EMC SourceOne Offline Access

Transcription

1 EMC SourceOne Offline Access Version 7.2 User Guide REV 01

2 Copyright EMC Corporation. All rights reserved. Published April 30, 2015 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. The information in this publication is provided as is. EMC Corporation makes no representations or warranties of any kind with respect to the information in this publication, and specifically disclaims implied warranties of merchantability or fitness for a particular purpose. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. EMC 2, EMC, and the EMC logo are registered trademarks or trademarks of EMC Corporation in the United States and other countries. All other trademarks used herein are the property of their respective owners. For the most up-to-date regulatory document for your product line, go to EMC Online Support ( 2 EMC SourceOne Offline Access 7.2 User Guide

3 CONTENTS Preface Chapter 1 Using EMC SourceOne Offline Access About Offline Access Overview Offline Access with Outlook 2010/ Starting EMC SourceOne Offline Access Displaying the online help About Offline Access modes About delegate access Behavior of Offline Access with multiple Outlook profiles Availability of Update, Rebuild, and Compact options Editing attachments Understanding status information Enabling/disabling EMC SourceOne Offline Access Restoring shortcut items when you copy or move them Customizing cache settings Specifying server settings Specifying user notifications Deleting items from the archive Specifying troubleshooting options for EMC Support Updating your cache Freeing unused space in the cache (compacting cache) Hiding the status icon Showing the status icon About stopping the Offline Access Agent Using Offline Access with S/MIME encrypted and signed messages Troubleshooting EMC SourceOne Offline Access 7.2 User Guide 3

4 Contents 4 EMC SourceOne Offline Access 7.2 User Guide

5 PREFACE As part of an effort to improve its product lines, EMC periodically releases revisions of its software and hardware. Therefore, some functions described in this document may not be supported by all versions of the software or hardware currently in use. The product release notes provide the most up-to-date information on product features. Contact your EMC technical support professional if a product does not function properly or does not function as described in this document. Note: This document was accurate at publication time. Go to EMC Online Support ( to ensure that you are using the latest version of this document. Purpose This document includes information about using EMC SourceOne Offline Access. Audience This document is intended for all users of EMC SourceOne Offline Access. Revision history The following table presents the revision history of this document. Table 1 Revision history Revision Date Description 01 April 30, 2015 First release of the EMC SourceOne Offline Access User Guide. Related documentation The SourceOne documentation set includes the following publications: EMC SourceOne Product Guides EMC SourceOne Products Compatibility Guide EMC SourceOne Products Security Configuration Guide EMC SourceOne Discovery Manager EMC SourceOne Discovery Manager Installation and Administration Guide EMC SourceOne Discovery Manager Localized Product Release Notes EMC SourceOne Discovery Manager Quick Reference Cards EMC SourceOne Discovery Manager Release Notes EMC SourceOne Discovery Manager Desktop User Guide EMC SourceOne Discovery Manager Web Application User Guide EMC SourceOne Offline Access 7.2 User Guide 5

6 EMC SourceOne Management EMC SourceOne Auditing and Reporting Installation and Administration Guide EMC SourceOne Disaster Recovery Solution Guide EMC SourceOne Management Administration Guide EMC SourceOne Management Installation Guide EMC SourceOne Management Localized Product Release Notes EMC SourceOne Management Pack for Microsoft System Center Operations Manager EMC SourceOne Management Release Notes EMC SourceOne Search User Guide EMC SourceOne for File Systems EMC SourceOne for File Systems Administration Guide EMC SourceOne for File Systems Installation Guide EMC SourceOne for File Systems Release Notes EMC SourceOne Offline Access EMC SourceOne Offline Access Installation and Administration Guide EMC SourceOne Offline Access Release Notes EMC SourceOne Offline Access User Guide EMC SourceOne for Microsoft SharePoint EMC SourceOne for Microsoft SharePoint Installation Guide EMC SourceOne for Microsoft SharePoint Administration Guide EMC SourceOne for Microsoft SharePoint Quick Reference Card EMC SourceOne for Microsoft SharePoint Release Notes EMC SourceOne for Microsoft SharePoint Storage Management EMC SourceOne for Microsoft SharePoint Storage Management Administration Guide EMC SourceOne for Microsoft SharePoint Storage Management Installation Guide EMC SourceOne for Microsoft SharePoint Storage Management Release Notes Conventions used in this document EMC uses the following conventions for special notices. Note: A note presents information that is important, but not hazard-related. A caution notice contains information essential to avoid data loss or damage to the system or equipment. 6 EMC SourceOne Offline Access 7.2 User Guide

7 Typographical conventions EMC uses the following type style conventions in this document: Table 2 Typographical conventions Normal Bold: Italic: Courier: Courier bold: Courier italic: Used in running (nonprocedural) text for: Names of interface elements (such as names of windows, dialog boxes, buttons, fields, and menus) Names of resources, attributes, pools, Boolean expressions, buttons, DQL statements, keywords, clauses, environment variables, filenames, functions, utilities URLs, pathnames, filenames, directory names, computer names, links, groups, service keys, file systems, notifications Used in procedural text for: Names of interface elements (such as names of windows, dialog boxes, buttons, fields, and menus) What user specifically selects, clicks, presses, or types Used in all text (including procedures) for: Full titles of publications referenced in text Emphasis (for example a new term) Variables Used for: System output, such as an error message or script URLs, complete paths, filenames, prompts, and syntax when shown outside of running text Used for: Specific user input (such as commands) Used in procedures for: Variables on command line User input variables < > Angle brackets enclose parameter or variable values supplied by the user [ ] Square brackets enclose optional values Vertical bar indicates alternate selections - the bar means or { } Braces indicate content that you must specify (that is, x or y or z)... Ellipses indicate nonessential information omitted from the example Where to get help EMC support, product, and licensing information can be obtained as follows. Product information For documentation, release notes, software updates, or information about EMC products, go to the EMC Online Support website at Technical support Go to EMC Online Support and click Service Center. You will see several options for contacting EMC Technical Support. Note that to open a service request, you must have a valid support agreement. Contact your EMC sales representative for details about obtaining a valid support agreement or with questions about your account. EMC SourceOne Offline Access 7.2 User Guide 7

8 Online communities Visit EMC Community Network at for peer contacts, conversations, and content on product support and solutions. Interactively engage online with customers, partners, and certified professions for all EMC products. Your comments Your suggestions will help us continue to improve the accuracy, organization, and overall quality of the user publications. Send your opinions of this document to 8 EMC SourceOne Offline Access 7.2 User Guide

9 CHAPTER 1 Using EMC SourceOne Offline Access With EMC SourceOne Offline Access, online or offline Microsoft Exchange users can access EMC SourceOne shortcut content through Microsoft Outlook. Using EMC SourceOne Offline Access 9

10 About Offline Access You can use Offline Access to store your shortcut content on your hard drive, in a cache. For example, you can: Disable/enable your cache Specify how long to keep content in your cache Adjust the maximum size of your cache Overview This section contains the following topics: Offline Access with Outlook 2010/ Starting EMC SourceOne Offline Access Displaying the online help About Offline Access modes About delegate access Behavior of Offline Access with multiple Outlook profiles Availability of Update, Rebuild, and Compact options Editing attachments Understanding status information Enabling/disabling EMC SourceOne Offline Access Restoring shortcut items when you copy or move them Customizing cache settings Specifying server settings Specifying user notifications Deleting items from the archive Specifying troubleshooting options for EMC Support Updating your cache Freeing unused space in the cache (compacting cache) Hiding the status icon Showing the status icon About stopping the Offline Access Agent Using Offline Access with S/MIME encrypted and signed messages Troubleshooting EMC SourceOne Offline Access 7.2 User Guide

11 Offline Access with Outlook 2010/2013 The following Offline Access options that are available with Outlook 2007 are not available with Outlook 2010/2013. Restore on Copy Restore on Move Starting EMC SourceOne Offline Access Displaying the online help EMC SourceOne Offline Access starts automatically when you start Outlook. If you disable Offline Access, it does not start until you enable it. Follow these steps to display online help for EMC SourceOne Offline Access. 1. Right-click the Offline Access status icon in the system tool tray. Note: The appearance of the icon changes to indicates status (as described in Understanding status information on page 14). Figure 1 Status icons 2. Select Help from the right-click menu. The online help appears in a new window. Figure 2 Status icon for the right-click menu Offline Access with Outlook 2010/

12 About Offline Access modes Offline Access can run in the following modes. Caching items: The Cache items that option is set to either All items or Have attachments. Items are cached on your hard drive. You can preview and open shortcut items in Outlook. Shortcut items are opened from your cache. The Update, Rebuild, and Compact options are available on the status icon s right-click menu and on the EMC SourceOne tab in Outlook. Not caching items: About delegate access The Cache items that option is set to Don t cache any items. Items are not cached on your hard drive. You can preview and open shortcut items in Outlook. The Update, Rebuild, and Compact options are disabled on the status icon s right-click menu and on the EMC SourceOne tab in Outlook. To specify the mode, use the Cache items that option. To open (resolve) shortcuts in a delegate mailbox, EMC recommends that you have Editor permission on the delegate mailbox, instead of Reviewer permission. You can configure Reviewer permission to grant limited functionality. For example, some shortcut content such as inline images or attachments are not retrievable with Reviewer permission. Editor permission provides the ability to obtain full Offline Access delegate functionality. To retrieve shortcut items from a shared mailbox, you must have delegate access to that mailbox. For information on setting delegate permissions, consult the documentation for your mail client. Behavior of Offline Access with multiple Outlook profiles When configuring Offline Access with multiple Outlook profiles, consider the following behavior. Offline Access creates only one cache for the default Outlook profile. Offline Access works in non-caching mode for all other Outlook profiles. If you log in to Outlook using the default profile, then Offline Access builds a cache for that profile. 12 EMC SourceOne Offline Access 7.2 User Guide

13 If you log in to Outlook using a profile other than the default profile, then: Offline Access does not cache anything. The Offline Access Agent runs with limited functionality. The Compact, Update, and Rebuild options are not available. Offline Access only synchronizes against the default profile, not other profiles. If you have an existing cache that was built under the default Outlook profile, and then you change your default profile, a prompt appears. Figure 3 Offline Access profile change Perform one of the following steps: Click Yes to delete the existing cache that was built for the previous default Outlook profile, and to build a new cache for the new default profile. Click No to keep the existing cache. Offline Access will neither add anything to the existing cache, nor build a new cache for the new default profile. Availability of Update, Rebuild, and Compact options The Update, Rebuild, and Compact options are mutually exclusive. If an Update (synchronization) is in progress, then: The Compact and Rebuild options on the status icon s Ctrl-right-click menu are disabled. Editing attachments In Outlook, the Rebuild Cache and Compact Now buttons on the EMC SourceOne tab > Support Information page are disabled. The Compact Now button is disabled when there is no Offline Access cache. Offline Access does not support editing attachments associated with a shortcut message. Any changes made to an attachment of a shortcut message are lost. You must restore the original message before editing the attachment. Availability of Update, Rebuild, and Compact options 13

14 Understanding status information EMC SourceOne Offline Access displays status information in several ways outlined in this section. Icons in the system tool tray. Mouse-over text. Dialog box indicating status of item retrieval. Understanding status icons By default, the Offline Access icon is not displayed in Windows 7. This table describes the status icons that can appear in the system tool tray. Table 1 Status icons Icon Status Description Disabled EMC SourceOne Offline Access is disabled. Offline/Error Busy/Synchronizing Connected/Steady State An operational error occurred, for example: EMC SourceOne Offline Access cannot complete an update. EMC SourceOne Offline Access should be able to connect to the EMC SourceOne server, but cannot connect. Contact your system administrator. Ensure that your server settings are correct. Indicates that EMC SourceOne Offline Access is communicating with the server (for example, restoring a shortcut or updating). Indicates that EMC SourceOne Offline Access is running and has a working connection to the server. The icons are listed in order of precedence from top to bottom. If a state higher in the list is set, then the states lower in the list have no effect on the icon. For example, if Offline Access is disabled the connection status has no effect on the icon; only the higher status icon (Disabled) displays. Displaying the Offline Access icon in Windows 7 By default in Windows 7, the Offline Access icon is not displayed in the system tool tray. Windows 7 automatically sets the icon to Only show notifications. Perform the following steps to display the Offline Access icon, in Windows Select All Control Panel Items > Notification Area Icons. 2. Set the EMC Offline Access Agent behavior to Show icon and notifications. 14 EMC SourceOne Offline Access 7.2 User Guide

15 Figure 4 Displaying Offline Access icon in Windows 7 3. Click OK. Understanding mouse-over help text In addition to the information indicated by the status icon, help text appears when you move the mouse over the status icon or the system tool tray. For example, when you update your cache, the mouse-over help text indicates the progress of the update: EMC SourceOne Offline Access is updating the local cache Step 1 of 5: Examining mailbox item #... Step 2 of 5: Removing deleted items from the cache... Step 3 of 5: Determining items to cache... Step 4 of 5: Adding newest items to the cache - #% complete... Waiting for retrieval of contents Step 5 of 5: Filling the cache to size, item #... If an item is taking some time to retrieve, such as shortcut item with an attachment that has not been cached locally, a Requesting Item dialog box appears. Perform one of the following: If you do not want to wait for the item to be retrieved, click Cancel. If you want to wait for the item to be retrieved, do not click Cancel. If you select several items to copy or move that are not in the cache and are being retrieved, and if you click Cancel in the Requesting Item dialog box, then the entire copy or move operation is cancelled. No items are copied or moved. Understanding status information 15

16 Item cannot be retrieved If an item cannot be retrieved, such as an archived attachment associated with the selected item, then the Item Retrieval dialog box appears. Perform one of the following tasks. Click Cancel to cancel the item retrieval. Click Try Again to try to retrieve the item again. Click Continue to ignore the retrieval attempt. If the item has an attachment, then the item will open without the attachment. Consider the following: If you click another item and then click again the item you want, then the item you want is retrieved. If Outlook displays the name of an archived attachment with the extension.html appended to the original extension (for example, Instructions.doc.html), consult your system administrator. Enabling/disabling EMC SourceOne Offline Access Disabling EMC SourceOne Offline Access This section describes enabling and disabling EMC SourceOne Offline Access. By default, EMC SourceOne Offline Access is enabled. If your system administrator has not set a group policy, then you can disable EMC SourceOne Offline Access from the status icon or from the EMC SourceOne tab in Outlook. Method 1: Status icon Perform the following steps to disable EMC SourceOne Offline Access through the status icon. Method 2: EMC SourceOne tab 1. Right-click the status icon in the system tool tray. 2. Select Enable Offline Access to disable it. Perform the following steps to disable EMC SourceOne Offline Access through the EMC SourceOne Tab. 1. To access the EMC SourceOne tab, perform one of the following: In Outlook 2007, select Tools > Options. In Outlook 2010/2013, select File > Options > Add-ins > Add-ins Options. 16 EMC SourceOne Offline Access 7.2 User Guide

17 2. Clear the Enable Offline Access checkbox. Figure 5 Offline Access disabled 3. Click OK. Note: The status icon in the system tool tray is still displayed after you disable Offline Access. Enabling EMC SourceOne Offline Access If your system administrator has not set a group policy, then you can enable EMC SourceOne Offline Access from the status icon or from the EMC SourceOne tab in Outlook. Method 1: Status icon Perform the following steps to enable EMC SourceOne Offline Access through the status icon. Method 2: EMC SourceOne tab 1. Right-click the status icon in the system tool tray. 2. Select Enable Offline Access. Perform the following steps to access the EMC SourceOne tab. 1. Perform one of the following steps: In Outlook 2007, select Tools > Options. In Outlook 2010/2013, select File > Options > Add-ins > Add-ins Options. Enabling/disabling EMC SourceOne Offline Access 17

18 2. Select Enable Offline Access. 3. Click OK. Restoring shortcut items when you copy or move them If your system administrator has not set a group policy, then you can control whether or not to restore shortcut items when you copy or move them by using the Restore On Copy/Restore On Move options. Note: The Restore On Copy/Move options are available when you use Offline Access with Outlook 2007, and are enabled by default. These options are not available when you use Offline Access with Outlook 2010/2013. Considerations and limitations for restoring shortcut items Other factors also affect the restoration of shortcut items during a copy/move. In Outlook 2007 Sometimes shortcut items are restored even when the Restore On Copy/Restore On Move options are disabled in Offline Access with Outlook The state of the reading pane in Outlook affects the copy/move of a shortcut item from one folder to another in the same mailbox: If the reading pane is on, then the shortcut item is restored. When an item is selected with the reading pane on, the item is restored in the background. When the selected item is copied or moved, it is already restored. If multiple items are selected and copied or moved, only the selected item that is displayed in the reading pane is restored. All others remain as shortcuts. If the reading pane is off, then the Restore settings are used. Certain copy methods restore shortcuts even when Restore On Copy is disabled for Offline Access with Outlook When Restore on Copy is disabled in Offline Access, and when the Outlook preview pane is on, the following copy methods restore shortcuts to the destination location: Right-click drag and copy Select Edit > Copy To Folder The problem occurs on only the selected message that is being viewed in the preview pane. All other selected messages will be copied as shortcuts. The problem occurs because Outlook takes the resolved content associated with the preview pane and pastes it into the destination folder. 18 EMC SourceOne Offline Access 7.2 User Guide

19 To workaround this issue, when Restore On Copy is disabled in Offline Access, use the following methods to copy the shortcut correctly to the destination location without restoring the shortcut: Select Edit > Copy and then select Edit > Paste. Press Ctrl-C and Ctrl-V. Shortcut items are restored when they are copied to Calendar, Contacts, Tasks, Notes, or Journal in Outlook. When shortcut items are copied or moved to the filesystems, their content is not restored but remains as shortcuts. However, Offline Access restores the shortcut items if you attempt to view the shortcut on desktop when Offline Access is running. In Outlook 2007, 2010, 2013 In Outlook 2007,2010, and 2013, consider the following usage methods. Always copy/move shortcut stubs in Outlook 2010/2013. Copy/move shortcut stubs in Outlook 2007 even when "Restore On Copy/Move" options are enabled. Problem In Outlook 2010/2013, and when "Restore on Copy/Move" options are enabled in Offline Access with Outlook 2007, and when you copy or move in-store shortcuts to an out-of-store destination (for example, to a PST or to a Public Folder), the following copy methods result in shortcut stubs in the destination instead of the restored message: Select Edit > Copy To Select Edit > Move To The shortcut stubs in the out-of-store destination cannot be restored. Workaround In Outlook 2010/2013, and when "Restore On Copy/Move" options are enabled in Offline Access with Outlook 2007, the following methods result in correctly restored messages in the out-of-store destination: Press Ctrl-C and Ctrl-V Drag and drop Other considerations Review the following considerations. With Outlook 2007, if you are copying or moving shortcut items to a mail store that is not your default mailbox (such as a PST file, a Public Folder, or a delegate mailbox), then enable the restoration of shortcut items on copy/move. With Outlook 2010/2013, if Offline Access detects that the shortcut is being moved to the same store, for example, MyPST to MyPST, then the shortcut is not restored. If Offline Access detects that the copy/move is to another store, for example, Mailbox to MyPST, then the shortcut is restored. Restoring shortcut items when you copy or move them 19

20 With Outlook 2007 only, do not copy or move entire folders to an external item store, such as a PST or a Public Folder. Instead, select all items in the folder, and then copy or move them to a folder in the external item store. This limitation does not apply to Outlook 2010/2013. When shortcut items are copied or moved to the filesystems, their content is not restored but remains as shortcuts. However, Offline Access restores the shortcut items if you attempt to view the shortcut on desktop when Offline Access is running. Considerations when moving shortcuts with attachments If you enable the Restore On Move option, and move shortcut items with attachments to another folder in Outlook, then the item and the archived attachments will be restored from the local cache back into Outlook. If you move many shortcut items simultaneously, then Outlook synchronizes all the attachments back to the Exchange mail server, which could cause performance problems and increase the size of your mailbox. Note: If you need to move and restore many shortcut items to different folders, disable Offline Access first, and then move the items. After moving the items, enable Offline Access. Disabling restoration of shortcut items on copy/move The Restore On Copy/Move options in Offline Access are available when you use Offline Access with Outlook These options are not available in Offline Access when you use Offline Access with Outlook 2010/2013. To disable the restoration of shortcut items when you copy or move them, you can use one of the following methods: Status icon The EMC SourceOne tab in Outlook. Method 1: Status icon Perform the following steps to disable EMC SourceOne Offline Access through the status icon. Method 2: EMC SourceOne tab 1. Right-click the status icon in the system tool tray. 2. Select one or both of the following options on the menu to disable them. Restore On Copy Restore On Move Perform the following steps to disable EMC SourceOne Offline Access through the EMC SourceOne tab. 1. In Outlook 2007, select Tools > Options. 2. In the Options dialog box, click the EMC SourceOne tab. 20 EMC SourceOne Offline Access 7.2 User Guide

21 3. Clear one or both of the following checkboxes: Restore on copy Restore on move 4. Click OK. Enabling restoration of shortcut items on copy/move The Restore On Copy/Move options are available when you use Offline Access with Outlook These options are not available when you use Offline Access with Outlook 2010/2013. To enable the restoration of shortcut items when you copy or move them, you can use the one of the following methods: Status icon EMC SourceOne tab Method 1: Status icon Perform the following steps to enable EMC SourceOne Offline Access through the status icon. Method 2: EMC SourceOne tab 1. Right-click the status icon in the system tool tray. 2. Select one or both of the following options on the menu: Restore On Copy Restore On Move Perform the following steps to enable EMC SourceOne Offline Access through the EMC SourceOne tab. 1. In Outlook 2007, select Tools > Options. 2. In the Options dialog box, click the EMC SourceOne tab. 3. Select one or both of the following checkboxes, as appropriate: Restore on copy Restore on move 4. Click OK. Restoring shortcut items when you copy or move them 21

22 Customizing cache settings If your system administrator has not set a group policy, then you can customize cache settings. Perform the following steps to customize your cache settings. 1. To access the EMC SourceOne tab: In Outlook 2007, select Tools > Options. In Outlook 2010/2013, select File > Options > Add-ins > Add-ins Options. Use the Cache Management area to manage your cache. Figure 6 Cache management 2. In the Don t cache items older than field: Select the retention period for items in your cache. Note: When the default MAPI profile that Offline Access uses has the Exchange cache mode turned off, the Don't cache items older than list box is blank because Offline Access cannot leverage the local Outlook cache. Select Outlook Offline Setting to set the SourceOne Offline Access cache period to the same value that was set for the Outlook cache mode period. Note: The Outlook Offline Setting option is only available on Outlook EMC SourceOne Offline Access 7.2 User Guide

23 Note: If you cache items, and then change Don't cache items older than to a smaller value, the cache will retain items that do not meet the new criteria even after the next synchronization. For example, assume you cached items using a Don t cache messages older than value of 5 years. Your cache contains items that are up to 5 years old. Then you change the Don t cache items older than value to 2 months. The items that are older than 2 months will remain in the cache after the next synchronization. To clear the cache of items that no longer meet the new criteria, rebuild the cache. 3. In the Cache maximum size (MB) field, specify the amount of disk space to allocate to your cache. The range of valid values is 50 MB to MB (32 GB). The default is 20% of the free space on your disk. If 20% of available disk space is less than 50MB, then the default is set to 50 MB. Consider the following: The maximum cache size that you specify is a target for the synchronization process. The cache size displayed in the Support Information dialog box (EMC SourceOne > Support) can exceed the specified maximum cache size by several percentage points. The cache may exceed the maximum size temporarily before the next synchronization. For example, if your cache reaches the maximum size and then you open some shortcut items, then the cache will exceed the maximum size. If you decrease the Cache maximum size value, the size of the cache does not decrease after the next synchronization. You can use the Compact option after synchronization to free up unused space in the cache. 4. Click Cache Settings. The Cache Settings dialog box appears. Figure 7 Cache Settings a. The Current Location field displays the location of your cache. To change the location: a. Click Select new. b. In the Browse for Folder dialog box, select a location and then click OK. Consider the following: Do not specify any of the following folders as the cache location: C:\Windows, C:\WinNT, C:\InetPub, C:\Program Files. Customizing cache settings 23

24 Do not specify any folder that contains other files. Do not store other files in the cache directory. The cache directory is removed when Offline Access is uninstalled. Figure 8 Browse for Folder The Change Database Location dialog box appears. Figure 9 Change Database Location warning b. Perform one of the following: a. Click Yes to confirm the location change. b. Click No to cancel the location change. Note: If you click Yes, you must restart Outlook. c. To specify how often to update (resynchronize) your cache with your mailbox, edit the Update frequency (minutes) field: Values must be in the range The default value is 1440 minutes (24 hours). Note: The change takes effect after the next Update. d. In the Cache items that field, perform one of the following steps to specify what to cache: a. To cache items that have attachments, select Have attachments. b. To cache all items, select All items (default). c. To not cache any items, select Don t cache any items. 24 EMC SourceOne Offline Access 7.2 User Guide

25 If you have an existing cache and you enable the Don t cache any items option, a prompt displays. Figure 10 Prompt to delete cache Specifying server settings To delete the cache, click Yes. The cache is deleted the next time Outlook starts. To keep the existing cache, click No. e. In the Cache items that are older than (days) field, specify the age of items to cache, in days: The maximum value is 999 days (2.7 years). The default is 30 days. Note: The Cache items that are older than (days) value must be less than the Don t cache items older than value. f. Click OK to close the Cache Settings dialog box. 5. Perform one of the following steps: Click Apply to save your changes and to keep the Options dialog box open for further editing. Click OK to save your changes and to close the Options dialog box. If your system administrator has not set a group policy, then you can specify server settings. Perform the following steps to specify server settings. 1. To access the EMC SourceOne tab, perform one of the following: In Outlook 2007, select Tools > Options. In Outlook 2010/2013, select File > Options > Add-ins > Add-ins Options. 2. In the Server Settings area, click Server Settings. The Server Settings dialog box appears. Specifying server settings 25

26 3. For Archive Server Type, select EMC SourceOne. Figure 11 EMC SourceOne Server Settings 4. In the Server Settings area: a. In the Real-time item retrieval server field, specify the fully qualified name of the EMC SourceOne server that is hosting the Document Management Service. b. In the Real-time item retrieval server: Port field, specify the primary port of the EMC SourceOne server that is hosting the Document Management Service. The default value is The real-time item retrieval server and port must be specified so that items can be retrieved by the Offline Access Extension. c. In the Synchronization (backfill) server field, specify the fully qualified name of the EMC SourceOne server that is hosting the Document Management Service. d. In the Synchronization (backfill) server: Port field, specify the secondary port of the EMC SourceOne server that is hosting the Document Management Service. The default value is The synchronization (backfill) server and port must be specified so that the Offline Access Agent can populate your Offline Access cache. Consider the following: If you specify the same EMC SourceOne server for both ports, do not specify port 8001 for the synchronization (backfill) port. Port 8001 is also used by other EMC SourceOne clients (OWA, Outlook, EMC SourceOne Search, EMC SourceOne Discovery Manager) for item retrieval. If you specify port 8001 for synchronization (backfill), then the backfilling process for Offline Access could negatively affect item retrieval by other clients. 26 EMC SourceOne Offline Access 7.2 User Guide

27 5. To test server connectivity: a. Click OK to save your changes to the Server Settings dialog box. b. In the EMC SourceOne tab of the Options dialog box, click Server Settings. c. In the Server Settings dialog box, click Test Server Settings. d. In the Test Connections dialog box, click Begin Test. The Status column indicates the connection status to each server setting. e. Click Close to close the Test Connections dialog box. Figure 12 TCP Test Connections 6. If required, repeat steps 4 and 5 to edit and test server connections. 7. Click OK to save your changes and to close the Server Settings dialog box. 8. Perform one of the following steps: Specifying user notifications Click Apply to save your changes and to keep the dialog box open for further editing. Click OK to save your changes and to close the Options dialog box. If your system administrator has not set a group policy, then you can specify notifications. Perform the following steps to specify the notifications that you want to receive. 1. To access the EMC SourceOne tab, done of the following steps: In Outlook 2007, select Tools > Options. In Outlook 2010/2013, select File > Options > Add-ins > Add-ins Options. 2. In the User notifications area, click Notifications. 3. In the Notifications dialog box, specify the time delay that should take place before the Requesting Item (Cancel) dialog box appears. Note: The default is 2 seconds for the When retrieving items, show Cancel dialog after _ seconds field. Specifying user notifications 27

28 Figure 13 Notifications 4. Click OK to close the Notifications dialog box. 5. To toggle the display of the Offline Access status icon in the tool tray. 6. Perform one of the following steps: Click Apply to save your changes and to keep the dialog box open for further editing. Click OK to save your changes and to close the dialog box. Deleting items from the archive If you have EMC SourceOne Offline Access installed and if the SourceOne administrator enabled the User Delete feature, you can delete an archived item when you delete the corresponding mail item from your Outlook mailbox. If you do not want to delete the mail item from the archive through the mail client, perform one of the following steps: Move the mail item from the Deleted Items folder to another mailbox folder, then delete the item again by deleting it from the archive. Use SourceOne Search to delete the mail item from the archive. Prerequisites for User Delete Consider the following prerequisites for User Delete. For Microsoft Outlook, EMC SourceOne Offline Access is installed. The User Delete feature is enabled by the SourceOne administrator. 28 EMC SourceOne Offline Access 7.2 User Guide

29 Considerations and limitations for User Delete Review the following considerations and limitations for User Delete. User Delete does not support: Delegate deletions (the ability for a delegate to remove a delegator s archive content). PST deletions (removing the archive content by deleting archived items within PSTs). Public folder deletions (removing the archive content by deleting the archived items within public folders). Implicit deletions through rules, out-of-store moves and so on. Items restored from the Deleted Items folder cannot be re-archived unless the Reprocess items option is specified on a subsequent Historical Archive activity. Some deletion scenarios can lead to orphaned shortcut items: Deleting a shortcut item along with its archive copy, and then restoring the shortcut from the Deleted Items folder causes the shortcut item to be orphaned. Offline Access cache copy can be deleted depending on the restore operation and Offline Access cache update. Deleting one of the multiple mailbox copies of a shortcut item, and later deleting the archive copy causes the remaining copies to be orphaned. Offline Access cache copy cannot be deleted. User Delete operates only on archived items. Deletion of mailbox items that do not have the ES1 MsgID property is ignored. Journaled-only items are not eligible for User Delete activity; Historical Archive processing is required. Actions taken at the Confirm Archive Delete prompt affect only archived content. By design: User Delete does not intervene in mailbox deletions. Both soft deletions and hard deletions are monitored: Soft deletions delete actions resulting in messages being moved to the Deleted Items folder. Hard deletions Shift+Delete actions that bypass the Deleted Items folder. Deletions from the Deleted Items folder are ignored. In Outlook 2007, EMC SourceOne does not support the deletion of archived content when an Outlook folder is deleted. This behavior is due to a Microsoft defect within the Exchange client Extension and Outlook See the following Microsoft Knowledge base article for more information. Deleting items from the archive 29

30 You must first delete the items from the Outlook folder that you want to be deleted from the archive. Then, delete the Outlook folder. In Outlook 2010/2013, by design, the User Delete feature in Offline Access ignore deletes performed with the Reply and Delete quick step. Supported delete operations User Delete behavior depends on the version of Outlook, as described in this table. Table 2 User Delete behavior in versions of Outlook Features Outlook 2007 Outlook 2010 or 2013 Drag and drop to Deleted Items folder Not supported Supported Deletion of Appointment types Not supported Supported Explicit deletions from the list pane Supported Supported Deletions from To-Do Bar Not Supported Not Supported Deletion of items in an Inspector window Supported Supported Deletion of items by deleting the parent Outlook folder Not supported in Outlook 2007 Supported Comparing explicit deletes with implicit deletes User Delete supports only explicit deletes performed by using any of the following methods. Delete key or Shift+Delete Delete button on the Outlook ribbon Delete option on the right-click menu Implicit deletes are ignored. Implicit deletes are performed through Move operations to the Deleted Items folder or any out-of-store folder. Comparing soft deletes with hard deletes User Delete monitors soft and hard deletes. Soft deletes, where your actions result in mail items are moved to the Deleted Items folder. Hard deletes, where you press the Shift+Delete key to bypass the Deleted Items folder. Deletions from the Deleted Items folder and deletions made by using the Empty Deleted Items Folder action are ignored because you were already prompted to delete archive copies of mail items. You can restore mail items later from the Deleted Items folder to other folders in the mailbox after you have deleted archived copies. Such mail items are not eligible for re-archiving. 30 EMC SourceOne Offline Access 7.2 User Guide

31 Selecting mail items to delete Perform the following steps to select mail items to delete. 1. In Outlook, select the mail items that you want to delete. 2. Perform one of the following steps: a. Select Edit > Delete in Outlook. b. Move the selected mail items to the Deleted Items folder in Outlook. If at least one of the selected mail items exists in the archive, then the Confirm Archive Delete dialog box is opened. The dialog box displays information about the selected mail item such as subject, size, received date, and the mailbox folder in which the mail item resides. Note: The User Delete feature does not support appointment types in Outlook However, appointment types in Outlook 2010/2013 are supported. Figure 14 Confirm Archive Delete in Microsoft Outlook 3. Click one of the following buttons. Table 3 Confirm Archive Delete buttons Button Yes Yes to All No No to All Description Deletes the selected mail item from the archive. After you click Yes, the prompt is updated to display the name of the next selected mail item in the list. Deletes all selected mail items from the archive. Does not delete the selected mail item from the archive. After you click No, the prompt is updated to display the name of the next selected mail item in the list. Does not delete any of the selected mail item from the archive. If you click Yes or Yes to All, then delete requests are created in your mailbox. If you click No or the No to All, then the mail items are not deleted from the archive. 4. If you select the Perform this action without prompting for all future deletions checkbox, the Confirm dialog box is opened. Deleting items from the archive 31

32 Figure 15 Confirm dialog box in Microsoft Outlook Click one of the following buttons. Table 4 Confirm buttons Button Yes No Description The action selected in the Confirm Archive Delete dialog box becomes the default behavior of the Delete action in Outlook. The Confirm Archive Delete dialog box does not display for future deletes. The default behavior of the Delete action in Outlook is unchanged. The Confirm Archive Delete dialog box is displayed for future deletes. For Microsoft Outlook, user preferences are stored in the Registry and in the Notifications dialog box. 5. If you change your mind after clicking No/No to All in the Confirm Archive Delete prompt and want to delete the mail items from the archive that now reside in the Deleted Items folder: a. Move the mail items from the Deleted Items folder to another mailbox folder. b. Alternatively, you can delete the items through SourceOne Search. 32 EMC SourceOne Offline Access 7.2 User Guide

33 Enabling/disabling the delete prompt in the Notifications dialog box Perform the following steps to enable or disable the archive delete prompt. 1. In Outlook, select Tools > Options > EMC SourceOne. 2. Click the Notifications button. 3. In the Notifications dialog box, perform one of the following steps: To enable the prompt, select the Prompt to delete archive copies on deletion of mailbox items checkbox. This checkbox is selected by default. To disable the prompt, clear the Prompt to delete archive copies on deletion of mailbox items checkbox. Figure 16 Prompt to delete archive copies option 4. Click OK. Specifying troubleshooting options for EMC Support Perform the following steps to specify options used by EMC Support for troubleshooting. 1. To access the EMC SourceOne tab, perform one of the following steps: In Outlook 2007, select Tools > Options. In Outlook 2010/2013, select File > Options > Add-ins > Add-ins Options. 2. In the Support information area, click Support. The Support Information dialog box displays information about the cache: The date on which the cache was last updated. Cache size, in MB. Note: To see the correct cache size after compacting the cache, you must close and then reopen the Options dialog box. Specifying troubleshooting options for EMC Support 33

34 The number of items in the cache. Figure 17 Support Information Note: If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Rebuild Cache and Compact Now options are not available. 3. To configure troubleshooting options, refer to the following sections. 4. To compact the cache, see Freeing unused space in the cache (compacting cache) on page Click OK to close the Support Information dialog box. 6. Perform one of the following: Click Apply to save your changes. Click OK to save your changes and to close the Options dialog box. Rebuilding the cache Perform the following steps to empty the cache and repopulate it with items. 1. Perform one of the following steps: Open the Support Information dialog box, then click Rebuild cache. Press Ctrl while right-clicking the Offline Access status icon, then select Rebuild from the menu. 2. Click OK. All the cached content (files that contain the shortcut item store) will be deleted. The status icon in the tool tray displays an item stating that Offline Access is waiting for Outlook to be shut down. The cache is rebuilt the next time you start Outlook. 34 EMC SourceOne Offline Access 7.2 User Guide

35 Note: If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Rebuild Cache and Rebuild options are not available. Configuring logging To enable logging, you must have Write permission on the Logs directory. By default, the user has Write permission on this location. Administrator privileges are not needed because Offline Access logs to a directory in the user space. Specifying logging level Perform the following steps to specify the logging level. Enabling/disabling logging 1. Open the Support Information dialog box. 2. Select an option in the Logging Level field. By default, logging is disabled (set to None). After you configure the logging level, enable or disable logging perform the following steps. 1. Press Ctrl while right-clicking the Offline Access status icon. A check mark next to Enable Logging indicates that logging is already enabled. No check mark indicates that logging is disabled. 2. Select Enable Logging to toggle logging on or off. Note: When the logs are no longer needed, turn off logging. If you do not turn logging off, the logs continue to grow and consume disk space. Default logs directory For Windows XP, the default logs directory is listed below. C:\Documents and Settings\user\Local Settings\Application Data\EMC\ For Windows Vista and Windows 7, the default logs directory is: C:\Users\user\AppData\Local Log files If logging is enabled, then several log files are created and listed below. OfflineAccessAgent.log OfflineAccessConfig.log OfflineAccessExtension.log Created only when Offline Access is used with Outlook OfflineAccessAddIn.log Created only when Offline Access is used with Outlook 2010/2013. Specifying troubleshooting options for EMC Support 35

36 Updating your cache If you have read permission on the logs directory, you can view log files with any application that displays text files. For more information, refer to EMC SourceOne Administration Guide. When you are connected to the network and Outlook is running, you can update (synchronize) your Offline Access cache with the server. Even if you are not connected to the network, Offline Access still performs cache updates. Offline Access pre-caches items from the OST file into the cache. Note: If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Update and Cancel Update options are not available. Perform the following steps to update your cache. 1. Right-click the status icon in the system tool tray. 2. Select Update from the menu. While the update is occurring, the system tool tray displays the Busy icon. Figure 18 Busy Icon 3. To see how updating has progressed, move the mouse over the Busy icon. 4. To cancel the update: a. Right-click the status icon in the system tool tray. b. Select Cancel Update from the menu. When updating completes successfully, the system tool tray displays the Connected/Steady State icon. Figure 19 Connected/Steady State Icon Note: If you close Outlook while Offline Access is updating the cache, then the update resumes when you restart Outlook. 36 EMC SourceOne Offline Access 7.2 User Guide

37 Freeing unused space in the cache (compacting cache) Compacting your cache does not compact or compress your data. If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Compact Now and Compact options are not available. Perform the following steps to free unused space from your cache. 1. Perform one of the following steps: Open the Support Information dialog box and then click Compact Now. Press Ctrl while right-clicking the Offline Access status icon and then select Compact from the menu. A warning displays. Hiding the status icon Method 1: Shortcut menu Figure 20 Compact warning 2. Perform one of the following steps: To confirm the compact, click Yes. To cancel the compact, click No. If you click Yes: The status icon in the tool tray displays the following message: EMC SourceOne Offline Access is compacting the cache. Outlook continues to run until the compact is complete. While your cache is being compacted, the Update and Rebuild options on the right-click menu are disabled. These two options are available again after your cache is compacted. If your system administrator has not set a group policy, then you can hide the status icon. To hide the status icon in the system tool tray, use one of the following methods. Follow this step to use the shortcut menu to hide the status icon. 1. Right-click the status icon in the system tool tray. 2. Select Hide this icon. Your current state is saved, to be restored when you start EMC Offline Access again. Freeing unused space in the cache (compacting cache) 37