GFI Product Manual. GFI MailArchiver Outlook Addon

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1 GFI Product Manual GFI MailArchiver Outlook Addon

2 The information and content in this document is provided for informational purposes only and is provided "as is" with no warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, and non-infringement. GFI Software is not liable for any damages, including any consequential damages, of any kind that may result from the use of this document. The information is obtained from publicly available sources. Though reasonable effort has been made to ensure the accuracy of the data provided, GFI makes no claim, promise or guarantee about the completeness, accuracy, recency or adequacy of information and is not responsible for misprints, out-of-date information, or errors. GFI makes no warranty, express or implied, and assumes no legal liability or responsibility for the accuracy or completeness of any information contained in this document. If you believe there are any factual errors in this document, please contact us and we will review your concerns as soon as practical. All product and company names herein may be trademarks of their respective owners. Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. GFI MailArchiver is copyright of GFI SOFTWARE Ltd GFI Software Ltd. All rights reserved. Document Version: Last updated (month/day/year): 12/3/2012

3 Contents 1 Introduction About GFI MailArchiver About GFI MailArchiver Outlook Addon 4 2 Using GFI MailArchiver Outlook Addon GFI MailArchiver Outlook Addon for Outlook GFI MailArchiver Outlook Addon for Outlook GFI MailArchiver Outlook Addon for Outlook 2010 / File Archiving Archiving a File Using GFI MailArchiver Outlook Addon 8 3 Configuring GFI MailArchiver Outlook Addon 11 4 Troubleshooting GFI SkyNet Web Forum Request technical support Documentation GFI MailArchiver Outlook Addon Issues 15 5 Glossary 16 6 Index 21

4 1 Introduction 1.1 About GFI MailArchiver GFI MailArchiver is a powerful, easy-to-use archiving solution that helps you archive internal and external into a central archive store. You can then easily manage the archive stores from the web-based interface of GFI MailArchiver, which also allows authorized users to browse and search archived s. 1.2 About GFI MailArchiver Outlook Addon The GFI MailArchiver Outlook Addon is a plug-in installed in Microsoft Outlook to enable users to manually archive messages from Microsoft Outlook client into GFI MailArchiver. By default, s stored in GFI MailArchiver are organized in an identical folder structure to that in the user s mailbox in Microsoft Outlook. Manual Archiving must be enabled in GFI MailArchiver for GFI MailArchiver Outlook Addon to work. For more information, consult your Systems Administrator. GFI MailArchiver Outlook Addon can be installed in Microsoft Outlook 2003, 2007, bit and 2010, bit

5 2 Using GFI MailArchiver Outlook Addon When GFI MailArchiver Outlook Addon is installed, it automatically registers itself with Microsoft Outlook. Microsoft Outlook will attempt to connect to GFI MailArchiver using the URL specified during installation. The GFI MailArchiver Outlook Addon adds buttons for manual archiving to toolbars, ribbons, and/or menus within Microsoft Outlook. By default GFI MailArchiver Outlook Addon is set to retain all s that are manually archived. For more information, refer to Configuring GFI MailArchiver Outlook Addon (page 11). In this chapter: 2.1 GFI MailArchiver Outlook Addon for Outlook GFI MailArchiver Outlook Addon for Outlook GFI MailArchiver Outlook Addon for Outlook 2010 / File Archiving Archiving a File Using GFI MailArchiver Outlook Addon GFI MailArchiver Outlook Addon for Outlook 2003 The GFI MailArchiver Outlook Addon installs an additional toolbar in Microsoft Outlook GFI MailArchiver Outlook Addon functionality is available only after Microsoft Outlook is first restarted. To manually archive an 1. In Microsoft Outlook, select an or file to archive. 2. From the toolbar, select one of the following options: Table 1: Manual archiving functions OPTION DESCRIPTION Archive - Archives the selected keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information, refer to File Archiving (page 8).

6 OPTION DESCRIPTION Archive To... - Archives the selected s to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 2.2 GFI MailArchiver Outlook Addon for Outlook 2007 The GFI MailArchiver Outlook Addon installs an additional toolbar in Microsoft Outlook 2003 and The toolbar option is available only after Microsoft Outlook is first restarted. To manually archive an 1. In Microsoft Outlook, select an or file to archive. 2. From the toolbar, select one of the following options: Table 2: Manual archiving functions OPTION DESCRIPTION Archive - Archives the selected keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information, refer to File Archiving (page 8).

7 OPTION DESCRIPTION Archive To... - Archives the selected s to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 3. (Optional) Right-click and select archive commands from the context menu. 2.3 GFI MailArchiver Outlook Addon for Outlook 2010 / 2013 In Microsoft Outlook 2010 / 2013, the GFI MailArchiver Outlook Addon creates a tab in the Microsoft Outlook ribbon in the Home tab. The GFI MailArchiver options are available only after Microsoft Outlook is first restarted. To manually archive an 1. In Microsoft Outlook, select an or file to archive. 2. From the toolbar, select one of the following options: Table 3: Manual archiving functions OPTION DESCRIPTION Archive - Archives the selected keeping the same folder structure. Archive File(s) To... - Enables user to select and archive locally saved files such as Microsoft Office documents, images, PDFs and others. For more information, refer to File Archiving (page 8).

8 OPTION DESCRIPTION Archive To... - Archives the selected s to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. Archive Outlook Folder - Archives the whole selected Outlook folder. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. Archive Outlook Folder To... - Archives the whole selected Outlook folder to a specified location. Using this option, the user can: Archive files to another user's mailbox In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Add a folder to the existing folder structure Click on the node where you want to store the file, click New folder and specify a Folder name when prompted. If the folder contains subfolders, the addon asks if you want to archive subfolders as well. 3. (Optional) Right-click and select archive commands from the context menu. 2.4 File Archiving The File Archiving feature enables you to archive files from any location on your machine (including Microsoft Office documents), into GFI MailArchiver. This feature is designed to provide a centralized location for user data. With File Archiving, users can: Keep important files easily available Use an IMAP account to access files from multiple locations Archive files to another user's mailbox Organize files in the desired folder structure in GFI MailArchiver Archiving a File Using GFI MailArchiver Outlook Addon The file archiving process performs the following actions: Files archived via GFI MailArchiver Outlook Addon are enveloped in an and archived The archived file is saved in GFI MailArchiver using the same file name The archived date corresponds to the date when the file was last modified

9 The GFI MailArchiver Outlook Addon can archive also files stored within Microsoft Outlook. In this scenario, the archive date corresponds to the date when the file was saved in Outlook. By default, on archiving documents stored in Microsoft Outlook, GFI MailArchiver retains the folder structure of Microsoft Outlook. Optionally, users can create a different folder structure using the Archive To... or Archive Outlook Folder To... functionality. To archive a file: 1. In Microsoft Outlook, click Archive Files To. 2. From Windows Explorer, select a file to archive, then click Open. Screenshot 1: File Archiving dialog 3. In the Archive File(s) To window, select an existing destination or perform one of the following actions:

10 Table 4: Archive Files To options OPTION Add mailbox New folder DESCRIPTION In the Find Mailbox field, type the name of a user mailbox you have been granted access to, then click Add mailbox. Using this option, you can archive files to another user's mailbox. To add a folder to the existing folder structure, click on the node where you want to store the file, click New folder and specify a Folder name when prompted. 4. Verify the Target folder path is correct and click OK. The maximum size allowed for messages and files to be archived is 100 MB. Files that exceed this limit are not uploaded and cause send/receive errors. IMPORTANT File types that are being blocked as attachments are also blocked when you try to archive them in GFI MailArchiver.

11 3 Configuring GFI MailArchiver Outlook Addon When GFI MailArchiver Outlook Addon is installed, default settings are sufficient for the add-in to operate. However, various settings can be customized according to the user s preferences. To change default settings: 1. Open Microsoft Outlook. 2. In Microsoft Outlook ribbon, click Addon. 3. From the drop down menu, click Settings. Screenshot 2: GFI MailArchiver Outlook Addon configuration settings. 4. In the Service address for GFI MailArchiver area, select from the following options:

12 Table 5: Outlook Addon Server address configuration OPTION Default Custom Ignore SSL Policy errors DESCRIPTION This field contains the server address if GFI MailArchiver Outlook Addon is installed through GPO and your Systems Administrator has also deployed the server address. If the field is blank, you will receive an error when trying to archive an . Manually specify the address where GFI MailArchiver is installed. This option is enabled by default. It enables GFI MailArchiver Outlook Addon to connect to GFI MailArchiver, ignoring SSL policy errors when validating the remote certificate provided by the GFI MailArchiver for authentication. This allows users to connect to GFI MailArchiver server over SSL even if the server is using a self-signed, expired, withdrawn, compromised, or otherwise invalid certificate. IMPORTANT The Service address for GFI MailArchiver is always set to Default, even when GFI MailArchiver Outlook Addon is installed manually. If the field is blank, perform the following actions: 1. Contact your System Administrator and ask for the server address 2. Click the Custom button and type the address provided in the address field. 5. Under Deletion policy for manually archived messages within Outlook select one of the following options: Table 6: Actions to perform on local s OPTION Do not delete archived messages Permanently delete archived messages immediately Permanently delete archived messages after N days Apply deletion policy retroactively DESCRIPTION Select this option to keep all s from being deleted after they are archived. When selected, the s will be deleted as soon as they are archived. Specify the number of days to keep local copies of messages after these have been archived (Default 30 days). When enabled, the retention method selected will be applied to all old s that were archived but not yet deleted. If this option is not selected, deletion will become effective only on s archived from that day onward. These settings do not effect s stored within the archive store in GFI MailArchiver and are not affected by retention policies configured in GFI MailArchiver. 6. In the Authentication area, specify one or both methods of authentication:

13 Table 7: Outlook Addon authentication method OPTION Windows authentication Custom authentication DESCRIPTION GFI MailArchiver Outlook Addon uses your Windows credentials to connect with GFI MailArchiver server. This method is used when you are working in an Intranet environment and connected to the same Active Directory domain as the GFI MailArchiver server. Select this method of authentication to connect to GFI MailArchiver from a remote location outside your organization's network. The Username and Password provided here are authenticated on the GFI MailArchiver server. IMPORTANT When forms authentication is configured on the server, GFI MailArchiver Outlook Addon requires custom authentication. 7. In the Archiving Operations area, select from the following options: Table 8: Outlook Addon archiving options OPTION Automatically retry on recoverable error Automatically close dialog on completion DESCRIPTION When selected, GFI MailArchiver Outlook Addon automatically retries to archive the selected when a problem is encountered and recovered. Select this option to automatically close the Archive Progress dialog after the selected is archived. 8. Click OK.

14 4 Troubleshooting Troubleshooting and supportintroductionthis chapter explains how to resolve any issues encountered during installation of GFI MailArchiver. The main sources of information available to solve these issues are:this manual - most issues can be solved through the information in this section.gfi Knowledge Base articlesweb forumcontacting GFI Technical Support 4.1 GFI SkyNet GFI maintains a comprehensive knowledge base repository, which includes answers to the most common problems. GFI SkyNet always has the most up-to-date listing of technical support questions and patches. In case that the information in this guide does not solve your problems, next refer to GFI SkyNet by visiting: 4.2 Web Forum User to user technical support is available via the GFI web forum. Access the web forum by visiting: 4.3 Request technical support If none of the resources listed above enable you to solve your issues, contact the GFI Technical Support team by filling in an online support request form or by phone. Online: Fill out the support request form and follow the instructions on this page closely to submit your support request on: Phone: To obtain the correct technical support phone number for your region visit: Before contacting Technical Support, have your Customer ID available. Your Customer ID is the online account number that is assigned to you when first registering your license keys in the GFI Customer Area at: We will answer your query within 24 hours or less, depending on your time zone. 4.4 Documentation If this manual does not satisfy your expectations, or if you think that this documentation can be improved in any way, let us know via on:

15 4.5 GFI MailArchiver Outlook Addon Issues Table 9: Common Issues ISSUE ENCOUNTERED Archive button disappears GFI MailArchiver Outlook Addon Error_ManualArchivingDisabledException. Error_Server- CertificateValidationException Error_UpgradeRequiredException The address of the GFI MailArchiver server is not configured correctly. SOLUTION Cause: This issue may happen whenever GFI MailArchiver Outlook Addon (or its launcher) causes an unhandled error which propagates to Microsoft Outlook. Solution: 1. In Microsoft Outlook, go to File > Options > Add-Ins. 2. Select Manage > Disabled Items and click [Go...] 3. Enable GFI MailArchiver Outlook Addon. 4. Restart Outlook. Cause: Manual archiving is not enabled on the GFI MailArchiver server. Solution: Contact your Systems Administrator to enable Manual Archiving. Cause: The SSL certificate provided by the GFI MailArchiver server could not be validated. Solution: Contact your Systems Administrator. Cause: The GFI MailArchiver Outlook Addon needs to be upgraded to be compatible with the current version of the GFI MailArchiver server. Solution: Contact your Systems Administrator. Cause: The server address specified in the Settings page is incorrect. Solution 1: Contact your Systems Administrator. Solution 2: If you know the address where GFI MailArchiver is installed: 1. In Microsoft Outlook, go to the GFI MailArchiver Outlook Addon toolbar and click Settings. 2. Select Custom and type the server address in the field provided. 3. Click OK.

16 5 Glossary A Access privileges Permissions granted to users or group of users to perform various operations on diverse s. Active Directory AD A technology that provides a variety of network services, including LDAP-like directory services. See Active Directory Archive Store management A GFI MailArchiver technology that enables you to queue and schedule the archive stores to use according to different time periods. Archive Stores A collection of sources, metadata and search indexes within GFI MailArchiver C Categorization policies A categorization system within GFI MailArchiver that enables the categorization of according to its label. Conversation thread A list of s forming a conversation between two or more users. D Database Activity Auditing A system that uses the tracing capabilities of Microsoft SQL server to record all activity within an archive database. Database schema The structure of a database that defines the tables, the fields in such tables and the relationship between fields and tables. E Exchange OLE DB provider A method used to access the local Microsoft Exchange Server store by using OLE DB and Microsoft ADO.

17 Exchange System manager A specialized MMC console that enables you to manage your Exchange organization. ExOLEDB See Exchange OLE DB provider F Firebird database An open source relational database system. G GFI MailArchiver Import Service A GFI MailArchiver tool that imports data from file to the GFI MailArchiver. GFI MailArchiver Outlook Connector A GFI MailArchiver tool that enables you to synchronize Microsoft Outlook folders with the data archived by GFI MailArchiver. GFI MailInsights A reporting facility within GFI MailArchiver that leverages archived s to deliver information related to usage and trends. GPO See Group Policy Objects Group Managers A user group within GFI MailArchiver that members can browse and search through all users forming part of their Active Directory group. Group Policy Objects An Active Directory centralized management and configuration system that controls what users can and cannot do on a computer network. H Headers Information that precedes the text (body). This includes the sender, recipient, subject, sending and receiving time stamps, etc. I IMAP See Internet Message Access Protocol

18 Internet Message Access Protocol One of the two most commonly used Internet standard protocols for retrieval, the other being POP3. J Journaling A Microsoft Exchange Server feature which stores copies in a central mailbox for various purposes, incl. mail archiving. M Mailbox A directory or folder used for receipt, filing, and storing messages of s. Mailbox folder structure retrieval A GFI MailArchiver feature that enables you to synchronize the mailbox folder structure in Microsoft Exchange with GFI MailArchiver MAIS See GFI MailArchiver Import Service MAPI See Message Application Programming Interface Message Application Programming Interface A messaging architecture and a Component Object Model based API for Microsoft Windows. Metadata Data that provides information about archived within GFI MailArchiver. Microsoft SQL Server A Microsoft relational database management system. MIME See Multipurpose Internet Mail Extensions Mixed authentication mode An SQL server authentication method that enables both Windows and SQL Server authentication. Multipurpose Internet Mail Extensions A standard that extends the format of to support text other than ASCII, non-text attachments, message bodies with multiple parts and header information in non-ascii character sets.

19 O OneClick Restore A user-friendly method of restoring archived s to the user s inbox and either restores s as it was at the time of deletion or sends it to user as an attachment. Outlook Web Access Microsoft Exchange Server s webmail service. Used to access , contacts, tasks, etc. using a web interface when Microsoft Office Outlook is unavailable. OWA See Outlook Web Access P POP3 See Post Office Protocol ver.3 Post Office Protocol 3 A protocol used by local clients to retrieve s from mailboxes over a TCP/IP connection. PST exporter An agent-based tool that once deployed on the target computers, extracts s from PST files for processing by the GFI MailArchiver Import Service. PST file A file used to store local copies of , calendar events, contacts and other items within Microsoft Office Outlook. Public folders A common folder shared between Microsoft Exchange a user, which enables information sharing. R Retention Policies A system that enables you to control for how long to keep specific s in your archive stores. S Search index A system that collects parses and stores data to enable fast and accurate information retrieval.

20 U User interaction auditing activity while they are using the GFI Mai- A system that enables you to record all users larchiver web interface.

21 6 Index A Active Directory 13 archive 8 D Documentation 14 G Glossary 16 I IMAP 8 K Knowledge Base 14 R Retention policies 12 T Technical support 14 Time Zone 14 W Web Forum 14 GFI MailArchiver Index 21

22 USA, CANADA AND CENTRAL AND SOUTH AMERICA Weston Parkway, Suite 104 Cary, NC 27513, USA Telephone: +1 (888) Fax: +1 (919) UK AND REPUBLIC OF IRELAND Magna House, London Road, Staines-upon-Thames, Middlesex, TW18 4BP, UK Telephone: +44 (0) Fax: +44 (0) EUROPE, MIDDLE EAST AND AFRICA GFI House, San Andrea Street, San Gwann, SGN 1612, Malta Telephone: Fax: AUSTRALIA AND NEW ZEALAND 83 King William Road, Unley 5061, South Australia Telephone: Fax:

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