Introducing Unlimited* Storage protected and stored for 10 years in

Transcription

1 Introducing Unlimited* Storage protected and stored for 10 years in Securely store and access all your from anywhere, anytime! Free up valuable time by letting your e-vault manage storage limits Every day we are sending and receiving more . To manage the size of our mailboxes we continually make difficult decisions of what to save, what to delete and where to store it. The solution: attach a personal Vault to your FMRealty.com mailbox, where any you do not delete will automatically be securely stored (and easily reached by you) for up to 10 years! How does my e-vault work? 1. Every night your e-vault will analyze your FMRealty.com mailbox and mark messages older than 90 days for archiving. Any message your e-vault prepares to archive will change the icon from the envelope a message with a clock 2. Next, your e-vault analyzes your storage limit to see if you are over 70% utilization. If so, your e-vault will move messages to the vault, but leaving the subject as a shortcut to the entire message, including attachments. You can still delete these messages or file them in folders as long as they appear in your inbox. You can also perform any action on them as if they were a regular message, such as reply to, forward, print, etc. 3. After one year the shortcuts will be removed and the message will be permanently stored in your e-vault for nine more years. *Unlimited: Having a limit of 350 MB which includes messages, attachments & shortcuts, for a duration of no longer than 10 years. O:\projects\unlimited \unlimited Storage FAQ AgentVersion.docx revised Page 1

2 How do I search for messages in my e-vault? Just click the Search Vaults icon in the Enterprise Vault tab in the Outlook Client (upper left) or the Search Archives in the Outlook Web App (bottom left). Both will display a page that allows you to Look for: messages. If you need to narrow down your search, the Advanced Find option will display the Advanced Search window. Search Vaults view with Find selected Advanced Search Results view O:\projects\unlimited \unlimited Storage FAQ AgentVersion.docx revised Page 2

3 Can I search my e-vault from my smartphone or tablet? Yes, you can search your vault by going to Just enter in your network id, password and domain name to log in and search. Results will be presented and you can click on the link to open the message, and open/download any attachments in the message. So what are the e-vault archiving rules? Messages that are 3 months old or older are automatically archived OR once your mailbox reaches 70% utilization of the 350MB limit (245MB), items are automatically archived from your mailbox, starting with the oldest items, to keep you below 70% of your 350MB limit. Will I ever get the your mailbox is almost full message once my e-vault is turned on? There may be very rare situations where you get to 325MB and receive a warning. If you do, you should start manually archiving items to decrease the storage used in your mailbox. Note: In order for this situation to occur, you would have to be at 70% utilization to begin with and then receive 80MB of mail in one day. Should I continue to delete some s? Yes, because deleted items are not vaulted they are included in your overall storage calculation. Therefore, you should set Outlook to empty your deleted items whenever you exit Outlook. This will insure that messages are deleted often. Note: Outlook saves all deleted items for 14 days. These messages can be found in the Recover Deleted Items view which is located under the Folder tab. O:\projects\unlimited \unlimited Storage FAQ AgentVersion.docx revised Page 3

4 Can I archive items on my own to save space? Ribbon view Yes. You do not have to wait for your e-vault to process your messages. Just highlighting the message or messages and clicking on the Store icon. To keep my mailbox small, I have had to use a.pst file to archive my s. What happens now? With your e-vault, storage is no longer a problem, so.pst files are no longer necessary! Once your e- Vault is enabled, you will be able to move your folders in your.pst back into your inbox. Take a moment to determine which folders are truly necessary before moving them back under your inbox. THIS PROCESS WILL BE MANAGED LATER IN THIS ROLLOUT. DO NOT DO THIS RIGHT NOW! How long are my s kept in my e-vault? 10 years from the date the is vaulted. What is a Shortcut and what does one look like? A shortcut is what is left after a message is archived into your e-vault. It is a copy of the full text of the minus any attachments. It has a different icon as seen here. Why do my Shortcuts disappear? After the message is one year old the shortcut is automatically deleted from your mailbox by the e- Vault administrative process. The entire original message is still in the vault and can be searched or located with Search Vaults. Can I see all the archived s in Outlook Web App? Yes. Shortcuts are available along with the ability to search your e-vault all from within Outlook Web App. Attachments can only be previewed in Internet Explorer. All other browsers download attachments. Can I see all the archived s on my smartphone? As long as the has been downloaded to your phone in the past 30 days you will have a copy in your phone s mailbox. However, not all folders are set to automatically synchronize, so keep this in mind and check your phone s configuration to see how long it is set to save messages and change it if necessary. Can I delete messages from my e-vault? No. Once the shortcut has been removed from your inbox the message is permanently saved in your e-vault it cannot be deleted. O:\projects\unlimited \unlimited Storage FAQ AgentVersion.docx revised Page 4

5 Can I move a message from my e-vault back to my mailbox? No. There is no need to move messages back to your mailbox since they are just as accessible from your e-vault and can be forward, replied to, printed or any other action you would need to do as if it were in your mailbox. Will I have the same folders in my e-vault as I do in my FMRealty.com box? Yes! Your e-vault will mirror the same folder/organization you have in your FMRealty.com box. So, we highly recommend taking the time to organize your existing s into folders in your Inbox. Each folder should be labeled with either your client s name, property address or project name. Create high level folders such as Closed Transactions and move folders under it to keep from having a very long list of folders under your inbox. Avoid categorizing by year, since your e-vault will contain 10 years of . Remember: Do not use or create.pst files any more to store messages. All your messages will now be automatically stored in your e-vault. Safe, secure and protected. What doesn t get archived? Calendar events, Contacts, Appointments, Notes, Tasks, Deleted items and anything stored in a.pst file will not be archived in the vault. I ve purchased additional storage in the past, now with e-vault is this still necessary? No. By you purchasing additional storage it allowed you to have more messages in your inbox. With your e-vault it will appear that you have more room in your inbox because it uses shortcuts to reference your . Additionally, your e-vault is easily accessible via the Outlook Client or Outlook Web App so you will still have access to all your messages outside the office. So my s are either in my mailbox or my e-vault, right? Not exactly. For a period of one year messages that are archived to your e-vault will still have a shortcut in your inbox making it appear that those s are in both places. This allows you to search and retrieve them just like your active messages. Only messages that are older than one year will have the shortcut removed and appear exclusively in your e-vault. Glossary of Terms Archiving The process which your e-vault moves messages into your e-vault. e-vault The location where s are archived but still accessible via Outlook or the Search Vault tool. Mobile Search A secure webpage that allows you to search your e-vault on mobile devices. Outlook Client This is the full version of Outlook that is loaded on your pc. Outlook Search box This is the search box located in the upper right in the Outlook client that allows you to do keyword searches by folders or your entire mailbox. Outlook Web App This is the web-based version which can be used on any pc that has internet access and a Microsoft IE browser. Search Vaults The icon that invokes the search tool for doing simple or advanced searches of your e-vault. Shortcut The term used to describe a message in your inbox which has been archived but the subject remains so you can still search and retrieve the entire message from the Vault. O:\projects\unlimited \unlimited Storage FAQ AgentVersion.docx revised Page 5