Archive Attender Version 3.5

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1 Archive Attender Version 3.5 End User Quick Guide Sherpa Software (800)

2 End User Quick Guide Table of Contents What is Archive Attender?... 3 How it Works... 3 What happens to my once it s archived?... 4 What is a Stub?... 4 What can I do with a Stub?... 5 Can I Decide What To Archive?... 7 How Do I Search My Archives?... 9 Searching Criteria What Can I Do with Search Results? Folder Search Learn More about Archive Attender Table of Figures Figure 1: Archive Attender Administrative Console... 3 Figure 2: A Stub Message within an Outlook Mailbox... 4 Figure 3: Opening a Message... 5 Figure 4: An Opened, Archived Message in Outlook Format... 6 Figure 5: An Opened, Archived Message in Internet Format... 6 Figure 6: Creating Categories in Outlook Figure 7: Creating Categories in Outlook Figure 8: Basic Archive Search... 9 Figure 9: Advanced Archive Search Figure 10: Archive Search Results Figure 11: Controlling the number of search results Figure 12: Archive search paging controls Figure 13: Archive Search - Folder View Copyright , Everest Software and Sherpa Software Group. All rights reserved. Archive Attender is a registered trademark of Everest Software and Sherpa Software Group. Microsoft, Exchange and Outlook are either trademarks or registered trademarks of Microsoft Corporation in the United States and/or other countries. Page 2

3 What is Archive Attender? Sherpa Software s Archive Attender is a software application designed to save (or archive) information from the Microsoft Exchange system. This information may include , calendar entries, to do lists, and sticky notes (everything you see in Outlook). Most companies use the product to archive old, or large, messages; this frees storage space on the Microsoft Exchange server and helps it operate more efficiently. In addition to using Archive Attender to reduce Microsoft Exchange server storage space, your company may archive to comply with data preservation laws and business regulatory requirements. How it Works To archive information from the Microsoft Exchange server, Archive Attender moves the item of information from the server and places it on a disk device where an archive location has been created. This frees up space on the server for more to be received. It also preserves to comply with regulatory mandates. Additionally, when Archive Attender performs this process, it creates (or updates) a table of contents (or index) with information about the archived item, so you can search for it within the archives at a later time. The rules, or policies, that determine how and when Archive Attender will save messages are created by your IT administrator using the console application shown in Figure 1. Figure 1: Archive Attender Administrative Console Page 3

4 What happens to my once it s archived? After s have been archived from the Microsoft Exchange server, the message (and any attachments) are compressed to reclaim as much space as possible and stored in the archive location. Each person s mail is stored and maintained separately and is generally only accessible to the person from whose mailbox the message was archived. What is a Stub? Your IT administrator may elect to have Archive Attender create a stub in your mailbox when the is archived. A stub is a placeholder for an archived piece of that appears in your Outlook folder as shown in Figure 2. Figure 2: A Stub Message within an Outlook Mailbox Notice that in our example, we have been notified that the contents of this have been archived. We can click on the link provided for a complete view of the original message. Please note that your IT administrator can customize the message you see in your stub, so it may look slightly different than the one shown in our example. Page 4

5 What can I do with a Stub? Stubs allow you to view archived s. If you click on the link contained within the stub message, you will either be prompted to open the message or it will be opened automatically (depending upon your Outlook configuration). Figure 3: Opening a Message If you click Open, the original appears, including any attachments. Note that you can uncheck the box marked Always ask before opening this type of file to have the stub automatically open the archived . Your administrator will determine whether your archived is displayed in Outlook or Internet format as described in the following examples. Page 5

6 Outlook Format when the archived message opens within Microsoft Outlook, you can reply, forward, and print the message just as you can a regular message. Figure 4: An Opened, Archived Message in Outlook Format Internet Format this is a view only version of the message that is frequently used for displaying archived mail on mobile devices that do not support Outlook. Figure 5: An Opened, Archived Message in Internet Format Page 6

7 Can I Decide What To Archive? Archive Attender may support the ability for you to indicate specific messages you wish to archive through a feature called Category Archiving. Please check with your administrator to find out if this feature is available at your company If Category Archiving is available to you, individual messages may be designated for archiving by associating them with an Outlook Category. Archive Attender will periodically scan your mailbox for messages that contain the pre-defined category *Archive Message. These messages will automatically be moved into the archive. To start using this feature, you must first create the *Archive Message category in Microsoft Outlook. Creating categories varies slightly from version to version in Microsoft Outlook: In Outlook 2003, the categories feature may be found in the Edit menu in Outlook. From that menu select the Categories menu option to display the screen shown below. Then click the Master Category List button and in the New category: textbox add a category called *Archive Message and click the Add button. This will save the newly added category in your Outlook profile. Figure 6: Creating Categories in Outlook 2003 Page 7

8 In Outlook 2007, the categorize feature may be found on the Edit menu in Outlook. Hover over the Categorize option and select All Categories from the flyout menu to reach the screen shown below. From this screen, you may choose the Rename button to change of the default Outlook color categories to *Archive Message. Figure 7: Creating Categories in Outlook 2007 Once you have created the new category in Outlook you may designate the messages you wish to archive. To accomplish this task, select an individual message (or group of messages), right-click and select the Categories option. Check the *Archive Message category and click OK. The next time Archive Attender scans your mailbox for messages to archive, these marked messages will automatically be archived. Page 8

9 How Do I Search My Archives? If your administrator grants you permission, you can search your archives. Within Outlook, you will see a folder titled Archive Search under the Inbox in your Outlook folder list (see Figure 8). Please note that your IT administrator may change the name of the folder; please consult him or her if you believe you have been granted archive search rights, but do not see the appropriate folder within Outlook. Figure 8: Basic Archive Search To search your archives, please click on this Archive Search folder to reach the search screen. On this screen you may type key words you wish to search for in the box and then click the Search button (the blue magnifying glass) to locate any archived messages containing those words. Page 9

10 Searching Criteria Note that on the search screen, you can also click on the Advanced Search link to access more detailed searching options: Figure 9: Advanced Archive Search Within the advanced search, you can type in text keywords, look for a specific attachment name, query for a particular sender, find based on who the recipient is, look for a folder path, or indicate specific received or archived dates (which are date ranges). You can fill in any combination of these fields to create a very thorough search query. Page 10

11 What Can I Do with Search Results? When you execute a search, the results will be displayed within the Outlook main pane as shown in Figure 10. Figure 10: Archive Search Results In our example, 7 messages matched the search criteria. By clicking on one of the blue icons you can perform additional actions on the archived message. The magnifying glass icon will trigger a pop-up window containing a preview of the original message body text. The envelope icon will open the original within Outlook (similar to a stub link) permitting you to forward, reply, and print the original . Clicking on the globe icon will display the original message in your Internet web browser (useful if you have a mobile device). Page 11

12 You may sort your search results within this screen by clicking on one of the white column headings: Sender, Subject, Recipients, Received Date, Message Size or Folder. There are additional controls on the screen that permit you to select the number of search results to show on each page (10, 20, 50 or 100): Figure 11: Controlling the number of search results There are also paging controls provided at the bottom of the screen which will show up to 10 pages of results at a time and allow you to jump directly to a specific page (for example page 7 of 50). Figure 12: Archive search paging controls Page 12

13 Please note that if your IT administrator grants you permission, you can restore, or place a copy of, an archived back into your Outlook mailbox. This does not remove the from the archive. Additionally, your IT administrator may grant you permission to delete messages from your archive. Folder Search When your is archived, Archive Attender keeps track of what Outlook folder the message originally came from. Clicking the Folder View link on the main search screen launches an application in your Internet browser that will permit you to look through messages in archived folders (as shown in Figure 13). Figure 13: Archive Search - Folder View You may display the full details of any message by clicking on either the View in Outlook or View in Web Browser links that are shown. Learn More about Archive Attender To learn more about the Archive Attender product or to download an evaluation copy of the software, please visit the Sherpa Software web site: Page 13

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