Archiving. Mimecast Training. Student Workbook V 2.3

Transcription

1 Archiving Mimecast Training Student Workbook V 2.3

2 2014 by Mimecast Services Ltd. The information posted in this guide is for use by Mimecast customers only. Use of the guide is governed by the terms contained in the user s agreement with Mimecast. Information in this guide is subject to change without notice. The Mimecast name and logo are owned by Mimecast Services Ltd and its affiliates. All other names and marks are the property of their respective owners. 2

3 Table of Contents Chapter 1: Mimecast... 4 Chapter 2: Archiving information... 6 Chapter 3: Mimecast Retention... 7 Chapter 4: Accepted Chapter 5: Logs Chapter 6: Archive Chapter 7: Smart Tags Chapter 8: ediscovery Cases Chapter 9: Mimecast Personal Portal Chapter 10: Mimecast for Outlook Chapter 11: Mimecast Mobile Services Chapter 12: Mimecast File Archive Appendix: Knowledge Base and Resources

4 Chapter 1: Mimecast What is Mimecast? Mimecast delivers Cloud-based management services, including Security, Archiving and Continuity. By unifying disparate and fragmented environments into one holistic solution that is always available from the Cloud, Mimecast minimizes risk and reduces cost and complexity, while providing total end-to-end control of . Founded in the United Kingdom in 2003, Mimecast serves thousands of customers worldwide and has offices in Europe, North America, Africa, and the Channel Islands. Data Center architecture Mimecast infrastructure consists of two geographically dispersed data centers in each physical location. This provides not only load balancing of all processing and archiving, but also provides DR coverage in the event of a natural disaster. The Mimecast architecture is made up of layers of servers based on functionality: Processing Layer, Scanning Layer and the Archiving Layer. For this session, we are going to concentrate on the Archiving layer The Processing layer is the layer which makes up our customer front-end clusters. So for example, your account may reside on service37-us and 38-us; which together make up a front end cluster. The processing layer is responsible for the security and reputation checks, which are coupled with the Mimecast Mail Transfer Agent (MTA). Other activities performed at this layer include Policy application. Once reputation checks and the relevant Policies have been applied, the processing layer hands the over to the scanning engines. The scanning servers run multiple technologies concerned with the scanning of s and attachments looking for spam, viruses and malware. If the passes the scanning process and no virus is detected, the message will be moved to the Storage or Archiving Layer. It is as this stage that the is archived and indexed for searching capabilities. Storage infrastructure is a key element of the Mimecast Grid. As outlined above, this is supported by triple redundancy - data is continuously replicated to primary, secondary and tertiary storage nodes at one location and then again at multiple geographic locations. This process protects data to such a degree that the Mimecast Grid is able to automatically heal and protect itself against data loss and corruption. The process is entirely proprietary and remains confidential to Mimecast. The use of continuous replication sets us apart from our competitors, most of whom only use a low level of mirroring or warm standby infrastructure - and that is a recipe for data loss in the event of an outage. 4

5 Software-as-a-Service (SaaS) Mimecast provides services from the internet, also referred to as the Cloud, delivered through a SaaS model. In simple terms, this means that Mimecast will handle your data in a secure way, and deliver it to your existing infrastructure. The benefit of this SaaS model is that it is always accessible, 100% of the time, and all you need is an internet connection to access your s. The SaaS solution is made available through two physically separate data centers. In the event of infrastructure outage, s will continue to flow to the alternative data center. This event is completely seamless, and ensures 100% Continuity. 5

6 Chapter 2: Archiving information When Mimecast is implemented for your organization, inbound s are routed through the Mimecast data centers to your environment, and similarly, outbound s are routed from your environment, through Mimecast, to the external recipients. As a result, all your inbound and outbound s are present in the Mimecast Archive. Capturing historical and internal s, as well as network and Cloud files, is also possible: Internal - Journaling Journaling is the process that allows Mimecast to retrieve internal s from our customer's environment, in order to provide a full archive of both internal and external s. Mimecast can archive journal messages via either SMTP or POP3. By configuring SMTP journaling, all internal s are captured from your Server, and then archived by pushing these s to Mimecast using the SMTP protocol. Historical - Ingestion Mimecast Data Ingestion Services (MDIS) is a professional data archival service that allows customers to add historical data to their Mimecast Archive. By default, Mimecast will archive all s it processes, however no prior to migrating to Mimecast will be available for Archive searches. By utilizing MDIS, all ingested data is fully indexed, compressed and encrypted, and available for searches within the Mimecast Archive. File Archive Mimecast File Archive is an add-on product to Unified Management (UEM) services. This add-on will allow Administrators and users to configure file locations that should be archived in Mimecast. Files are transferred to Mimecast, added as attachments to s, and then archived. These locations include: Network Shared Drives Home Drives Exercise: Confirm Journal Configuration 1) Review your Journaling Connection (if SMTP) a) Navigate to Services Journaling. b) Open the applicable journal connector. c) Review the Service Status results at the bottom of the page. 6

7 Chapter 3: Mimecast Retention Mimecast controls overall retention of s using the Maximum Retention Days setting as defined in your Account Settings. Account Settings Account Settings contain information about your Mimecast account, as well as some configurable settings. Archive retention period, licensed users and product bundle purchased are some of the elements available from this view, and delimit the parameters of the account. The maximum Retention setting is determined based on your Mimecast purchase order and is configured by Mimecast support during the implementation process. This setting controls the overall length of time that and file data is retained in your archive. Preservation Policies Content Preservation Policies enable you to decrease the retention period of particular messages to a value less than your Maximum Account Retention. Message content that matches a Content Preservation Policy will be purged from the Archive upon reaching the Preservation time specified in the Policy. Note: This Policy only affects the content of the , such as body and attachments. Metadata Preservation Policies allow you to limit the life of message metadata to a value less than your Account Retention. Metadata (which includes the header) is the associated information present within an message. Date and Time stamps, mail server information, From and To addresses, subject and the message-id all form part of the Metadata of the . Mimecast also retains additional Metadata information, such as the Policies applied to the message, delivery and rejection details, etc. Note: Preservation Policies cannot be configured with Everyone to Everyone as the FROM and TO variables. These Policies are designed to be used to reduce the retention period of s for a subset of users. Viewing Message Retention Message Retention is included within the metadata for each in the Mimecast Archive. This means that Administrators are able to open any in the Archive, and view the Retention Information for that specific . This can be used to determine: How long the will remain in the archive for Whether or not the has been assigned to any Policies that affect the retention of the e.g. Smart Tag or Folder Based Retention Policies 7

8 Exercise: Retention 1) Review specific settings a) Navigate to the Account menu. b) Select Settings. c) In the first menu section, Account Settings, confirm your company's Maximum Retention (days). Note: This setting is grayed out and can only be amended by Mimecast Support team. 2) Confirm your Global User Permissions a) Scroll down to the User Access and Permissions group. b) Expand this menu option, and confirm which override options are checked. 3) Complete your Contact information a) Scroll to the Account Contact menu section. b) Expand this menu option, and ensure that the contact information is correct. c) Click on the Save button at the top of the page to save your Settings (if changes were made to the contact information). 8

9 Chapter 4: Accepted Accepted s are messages that have not been Archived yet. s can remain in Accepted s from anything between 2 to 6 hours, and during this time, messages are compressed, encrypted, indexed and then moved to the Archive on the Mimecast Storage Grid. Alternatively, an may remain in Accepted s until it reaches its final state, which is either successful delivery or a confirmed failed delivery (or Bounce). A good example would be an that is in the Held Queue, and has therefore not been delivered to the intended recipient, or an that is in the Delivery Queue on retry. Once the is released from the Hold Queue, or the on retry has been successfully delivered, these s would have reached their final state, and will then be processed through the necessary steps to be Archived. Note: Accepted s are still trackable, and Administrators can access the metadata of the s to prove successful or failed delivery. Information is also provided showing the message components as well as all Policies applied. 9

10 Exercise: Confirm Delivery of Recent 1) Work with s in Accepted a) Send an outbound from your internal address. b) Navigate to the Gateway menu select Accepted . c) In the top search bar perform a basic search using either your address or the recipient's address. d) Highlight the result and review the information icons on the right e.g. direction of , size, date and time, and delivery status. 2) Confirm delivery for Accepted a) Following on from the exercise above: b) Click on the . c) Click on the View menu in the top taskbar, and select View Transmission Data. d) Review the Envelope Details section, especially taking note of the Transmission Event, as this shows how the was delivered. e) Review the information within the Remote Server Details section. Specifically, take note of the Receipt Acknowledgement, as this is the point during the SMTP conversation at which the next hop mail server has accepted the . f) Review the Transmission Information. This details the SMTP start and end time and size. g) Finally the last section shows the Transmission Components, showing the parts of the and if there are any attachments. 10

11 Chapter 5: Logs Event Logs The Event Log provides a comprehensive list of changes and events that have occurred within your Mimecast Account. The logs are immutable, and will be available for the length of the retention configured for the Mimecast account. The Event Log acts as an audit of all relevant Administrator, user and automatic activities within your Mimecast Account and provides monitoring and accountability. Below is a list of some of the event types that are captured: Users logged on, Login failures Account changes User Account changes (including password changes) New Policies, deleted Policies Any definition or Policy amendments Directory Synchronization Journal failures Folders being created, updated Archive Logs KBID1018 The Message Archive contains the communications for your organization within Mimecast. It is important, therefore, that a full log be kept of individuals with Administrative permissions that have performed searches in the Archive. The Search Logs lists all searches performed by Administrators, including those that have not been saved. Message View logs provide a full audit trail of all Administrator views of both the metadata and content of s in the Archive. 11

12 Chapter 6: Archive Archive Search Once s have been indexed, de-duplicated, compressed and encrypted, they are moved to the Mimecast storage grid and archived. The length of time s are retained is dependent on the Mimecast account retention settings. When an is archived, this includes both the content and the metadata associated with delivery and processing. Note: If File Archive services are being used, the files are uploaded to Mimecast and added as attachments to s, which are created during the upload process. Mimecast provides flexible and granular search options to ensure that the most accurate searches are performed. An Archive Search allows Administrators to perform a full search across all s (and file attachments) in the Archive, including ingested historical data. This can be used to assist in tracing s and troubleshooting delivery. Depending on their permissions, Administrators will either be able to view the metadata of the or view both the content and metadata. Elevated privileges also allow Administrators to forward s to internal users, or export s from the Mimecast platform Archive Searches can also be saved with their search parameters for repeated use. Saved Searches An Archive Search allows a Mimecast Administrator or end user to filter messages in the Mimecast Archive. The Search criteria used in the search can be retained for ease of use in future searches using a Saved Search. Note: It is also possible to save search parameters during a standard Archive Search by selecting the Save option, and giving the Search a description. Saved Searches have multiple uses, such as: to save search parameters which are frequently used as part of a Message Export for ediscovery Cases Exports Exports are required in the event that an Administrator (with sufficient permissions) would like to copy s from the Mimecast Archive. The s are exported in zipped EML format. Prior to exporting the s, a Saved Archive Search is required. Exports may be required for an Administrator that needs to rebuild a user s mailbox, to retrieve s based on a certain topic, or to simply store certain s on a local storage medium of their choice. Note: Users can retrieve s and files from the Archive using Mimecast Services for Outlook (Mimecast for Outlook) or Mobile services. 12

13 Chapter 7: Smart Tags Smart Tags allow an individual or group to view the contents of messages that they are not the sender or recipient of. Once permissions to a Smart Tag have been granted, these s can be viewed when logging on to the Mimecast Personal Portal (Mimecast Personal Portal), and can be searched through from Mimecast Services for Outlook (Mimecast for Outlook4). s can be assigned to Smart Tags in a number of ways: Smart Tag Policy - based on the route of traffic Content Examination Policy - based on words/phrases found in s ediscovery case multiple searches can be assigned to one ediscovery case. Using cases also allows for historic and new s to be included in the Smart Folder. This is the only method to capture historical s. Users are able to access the content of the (including file attachments) as well as forward the to additional recipients. Permissions to access Smart Tags can only be assigned by Administrators who are assigned to an appropriate Role. Note: Users are not able to modify or delete any of the s in the Smart Tags. Creating Smart Tags A four step process is followed when creating Smart Tags. Step Name Description 1 Group Create a Group which contains the addresses of the users that will access the Smart Tag 2 Smart Tag Create the Smart Tag folder 3 Permissions Assign the permissions to the Smart Tag for the Group created. Administrators must be assigned to the correct Role in order to assign Smart Tag permissions. 4 Assign s to Smart Tags Create the mail flow Policy (either a Smart Tag Assignment Policy or a Content Examination Policy), use ediscovery. Exercise: Smart Tags 1) Create a Group a) Navigate to Directories Groups. b) Create a new folder, and add an address to the folder by clicking on the Build drop down menu. Note: This address should be one that you have credentials for. This will allow you to test the Smart Folder policy created in exercises below. 2) Create a Smart Tag a) Navigate to Archive Smart Tags. b) Create a new folder. c) Click on the New Folder and type in an appropriate name in the Viewing smart tag field, hit the enter key. 13

14 3) Assign Permissions to a Smart Tag Note: This step requires an appropriate Administrator Role assignment. a) Select the Smart Tag created in step 4 above. b) Click the Permissions menu, and select Group Access. c) Use the Lookup button to locate and select the Group created in step 2 above. 4) Create a Smart Tag Policy a) Navigate to Gateway Policies Smart Tag Assignment. b) Create a new Policy. c) In the Policy Options section, select the Smart Tag created in step 4 above. d) Configure the From and To addresses appropriately. Note: Once the Policy is saved, s that match the From and To variables in this Policy will be tagged to display in the Smart Tag folder. Any users with appropriate permissions to access the Smart Tag will also be able to access the contents of the s in the Smart Tag folder. e) Click the Save and Exit button to create the Policy. 5) Add s to the Smart Tag a) Send test s that will match the Policy To and From variables, as configured in step 11 above. 6) Confirm that the s have been added to the Smart Tag a) Administrator Console i) Navigate to Archive Smart Tags. ii) Select the Smart Tag folder configured in the Policy in step 10 above. iii) The test s sent in step 14 above should display in the Smart Tag. b) Mimecast Personal Portal/Mimecast for Outlook i) Using one of the user tools, log in as the user address specified in the Group in step 2 above. ii) Access the Smart Tag folder to display the test s from step 13 above. Note: It is recommended that the Smart Tag Policy, the Smart Tag and the Group be removed once the exercise has been completed. 14

15 Chapter 8: ediscovery Cases ediscovery cases are similar to containers and allow Administrators to group multiple Archive Searches together in a single case, which can then be used for additional activities such as Retention Adjustments or Litigation Holds. The available search options include mailbox searches as well as detailed Archive searches. ediscovery cases are required for use with: Retention Adjustments - allow Administrators to adjust the retention of s in the Archive Litigation Hold - provides the ability to hold s in the Archive and exclude them from any retention or purge requests Smart Tag - allows an individual or group to view the contents of messages that they are not the sender or recipient of. By using ediscovery cases linked to Smart Tag, both historical as well as future s will be available for view Note: Smart Tag assignment using Content Examination or mail flow based Policies only includes future matches, but not historical ones. Managing ediscovery Cases Once searches have been saved to a case, they are displayed as shown in the image below: ediscovery cases can have a status of either Editable or Locked. A case will be locked once it has been assigned to a Litigation Hold, Retention Adjustment or Smart Tag. When locked, no new searches can be added, and existing searches cannot be amended. If the case status is Editable, a Manage Saved Searches option is available. This provides a list of all the searches assigned to the case giving additional information such as who created the search, whether it was saved, the time and date of the search and the basic search parameters. Right- Clicking on the search allows the Administrator to amend the search criteria, unlink or delete the saved search: As long as a case is editable, you can remove a saved search from an ediscovery Case (unlink Saved Search), however you cannot delete an ediscovery Case once it has been created. A Saved Searches Summary is also provided to show a list of all those searches assigned to the case. Note: A log of the searches performed for the Case is accessible from the Logs menu. 15

16 Exercise: ediscovery 1) Create a Case a) Navigate to Archive Cases. b) Create a new Discovery case by clicking on the New Discovery Case button. c) Add a Description and Notes, then save the Case. 2) Add Searches to a Case a) Open the Case. b) Click the Build Discovery Case menu button, and select Quick Basic Search. c) Provide a Search Description, and text to search for. d) Use the Lookup button to select the mailbox to search through. e) Use the From and To date buttons to set the date parameters, or leave as Eternal to include all historical and future s. f) Click the Search button to verify the search results. g) Click the Go Back button, then click the Save and Exit button to return to the case. h) Verify that the search has been added to the case. Click the Save and Exit button to save the case. 16

17 Retention Adjustments A Retention Adjustment allows Administrators to modify the expiry date for s in the Archive. When an is initially archived, its retention is based on the Maximum Retention setting in the Account Settings page. Administrators may need to change the amount of time the is retained, which can be modified using an Adjustment. The Adjustment can be configured to change the retention of s matching the ediscovery case, to either purge immediately or to purge s after a certain number of days. (This will also affect future s.) For security purposes, Administrators require permissions to create and approve the Retention Adjustment. Two Administrators are required - one to create a Retention Adjustment, and a second to approve the Adjustment. Elevated permissions are required to request and approve Retention Adjustments. Note: s that are purged from the Archive cannot be retrieved. A Retention Adjustment can only be applied to s contained within an ediscovery case. An Administrator would first need to create the ediscovery case, add the associated searches to the case, and then create the Retention Adjustment to apply to the case. Two options are available for the Adjustment Type. Reset Message Lifespan (based on sent date): All messages processed by Mimecast have a set lifespan according to your Mimecast Account Maximum Retention. You can reduce the lifespan of messages as required, by Entering the number of days in the Days Retention field. This is based on the sent date of the . Message Purge Request (Immediate Removal): This option allows you to instantly purge messages from the Archive. Once a message has been purged, it cannot be retrieved. As the purge is immediate, the Days Retention field is not available when this option is Selected. Only one ediscovery case can be Selected for each Retention Adjustment Request, and all the s within the ediscovery case will be affected. Once the ediscovery case has been Selected, it will be locked, which means that no further searches can be added to the case. Note: Retention Information for each message can be accessed in the Archive. Litigation Holds Litigation Holds allow Administrators to preserve s in the Mimecast Archive, ensuring that they are not affected by Retention Adjustments, a Folder Based Retention (FBR) task or a Preservation Policy. Messages are identified using an ediscovery case and then placed into a Litigation Hold. The date Selected for the hold will mean that all s included will not be purged from Mimecast until the Litigation Hold expires. 17

18 If your company has regular purge cycle procedures for Mimecast, or if users have the FBR Policies in place, it may be required to prevent s from being purged during these cycles. For example, if a Purge cycle takes place every three months, and some s are required for a litigation battle, the s can be marked with a Litigation Hold, and they will not be purged until the Hold has expired. Creating a Litigation Hold Creating a Hold is a two-step process. Firstly, an ediscovery case must be created), which contains the search criteria for s that are to be held. This ensures that future s matching these search terms will also be included in the case. Secondly, a Litigation Hold must be created. Note: All the s referenced by the searches contained in the ediscovery case will be affected. Only one ediscovery Case can be assigned to each Litigation Hold. Once the litigation hold has been saved, the ediscovery case is locked and cannot be amended. A Litigation Hold is marked as Active until the Hold date is reached, after which is expires and the retention Policies will once again apply. Until the expiry date is reached, the date can still be amended. To view the status of the Litigation Hold job, view the article on the Storage Utilization feature. Each message in the Archive will also display Retention information (access the Message Retention View), such as Litigation Holds. Storage Segments The s in your Mimecast Archive are stored in segments. A new segment is created automatically to store your s on either a weekly or monthly basis, depending on the mail flow volume for your organization. The Storage Segments view displays information about each segment, including the retention period assigned to the segment. By navigating to the Update Jobs viewer, a list is also displayed of all the Retention Adjustments that have been configured for your account, including a status report on the progress of the adjustment. Note: No changes can be made to the Storage Segments and Archive Job Viewers. The Archive storage segments view is typically used by Mimecast Technical Operations team and is available to Mimecast Administrators for informational purposes. Typically an Administrator will access the Storage Segments area to display the Archive Job Viewer. 18

19 The Archive Job Viewer displays information on the size and status of retention tasks that affect the Archive, such as Retention Adjustments, Smart Tags, Litigation Holds and Folder Based Retention (FBR) Policies. Field Name Type Description Estimated Next Run Total To Do Processed Info Description The type of task performed, such as FBR or Retention Adjustments The name of the task definition that has been created Estimated Date and Time of the next job run If there is a refresh icon next to the date and time, this job has a continuous run cycle as defined in the main definition If no icon is present, the job was run once only Total number of items to be processed Remaining number of items to be processed before the job can be classified as complete Total number of items already processed Description of the current status of the job 19

20 Chapter 9: Mimecast Personal Portal What is Mimecast Personal Portal? Mimecast Personal Portal is a webmail portal that allows you to search your personal Archive, manage your personal Permit/Block lists and quarantine queue, and continue to send and receive in the event of a mail server outage, Note: This is dependent on the permissions and Mimecast product your company has purchased. This guide assumes full access to all features and functionality. Accessing Mimecast Personal Portal Mimecast Personal Portal is accessible through a direct URL, or via the Mimecast website. The applicable URL is based on the region where your data is stored: Alternatively, to access Mimecast Personal Portal from the website, click on the Log In button from the following URL: Within the Mimecast Administration Console widget, enter your address in the available field. Click the Continue button. Select whether you are using a Cloud or Domain password. Note: Mimecast Personal Portal sessions are set to expire after a period of inactivity (generally more than an hour of inactivity). This will automatically end the Mimecast Personal Portal session and forces you to log in again. (If enabled, you are also able to create your own Cloud password using the Settings link.) Mimecast Personal Portal Navigation Mimecast Personal Portal consists of a Navigation Menu on the left and the Contents Panel on the right. Each frame is independent, and may expand in height and width. Scroll bars will appear within the frame as required, to allow the full content of the frame to be viewed. There are six accordion menu groups on the left that can be expanded to show all options. Once a menu option is selected, the page on the right will adjust based on what has been selected. Menus with an arrow icon indicate that the option can be expanded to display sub-menu items. 20

21 The most commonly used options are highlighted below: Other Mimecast Personal Portal Features Depending on your purchased Mimecast service and the permissions assigned by your Administrator, additional features may become available. The table below outlines these features, and includes links to our Knowledge Base articles for detailed information. Mimecast Personal Portal Feature Exchange Folders Smart Tags Calendars File Archive Description Replicated folders from your Outlook and Exchange profile. This means that you can access the s and folders within Mimecast Personal Portal as you see them in your Outlook account even if these s no longer exist. Folders used to share data with multiple users. They can also be used to access files and documents that have been archived. This requires additional permissions to be provided to view these folders. Meeting information on your Exchange Server can be replicated to display on Mimecast Personal Portal. You will not be able to create or edit calendar items in Mimecast Personal Portal. Files that have been stored in Home Drives and Shared Drives. Online Inbox and Sent Items By default, your Online Inbox is displayed. The Online Inbox contains all received s, and the Online Sent Items contains all sent s. This is a direct and secure view of your s in Mimecast, and not of your organization s server. 21

22 Select an to view the contents in a preview panel (which can be customized), or double click one of the messages to open it in a new menu. Right-click the to respond to the , e.g. Reply and Forward. Note: You cannot delete s from Mimecast. Search your archive Your archive is a repository of all the s that you have been sent and received using Mimecast according to the retention period set by your administrator. Search for s by either using the Quick search button or use the Search button in the Navigation Menu to perform an Archive Search.. 22

23 Exercise: Working with Mimecast Personal Portal 1) Log in to Mimecast Personal Portal a) Open the URL in a web browser: b) Click the Log In button. c) Select Mimecast Personal Portal from the available options. d) Use the drop-down arrow to select the region, and click on the Continue link. e) Enter your user address and password. Note: This can either be a cloud or network password, depending on what has been configured - if unsure, confirm the details with your Administrator. 2) Read a) Once logged in to Mimecast Personal Portal, select Online Inbox from the navigation pane on the left (by default this page will be displayed). b) Click once on an message that is displayed in the list. This will show the show the contents of the in the preview pane. c) Right-click the message to list the options e.g. reply, reply all, forward. 3) Compose and Send a) Click the Compose link in the navigation pane on the left. b) Add a destination address (e.g. a personal account) in the To field - the address will be auto-completed if it is a recently used address. c) Add a subject line, and content for the message. d) Add an attachment to the . e) Change the font size and type. f) Click the Send button to send the message. g) Did you receive the ? Did it look different to an sent from your regular application (e.g. Outlook)? If your company uses a policy that applies a disclaimer to outbound s, you will notice that this and any other policies are still applied. (Note: By default, your own address is BCC d, so you should also receive a copy of this sent item in your application.) 4) Archive Search a) Quick Search i) Enter a search word/s in the text box in the top middle of the page. ii) Click on the Search button. iii) This search will look for these word/s in all aspects of all s over the last 12 months. b) Archive Search Builder i) Click on the Search link in the navigation pane on the left. ii) In the Search Text field, enter a word/s that you would like to search for. iii) Make sure that the options are selected to search the Subject, Body and Attachments of s. iv) Change the Date Range as required. v) Click on the Search button. 23

24 Chapter 10: Mimecast for Outlook Introduction to Mimecast for Outlook Mimecast for Outlook is a sofrware application that is installed within Outlook. Once installed you are able to access certain functionality based on the permissions your Administrator has configured for you. Mimecast for Outlook ensures that s continue to flow to Outlook automatically, even if your company server is unavailable. You will still be able to send and receive and conduct an Archive search, provided you have an internet connection. Note: Mimecast for Outlook will be installed by your Administrator, and may be displayed differently in older versions of Outlook. Search your archive Mimecast for Outlook provides access to your historical s using an Archive search. The Archive Search box allows you to perform a Basic or Advanced search, access your Saved, Recent or Common Searches, as well as review, respond to and export the results of your searches. To work with Searches, either access the Quick Search (from the Mimecast ribbon) or navigate to the Mimecast menu and select the Search button from the Archive Search toolbox. The Search box opens and consists of 3 menus: Searches, Editor and Results: Note: The search above is a basic search. By default, all parts of the message are searched. Set the search criteria, then click on the Run button to perform the search. Click on the Save button to save the search criteria for future use.the search results will be displayed in the Results menu. Click on an to preview it, or double click it to open it in a new window. 24

25 Exporting s To export s from your search, click on the Export button, and then select the destination folder. This will export all the s in your Search results to the destination folder that has been defined. Alternatively, select an from the Search results, and click on the Save button. The will be moved into Outlook and saved to the Mimecast Saved s folder, which is created as a subfolder under the Inbox. A pop-up window also confirms that the has been saved. 25

26 Spam Handling If you believe you have received a spam message, you are able to report it by clicking on the message, and then clicking on the Report Spam button on the Mimecast ribbon. Spam messages are those s that are not subscribed to, or explicitly allowed, so try and ensure that this is spam before you report it. When the Report Spam button is clicked, the is moved to the Deleted Items folder, and the sender is added to your personal block list. Mimecast will receive your reported example, but will not respond to the report. On Hold Messages Your Administrator may have created Policies to ensure that possible junk or spam s are not delivered directly to your Inbox, but are instead held in a quarantine area (or Hold Queue). Mimecast for Outlook provides access from within Outlook to manage your Personal On Hold queue, or if you have been given Overseer access, you can also manage your Moderated Hold Queue. You can choose to Review, Permit, Reject or Release these s. Alternatively, you can leave s in this queue, as they will automatically be removed after 14 days. You are also able to multi select s to be actioned. Hhighlight the message in question, and click on the orange bar to the left of the . The check mark indicates that the has been selected. 26

27 Composing s When a new is created, the Mimecast ribbon also appears at the top of the screen. This menu provides a number of features depending on what your Administrator has enabled, and are described below. Note: The is not affected immediately after selecting the above options, but is instead modified once it has been sent. Exercise: Mimecast for Outlook 1) Check your Account Settings a) Click on the Mimecast for Outlook Status Panel in the bottom left corner of your Outlook. This opens the Account Options page. b) Look at the Authentication Options section. Which method of authentication are you using to connect to Mimecast? (Look for Status: Validated under one of the 3 listed options.) Note: If using Network or Domain authentication, you will need to re-enter your network password after it has expired and you have reset it. 2) Archive Search a) Click on the Mimecast ribbon at the top of your Outlook screen. b) In the Archive Search section, click on the Search button to open the Search editor. c) In the text area, enter the text to search for. d) In the date section, click on the drop-down and choose a date range to search across. e) Click on the Search button to start the search. f) When the search results are returned, click on one of the s to display the content and options on the right of the page. g) Click the Save button. h) Check that the mail appears in the Mimecast Saved s folder in Outlook (a subfolder within your Outlook Inbox). Note: You are able to drag the from this folder to another folder if required. 3) Compose Mail a) Open a new in Outlook. b) Click on the Mimecast ribbon at the top of the Compose page. c) Click on the Attachment Strip and Link button - notice that it will now be highlighted. d) Attach 3 files of your choice (the total size needs to be over 1Mb). e) Send the to your external mail address. f) Log into your external mail account. g) Check that the attachment in the message has been stripped and instead a notification is sent which will allow you to download the attachments. h) Download the attachments. 27

28 4) Managing your Mailbox a) In your Outlook Inbox, click on an from an external sender. b) Right-click on the and view the options, e.g. Report Spam, Block Sender, Search Archive. c) If this is from an external sender that you no longer wish to receive s from, click on Block Sender, and then choose either Sender's Address or Sender's Domain. d) This adds the sender's details to your personal Block list. 28

29 Chapter 11: Mimecast Mobile Services Mimecast Mobile Services Mimecast gives you access to your entire archive directly from certain mobile devices. The available features of these applications include: Archive search for message content as well as attachments View, reply and forward messages returned by the search result Mimecast Mobile for ios/android/windows Phone/BlackBerry Mimecast Mobile is an application for iphone, ipad, Windows Phone, Android and BlackBerry devices that enables users to access their Archive, send and receive s (even during a mail server outage), and to manage spam. As this is a separate application, it can also be used on personal devices that are not configured with the organization's server settings, while simultaneously ensuring that corporate data is secure and not stored on the local device. User personal data is not affected by the app. Note: For additional security, a 4-digit passcode needs to be created when the application is first installed. Before you can start to use the Archive Search functionality, an Account must also be configured. Launch the application from the Home screen of the device. By default, no accounts are configured, and the menu options are unavailable. Tap the Add Account menu option and configure your account address and password. Basic and Advanced Search A Basic or Advanced Search allows you to specify additional search parameters and options. Use the menu icon to display a list of other available viewers, and select Basic or Advanced Search from the list: 29

30 Chapter 12: Mimecast File Archive As an add-on to Unified Management (UEM) services, Mimecast File Archive allows Administrators to archive files within the Mimecast Archive. File Archiving captures and stores files from a variety of sources including Document Libraries, Home Drives and Network Shares. File Archiving provides the following functionality: Access network files from the same repository that users access their personal archive Retrieve files that may have been deleted, without Administrator intervention Access files when users cannot connect to the company file server, or if the company file server is down Accessing your Files The archived files can accessed when logged into either Mimecast Personal Portal, Mimecast for Outlook. Mimecast Personal Portal A folder called Shared File Archives is created for User Folder Archiving which is displayed as the address, and Shared Folder. A page opens in the right-hand pane which shows all the files that have been archived. The files are sent as attachments to the archive, using a generic address. Use the search filter at the top of the page to search for specific files: Click on the relevant which allows users to download and view the attachment: 30

31 Appendix: Knowledge Base and Resources Knowledge Base This manual refers to the Knowledge Base (KB) To access the Knowledge Base, use the direct link: Training Courses Visit our website to view the latest information on our available training courses: Available Online Course Titles: Mimecast Product Overview Mimecast Account Tour Mimecast Continuity Mimecast Security Mimecast Archiving Mimecast Admin Tasks Mimecast Exchange Tasks Mimecast Stationery Mimecast User Services Available Classroom Course Titles: Mimecast Security Mimecast Archiving Mimecast Continuity Mimecast Stationery Mimecast Partner Other useful links: Mimecast Community: Mimecast TV: Mimecast Blog: Mimecast Twitter: 31