Message Archiving User Guide

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1 Message Archiving User Guide Spam Soap, Inc Red Hill Avenue Costa Mesa, CA United States p.866.spam.out f e.

2 RESTRICTION ON USE, PUBLICATION, OR DISCLOSURE OF PROPRIETARY INFORMATION. Copyright 2009, Inc. This document contains information that is proprietary and confidential to. No part of this document may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise) without prior written permission from. All copies of this document are the sole property of and must be returned promptly upon request., Inc. USA Direct +1 Toll Free +1 Fax +1 Web site: Documentation Feedback:.com March 2009 Proprietary: Not for use or disclosure outside without written permission 2

3 Contents 1 Overview What is Message Archiving? Message Archiving Capabilities How Spam and Viruses Are Handled Setting Your Personal Options Use Online Help Word Search of Online Help Log into the Console Set Your Display Preferences Set Your Password Add an Alias Searching Archived Messages Begin a New Search Perform Searches How Searches Work Searching Values in a Single Field...12 Searching Values in Multiple Fields...12 Searching Multiple Values in the Message Text Field Words That Message Archiving Ignores...13 Review Search Results Sort the Search Results View Messages from the Search Results The Preview Pane...16 How Cc or Bcc Recipients Are Displayed...17 Attachments and Links...17 View the Header of a Message...17 Export Messages You Find Export All the Messages in the Search Results...19 Export Only Selected Messages from a Page of Search Results...19 View Exported Messages...21 March 2009 Proprietary: Not for use or disclosure outside without written permission i

4 This page intentionally left blank. March 2009 Proprietary: Not for use or disclosure outside without written permission ii

5 What is Message Archiving? 1. Overview What is Message Archiving? Message Archiving archives your messages easily, cost effectively, and reliably. Message Archiving is a totally secure method for protecting business information and provides the following functions: Storage management Regulatory compliance Fast message backup and recovery Electronic discovery assistance Because it allows you to store message data for years, Message Archiving is an attractive alternative to traditional storage solutions such as tape backup or user-maintained Personal Folder Files (.pst) created by Microsoft Outlook. Message Archiving Capabilities Users have the following options when archiving data: Automatically store incoming and outgoing messages for a length of time as specified by your company s service agreement. Store message attachments as well as message bodies. Store a robust amount of metadata for each message, including message headers, time of archive, and message size. Retrieve messages from Message Archiving based on a robust set of search criteria, including: Sender Recipient Message text Date Attachment name Attachment content Export duplicates of stored messages directly to your computer, up to 150 MB at a time. Store individual messages with a size of up to 25 MB. March 2009 Proprietary: Not for use or disclosure outside without written permission 1

6 How Spam and Viruses Are Handled How Spam and Viruses Are Handled Message Archiving stores all sent to you and from you. If messages on your mail server contain spam, viruses, or other malware, your archived messages will also contain the same malware. Warning: Although it is unlikely, exporting messages or downloading attachments from Message Archiving could expose you to infected content. March 2009 Proprietary: Not for use or disclosure outside without written permission 2

7 Use Online Help 2. Setting Your Personal Options Use Online Help Use online help in the Spam Soap Console to find details on the Message Archiving pages, as well as Core Filtering, if enabled. Online help describes the purpose of pages, the fields on the pages, and procedures that use the pages. To open online help, click Help on the page you are using. The Help page opens to the topics related to the task you are performing. When the Help page is open, you can use the table of contents to find other topics. Word Search of Online Help When the Help page is open and is the active window on the screen, you can also press Ctrl + F to perform word searches within online help Log into the Spam Soap Console To search for and retrieve archived messages, you must log into the Spam Soap Console with the following steps: 1 Open a browser on your computer and for the Spam Soap Console. March 2009 Proprietary: Not for use or disclosure outside without written permission 3

8 Set Your Display Preferences Message Archiving User Guide 2 At the Spam Soap Console Login page, enter your address and password. If you don t have the password or you don t know which address you should enter, contact your administrator. 3 Click Login. Set Your Display Preferences You can set the time zone in which messages are stamped. Your preferences might already be set because they also apply to the spam filtering capabilities of the Defense Service. In addition, if Defense is enabled, additional fields for Defense settings will be present. To set your preferences, perform the following steps: 1 Click Setup. If you are a Quarantine Manager, or Domain Administrator, click Account Management > My Account > Preferences. If you are a Reports Manager, click Account Management. The Preferences screen is displayed. 4 Proprietary: Not for use or disclosure outside without written permission. March 2009

9 Set Your Password 2 In the Time Zone drop-down list under General Settings, select your time zone. This is the time zone that is displayed in your archived messages. 3 The Language drop-down list applies only the Setup screens and to Defense Service. The language you select here has no effect on Message Archiving usage. 4 The Entries per page field applies only to Defense Service and has no effect on Message Archiving usage. 5 If other fields under Defense Settings are present, complete those as well. See the online help. 6 Click Save. Set Your Password Your administrator initially establishes your password. You can later change your password you need to log into the Console. To change your password, perform the following steps: Note: If you are a Quarantine Manager or Domain Administrator, click click Account Management > My Account and edit your account for the password. March 2009 Proprietary: Not for use or disclosure outside without written permission 5

10 Add an Alias Message Archiving User Guide 1 Click Setup. If you are a Reports Manager, click Account Management. The Preferences screen is displayed. 2 Click Password. The Password screen is displayed. 3 In the Old Password field, type your old password. 4 In the New Password field, type your new password. The password must comply with the following rules: Length must be a minimum of 6 characters and/or digits. Spaces are not allowed. Passwords are case-sensitive (for example, Password, password, and PASSword would be different passwords). It is recommended that the password is not obvious (for example, password, the user s name, etc.). The typed password appears as dots for security reasons. 5 In the Retype New Password field, retype your new password. 6 Click Continue. Add an Alias You can add an alias for your standard address. This address might be used to send you in addition to your standard address. Note: Your mail server administrator must also add this alias in your company s mail server in order for you to receive with this alias. As a result, you should only add an alias if directed by your administrator. To add an alias, perform the following steps 6 Proprietary: Not for use or disclosure outside without written permission. March 2009

11 Add an Alias 1 Click Setup. If you are a Quarantine Manager, or Domain Administrator, click Account Management > My Account. If you are a Reports Manager, click Account Management. 2 Click Aliases. The Aliases screen is displayed. 3 In the Alias Address field, type an alias name. Your alias name will be automatically appended to the domain name indicated on the screen to form a complete address. 4 Click Add. March 2009 Proprietary: Not for use or disclosure outside without written permission 7

12 Add an Alias Message Archiving User Guide 8 Proprietary: Not for use or disclosure outside without written permission. March 2009

13 Begin a New Search 3. Searching Archived Messages Begin a New Search To search for archived , you must first access the Search Criteria input section. Use the following steps: 1 Click Message Archiving. The Search Criteria input section is displayed. 2 Search for archived . See Perform Searches. After you have performed a search, you can do any of the following: Sort the Search Results. View Messages from the Search Results. March 2009 Proprietary: Not for use or disclosure outside without written permission 9

14 Perform Searches Message Archiving User Guide Perform Searches With the search capability, you define search criteria for one or more of the four main elements of archived messages: Sender Recipient Date Range Message Text For more information on how to search for messages, see How Searches Work. To perform a search, use the following steps: 1 In the Search Criteria input section, complete one or more of the following fields: Note: Fields are not case-sensitive. From The name of the sender or senders, the domain, or both. Message Archiving searches for any of the names you enter. You can enter up to 1000 characters, including blanks. If you enter greg and bob, Messages Archiving searches for messages in which the sender is either greg or bob. Message Archiving uses the text you enter to find matches with the complete sender address, the recipient name, the domain name, and the domain name without the top-level domain suffix (for example, without.com). You can enter a name in one of the following ways: For a sender with the address any of the following: greg somedomain.com NOTE: The sender s name cannot contain any spaces. Message Archiving interprets a name with a space as two names. For a wildcard search, a text string with an asterisk (*) or question mark (?) within or ending the string. The wildcard cannot begin a text string. The asterisk searches for the text string plus one or multiple characters as a replacement for the asterisk. For example, greg* searches for messages with the sender greg, regardless of domain. The question mark searches for the text string plus a single replacement character for the question mark. For example, might find and Use alphanumeric characters. The following other special characters are allowed and interpreted as plain text: plus sign (+), dash (-), ampersand (&), bar ( ), exclamation (!), right parenthesis ()), left parenthesis ((), left curly brace ({), right curly brace (}), left bracket ([), right bracket (]), caret (^), quotation marks ("), tilde (~), colon (:), and backslash (\) in each name text string. 10 Proprietary: Not for use or disclosure outside without written permission. March 2009

15 Perform Searches Recipient The name of the recipient or recipients, the recipient s domain, or both. Acceptable formats and field length are the same as those identified for the From field. If you enter greg and bob, Messages Archiving searches for messages in which the recipient is either greg or bob. Note: You can also enter a distribution list name. Message Archiving searches for that name and lists messages with the distribution list name in the To: field. Date Range The date range in which the message was received. Use the calendar icon to select the dates you want, or type the dates in yyyy-mm-dd format, for example This is the only format you can use for the date. The dates are referenced to your preferred time zone. Message Text Text that might be included in any or all of the following parts of the message: Message header Subject line Message body Attachment name Attachment body Acceptable formats are the same as those identified for the From field, except you can enter only up to 250 characters, including blanks. In addition, there are 32 words that Message Archiving ignores in a text search. See 32 Words That Message Archiving Ignores. 2 If you entered text in the Message Text field, click the drop-down list associated with the field, and select one of the following: Phrase Any words Message Archiving searches for the phrase you entered. For example, if you enter phoenix memo, Message Archiving matches any message that contains the phrase phoenix memo. In this example, Message Archiving would not match a message that contained phoenix transportation memo. Message Archiving searches messages that contain any of the words or numbers you entered. For example, if you enter phoenix memo, Message Archiving might find and display, among many other types of matches, the following: Messages with phoenix in the subject line only Messages with memo in the message body only Messages with phoenix in the attachment body only Messages with both phoenix and memo in the message header and subject line 3 Click Search or press Enter on your keyboard. Message Archiving searches the archived messages and displays any matches in the Search Results side of the screen. March 2009 Proprietary: Not for use or disclosure outside without written permission 11

16 Perform Searches Message Archiving User Guide NOTE: At any time, you can click Reset to erase all fields in your search criteria and start over. How Searches Work Searching Values in a Single Field If you enter a single value in any one of the fields on the Simple Search input section, Message Archiving searches the Archiving database for messages that contain that value. Searching Values in Multiple Fields However, if you enter a single value in two or more fields in the Search Criteria input section, Message Archiving searches the Archiving database for messages that contain all values you entered in all the fields. For example, say that you type the following values: From joesmith Recipient Date Range to Message Text (using Phrase) virus checking This search example has the following outcomes: Message Archiving finds every message that Joe Smith sent between July 13 and July 14, 2008, inclusive, whose body or some other part of the message contains the phrase virus checking. Message Archiving would not find the following messages: A message that Joe Smith sent containing the phrase virus checking on July 12, 2008 (outside of the date range), A message that Joe Smith sent on July 13, 2008 (within the date range) that did not contain the phrase virus checking. Searching Multiple Values in the Message Text Field When you enter data in any of the first three fields of the Search Criteria input section, then you enter multiple text strings in the Message Text field and specify any word, Message Archiving searches messages in the following way: 1 Message Archiving finds all messages that match the any word search you entered in the Message Text field, as described in Step 2 in Perform Searches. 12 Proprietary: Not for use or disclosure outside without written permission. March 2009

17 Perform Searches 2 From this initial set of messages, Message Archiving selects messages that match all of the values in the other three fields. For example, say you enter the following search values: From Recipient joesmith Date Range to Message Text phoenix memo Message Archiving finds messages with phoenix, messages with memo, and messages with both phoenix and memo. From the set of messages it finds, Message Archiving searches for messages sent to joesmith between July 3, 2008, and July 10, 2008, and displays only those that it finds. If Message Archiving finds 15 messages with either phoenix or memo that were also sent within the selected date range, but Message Archiving didn t find joesmith as the recipient (maybe because those messages had been deleted), then 0 messages would be displayed. 32 Words That Message Archiving Ignores When you perform a Message Text search, some words you enter might not actually be included in the search by Message Archiving. Instead, Message Archiving replaces these words with dummy placeholders and uses the other searchable key words in the search. This process applies to both Any word and Phrase searches. The words that Message Archiving does not search for are as follows: Prepositions Determiners Verbs Pronouns Adverb Conjunction as, at, by, for, in, into, of, on, to, with an, the be, are, is, was, will it, such, that, their, these, they, this no, not, then, there and, but, if, or The following table lists some examples of text searches you might enter with ignored words and what Message Archiving actually searches for. March 2009 Proprietary: Not for use or disclosure outside without written permission 13

18 Review Search Results Message Archiving User Guide Sample Text with Ignored Words diamond in the rough Match Type Any word Phrase In and the are ignored. What Message Archiving Finds Messages with diamond only. Messages with rough only. Messages with both diamond and rough anywhere in the message Messages with the phrase diamond rough. (In and the are ignored in the search criteria.) Messages with the phrase diamond in the rough. (In and the are ignored within the archived messages, but diamond and rough are found anyway.) Messages with the phrase diamond is rough. (In and the are ignored in the search criteria. Is is ignored within the archived messages.) There is no money Any word All messages with money. (There, is, and no are ignored in the search criteria.) Phrase All messages with money. (There, is, and no are ignored in the search criteria.) Review Search Results When you search for archived messages, Message Archiving lists, in the Search Results pane, the message or messages that matched your search criteria. Note the following characteristics of the list of messages: The number of messages found appears in the lower right corner of the Search Results section. The number of messages also appears next to Export All. If a message contains more than one attachment, the number of attachments is displayed in the Attachments column. If you searched for a specific recipient, but the message was sent to multiple recipients, the first recipient is listed in the To: column and determines where in alphabetic order the message is listed. If you did not search for a specific recipient and an archived message was addressed to multiple recipients in the To:, Cc:, and Bcc: fields, the message is listed only once for all recipients. The first recipient name in the To: field determines where the message appears alphabetically in the To: column. Note: If a recipient of a message you find was a Bcc recipient, that recipient is not listed in the headers. If you searched for a recipient, Message Archiving finds and displays all messages the recipient received, including Bcc messages. However, for Bcc messages, the recipient is still not listed in the headers. 14 Proprietary: Not for use or disclosure outside without written permission. March 2009

19 Review Search Results Sort the Search Results You can sort the search results according to any of the columns in the Search Results section. 1 Click on the heading of the column you want to sort. You have the choice of sorting the messages in ascending or descending order of the values in the column. 2 Click Sort Ascending or Sort Descending. 3 To hide columns in the results, move your cursor over the Columns menu item and click the checkboxes to select or deselect the columns you want to display in your sorted list. 4 To move columns around so they are displayed in a different left-to-right sequence, perform the following steps: March 2009 Proprietary: Not for use or disclosure outside without written permission 15

20 Review Search Results Message Archiving User Guide A B C Place your cursor on the column you want to move. Click and hold the mouse button. Drag the column to a different location. View Messages from the Search Results To view a message in your search results, simply doubleclick the message you want to view. A secondary window displays the selected message. See the following illustration. To open and view multiple messages, perform the following steps: 1 Click the checkbox in the Open column for each message you want to display. 2 Click the Open column heading. The archived message is displayed. See the following illustration. NOTE: In most cases, the message is displayed in HTML format. However, if the original message was in plain text, the archived message might also be displayed in plain text. The Preview Pane You can also view a message in the Preview Pane at the bottom of the Search Results section (see 1 in the following figure). To do this, click the message in the list just once. If the Preview Pane is not open, click the Preview Pane toggle button (see 2 in the following figure). 16 Proprietary: Not for use or disclosure outside without written permission. March 2009

21 Review Search Results How Cc or Bcc Recipients Are Displayed If a recipient receives a messages because the recipient was addressed in the Cc list, the archived message lists the recipient as a Cc recipient. If a recipient is addressed in the Bcc list of the original message, the recipient is not displayed in the archived message. Even if you are searching for a message in which you were a Bcc recipient, you will not be shown as a recipient. Attachments and Links To open an attachment or a link, just click on it as with any message. You may need a specific application on your computer in order to open an attachment. Clicking an html link within a message opens another window in your browser so you can view the linked Web page. View the Header of a Message The header of a message gives you the following information: All of the servers in the transmission path of the message, from the sender s server to your own. The time each server passed the message to the next server in the path. Additional information about the message, including the transmission protocol, X- Mailer type, and priority. March 2009 Proprietary: Not for use or disclosure outside without written permission 17

22 Review Search Results Message Archiving User Guide Note: The Archive ID is a database identifier used by Message Archiving. Each message has a unique archive ID. The final digits in the ID represent the chronological sequence in which the message was stored. A customer administrator can use the Archive ID to locate specific messages quickly. To view the message header, click Show Header at the top of the message window. To close the message header, click Hide Header. Message Archiving displays the header information. Export Messages You Find You can save one or more messages to your computer s hard drive. To save your messages, use the Export capability of Message Archiving. After saving messages, you can view them using your preferred client, such as Outlook or Outlook Express. Note: The Export function of Message Archiving creates a zip file that contains your messages. Therefore, to actually complete the export of messages, your computer must have a zip file utility installed. Message Archiving automatically opens your zip file utility so you can finish exporting the messages to your computer. You can save messages in one of the following ways: Export All the Messages in the Search Results Export Only Selected Messages from a Page of Search Results 18 Proprietary: Not for use or disclosure outside without written permission. March 2009

23 Review Search Results Export All the Messages in the Search Results You can export, at one time, up to 150 MB of data found by your search, which for most searches, will be all of your messages. Thus, if a search finds 1000 messages and the total amount of data is equal to or less than 150 MB, you can export all of the messages with a single button click. The number of messages found is listed beside the Export All link at the top of the Search Results section. To export all messages from your search results, up to 150 MB of data, perform the following steps: 1 Create a folder on your computer into which you can export archived messages. 2 After you run a search, click the Export All link at the top of the Search Results side of the screen. Message Archiving reruns the search and returns the messages. A window appears to ask if you want to open or save the zip file. Note: If your search returns more than 150 MB messages, refine your search to reduce the number of messages or follow the procedure in Export Only Selected Messages from a Page of Search Results. Note: The number of messages returned in the zip file might be different from the number listed next to the Export All link. This difference might occur because the number of messages in storage increased between the first search and the running of the export function. 3 Save the zip file to a directory on your computer or open the zip file to see the messages immediately. Messages are saved as.eml files. Each message is saved with a file name that matches the unique Archive ID that Message Archiving assigned to the message upon storage. Note: If more than 150 MB of messages were found, Message Archiving does not create a zip file and displays an error. 4 Extract the messages from the zip file and save them to the folder you created. Export Only Selected Messages from a Page of Search Results To save selected messages from a page of search results, perform the following steps: 1 After you run a search, click the checkbox next each message you want to export, or click the checkbox at the top of the column to select all messages on the page currently displayed. An Export Selected link is displayed at the top of the Search Results side of the screen. March 2009 Proprietary: Not for use or disclosure outside without written permission 19

24 Review Search Results Message Archiving User Guide 2 Click the Export Selected link. Message Archiving returns the messages. A window appears to ask if you want to open or save the zip file. 3 Save the zip file to a directory on your computer or open the zip file to see the messages immediately. Messages are saved as.eml files. Each message is saved with a file name that matches the unique Archive ID that Message Archiving assigned to the message upon storage. Depending on your computer s setup, you can search and open the files automatically through Windows Explorer or use your mail client to open them. 4 Extract the messages from the zip file and save them to the folder you created. You can view messages directly from the folder if you have associated the.eml file type with your client program. Otherwise, you can move them to your client and then view them. See Move Exported Messages into Your Client. Move Exported Messages into Your Client In most cases, you can move exported messages into your client. The way in which you do this depends on your computer and your client. If your computer runs Microsoft Windows and either Outlook or Outlook Express, you can move your archived messages into your client with the following steps: 1 Create a folder in your client to store the messages. 2 In Windows Explorer, open the folder where you saved the messages. 3 Select the messages you want to copy. 20 Proprietary: Not for use or disclosure outside without written permission. March 2009

25 Review Search Results 4 From the toolbar in Window Explorer, select Edit > Copy. 5 Open the folder in your client where you want to move the messages. 6 From the toolbar in your client, select Edit > Paste. View Exported Messages After you have exported a message, you can view it in one of two ways: If your client is associated with the.eml file type, open the folder in which the message is stored, then doubleclick the message from the folder. If you moved the message to your client, doubleclick the message in your client. March 2009 Proprietary: Not for use or disclosure outside without written permission 21

26 Review Search Results Message Archiving User Guide 22 Proprietary: Not for use or disclosure outside without written permission. March 2009

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