NearPoint Archive and Retrieval System

Transcription

1 NearPoint Archive and Retrieval System Welcome to our archive system, NearPoint from Mimosa. With this RPS Archive system keep in mind, you will still be using Outlook as you always have. Here are some of the high points: You will continue to use Outlook the same as you always have Personal Folder (PST) files are no longer used, they will now be found in the new RPS Archive folder Your current is being archived as it is received and sent, and can be found in your RPS Archive folder the next day Any can be opened in the RPS Archive and you can Forward, Reply, and Reply to All just as you can in Outlook and Outlook Web Access (OWA) RPS Archive folder is accessible anywhere you have an internet connection through OWA, at home, while traveling, etc. whereas PST s were only accessible through Outlook within the district network. Your mailbox is continually being archived. There will be an overnight delay from the time when you receive or send a message from your mailbox to when you see it in the RPS Archive folder. This delay is because of the time it takes for the to be processed by the Mimosa Nearpoint server and indexed ready for your use. You will find that if you move a message from the Inbox to a folder, you will also see that change reflected in your RPS Archive folder the next day. This document will demonstrate this new RPS Archive system and how easy it is to use. Getting Started: In Outlook, you will now find a new folder in your Outlook folder list called RPS Archive. This folder will also show up in your Outlook Web Access (OWA), so you will have access to all your and former PST s when you are not within the district, at home, traveling, wherever you have an internet connection. If you are in OWA when you click on the folder, it may ask you to login. Simply log in making sure you put in our domain with your login, i.e. rps\yourlogin or yourlogin@rps.net, and fill in the password for your login. If you don t log in correctly you may get the following message, but to refresh just click on any other folder and go back to the RPS Archive folder and you will get the login screen to try again.

2 The first screen you will see is the Search window. You can search here for key words or users just like you would do in Outlook search.. You will also see there is a menu bar that runs across the top of the page.

3 Browse - The Folder List view: Let s first click on the Browse button so you can see the list of folders in your RPS Archive. You will see this is set up just like the folders in your Outlook, and your PST(s) are listed there as well. As you can see, when you click on an to highlight it, you will see a preview of the body of the highlighted in the lower panel. If you click on one of these folders you will see the s listed that are within that folder. If you click on the + next to a folder it will expand and you can see the folders contained within that folder. This will show the same folder hierarchy that you have set up in Outlook and your PST(s). On the right side of the screen you find the contents of the folder. By default, it s sorted by date with the most recent at the top, but you can click on any of the field headings to sort by that particular field, i.e. From, Received Date, To, etc. Between the upper and lower panels you will find a drop-down box for pages and forward and back buttons to navigate through the pages one by one, or to the first/last page.

4 If you want to forward a particular to someone, it just needs to be opened first, so double-click on that and you will be asked if you would like to download it. The reason it s asking this is because the RPS Archive is not contained within your mailbox server, but on a separate server, so it needs to go and retrieve the item and pull it down to you. It is possible that you will get a security notice pop-up. If so, just right-click it and choose Download File When the file opens you will see that it is the itself and you can Reply, Reply to All, Forward, etc. just as you would with any within Outlook. This is helpful when you have an that you find is no longer in Outlook, yet you still need to retrieve it and send it to someone.

5 Quick Search Find an Quick and Easy: Let s go back to the Search window that we saw when we first opened the RPS Archive folder and see the options we have there. Just click on the QuickSearch button on the top menu bar to go back to the Search page: Like we talked about at the beginning, you can search here for key words or users just like you would do in Outlook using its search functionality. Also note that there is a page number drop-down box, and << < > >> arrows below the results panel to help you navigate through the list of results. Below that you will see a preview of the body of the highlighted . Just like in the Browse window, you can click on any of the field headings to sort by that field, From, Received Date, To, etc. In the panel below the Search box you will see the results of your search and you can scroll down through those to find the you are looking for. You can also click on Advanced Search and type in additional search words, date ranges, To, From, etc., to narrow the results.

6 To Restore a lost or deleted item: You can also use the RPS Archive to restore something you ve lost. Let say, for example, you have lost a contact or distribution list from your Contact list. Go to the RPS Archive folder and you can restore it back into your Contacts in Outlook. Find the missing contact or distribution list and highlight it. Then right above the panel there is a series of buttons where you will find a Restore drop-down box, click on the down-arrow and choose Restore Message(s) to Mailbox. The same is true for a message. It can be restored from either the Search window or the Browse window. This can be done with any mailbox item, whether it s an , contact, or calendar appointment. Inbox Folders Organize your If you like to use folders to sort your , feel free to create them under your Inbox now. Just rightclick your Inbox in Outlook and choose New Folder Give it a name and click OK.

7 Need More Help? Menu Bar There is a Help button in the top Menu bar that may prove useful for more detailed instructions. Go to our home page, click on the big red Helpdesk button and fill out a ticket. The ticket will be directed to the appropriate department and someone will contact you. Additionally, you can call the Helpdesk at 507/ Note: You can access the archive directly through Internet Explorer: You will need to log in (domain qualify, i.e. rps\yourlogin and your password) Through the Blackberry and other mobile devices, just create a new bookmark to this URL You will need to log in (domain qualify it, i.e. rps\yourlogin) For copies of this document please see our 535net home page, under Technology Happenings. Or, it can be found on the Rochester Public Schools Website under MyMail.