OUTLOOK All About Archives
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1 OUTLOOK All Abut Archives Why d we have Zantaz Enterprise Archiving Slutin (EAS)? Archiving prvides verall lng term strage EAS has been implemented t help manage the 300MB mailbx size limit in Outlk/Exchange Hw des archiving wrk with Zantaz EAS? It runs nightly and reduces mailbx size by mving messages int the EAS Archives and replacing them with stub/shrtcut messages. Messages mved int the EAS Archives are available thrugh the Outlk client. What is a stub/shrtcut message? It s a smaller versin f the riginal message The stub is really a shrtcut that pints t the full message in the EAS Archives. Attachments and advanced frmatting f the text are nt in the stub. Identify a stub/shrtcut message by the shrtcut icn. Opening the stub/shrtcut retrieves the full message and happens very quickly! Open the message up and then frward!! If yu dn t pen the message yu will be frwarding a stub/shrtcut message. If there s an attachment t the message yu re frwarding and it has a file extensin f.efa yu re frwarding just a stub! Archving Plicies Plicies are based n the age f the message (the 7/30/180 rule) Under 7 Days: messages are archived at night (fr backup purpses nly) After 7 Days: Messages ver 1MB in size are stubbed After 30 Days: All messages are stubbed After 180 Days: Messages are mved fully int the EAS Archives There s n stub message left behind in Outlk Fully archived messages are searchable via EAS Outlk client interface Mail items and calendar items are subject t being stubbed based n age EAS will nt stub r remve: Tasks, Cntacts, Ntes, r Distributin Lists There is n size limit (quta) n EAS Archives 1
2 The EAS tlbar in Outlk The EAS tlbar when yu re n a stub message. The tlbar when yu re n a message that hasn t been stubbed. The EAS TlBar Optins Explained: This buttn will bring up the EAS Archive Help. Archive Nw: Clicking this buttn after selecting a nn-stubbed message will cause the EAS system t archive and stub/shrtcut the message. It may take up t 1 minute fr the stub t appear in a user s mailbx. Open: Opening a stubbed message will temprarily retrieve the full message (with attachments) back frm the EAS archives. Duble-clicking n a message als temprarily retrieves the full message. Restre: Restring a message will replace the stub that was in a user s mailbx with the full versin f the message (with attachments) frm the EAS archives. The full message will fllw the 7/30/180 archiving rule r can be archived by clicking the Archive Nw buttn. Delete: Deleting thrugh the EAS Delete buttn will delete the message frm the Exchange mailbx and frm the EAS archives. WARNING: The EAS delete buttn will delete the message immediately and nt send the message t the deleted items flder. Search: This buttn will bring up the EAS Search windw t search the archived messages. 2
3 Using the EAS Search Windw: On the right yu ll see yur name. If yu ve been granted rights t anyne else s calendar, mailbx r flders yu ll see their names listed here as well and can search their archives t. Yu can search in their archives nly fr what yu ve been given permissin. On the left yu specify yur search criteria: Cntents, Subject, T:, Frm:, and mre. Entering Search Criteria T search fr multiple wrds, use AND between the wrds. The search returns messages cntaining each wrd. Nte: AND must be entered in uppercase. T search fr at least ne f the specified wrds, use OR between the wrds. The search returns messages cntaining at least ne f the wrds. Nte: OR must be entered in uppercase. T search fr a specific phrase, put the text in duble qutes. 3
4 Hw D I Delete items? Press Delete n the keybard. If the item is in Outlk/Exchange inbx click n the message t select it then press delete t mve the message t the Deleted Items flder. The Outlk/Exchange system will delete the message frm the Deleted Items flder and frm the EAS Archives. EAS Delete. Deleting thrugh the Delete buttn n the EAS tlbar will cause the item t be deleted frm the user s Exchange mailbx as well as frm the user s EAS archives. WARNING: The EAS Delete buttn will delete the message immediately and nt send the message t the deleted items flder. Be sure that s what yu want r avid the EAS Delete buttn! EAS Web Access: If the item is n lnger in Outlk/Exchange (it is fully archived and in the EAS Archives nly): yu must g t EAS Web Access (EWA) t delete. Click the bx t the right f the message yu want t delete, then click the buttn. WARNING: D NOT delete items frm yur Deleted Items flder Yu re leaving the message behind in the EAS Archives with n way t remve it! Let the system empty what s been in Deleted Items > 7 days. Hw t Get t Archived Messages Use the EAS Search interface in Outlk it searches all archived messages, nt just stubbed nes. The EAS tlbar is fund at the tp f the Outlk screen, belw the regular Outlk tlbars. Use the EAS Search interface within Outlk WebAccess (OWA). T lgin t Outlk WebAccess: Fr Emry Healthcare staff: Fr Emry Healthcare physicians/clinical faculty and university staff: Use EAS WebAccess 4
5 Using EAS WebAccess: Use t view any archived message regardless f age. Use t view fully archived messages messages > 180 days ld that are nly in EAS messages with n stub message left in Outlk Use t brwse yur flders instead f just searching fr messages T Lgin t EAS Fr Emry Healthcare staff: lgin by typing EUH\ and then yur Emry Healthcare netwrk ID Fr Emry Healthcare physicians/clinical faculty and university staff: lgin by typing yur university netwrk ID BE AWARE: EAS shws messages fr the current year + 2 years back by default. Change the mailbx filter if yu need t shw lder messages. 5
6 Where are My GrupWise Archives? Until GrupWise archives are mved int the Outlk/Exchange system, they ll still be in GrupWise. Archived GrupWise messages will mve ver t a flder called GrupWise Archive. Under the GrupWise Archive flder will be whatever flders yu had in yur GrupWise archive. The messages in the flders under GrupWise Archive are subject t the 7/30/180 archiving plicies in the new Outlk/Exchange system. Mst, if nt all, f yur messages under GrupWise Archive will be stubbed these messages are lder than 30 days. Sme f yur messages frm yur GrupWise archive will be fully archived and nt shw up under the GrupWise Archive flder in Outlk. Remember, messages > 180 days are mved ut f Outlk/Exchange. Messages > 180 days are nly in the EAS Archive system. Yur GrupWise Archive flders in Outlk/Exchange will eventually be empty. This will happen nce all f yur GrupWise archive messages age t > 180 days and thse messages are nly in the EAS Archive system. At that pint, yu may delete the GrupWise Archive flder and its subflders frm Outlk. The GrupWise Archive flder structure will remain in the EAS Web Access s yu can easily brwse yur ld GrupWise messages. 6
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