Archiving. SaaS Archiving. User Guide Revision D

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1 User Guide Revision D SaaS Archiving Archiving Archiving is a cloud-based service that automatically archives your to a secure centralized location. Additionally, Archiving allows you to search your archived so you can quickly locate and retrieve your messages when you need them. Figure 1 Archiving architecture 1

2 Searching the archive You can find, view, and export messages that are currently being stored in the archive. To create a search, type what you know about the message (or messages) into the criteria fields and click Search. Improving your search results You can enhance your search results by following a few best practices and guidelines. Use the right combination of search terms and filtering features to quickly find the s you need. Basic search rules Complete at least one search field to begin a new search. The more fields you complete, the more specific your search, and therefore the more limited the number of results. Search fields are not case-sensitive. A search for Sales Reports is the same as sales reports. Select your search terms carefully. Use words or phrases that are unique to the messages you want to find. Avoid using common words or phrases like a, an, and the. More rules for complex searches Most special characters (including +-&!><) are interpreted as plain text when used within a word or phrase. Other special characters (including #) are ignored. Search supports trailing asterisk (*) and question mark (?) wildcard searches. An asterisk search looks for one or more characters. A question mark looks for a single character. addresses can be searched using the entire address, just the domain, or any part of the address. Select Phrase, Any Word, or All Word to determine how you want search to interpret the text you enter. Guidelines for special characters Do not use special characters by themselves. Some special characters are allowed and can be interpreted as plain text when included as part of an alphanumeric string. Special characters at the beginning or end of a string are often ignored. Table 1 Special characters interpreted as plain text Special Character Name + Plus Sign - Dash & Bar Ampersand! Exclamation ) Right Parenthesis ( Left Parenthesis { Left Curly Brace } Right Curly Brace 2

3 Table 1 Special characters interpreted as plain text (continued) Special Character Name [ Left Bracket ] Right Bracket ^ Caret " Quotation Marks ~ Tilde : Colon Wildcard searches Archive search supports two types of wildcards, asterisk (*) and question mark(?), when placed within a string or at the end of a string. A wildcard character cannot be placed at the beginning of a text string. It is best to avoid placing a wildcard too early in a search term, or with too few characters. For example, a search using horse* returns better and faster results than h* or h*s. Wildcards cannot be used in a phrase search. Combining wildcards with special characters can lead to inconsistent search results. For example.doc* and doc* return different results. Asterisk (*) wildcard examples The asterisk (*) searches for one or more characters. Table 2 Asterisk (*) wildcard examples Search Term greg* gre* gr*n *gre Returns... greg, gregs, gregg, gregory, gregorian greg, gregs, gregg, gregory, gregorian grey, green, greenhouse grin, green, grain, groan Is not permitted Question mark (?) wildcard examples The question mark (?) searches for a single character. Table 3 Question mark (?) wildcard examples Search Term greg? gre? gr?n gr??n?gre Returns... gregs, gregg greg, grey grin green, grain, groan Is not permitted 3

4 addresses The From and Recipient fields allow you to search for addresses in the to and from fields of the message header. You can search for a full address like just the local part (John.Smith), or just the domain (example.com). Additionally, you can search within the local and the domain using parts of each phrase like, John, Smith, example, or com. Use the different search options strategically to expand or narrow your search results. Use the complete address to limit your results to a specific address. Use the local part to find all messages associated with a particular user account or name. Use the domain part to find all messages associated with a particular domain. Use just the parts of an address to expand your search to find all addresses associated with one or more terms. You can search within an address for any part or term that exists because of a switch in case or text type. Text separated by a special character. A switch between upper and lowercase. A switch between alphabetic and numeric characters. You can use wildcards with search terms within an address. You can't search by any combination of search terms that do not constitute a complete local part, domain, or address. Table 4 Searches for the address: Search parts of the address... The complete address Valid search terms include... Invalid search terms include... The local part JohnH.Smith7 Smith John 7 H JohnH Smith7 JohnH.Smith The domain sub.example.com sub example com sub.example example.com In some cases, a screen name appears with the address. For example, John Smith Here, a search for the first name John or the last name Smith returns messages associated with John Smith and the address 4

5 address search examples Table 5 address search examples Search Term greg greg smith Returns... Greg Brown Gregory Smith o Greg Smith Greg Jones Greg Brown Gregory Smith Greg Smith Greg Jones GregJones Joe Smith GregJones Joe Smith Joe Jones Joe Jones Joe Smith > John Smith FredS o Joe Brown company.com sub.company.com Greg Brown John Smith Greg Brown John Smith 5

6 Table 5 address search examples (continued) Search Term Returns... Greg Brown Tom Jones gr* GregJones Gram Carter Joe Smith Bob Grey co Joe Jones Monk Williams an.co Searching with phrase, any word, or all words Archive search allows you to searching for specific words or phrases in an . Additionally, you can apply rules to some text fields to filter your results. When entering multiple search terms into a text field you can have them treated as an exact phrase, individual terms, or a group of terms. Avoid using common words like a, an, or the in your searches. Search typically ignores common words. Instead, use words and phrases that are specific to the s you want to view or download. Phrase search Finds s that contain the exact phrase in the exact word order. Any word search Finds s that contain one or more words regardless of order. All words search Finds s that contain all words in any order. You cannot use wildcards in a phrase search. Examples of phrase, any word, and all words Searching on the terms phoenix returns different result sets based on how you apply the rules. 6

7 Table 6 Phrase, any word, or all words search for phoenix Rule Returns text... But not... Phrase tuesday phoenix phoenix feedback phoenix transpo rtation transpo rtation denver denver transpo rtation for phoenix Any word tuesday phoenix denver denver transportation phoenix feedback for phoenix phoenix transport ation transport ation All words tuesday phoenix phoenix feedback phoenix transportation for phoenix denver denver transportation transportation Avoiding stop words Stop words include common words that are ignored by the system when you submit a search because they are unlikely to return unique results. When entering a search, you should use words and phrases that are specific to the messages you want to find and avoid generic or overused words and phrases. Archiving supports several languages and maintains a list of stop words for each. View a message Open and view messages to read content, retrieve attachments, and review header information and metadata. Before you begin You must first run a search and then sort your results to find the you want to view. 7

8 Open the message from the Results panel by doing one of the following: Double-click the message to view the message in the Message window. Select an option from the Preview menu to open the message in the Message pane. If you selected Preview, the message displays in the Message pane. Otherwise, the message appears in a separate window. Viewing an archived You can open and view any that is stored in the archive directly from the search results panel. Both the message preview and message window allow you to view the content of the message, message headers, any attachments associated with the message, and archive specific information including ID and expiration date. Find s using search Use the search form to find s based on an address, a date range, or text. Follow these guidelines: Complete one field to find messages that match a single value. Complete multiple fields to find messages that match all of the values. Combine additional fields with a Message Text search to filter the results in a Phrase, Any word, or All words search. You cannot use wildcards when selecting Phrase. Task For option definitions, click Help in the interface. 1 Select Archiving Archived Messages. Search is displayed by default. 2 Complete one or more of the following fields: From Recipient Date Range Message Text 3 Click Search. s that match your search criteria are displayed in the Results panel. Search examples The following examples compare the results of two similar searches, one using Phrase and the other using Any word in a Message Text search. 8

9 Table 7 Search examples Criteria Returns... Not... Recipient: Date Range: 7/1/2009 to 11/1/2009 Message Text with Phrase: phoenix Mail sent to Joe between July and October, 2009 that contain the phrase phoenix. Mail sent to Joe in June, 2009 that contain the phrase phoenix. Mail sent to Joe in August 2009 that contain the phrase for phoenix. Mail sent to Steve between July and October, 2009 that contain the phrase phoenix. Recipient: Date Range: 7/1/2009 to 11/1/2009 Message Text with Any word: phoenix Recipient: Date Range: 7/1/2009 to 11/1/2009 Message Text with All words: phoenix Mail sent to Joe between July and October, 2009 that contain the words phoenix or, including: phoenix trip to phoenix denver Mail sent to Joe between July and October, 2009 that contain the words phoenix and, in the subject line, including: phoenix to phoenix office regarding phoenix software Mail sent to Joe in June, 2009 that contain the words phoenix or, including: phoenix, trip to phoenix,denver. Mail sent to Steve between July and October, 2009 that contain the words phoenix or, including: phoenix,trip to phoenix,denver. Mail sent to Joe in June, 2009 that contain both the words phoenix and in the subject line, including: phoenix and to phoenix office. Mail sent to Joe between July and October, 2009 that contain just one of the words phoenix or in the subject line, including: phoenix convention, trip to phoenix, denver. Mail sent to Steve between July and October, 2009 that contain both words in the subject line, including phoenix, to phoenix office, and regarding phoenix software. Mail sent to Joe between July and October, 2009 that contain the word phoenix in the subject line and in the message body. Exporting messages You can download one or more of the messages that you find in a search and view them in an client. When you export messages, they are compressed in a.zip file. Messages can be exported from either the Results panel or the Message view. 9

10 .zip file guidelines The rules that govern the.zip file you download when you export messages determine the total file size, the s included, how the files are named, and the format of the s. The total size of the file you download cannot be larger than 2 GB. If your result set is larger, you should refine your search criteria and limit your results. At download, the system re-runs your original search. As a result, the set of messages in the.zip file may differ from your initial results due to changes in the archive. Messages are stored as.eml files. Each file name matches the message's unique Archive ID. The format of each varies by your user role: The User role receives the original message. The Customer Administrator role receives the envelope journal as well as the original message which is included as an attachment. A.zip file utility is required for extracting the files. Viewing.eml files The files you download use the.eml file format and require a compatible client. McAfee recommends Microsoft Outlook Express or a recent version of Microsoft Outlook. Table 8 clients for viewing.eml files Operating system Suggested clients include... Mac OS Microsoft Outlook 2011 Apple Mail Mozilla Thunderbird Windows Microsoft Outlook 2010 Microsoft Outlook 2007 with KB For more information, go to Microsoft Outlook Express Microsoft Windows Live Mail Mozilla Thunderbird Linux Mozilla Thunderbird Export messages You can download messages from the archive and view them in your client. This option is available from both the results panel (for multiple messages) and the message view (for individual messages). Before you begin You will need the following: A.zip utility to extract the messages once they are downloaded An client that is capable of viewing.eml files 10

11 Task For option definitions, click Help in the interface. 1 Run a search in the Criteria panel. 2 Do one of the following to select messages for download. Option Export All from the Results panel Definition Click Export Export All to download all of your search results. Export Selected from the Results panel Click the checkbox for each messages and click Export Export Selected to download select search results. Export from the Message view Double-click the message, or select the message and click Preview. Then, click Export to download the individual message. A dialog box appears in your browser. 3 Follow your browser's instructions to Open or Save the file. The file is saved on your local system. 4 Locate the file and open it using your.zip utility. The.zip file and contents display. 5 Extract the messages from the.zip file and save them to a folder. The individual messages are now stored on your local system. From here you can now open and view messages in your client. Copyright 2014 McAfee, Inc. Do not copy without permission. McAfee and the McAfee logo are trademarks or registered trademarks of McAfee, Inc. or its subsidiaries in the United States and other countries. Other names and brands may be claimed as the property of others. SEWS-ARC- UG-8.1.0D00 11

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