Administration Guide. McAfee SaaS Archiving

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1 Administration Guide McAfee SaaS Archiving

2 COPYRIGHT Copyright 2013 McAfee, Inc. Do not copy without permission. TRADEMARK ATTRIBUTIONS McAfee, the McAfee logo, McAfee Active Protection, McAfee AppPrism, McAfee Artemis, McAfee CleanBoot, McAfee DeepSAFE, epolicy Orchestrator, McAfee epo, McAfee EMM, McAfee Enterprise Mobility Management, Foundscore, Foundstone, McAfee NetPrism, McAfee Policy Enforcer, Policy Lab, McAfee QuickClean, Safe Eyes, McAfee SECURE, SecureOS, McAfee Shredder, SiteAdvisor, SmartFilter, McAfee Stinger, McAfee Total Protection, TrustedSource, VirusScan, WaveSecure, WormTraq are trademarks or registered trademarks of McAfee, Inc. or its subsidiaries in the United States and other countries. Other names and brands may be claimed as the property of others. LICENSE INFORMATION License Agreement NOTICE TO ALL USERS: CAREFULLY READ THE APPROPRIATE LEGAL AGREEMENT CORRESPONDING TO THE LICENSE YOU PURCHASED, WHICH SETS FORTH THE GENERAL TERMS AND CONDITIONS FOR THE USE OF THE LICENSED SOFTWARE. IF YOU DO NOT KNOW WHICH TYPE OF LICENSE YOU HAVE ACQUIRED, PLEASE CONSULT THE SALES AND OTHER RELATED LICENSE GRANT OR PURCHASE ORDER DOCUMENTS THAT ACCOMPANY YOUR SOFTWARE PACKAGING OR THAT YOU HAVE RECEIVED SEPARATELY AS PART OF THE PURCHASE (AS A BOOKLET, A FILE ON THE PRODUCT CD, OR A FILE AVAILABLE ON THE WEBSITE FROM WHICH YOU DOWNLOADED THE SOFTWARE PACKAGE). IF YOU DO NOT AGREE TO ALL OF THE TERMS SET FORTH IN THE AGREEMENT, DO NOT INSTALL THE SOFTWARE. IF APPLICABLE, YOU MAY RETURN THE PRODUCT TO MCAFEE OR THE PLACE OF PURCHASE FOR A FULL REFUND. 2 McAfee SaaS Archiving Administration Guide

3 Contents Preface 5 About this guide Audience Conventions What's in this guide Find McAfee SaaS service documentation Archiving 7 2 Managing the Archive 9 Setup information and resources Setting up Archiving 11 About archive change approvers Set up the archive for the first time Add your first approver address Change storage settings Creating and managing mail sources 15 Set up mail source connectivity Configure mail source alerts Upgrade or replace a mail server Archiving historical messages 21 Set up your mail server to archive historical messages Set up a historical mail source Archive from multiple historical mail sources Archive historical messages that include different format types Searching the archive 25 Improving your search results Avoiding stop words Using Simple Search 31 Find s using Simple Search Using Advanced Search 33 Find s using Advanced Search Rules for multilingual search Rules for special characters in a header search Using Archive ID Search 37 Find s using Archive ID Search Viewing an archived 39 McAfee SaaS Archiving Administration Guide 3

4 Contents View a message Saving searches for reuse 41 Save a search Run a saved search Purging messages 43 Purge messages Archive Compliance Officer role details Exporting messages 45.zip file guidelines Viewing.eml files Export messages Setting retention for groups 49 Create a group and add group retention Managing Legal Hold 51 How Legal Hold works Enabling and disabling Global Legal Hold Enable Global Legal Hold Disable Global Legal Hold Adding and deleting user-specific legal holds Add a new user-specific legal hold Update a user-specific legal hold Delete a user-specific legal hold Generating reports 55 Run a report Filter a report View report details Download a report Download the Archive Add-in Frequently asked questions Troubleshooting 63 Troubleshooting connectivity errors Common error messages Issues with Exchange Server journal mailbox Issues with historical mail sources A known limitation in Exchange Server 2003 affects historical data User interface conventions 71 Glossary Glossary 73 Index 77 4 McAfee SaaS Archiving Administration Guide

5 Preface This guide provides the information you need to configure, use, and maintain your McAfee SaaS service. Contents About this guide Find McAfee SaaS service documentation About this guide This information describes the guide's target audience, the typographical conventions and icons used in this guide, and how the guide is organized. Audience McAfee SaaS documentation is carefully researched and written for the target audience. The information in this guide is intended primarily for: Administrators People who configure and manage specific features of a service. Conventions This guide uses the following typographical conventions and icons. Book title or Emphasis Title of a book, chapter, or topic; introduction of a new term; emphasis. Bold User input or Path Code Text that is strongly emphasized. Commands and other text that the user types; the path of a folder or program. A code sample. User interface Hypertext blue Words in the user interface including options, menus, buttons, and dialog boxes. A live link to a topic or to a web site. Note: Additional information, like an alternate method of accessing an option. Tip: Suggestions and recommendations. Important/Caution: Valuable advice to protect your computer system, software installation, network, business, or data. McAfee SaaS Archiving Administration Guide 5

6 Preface Find McAfee SaaS service documentation What's in this guide This guide is organized to help you find the information you need. It's divided into functional parts intended to support the goals you need to accomplish when using your McAfee SaaS service. Each part is further divided into chapters that group relevant information together by feature and associated tasks, so you can go directly to the topic you need to successfully accomplish your goals. Find McAfee SaaS service documentation McAfee provides the information you need during each phase of service implementation, from setup to daily use and troubleshooting. After a service update is released, information is added to the McAfee SaaS and Web Security Support site. Task 1 Go to the McAfee SaaS and Web Security Support page at 2 Under Knowledge Base, click Reference Materials. 3 Under Reference Materials, scroll down to access information that you need: Service Enhancements and Release Notes Training Materials Service Reference Guides 6 McAfee SaaS Archiving Administration Guide

7 1 1 Archiving Archiving is a cloud based service that automatically archives your to a secure centralized location. Additionally, Archiving allows you to search your archived so you can quickly locate and retrieve your messages when you need them. Figure 1-1 Archiving architecture McAfee SaaS Archiving Administration Guide 7

8 1 Archiving 8 McAfee SaaS Archiving Administration Guide

9 2 Managing the Archive Customer Administrators are responsible for setting up users, configuring mail servers, and managing mail sources in the Control Console. Setup information and resources Customer Administrators should consult all of the relevant documentation before performing tasks in the Control Console. Table 2-1 Setup documents checklist Document Archiving Service Activation Guide Account Management Administrator Guide Archiving Quick Setup Guide for Microsoft Exchange Server Purpose Provides an overview of the setup and activation process. Also includes customer specific access and connectivity information. Describes the tasks needed to setup users and configure the Control Console as prerequisites to setting up Archiving. Review the following information: Managing Domains Managing Users and Other Administrators Provides important information on configuring your servers in preparation to setting up mail connectivity in Archiving. Select the appropriate guide for your server: Exchange Server 2000 Exchange Server 2003 Exchange Server 2007 Exchange Server 2010 McAfee SaaS Archiving Administration Guide 9

10 2 Managing the Archive Setup information and resources 10 McAfee SaaS Archiving Administration Guide

11 3 Setting 3 up Archiving Before you can begin using the Archiving service, you must complete the required setup. This process includes selecting your Data Storage Location, Archive Retention Length, and Selective Purge options. You are also required to add at least one archive change approver. Contents About archive change approvers Set up the archive for the first time Add your first approver address Change storage settings About archive change approvers An archive change approver is anyone that the administrator authorizes to review and then approve or reject changes to the Storage settings in Archiving. Change Approval management Customer Administrators and higher manage the list of approval addresses using the Change Approval section of the Storage tab. Administrators can add and remove addresses as necessary. The maximum number of approvers is 10. Each new address must be verified as valid before it can be approved and authorized as a new approver. After the first approver is added, all subsequent changes to the address list must be approved by an existing archive change approver. The approval process The approval process typically follows these steps. 1 An administrator makes a change to the settings for global retention, selective purge, or the list of archive change approvers. 2 An notification is sent to each archive change approver prompting them to approve or reject the change. 3 An archive change approver responds to the , approving or rejecting the change. Only one response is required. 4 All of the archive change approvers are informed about the first approver's decision by . 5 If the change is approved, it is logged in the Storage Configuration report. McAfee SaaS Archiving Administration Guide 11

12 3 Setting up Archiving Set up the archive for the first time Set up the archive for the first time If you are new to Archiving, you must complete the set up process before you can begin archiving your messages. Before you begin You must be a Customer Administrator or higher to complete the setup process. Task For option definitions, click Help in the interface. 1 Select the Archiving tab. You are automatically redirected to the Setup Storage tab. 2 Select your preferred Data Storage Location. 3 Select your Archive Retention Length. 4 If necessary, select to enable Selective Purge. 5 Click Save. A message confirms your selection. At this point, the Data Storage Location is saved but not locked. You can continue to make changes to this value until your mail sources are active. After that, the value is set permanently. 6 Click OK. You are automatically redirected to the Mail Sources tab. From here you should: Add your users using the instructions in Account Management. Add and activate your mail sources. Add at least one archive change approver under Change Approval. Add your first approver address You should add at least one archive change approver address to the Change Approval section of the page. As an administrator, you can begin by adding your own address. After adding an address, the remaining options on the Storage tab become active and you can make additional changes. Before you begin You must be a Customer Administrator or higher to add an approver address. Task For option definitions, click Help in the interface. 1 Select Archiving Setup Storage. 2 Scroll down to Change Approval, enter a valid address in the Approver Address field and click Add. 12 McAfee SaaS Archiving Administration Guide

13 Setting up Archiving Change storage settings 3 3 Click Save. The page verifies your request and the system sends an to the address you entered. 4 Run your client and open the from Archiving. 5 Click the Validate link. You are redirected to a new web page that verifies that you have added the as an approver. 6 Return to Archiving. You may need to log on again to refresh the page, or click the Archiving tab. 7 Select Archiving Setup Storage to view changes. All of the options are active and your address is updated in the Change Approval list with a status of Verified. Change storage settings After the set up process is complete, you can return to the storage settings at any time to make additional changes. Before you begin You should complete the initial set up and add at least one archive change approver before making any further changes to the storage settings. Task For option definitions, click Help in the interface. 1 Select Archiving Setup Storage. 2 Change settings as necessary. Select a new Data Storage Location. Data Storage Location is editable as long as you have not yet activated a mail source. Select a new Archive Retention Length. Enable or disable Selective Purge. Add or remove an archive change approver under Change Approval. Be sure to let other users know that you are adding them and that they should expect a verification . 3 Click Save. Your change does not apply until it is saved. The value that you changed remains locked until it is either approved or rejected by an archive change approver. New archive change approvers must verify their address before they can be approved or rejected.you will need to refresh the page or log on again to view status changes. McAfee SaaS Archiving Administration Guide 13

14 3 Setting up Archiving Change storage settings 14 McAfee SaaS Archiving Administration Guide

15 4 Creating 4 and managing mail sources Adding and maintaining mail sources allows Archiving to retrieve from your servers and store those messages in the archive. In Archiving, a mail source corresponds to a journal mailbox on an server. The journaling feature in Microsoft Exchange records a copy, or journal, of all sent and received messages processed by the Exchange Server. Journaling ensures that blind carbon copy (BCC) and distribution list recipients are captured and archived. The Exchange Server sends this copied to a dedicated mailbox called the journal recipient mailbox, which also resides on the Exchange Server. The service then retrieves the from this journal recipient mailbox and archives it. Each Exchange database can have its own journal mailbox. You may have more than one journal mailbox on a single server, and you may have multiple servers in your environment. Once activated, Archiving polls each mail source every 15 minutes to check for available messages. New messages are then pulled into redundant, offsite archives. Managing mail sources involves creating and maintaining mail sources for both active and historical sources. Contents Set up mail source connectivity Configure mail source alerts Upgrade or replace a mail server Set up mail source connectivity In order to enable communication between Archiving and your mail server, you need to add a mail source and set its connection options. Mail sources are required for both active journal mailboxes as well as historical messages. Before you begin Follow these guidelines: You must be a Customer Administrator to set up or modify a mail source. Ensure that you have configured the mailbox on your mail server correctly. Provision your users in Account Management before adding and activating your first mail source. McAfee SaaS Archiving Administration Guide 15

16 4 Creating and managing mail sources Set up mail source connectivity Task For option definitions, click Help in the interface. 1 Select Archiving Setup Mail Sources. 2 Click New. If this is your first mail source, you will see a warning message reminding you to create your users in Account Management before setting up mail sources. Click OK to continue or Cancel if you have not yet set up your users. Figure 4-1 New Mail Source window 3 Configure the Connection options. These options allow Archiving to communicate with the mail server. 4 Select whether the mail source will be used for Historical messages. Additional storage for historical messages is required to select this option. 5 Select whether to activate the new mail source. Notice that the Save button is now inactive. 6 Select whether the mail source will use a quiet period. The quiet period should be at least 30 minutes but not longer than 10 hours. 7 Test the connection to the mail server, if necessary. The Save button is now active. 16 McAfee SaaS Archiving Administration Guide

17 Creating and managing mail sources Configure mail source alerts 4 8 Save the mail source: To save an inactive mail source requires that you complete at minimum the Server Name, Port, and Mailbox Username fields. To save an active mail source, you must complete all fields, select Active, and click Test Connectivity with a successful result. a b Verify your selections. Click Save. The New Mail Source window closes. The mail source is now configured to transfer messages from your mail server to the archive. Configure mail source alerts Setting up mail source alerts allows you to automatically receive notifications when there are problems with your mail source's connectivity, authentication, ingest, or journal queue. Before you begin You must be a Customer Administrator to set up or modify a mail source. Complete and save all required mail source settings on the Connection tab before configuring alerts. McAfee SaaS Archiving Administration Guide 17

18 4 Creating and managing mail sources Upgrade or replace a mail server Task For option definitions, click Help in the interface. 1 Open a mail source and click the Alerts tab. Figure 4-2 Mail Sources window Alerts tab 2 Complete the form and click Save. Upgrade or replace a mail server Upgrade the version of Exchange Server on your mail server or replace an existing mail server while ensuring that all mail properly archived. Before you begin You will need to be able to perform tasks on both your mail server as well as modify mail sources in the Control Console. Task 1 Remove all ability to send mail to or from your server. 2 Monitor the journal mailbox until all mail has been picked up and removed by Archiving. 18 McAfee SaaS Archiving Administration Guide

19 Creating and managing mail sources Upgrade or replace a mail server 4 3 Open the Control Console and deselect the Active setting in each mail source that currently points to the old server. This will prevent Archiving from trying to import from your journal mailboxes during the upgrade. 4 Perform your upgrade and make sure no can be delivered to or from your server until journaling has been enabled. 5 Allow to flow to your server once your upgrade is complete and journaling is enabled. 6 Open the Control Console and edit your mail sources so that they use the correct address and mail format of the new server. 7 Activate, test, and save each mail source. a Select Active. b c Click Test Connectivity to verify that Archiving can connect to the server. Click Save. 8 Monitor your journal mailboxes to ensure that mail is being imported properly. Expect your mail source to be polled for new messages within approximately 15 minutes after it has been activated. McAfee SaaS Archiving Administration Guide 19

20 4 Creating and managing mail sources Upgrade or replace a mail server 20 McAfee SaaS Archiving Administration Guide

21 5 Archiving 5 historical messages The mail source process can also be used for historical data storage. There are, however, important differences between the two processes. Historical message storage can be used for: messages that were saved prior to activating Archiving. messages that were saved outside of the Exchange journaling process. messages that were saved in.pst files. messages that still reside on the Exchange Server. What makes historical data storage different? Historical messages are archived indefinitely while standard s are stored based on the retention period. The total number of historical messages in the archive is limited to the storage space you purchased in your Service Agreement. The historical archiving process When the historical mail source is active, the system ingests all of the messages that have been moved into the historical mailbox on the mail server. As each message is moved into the archive, it is also deleted from the mailbox. This process continues until the mailbox is empty, or the historical storage is full. Archiving automatically deactivates the historical mail source when the historical data storage limit is reached. If this happens, it may be necessary to purchase more storage and reactivate the historical mail source. Monitoring historical archiving Archiving uses the Mail Source alerts feature to automatically notify you when it is finished or when you've used up your available storage space. To receive notifications on the status of your historical storage space, you should be sure to enable alerts. Additionally, you can do the following: Check the historical mailbox on the mail server to see if messages are still waiting to be archived. View the Overview tab and look to see if the mail source is currently active. View the Overview tab and check the value of the Historical Data Storage Usage field. McAfee SaaS Archiving Administration Guide 21

22 5 Archiving historical messages Set up your mail server to archive historical messages Creating multiple historical mail sources Archiving limits you to one historical mail source at any given time. Additionally, once a mail source has been set up for historical messages, it cannot be changed or deselected. As a result, you must first delete the existing historical mail source in order to create a new one. In situations where you need to archive mail from multiple sources, you should import messages from each mail server one at a time. This is accomplished by adding a new historical mail source, importing all of the messages, deleting the mail source, and then doing the same for each server in series. Contents Set up your mail server to archive historical messages Set up a historical mail source Archive from multiple historical mail sources Archive historical messages that include different format types Set up your mail server to archive historical messages Create a designated historical mailbox on your mail server as a prerequisite for archiving historical messages. Before you begin Follow these guidelines: All historical messages must have the same format. If you have a mix of envelope journaled and non journaled messages, you may encounter archiving problems or unexpected search results within Archiving. The historical mailbox on the server should not be a journal mailbox. The historical mailbox should not belong to an active user since all of their messages will be deleted after they are archived Do not forward or send messages to the historical mailbox. Forwarding or sending messages changes the sender/recipient information, as well as other metadata about the messages. To retain a copy of historical messages in addition to the archived version, you must also copy those messages to a location outside of the historical message mailbox. Task 1 Create a mailbox for historical on your mail server. 2 Copy any messages that you want to archive into the historical mailbox. These messages can come from either user mailboxes or user.pst files. After you have copied all of your messages, you are ready to log into Archiving and create a new historical mail source. 22 McAfee SaaS Archiving Administration Guide

23 Archiving historical messages Set up a historical mail source 5 Set up a historical mail source Configure a mail source to archive your historical messages. Before you begin Ensure that you have configured the mailbox on your mail server correctly for archiving historical messages. Follow these guidelines when creating an historical mail source: Only one historical mail source can be configured at a time. Historical messages that have previously been journaled with envelope journaling should use the Message Format type corresponding to the version of Exchange that journaled the messages. Otherwise select Generic. Always select Historical. Task For option definitions, click Help in the interface. 1 Select Archiving Setup Mail Sources and click New. The New Mail Source window appears. 2 Complete the form and click Save. Archive from multiple historical mail sources Follow this strategy for archiving historical messages from more than one mail server. Before you begin Review the information for managing mail servers and setting up mail sources. Although you can only have one historical mail source at a time, it is still possible to archive mail from multiple historical mailboxes on your servers. Task 1 Create a historical mail source for the first historical mailbox and archive messages from that mailbox. 2 Delete the historical mail source from Archiving. 3 Create a new historical mail source for the next historical mailbox and archive messages from that mailbox. 4 Delete the historical mail source and repeat as necessary. Archive historical messages that include different format types Follow this strategy for archiving historical messages with different message formats. Before you begin Review the information for managing mail servers and setting up mail sources. McAfee SaaS Archiving Administration Guide 23

24 5 Archiving historical messages Archive historical messages that include different format types When archiving historical messages, all of the messages should be of the same type. If messages of different types are mixed together, they need to be separated before they are archived. Additionally, because you can only have one historical mail source at a time, you will need to follow the strategy for working with multiple historical mail sources. Task 1 Create a separate historical mailbox on your mail servers for each message format type. 2 Organize your messages into each of the corresponding historical mailboxes on your mail servers. 3 Create a mail source in Archiving that points to the first of the historical mailboxes. 4 Set the Message Format type to the appropriate format. 5 Activate the mail source and archive all of the messages in the associated mailbox. 6 Delete the mail source. 7 Repeat for each of the remaining message formats. 24 McAfee SaaS Archiving Administration Guide

25 6 Searching 6 the archive Creating a search allows you to find, view, and export messages that are currently being stored in the archive. To create a search, type what you know about the message (or messages) into the criteria fields and click Search. Contents Improving your search results Avoiding stop words Improving your search results You can enhance your search results by following a few best practices and guidelines. Use the right combination of search terms and filtering features to quickly and effectively find the s you need. Basic search rules Complete at least one search field to begin a new search. The more fields you complete, the more specific your search, and therefore the more limited the number of results. Search fields are not case sensitive. A search for Sales Reports is the same as sales reports. Select your search terms carefully. Use words or phrases that are unique to the messages you want to find. Avoid using common words or phrases like a, an, and the. Additional rules for complex searches Most special characters (including + &!><) are interpreted as plain text when used within a word or phrase. Other special characters (including #) are ignored. Search supports trailing * and? wild cards searches. A * search looks for one or more characters. A? looks for a single character. addresses can be searched using the entire address, just the domain, or any part of the address. Select Phrase, Any Word, or All Word to determine how you want search to interpret the text you enter. Guidelines for special characters Special characters cannot be searched by themselves. Some special characters are allowed and can be interpreted as plain text when included as part of an alphanumeric string. Special characters at the beginning or end of a string are often ignored. McAfee SaaS Archiving Administration Guide 25

26 6 Searching the archive Improving your search results Table 6-1 Special characters interpreted as plain text Special Character Name + Plus Sign Dash & Ampersand Bar! Exclamation ) Right Parenthesis ( Left Parenthesis { Left Curly Brace } Right Curly Brace [ Left Bracket ] Right Bracket ^ Caret " Quotation Marks ~ Tilde : Colon Wild card searches Archive search supports two types wildcards, asterisk (*) and question mark(?), when placed within a string or at the end of a string. A wildcard character cannot be placed at the beginning of a text string. It is best to avoid placing a wildcard too early in a search term, or with too few characters. For example, a search using horse* will return better and faster results than h* or h*s. Wildcards cannot be used in a phrase search. Combining wildcards with special characters can lead to inconsistent search results. For example.doc* and doc* will return different results. Asterisk (*) wild card examples The asterisk (*) searches for one or more characters. Table 6-2 Asterisk (*) wild card examples Search Term greg* gre* gr*n *gre Returns.. greg, gregg, gregory, gregorian greg, gregg, gregory, gregorian grey, green, greenhouse grin, green, grain, groan Is not permitted Question mark (?) wild card examples The question mark (?) searches for a single character. 26 McAfee SaaS Archiving Administration Guide

27 Searching the archive Improving your search results 6 Table 6-3 Question mark (?) wild card examples Search Term greg? gre? gr?n gr??n?gre Returns... greg, gregg greg, grey grin green, grain, groan Is not permitted addresses addresses can be searched using the entire address, just the domain, or any part of the address. Search addresses in the From and Recipient fields. You search for a full address or part of an address. You can search parts of an address that: Are separated by special characters. Switch between upper and lowercase. Switch between alphabetic and numeric characters. addresses should not include spaces. Full names with spaces are treated as two separate search terms. McAfee SaaS Archiving Administration Guide 27

28 6 Searching the archive Improving your search results address search examples Table 6-4 address search examples Search Term greg greg smith Returns... Greg Brown m> Gregory Smith om> Greg Smith Greg Jones Greg Brown m> Gregory Smith Greg Smith Greg Jones GregJones Joe Smith m> GregJones Joe Smith m> Joe Jones m> Joe Jones m> Joe Smith > John Smith m> FredS om> Joe Brown m> Greg Brown John Smith Joe Jones Greg Brown John Smith 28 McAfee SaaS Archiving Administration Guide

29 Searching the archive Improving your search results 6 Table 6-4 address search examples (continued) Search Term Returns... Greg Brown gr* GregJones Gram Carter Joe Smith m> Bob Grey com> Joe Jones m> Monk Williams an.com> Searching with phrase, any word, or all words Archive search allows you to searching for specific words or phrases in an . To help with this you can apply rules to some text fields to filter your results. When entering multiple search terms into a text field you can have them treated as an exact phrase, individual terms, or a group of terms. Avoid using common words like a, an, or the in your searches. Common words are typically ignored by search. Instead, use words and phrases that are specific to the s you want to view or download. Phrase search Finds s that contain the exact phrase in the exact word order. Any word search Finds s that contain one or more words regardless of order. All words search Finds s that contain all words in any order. You cannot use wild cards in a phrase search. Examples of phrase, any word, and all words Searching on the terms phoenix memo returns different result sets based on how you apply the rules. McAfee SaaS Archiving Administration Guide 29

30 6 Searching the archive Avoiding stop words Table 6-5 Phrase, any word, or all words search for phoenix memo Rule Returns text... But not... Phrase tuesday phoenix memo phoenix memo feedback phoenix transpo rtation memo denver memo memo for phoenix transpo rtation memo denver transpo rtation Any word tuesday phoenix memo denver memo denver transportation phoenix memo feedback memo for phoenix phoenix transport ation memo transport ation memo All words tuesday phoenix memo phoenix memo feedback phoenix transportation memo memo for phoenix denver memo denver transportation transportation memo Avoiding stop words Stop words include common words that are ignored by the system when you submit a search because they are unlikely to return unique results. When entering a search, you should use words and phrases that are specific to the messages you want to find and avoid generic or overused words and phrases. Archiving supports several languages and maintains a list of stop words for each. 30 McAfee SaaS Archiving Administration Guide

31 7 Using 7 Simple Search The simple search options allow users to quickly search for messages in the archive. You can search based on one or more criteria, including the sender of the , the recipient of the , when the message was sent, and words or phrases that were included in the message. Find s using Simple Search Use the search form to find s based on an address, a date range, or text. Follow these guidelines: Complete one field to find messages that match a single value. Complete multiple fields to find messages that match all of the values. Combine additional fields with a Message Text search to filter the results in a Phrase, Any word, or All words search. You cannot use wildcards when selecting Phrase. Task For option definitions, click Help in the interface. 1 Select Archiving Archived Messages. Search is displayed by default. 2 Complete one or more of the following fields: From Recipient Date Range Message Text 3 Click Search. s that match your search criteria are displayed in the Results panel. Search examples The following examples compare the results of two similar searches, one using Phrase and the other using Any word in a Message Text search. McAfee SaaS Archiving Administration Guide 31

32 7 Using Simple Search Find s using Simple Search Table 7-1 Search examples Criteria Returns... Not... Recipient: Date Range: 7/1/2009 to 11/1/2009 Message Text with Phrase: phoenix memo Mail sent to Joe between July and October, 2009 that contain the phrase phoenix memo. Mail sent to Joe in June, 2009 that contain the phrase phoenix memo. Mail sent to Joe in August 2009 that contain the phrase memo for phoenix. Mail sent to Steve between July and October, 2009 that contain the phrase phoenix memo. Recipient: Date Range: 7/1/2009 to 11/1/2009 Message Text with Any word: phoenix memo Recipient: Date Range: 7/1/2009 to 11/1/2009 Message Text with All words: phoenix memo Mail sent to Joe between July and October, 2009 that contain the words phoenix or memo, including: phoenix memo trip to phoenix denver memo Mail sent to Joe between July and October, 2009 that contain the words phoenix and memo, in the subject line, including: phoenix memo memo to phoenix office memo regarding phoenix software Mail sent to Joe in June, 2009 that contain the words phoenix or memo, including: phoenix memo, trip to phoenix,denver memo. Mail sent to Steve between July and October, 2009 that contain the words phoenix or memo, including: phoenix memo,trip to phoenix,denver memo. Mail sent to Joe in June, 2009 that contain both the words phoenix andmemo in the subject line, including: phoenix memo and memo to phoenix office. Mail sent to Joe between July and October, 2009 that contain just one of the words phoenix or memo in the subject line, including: phoenix convention, trip to phoenix, denver memo. Mail sent to Steve between July and October, 2009 that contain both words in the subject line, including phoenix memo, memo to phoenix office, and memo regarding phoenix software. Mail sent to Joe between July and October, 2009 that contain the word phoenix in the subject line and memo in the message body. 32 McAfee SaaS Archiving Administration Guide

33 8 Using 8 Advanced Search The advanced search options allow Customer Administrators to define search criteria for a wider range of archived message elements than the simple search allows. As a result, you can be more precise in your searches. Using these options you can search messages by the following Message header Subject line Message body Attachment body In addition, you can search message metadata for information including: Names of attachments Message sizes Contents Find s using Advanced Search Rules for multilingual search Rules for special characters in a header search Find s using Advanced Search Use the advanced search options to create more complex searches and refine your search terms. Follow these guidelines: Apply Phrase, Any word, and All words to specify the matching rules for each of the content fields: Header, Subject, Body, Attachment Content. Apply All or Any to set the rules for all four fields in a content search. Combining All with a Phrase search is the most restrictive. Combining Any with Any word is the least restrictive. Wildcards cannot be used in a Phrase search. Task For option definitions, click Help in the interface. 1 Select Archiving Archived Messages. 2 Select Advanced Search in the Criteria panel. McAfee SaaS Archiving Administration Guide 33

34 8 Using Advanced Search Find s using Advanced Search 3 Complete any of the following fields to search by address or date: From Recipient Date Range 4 Complete any of the message fields including Header, Subject, Body, or Attachment content to search for message content. a Select All or Any to restrict the search terms relative to each other. b c Enter your search words in each field, as necessary. Select Phrase, Any word, or All words to refine each of your search criteria. 5 Enter an Attachment Name to find messages with a specific file attachment. 6 Select the Message Size (KB) option and type the size value or size range in KB. 7 Click Search. s that match your search criteria are displayed in the Results panel. Advanced Search examples The following examples compare the results of four similar searches, using All and Any, and Phrase and Any word in a content search. These examples demonstrate how different combinations create more or less restrictive searches. Table 8-1 Search examples Criteria Match: All Subject with Phrase: phoenix memo Body with Phrase: sales totals Match: All Subject with Any word: phoenix memo Body with Phrase: sales totals Returns Mail that includes... phoenix memo in the subject line. and sales totals in the the body text. Any combination of phoenix and memo in the subject line: phoenix memo phoenix transportation denver memo and sales totals in the the body text. 34 McAfee SaaS Archiving Administration Guide

35 Using Advanced Search Rules for multilingual search 8 Table 8-1 Search examples (continued) Criteria Match: Any Subject with Phrase: phoenix memo Body with Phrase: sales totals Match: Any Subject with Any word: phoenix memo Body with Phrase: sales totals Returns Mail that includes... phoenix memo in the subject line. or sales totals in the the body text. Any combination of phoenix and memo in the subject line: phoenix memo phoenix transportation denver memo or sales totals in the the body text. Rules for multilingual search Advanced search allows you to search the subject, body, attachment content, and attachment names using words and phrases from multiple languages. This capability does not apply to header search. Rules for special characters in a header search The message header includes a large amount of searchable information. However, certain restrictions apply when using special characters in your search terms. Use these guidelines when searching in the Header or Message Text fields: You cannot search for a special character by itself. You can search for text that includes special characters when they are part of an alphanumeric string. When you include the period (.) and "at" sign in a search term they are interpreted as white space. Most special characters are ignored if they are typed at the beginning or the end of a string. Header search does not support multilingual search. Table 8-2 Special characters Special Character Name Start of String End of String ( Left Parenthesis Ignored { Left Curly Brace Ignored [ Left Bracket Ignored < Right Angle Bracket Ignored " Quotation Marks Ignored Ignored # Pound, hash, number sign Ignored Ignored ) Right Parenthesis Ignored McAfee SaaS Archiving Administration Guide 35

36 8 Using Advanced Search Rules for special characters in a header search Table 8-2 Special characters (continued) Special Character Name Start of String End of String } Right Curly Brace Ignored ] Right Bracket Ignored : Colon Ignored > Left Angle Bracket Ignored, Comma Ignored ; Semi colon Ignored. Period Ignored 36 McAfee SaaS Archiving Administration Guide

37 9 9 Using Archive ID Search You can search for a specific message using its unique Archive ID. This kind of search is useful when you have a lot of messages with similar characteristics and the other search options are returning too many results. Archiving assigns each it archives a unique Archive ID. This is the easiest way to find and retrieve a specific message. Find s using Archive ID Search Use the Archive ID search option to find a specific using its unique ID. Task For option definitions, click Help in the interface. 1 Select Archiving Archived Messages. 2 Select Archive ID Search in the Criteria panel. 3 Enter an ID. 4 Click Search. The that matches your search is displayed in the Results panel. McAfee SaaS Archiving Administration Guide 37

38 9 Using Archive ID Search Find s using Archive ID Search 38 McAfee SaaS Archiving Administration Guide

39 10 Viewing an archived You can open and view any that is stored in the archive directly from the search results panel. Both the message preview and message window allow you to view the content of the message, message headers, any attachments associated with the message, and archive specific information including ID and expiration date. View a message Open and view messages to read content, retrieve attachments, and review header information and metadata. Before you begin You must first run a search and then sort your results to find the you want to view. Open the message from the Results panel by doing one of the following: Double click the message to view the message in the Message window. Select an option from the Preview menu to open the message in the Message pane. If you selected Preview, the message displays in the Message pane. Otherwise, the message appears in a separate window. McAfee SaaS Archiving Administration Guide 39

40 10 Viewing an archived View a message 40 McAfee SaaS Archiving Administration Guide

41 11 Saving searches for reuse Archive searches that you run on a regular basis can be saved for later reuse. Your search criteria is saved under the name you give it and can be used to generate new results whenever there are updates to the archive. Contents Save a search Run a saved search Save a search Use the save option to store search criteria. Before you begin You should know how to run searches in the Criteria panel. Task For option definitions, click Help in the interface. 1 Run a search in the Archived MessagesCriteria panel. 2 Click Save. The Save Search window appears. 3 Enter a name in the Search Name field. The filename must be 1 60 characters in length. 4 Click Save. A message confirms that your search was saved. You can access your saved searches in the Saved Searches tab. Run a saved search Use saved searches to reuse your previously stored search criteria. Before you begin You will need to have previously saved searches in the Archived Messages tab. McAfee SaaS Archiving Administration Guide 41

42 11 Saving searches for reuse Run a saved search Task For option definitions, click Help in the interface. 1 Select Archiving Archived Messages Saved Searches. The Saved Searches tab displays the list of previously saved searches. 2 In the list, do one of the following: Double click the name of the search you want to run. Select the checkbox of the search and then click Edit. The search criteria display in a new tab with the name of the search. 3 Review the saved search criteria and make any changes if necessary. 4 Click Search. Messages returned by the search are displayed in the Results panel. From here, you can run additional saved searches, save any changes you made, or save the search with a new name. 42 McAfee SaaS Archiving Administration Guide

43 12 Purging messages An Archive Compliance Officer can delete one or more messages from the archive, including Historical messages. This ability ensures that your company is compliant with local privacy laws. Contents Purge messages Archive Compliance Officer role details Purge messages As an Archive Compliance Officer, you can delete messages from the archive using the Purge options in the Archived Messages search results panel. Before you begin You must be assigned the Archive Compliance Officer role by your Customer Administrator. You must disable Legal Hold. The Purge menu is inactive when Legal Hold is enabled. Limit your searches to fewer than 10,000 messages. Task For option definitions, click Help in the interface. 1 Select Archiving Archived Messages. Search is displayed by default. 2 Run a search in the Criteria panel. McAfee SaaS Archiving Administration Guide 43

44 12 Purging messages Archive Compliance Officer role details 3 Do one of the following to select messages for deletion: To... Purge All Do this... Select Purge Purge All to delete all of the messages in your search results. Purge Selected Select the checkbox for each message and click Purge Purge Selected to delete your selected search results. A dialog box appears in your browser: The selected message(s) will be permanently, and irreversibly purged from your archive and your action will be logged. The purge process can take up to 15 minutes to complete and cannot be interrupted once initiated. By proceeding, you assume all responsibility, legal and otherwise, for your actions. Are you sure you want to proceed? 4 Click OK. Your messages are now queued for deletion and the Purge menu is temporarily inactive. The purge process takes 15 minutes to complete. After that time, the messages you selected for purge will no longer appear in the search results and the Purge menu becomes active. A message appears notifying you that the purge process has completed. Archive Compliance Officer role details The Archive Compliance Officer role is a specific role assigned to a user for the express purpose of purging messages from the archive. Users with this role are responsible for ensuring that their company is in compliance with local privacy laws. Follow these guidelines: Must be assigned to a user by a Customer Administrator Is the only user role that can access and use the selective purge feature Cannot manage mail sources Can access all other Customer Administrator features within Archiving When using the Archive Add In, Archive Compliance Officers are restricted to just their own account. The same is true for Customer Administrators and all other user roles. 44 McAfee SaaS Archiving Administration Guide

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