Welcome to Enterprise Vault Archiving

Transcription

1 Welcome to Enterprise Vault Archiving You have now been told when your Outlook mailbox will be enabled for Enterprise Vault archiving. This means that instead of storing all your messages on the Exchange Server, older messages will be more efficiently stored in the Enterprise Vault (evault). We hope that this document will help you understand more about Archiving, and show you how to work with your archived messages. What does Enterprise Vault Archiving do and why? Archiving helps save space on the servers. Your mail is already stored centrally archiving just moves it to a different central location called the evault. Archived messages remain in the same folders in your mailbox. You can see the first few lines of the message, not the full content. Archived messages in a mail folder look like this: The mail item acts as a retrieval link, which you can use to access the full message. These links are only a few KB (kilobytes) in size, so hundreds of these links will take up the same space as one message with a large attachment. To retrieve an archived message just double click on it as you would normally do to open a mail message. You will need to enter your regular /novell credentials as seen below: anglia\username, followed by your password.

2 The evault archives all types of information stored in private folders and public folders on the Microsoft Exchange Server, including messages, documents, spreadsheets, and graphics. The Anglia policy states that Archived staff will be retained for a period of 2 years from the last modification date [ ] Should staff require archived s to be stored for longer than 2 years, permission must be requested from the Secretary and Clerk. If permission is granted then an additional archive folder will be created for that individual with the appropriate retention period. Remember that you can read the policy in full on the Outlook website at How to request a longer term storage folder: The online form for requesting longer term storage is available on the website of the Office of the Secretary and Clerk. Click on the link and scroll down to find it under forms: What do I do next? Archiving will automatically be enabled for you, so you don t need to do anything. On your scheduled activation date, the software will be downloaded by your computer when you first log in. The only thing you need to do is to apply for a long term storage folder if you have a business or legal need to keep messages for longer than 2 years. Getting help 1. In Microsoft Outlook, click Help. 2. Click Enterprise Vault Help Topics. The Enterprise Vault help is displayed.

3 What new Icons will I see? Icons next to your mail messages: Any messages less than two months old will have no icon. Any message over 2 months old will have an archiving status icon next to it in the date column as you saw in the first screen shot in this document. Pending: When an is about to be archived, it appears with a pending icon: It is advised that once a mail enters this state, it should not be moved. At this stage a copy of the mail exists on the Exchange Server (where your newer messages are stored) and in the evault (where your archived messaged are stored). Vaulted: When an is fully archived, it appears with a vaulted icon: Once again it is advised that once a mail enters this state, it should not be moved. At this stage a copy of the full mail exists only within the evault. What you see in your mailbox is the link to this item in the evault. Toolbar icons: In the full version of Outlook, you will also see these extra icons added to your main Outlook toolbars: To manually archive a message: Highlight the message and click the Store in Vault icon on the Outlook toolbar. To search the evault for an archived message: Click the Search Vaults icon on the Outlook toolbar to enable a simple free text search for archived messages. Click the Archive Explorer icon on the Outlook toolbar to enable a folder based representation of your mailbox showing archived messages only. Please note that using the search function within Outlook will still include archived items. To delete an item:

4 It is possible to delete archived mail from your Outlook client and the evault using either the delete key on the keyboard or using the delete button: To delete using the button on your keyboard: When you attempt to delete an archived item from outlook using the delete key on the keyboard you will see the following: You can choose to delete just the shortcut in your mailbox, or the shortcut and the item in the archive. To delete using the Button on your toolbar: When you click the delete button on the toolbar you will see the following: Selecting the archived item in your mailbox and pressing the delete button on the Archiving toolbar deletes the archived item in the evault and the shortcut you see in your mailbox. Restore In certain exceptional circumstances you may require to restore an item. This button enables you to restore items from the evault back into your Outlook mailbox. You don t need to restore an item if you only need to: Open archived messages Forward archived messages Reply to archived message Restoring an item is only recomended when you wish to: Include it as a linked object in other items such as Calendars and tasks (if these need to be shared with someone who doesn t have access to a shortcut to the archived item). Transfer a mail item into a new Long Term Storage folder after it has gone to the archive.

5 Accessing Archived items in Outlook Web Access If you are using Internet Explorer to access OWA, you will see a 3-icon version of the Archiving toolbar, allowing you to manually archive and retrieve archived messages. The icons look almost the same as in the full version of Outlook: You will see the same Archiving status icons as described above in the Icons next to your mail messages section. You can find the Archive Explorer and the Search Archives tools in the bottom left window menu. When you access an archived message, you will not be prompted for your password, but the message may take a moment to be retrieved for you. The cancel icon allows the archiving process to be cancelled if a message has a pending icon. If you are using Firefox or Safari to access OWA, you won t see the Archiving icons next to your messages or in the toolbar. When you click on messages that are over 2 months old and have gone to the archive, they will display after they are retrieved this may take a little longer than opening a newer message.