Browsing through archived PST files The Browse page displays archived PST files and mailboxes. You can browse archived PST files just like you browse items. Depending on the SSR View Style that the NearPoint administrator selects during configuration of the Self-Service policy, the PST files either merge with the archived mailboxes or appear as separate nodes in the navigation pane: Merged PST and Mailbox Archive View If the NearPoint administrator selected the Merged PST and Mailbox Archive View option, the navigation pane displays the PST file content merged with the archived mailbox. In the figure that follows, the folders USER1 and USER2 are PST file contents). This setting makes it convenient for users to view the all their archived items. User s Guide 19

24 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive If the NearPoint administrator did not select the Merged PST and Mailbox Archive View option, the PST files are displayed as separate nodes at the same level as archived mailboxes in the navigation pane (folders NearPoint Retrieve PST, test.pst, USER1 and USER2 in the following figure). User s Guide 20

25 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive Filtering items Use the Browse page filters to refine the list of items and files displayed. You can also use the filter options to select a point in time as of which you want to see the contents in the NearPoint archive. To filter the list of items, complete the following steps: 1. Click Filter button above the navigation pane. 2. From the View Contents as of Date drop-down list, select a point in time as of which you want to view the contents in NearPoint archive. Note: Folders with a created date later than the point in time selected are not displayed. If some s with an earlier received date are moved into this folder, they are also not displayed since the folder is not visible. 3. Select appropriate options to display or hide Item History (moved or modified items) or Deleted Items. 4. To apply the filters, click OK. User s Guide 21

26 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive Filtering files Use the Browse page filters to refine the list of files displayed. You can also use the filter options to select a point in time as of which you want to see the contents in the NearPoint archive. To filter the list of files, complete the following steps: 1. Click Filter above the navigation pane. 2. From the View Contents as of Date drop-down list, select a point in time as of which you want to view the contents in NearPoint archive. 3. Select one of the following Ownership options: Display User Files - To display the files that you own. Display All Accessible Files - To display all the files to which you have access, regardless of whether you own them or someone else owns them. 4. Select one of the following Version History options: Display All Archived File Versions - To display every version of a file available in the NearPoint archive. Display Most Recent File Versions - To display only the most recent version of a file. 5. To apply the filters, click OK. User s Guide 22

27 RESTORING ARCHIVED ITEMS AND FILES Browsing through the NearPoint archive Viewing Items or Files in the Archive You have access to and can view items or files in the NearPoint archive from the Browse page. To view an item or file in the archive, complete the following steps: 1. In the navigation pane, select the folder that contains the item or file that you want to view. 2. In the folder contents pane, click the item or file that you want to view. If you select an item, the preview pane displays its preview. If you select a file, the preview pane displays its preview. 3. To view the entire item or file, double-click the item or file in the folder contents pane, or press Enter. The item or file opens in a new window. After you open the item or file, you can perform operations such as reply or forward the item or edit or save a copy of the file. Note: If you use Outlook 2000, the message item does not open as an Outlook window. Instead, it opens in OWA. Deleting items If the NearPoint administrator has granted you deletion rights, you can see a Delete button in the Archive SSR Client when you view a list of items. When you select an item and click the Delete button, NearPoint deletes the item from the NearPoint archive and from the Exchange server. To delete items, complete the following steps: 1. In the folder contents pane, select the items that you want to delete. 2. Click Delete >Delete All Checked Items. You receive a confirmation message. 3. To delete the selected items, click OK. NearPoint handles deletion requests in periodic batches, so the items you deleted may not be removed immediately from the list of items you see in the Archive SSR Client. However, you can check the status of your deletion requests. User s Guide 23

28 RESTORING ARCHIVED ITEMS AND FILES Searching for items and files 4. To check the status of a deletion request, from the Options menu, select View Task History. The Task History page opens. It displays the status of both delete and restore operations. 5. To delete the finished jobs, select the check box next to a job, and then click Delete. 3.3 SEARCHING FOR ITEMS AND FILES.. The Archive SSR Client offers two types of search, Quick Search or Advanced Search, to help you locate specific items or files in the NearPoint archive Performing a Quick Search Quick Search finds items and files that match keywords you specify. The content of all the items and files is fully indexed on the NearPoint Server to enable keyword searching. For items, Quick Search looks in message headers (Subject, From, To, Cc, and Bcc), message bodies, and attachments, while for files, it looks in file names, file content, and file metadata information such as owner and date of creation. Starting a Quick Search The Quick Search feature searches all items, PST files, and files archived to the NearPoint Server. You can search items, files, or both. You also can select specific mailbox folders, PST folders, file folders or shares as the focus of your search. To start a Quick Search, complete the following steps: 1. Click the Search tab. The Search page opens with the folder contents and preview pane. User s Guide 24

29 RESTORING ARCHIVED ITEMS AND FILES Searching for items and files 2. Enter keywords or phrases in the Look For text box. Note: You cannot search for words that exceed 32 characters. Replace characters such as?, <, >, :, and / with a period. when you search for a string that contains such characters. For example, if you search for search for only http... or http. 3. From the In drop-down list, select one of the following options: Everything Search items and files. s Search only items. Files Search only files. Browse Search specific content types. This option opens the Select Content Types dialog box that lets you to select specific types of items (for example, contacts, notes, and calendar items) or files (for example, Microsoft Office, text, or compressed files). Select the content types, and then click OK. 4. From the Location drop-down list, select one of the following options: Mailbox/Files folder Search entire mailboxes or file folders in the NearPoint archive. Select Folders When you select this option, you open the Select Folders dialog box that lets you select specific folders you want to search. Select the folders, and then click OK. 5. To view results, click Search. The folder contents pane displays the search results. Note: Quick search results are limited to a time period set in User Preferences. By default this is the previous six months, but this can be configured. See Defining the Browse filter and Search Limits on page -11 for more information. User s Guide 25

30 RESTORING ARCHIVED ITEMS AND FILES Searching for items and files Viewing Search Results The folder contents pane displays items and files that match the search criteria. NearPoint categorizes the search results onto three tabs: All Displays items and files that match the search criteria. s Displays items that match the search criteria. Files Displays the files that match the search criteria. The preview pane displays a preview of the item or details of the file highlighted in the folder contents pane. To view the item or file, either double-click it or press Enter. User s Guide 26

31 RESTORING ARCHIVED ITEMS AND FILES Searching for items and files Searching within results You can narrow your results if you search within the results from a quick search. When you search for a word or a phrase, you might receive a long list of items that match the search criteria. To narrow the search results, specify words that you want to find in the search results. For example, if six s in the NearPoint archive contain the word fax alone and three s contain the word fax and supervisor, the initial quick search for the word Fax returns all six s. If you perform another search for the word Supervisor from this result set, your results are three items. To search within results, complete the following steps: 1. Perform a quick search. To do so, use the steps in Starting a Quick Search on page -24. The folder contents pane displays the search results. Note: After you obtain results from a quick search, you will see Search results option under the In drop-down list. 2. Modify the search criteria as required. 3. From the In drop-down list, select Search results. 4. To search within the results from the previous quick search, click Search. The folder contents pane displays the results. Note: Currently, only a single level of Search within results is available. You can search results from a quick search only once. User s Guide 27

32 RESTORING ARCHIVED ITEMS AND FILES Searching for items and files Filtering Search Results To refine the search results, use the Filter and View options available on the s and Files tab of the Search Results page. Note: If you use custom fields when you define the search criteria, the Search Results page displays these fields. Use these custom fields to filter the contents. Filter the list of items To filter the list of items, complete the following steps: 1. Click the s tab on the Search Results page. 2. Click Filter button above the folder contents pane. 3. Select appropriate options to display or hide Item History (moved or modified items) or Deleted Items. 4. To apply the filters, click OK. User s Guide 28

33 RESTORING ARCHIVED ITEMS AND FILES Searching for items and files Filter the list of file items To filter the list of files, complete the following steps: 1. Click the Files tab on the Search Results page. 2. Click Filter button above the folder contents pane. 3. Select one of the following Version History options: Display All Archived File Versions To display all versions of a file in the NearPoint archive. Display Most Recent File Versions To display only the most recent version of a file. 4. Click OK to apply the filters. View specific types of items To apply view options for items, complete the following steps: 1. Click the s tab on the Search Results page. 2. From the View drop-down list, select the type of item that you want to view. User s Guide 29

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