evault Changes to Outlook

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1 Table of Contents evault Changes to Outlook a. Introduction... 1 b. Definitions... 1 c. What are all these folders for?... 2 d. If I don t want the folders can I delete them?... 2 e. I accidently moved one of my folders and cannot move it back, what do I do?... 2 f. Can I create a sub folder under the retention folders to better organize my s?... 3 g. How do I retrieve an archived ?... 4 h. When will my be archived?... 5 i. How do I manually archive an ?... 5 j. How do I delete an archived ?... 6 k. My is gone and I need to get it back, how do I get it back?... 7 l. How can I see my archived s when I am not connected to the network?... 7 m. What s new in Outlook & OWA?... 7 n. Where are the toolbar buttons located on Outlook?... 8 o. Where are the toolbar buttons located on OWA?... 8 p. What about my Personal Folders (PST s)?...9 a. Introduction This document has been created to give users for Hawaiian Airlines an overview of the changes expected to happen within Outlook and Outlook Web Access (OWA) due to the implementation of evault. The evault system is governed by the Records Retention Policy. Through evault, the company has defined the length of time an is kept before it is deleted permanently. The baseline retention period is six months. However, there are often business needs or legal requirements that require us to keep certain for a longer period of time. As a result of these business needs and legal requirements we will be providing retention folders in Outlook which you can place your s that need to be kept for a period longer than six months. In general, has been set for a six-month retention period after which it will be automatically deleted on a rolling basis. (For example, on July 1, 2009, any s older than January 1, 2009 will be deleted. On July 2, anything older than January 2 will be deleted.) Once the has been deleted by the system which is guided by the policy the is gone forever and cannot be recovered. b. Definitions Vault: Shortcut: Archive: Retention Duration: Retention Folder: The vault is where all the archived s will be stored. This is completely separate from the Outlook archival feature. Once an has been archived into the vault the will be replaced with a shortcut, which looks exactly like the originally only truncated to 250 characters. The process in which, evault relocates the from Exchange to the vault. You will still have access to the , only it will be in the vault. The time an will be kept before being deleted. Folders created in Outlook to allow for certain items to be kept longer than six months. Page 1 of 9

2 c. What are all these folders for? evault Changes to Outlook There is a new corporate policy from our Legal department stating that all s are to be deleted after 6 months. There are exceptions to this which is why you see retention folders of various times. The Retention policy and guidelines (To be provided through the Legal Department) provide details on how to classify s if there is a need for them to be kept longer than 6 months. If you are not sure in which retention folder an must be kept or if it can be kept at all, please contact Mark Arimoto in the legal department at extension d. If I don t want the folders can I delete them? Unfortunately you may not delete the folders and ITSC cannot remove them for you. e. I accidently moved one of my folders and cannot move it back, what do I do? Follow the steps below. If this does not work then contact ITSC at extension This is an example of a user who accidently dragged the 02. Retention-2 Years retention folder into the 01. Retention-1 Year retention folder. Notice the 02.Retention folder is now located under the 01.Retention folder. 2. Close and Reopen Outlook then simply click the 02.Retention folder and drag it over Mailbox to return it to the proper place. 3. The retention folders are back in their appropriate place. Page 2 of 9

3 f. Can I create a sub folder under the retention folders to better organize my s? Should you have a need or a want to organize your s in a particular way, you may do so by creating subfolders under each of the retention folders. A subfolder will inherit the properties of the retention folder it is created under. For example if I create a subfolder called My Project under the 05. Retention-5 Years folder the My Project folder will take on all the properties of the 5 year retention folder. Anything placed in the My Project folder will now have the 5 year retention properties applied to it. To create a subfolder: 1. Right click the retention folder you would like to create it under 2. Select New Folder from the drop down list 3. Type in the desired name of the new folder 4. Click OK Page 3 of 9

4 g. How do I retrieve an archived ? 1. When you see an with the archived icon, you can simply double click the as you would normally to open it. The may take a slightly longer time to open as it is being retrieved from the vault. 2. Alternatively, you can click the words View the original item in the reading pane and the archived will open in your web browser. Page 4 of 9

5 h. When will my be archived? Any s in your inbox that are older than 30 days will be archived automatically. Archived s are indicated by the archived icon. Items moved to your retention folders will be archived the next day and will also have an archived icon indicator. If you want to manually archive an for any reason, you may also do so. i. How do I manually archive an ? If you want to manually archive an for any reason: 1. Select the item you would like to archive 2. Click the Store in Vault icon. Your will then be placed in the vault at the next available opportunity the system has. 3. Your will have the Item is being archived indicator. 4. The is finally archived when you see the Shortcut to an archived item icon. Page 5 of 9

6 j. How do I delete an archived ? *** IMPORTANT *** Please remember that once an archived item is deleted it is gone forever and ITSC can not restore it. 1. Select the in your list. 2. Delete the Confirm your deletion when prompted by evault. This also applies when you delete an that you have opened to read. Page 6 of 9

7 k. My is gone and I need to get it back, how do I get it back? Once an has been removed due to the retention policy it is gone forever and cannot be recovered by ITSC. It is the user s responsibility to file their s in the appropriate retention folders. l. How can I see my archived s when I am not connected to the network? If you are not connected to the network you will not be able to view your archived s. m. What s new in Outlook & OWA? Enterprise Vault toolbar buttons Command Outlook OWA Description Search Vaults Search for archived items in the available vaults. Archive Explorer Display a tree view of the items in your vault. Store in Vault Archive the selected items when Enterprise Vault next performs an archiving operation on your mailbox. Restore from Vault Restore the items that are associated with the selected Enterprise Vault shortcuts. Delete from Vault No Change Delete archived items. Cancel Archiving NA Cancel an archiving operation that is currently in progress. Synchronize Synchronize your vault cache with your online NA Vault Cache vault. OWA Help NA Display OWA help. Enterprise Vault mailbox icons for both Outlook & OWA When Enterprise Vault is installed on your computer, the items in the Outlook mailbox will be marked with the following icons when they meet the policy criteria configured by the administrator. - Shortcut to an archived item. Double-click the Enterprise Vault shortcut to view the contents of the original item, or select the shortcut and then restore it to the mailbox. If a shortcut is not available for an archived item, use the Enterprise Vault browser search to find and restore items from a vault. - Item is being archived. Indicates that the item will be archived by Enterprise Vault at the next opportunity the system has. This icon will be displayed when a user manually marks an item to be stored in the Vault. Double-click the item to view it. - Item is being restored. Enterprise Vault is retrieving a copy of the item from the archive. The restored item will be exactly as it was before being archived, with the original icon. There will still be a copy of the item in the archive. Page 7 of 9

8 n. Where are the toolbar buttons located on Outlook? o. Where are the toolbar buttons located on OWA? Page 8 of 9

9 p. What about my Personal Folders (PST s)? Users will be given one month to transfer items from their personal folders (also known as a.pst files) into the appropriate retention folders. After the one month period to transfer PST's has expired, users personal folders will be subject to the same retention policy of the inbox and anything older then six months will be deleted. It is important that you sort through your old in your inbox and personal folders (PST's) and delete unnecessary ones. (For example, you don t need to keep every in the chain often only the last one in the chain is needed and has the complete record of the conversation.) When transferring s from the Personal folder to the Retention folders you can drag and drop entire folders, however, be aware that this may fill you mailbox up and potentially prevent you from receiving any new s until the s get archived. To avoid this simply drag a few items over at a time and allow the nightly archive to happen or manually archive the items as explained above. Should your mailbox get locked as a result of transferring too many items from your PST, please call ITSC at extension x6720 immediately. Page 9 of 9

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