Guide to Enterprise Vault - Archiving

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1 Guide to Enterprise Vault - Archiving Version V1.0/2009 This document contains commercially sensitive information and is therefore restricted to University of Melbourne Staff that have operational and planning requirements for such information. This document must not be quoted or made available to people outside the University of Melbourne without the prior consent of the Director Infrastructure Services University of Melbourne

2 Document Control Title & Version Guide to Enterprise Vault - Archiving V1.0/2009 Distribution List University Staff Approval Created by Maxine Rieger Date 3 December 2009 Approved by Date Expiry date Document Reviews Date Page Change Done by Reviewer 9/12/2009 all Editing after review Maxine Rieger Elliot Gingold Content Owner: Hosting Services Page: 2 of 9

3 Table of Contents Enterprise Vault Archiving... 4 Enterprise Vault and Outlook... 5 Enterprise Vault Outlook Web Access... 8 Enterprise Vault & Other Applications... 9 Content Owner: Hosting Services Page: 3 of 9

4 Enterprise Vault Archiving Introduction This is a guide to Enterprise Vault - Archiving for staff of The University of Melbourne. Audience Staff Enterprise Vault What does it do? Enterprise Vault will automatically archive old s so as to enable your mailbox size to be kept below its quota limit. Archived s can still be read, replied to, resent or forwarded. The main difference is that access to archived s will be somewhat slower, though the delay will usually be a matter of a few seconds. Many users already archive old s manually and store these archives in a variety of ways on their PCs, on local servers or on DVD/CDs. The advantages of using a product such as Enterprise Vault is that the archiving is done automatically, stored in an easily accessible location with full searching functionality, and of course backed up. Archiving is carried out according to some simple rules. No items will be archived until you approach your storage quota. Large items are first archived, and then the oldest smaller items. In no case will any items less than 30 days old be archived. As a user you can interact with the archived items using your normal clients Outlook for the PC, Entourage for the Macintosh and OWA for remote access. Add-in features, as described in this document enhance this interaction. Content Owner: Communication Services Page: 4 of 9

5 Enterprise Vault and Outlook Introduction Enterprise Vault provides a client extension which enables Outlook users to take full advantage of the system. It introduces a number of changes to the Outlook environment. There are: 1. New icons indicating archived mail 2. Three new buttons 3. Enterprise Vault items in the Tools and Help menu When an item is archived it will be displayed next to the distinctive icon You will also note that the preview window for an archived item shows a shortcut message rather than the full message. Included in this pane is a link to View the original item. You may also sometimes see a busy icon: Such an icon shows that the item is in the process of being archived. Do not move or delete a message in this state as this can cause data loss. This busy icon will convert to the normal archived item icon after the nightly backup of the archive has taken place. Continued on next page Content Owner: Hosting Services Page: 5 of 9

6 Enterprise Vault and Outlook, Continued Opening Archived Items The recommended way to open an archived item is to double click on the item in the messages list. Once retrieved, the item can be read, forwarded, replied to or resent in the normal Outlook way. Note: If you are logging in from off-campus you will be asked to provide your username/password the first time you access an archived item. An alternative way to access an archived item is click on the View the original item link in the preview window. However, this method will not work if off-campus. It will also fail if Internet Explorer is not your default web browser. Note: there is a Firefox plugging which can get around this second limitation. If you need this, enquire with your local IT staff or lodge a service-desk call. Opening an archived item does not restore it to your mailbox. For example if you open an item on a notebook computer at work, and then try to access it later when not connected to the Internet, you will not succeed. If you are aware that you will need to do this for a particular item, or set of items, you will need to Restore them while connected. To restore an refer to Searching in Enterprise Vault and see the item Restore from vault Searching in Enterprise Vault Button Integrated Search Archive Explorer Description You can perform simple or advanced searches of your archived s with this tool. You can then view, restore, or delete items found in the search. Note: that while the normal Outlook Find function still works with archived messages, it can only search the text left in the shortcut. The EV search functions enable searches of the full text as well as most attachment types; therefore it is more powerful than the standard Outlook search function. This provides an alternative interface to browse or search an archive. Archive Explorer displays the archived messages in a tree structure, based on your Outlook folders. Archive Explorer also includes enhanced Restore functionality, including the ability to transfer items from the EV archive to local storage. Continued on next page Content Owner: Hosting Services Page: 6 of 9

7 Enterprise Vault and Outlook, Continued Searching in Enterprise Vault (continued) Button Restore from vault Description By selecting an archived item in the Outlook message list and then clicking on the restore button, you can manually restore s from the vault to your Exchange mailbox. They will remain in the restored state for at least 30 days, so can be viewed offline during that time. Items will be restored to their original location. Note: If items are restored from Archive Explorer, the Search Archives window or the WebApp (see below) they can be restored to a Restored Items folder rather than the original location. You may find this to be a more convenient approach. Restoring an item does not automatically delete the copy in the archive unless it is done via the Move to Mailbox option of Archive Explorer Content Owner: Hosting Services Page: 7 of 9

8 Enterprise Vault Outlook Web Access How to access OWA Access to the Enterprise Vault via Outlook Web Access (OWA) using Internet Explorer is very similar to the Outlook client. You can view archived content, manually archive and restore items, and utilise Search Archives and Archive Explorer functionality. Double-clicking on an archived will open it normally. Additionally, the link in the shortcut can be accessed via OWA regardless of your location (even off-campus). Note: While you can still open and use archived items with other browsers (such as Firefox), the full range of features will not be available. In particular, archived items will not have a distinctive icon, and the search functions are not present Continued on next page Content Owner: Hosting Services Page: 8 of 9

9 Enterprise Vault & Other Applications Macintosh Full instructions for using EV with the Macintosh Entourage software can be found at Using IMAP clients Items archived by Enterprise vault will appear in the message list of a variety of IMAPs clients (e.g. Thunderbird, Eudora) with access to the full messages is provided via the link in the shortcut. This can be opened on a University based computer if the client is configured to use a compatible browser as the default. On the PC this can be IE, or Firefox with IE Tab. On the Macintosh either Safari or Firefox works. Currently there is no solution that works on Linux/Unix systems. WebApp The Enterprise Vault WebApp is a web based tool that allows you to search your archives, and view or restore archived s without the use of any additional client software. This tool will be of particular interest to users on Macintosh systems, but may also prove useful to other clients who wish to restore a number of items from different folders, perhaps preparing for an off-campus trip. The WebApp provides very powerful searching functionality allowing searching on a number of parameters. Selected items can be restored, or collected in a shopping basket before restoring to your mailbox. To connect to the WebApp use your browser to connect to https://ev.unimelb.edu.au and give your usual username and password. Shared Mailboxes If you connect to a shared mailbox using your client you should find that access to archived items works exactly the same way as it does for your own personal mailbox. You should also find that the archives for the shared mailboxes appear in your Archive Explorer, Integrated Search and WebApp windows. Content Owner: Hosting Services Page: 9 of 9

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