ARCHIVING OVERVIEW. Cbeyond's Archiving enables you to:

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1 ARCHIVING OVERVIEW Cbeyond's Archiving enables you to: Maintain compliance with industry regulations retain archives as long as regulations require Support legal requirements maintain content for discovery process Reduce overall storage requirements and user mail count users can delete more of their s, knowing that they can easily access them in the archive End user self service users can recover their own missing or deleted s, reducing the demand on IT staff Knowledge management business intelligence can be gained from the archive of historical s which may otherwise be lost for example when an employee leaves To use Archiving successfully, you must access your using one or more of the following methods: Microsoft Outlook for Windows Microsoft Outlook 2011 for Mac Microsoft Entourage 2008 Microsoft Outlook Web Access A BlackBerry using Cbeyond s BES (BlackBerry Enterprise Server) A mobile device using ActiveSync messages sent using other applications, such as Microsoft Outlook Express or Mac Mail, will NOT be archived because applications using POP/IMAP or SMTP protocols do NOT support Archiving. messages must be delivered using Cbeyond s servers; thus s provided by other service providers such as Yahoo!, Hotmail or Gmail will not be archived. Copyright 2011 Page 1

2 WHAT ARE > THE MINIMUM REQUIRMENTS? To be able to use ARCHIVING YOU MUST USE ONE OR MORE OF THE FOLLOWING METHODS TO SEND/RECEIVE Microsoft Outlook for Windows Microsoft Outlook for 2011 Mac Microsoft Entourage 2008 Microsoft Outlook Web Access A BlackBerry using Cbeyond's BES (BlackBerry Enterprise Server) A mobile device using Activesync NOTE: messages sent using other applications, such as Outlook Express or Mac Mail, will NOT be archived, because applications using POP/IMAP or SMTP protocols do NOT support Archiving How to set up Step 1 > The following steps describe how to set up the Archiving option for your Cbeyond Hosted Microsoft Exchange (HME) service. The main steps are: 1. Confirm that all of your accounts on the domain you wish to archive are HME Complete 2. Sign up for Archiving with Cbeyond s third party partner, Smarsh 3. Enable Archiving in CbeyondOnline 4. Manage your Archive Confirm that all of the accounts on the domain that you wish to archive are HME Complete Select SERVICES > > ADD/DELETE . Select the domain you wish to archive in the CURRENTLY DISPLAYING dropdown. Select the SHOW icon to filter the list. Copyright 2011 Page 2

3 Review the Global Address List. Ensure the size of all mailboxes is 2GB or greater (alternatively, you can open each box to see if it is HME Complete rather than HME Basic). For any boxes that are not Complete, select the icon in the Type column for that mailbox and select the UPGRADE TO OUTLOOK COMPLETE MAILBOX option and click UPDATE. Step 2 > Sign up for Archiving with our third party partner, Smarsh Select SERVICES > > ADD/DELETE . On the Global Address list screen, select the ARCHIVING tab. Select the link to Smarsh in the yellow box. Input your information and submit the Smarsh sign-up form. A journaling address will be provided to your upon submission of the form. This journaling address will also be ed to you. Be sure to save this information. IMPORTANT NOTE: Cbeyond will not bill you for Archiving services. All billing will be handled through our third party partner, Smarsh. Copyright 2011 Page 3

4 Step 3 > Enable Archiving in CbeyondOnline Select SERVICES > > ADD/DELETE , if not already displayed Select the ARCHIVING tab You should see your domain listed, with a checkbox next to it and the message ACCOUNT HAS ALL HME COMPLETE BOXES NOTE: If you do not see this message, complete Step1and return to the Archiving tab. Select the checkbox so it is checked. Additional information should appear below the checkbox requesting entry of the journaling address you obtained in Step 2. Enter the journaling address into the box (do not enter portion of the address). Select DONE. Read Cbeyond's Terms and Conditions and click AGREE. If you selected Agree in Step 3, Archiving will be enabled for the domain selected. After enabling Archiving, a representative from Smarsh will contact you to review service options for your organization and to set up training on the Management Portal, if desired. NOTE: There may be a delay of up to an hour in the start of the Archiving functionality while it is provisioned through the Hosted Microsoft Exchange server. Copyright 2011 Page 4

5 Step 4 > Searching your Archive Select SERVICES > > ADD/DELETE Select the ARCHIVING tab Select CLICK HERE next to the To access your archive message Log in to the Cbeyond/Smarsh Management Portal using the credentials received from Smarsh via In the Review section, select MESSAGE SEARCH Enter your search parameters and select the SEARCH button toward the bottom of the screen. Results matching the parameters you entered should be returned upon search completion. Smarsh will contact you to provide training on the Management Portal. For online help, select CLIENT TOOLS > HELP & FAQ. If you have additional questions on the Archiving management portal, please contact Smarsh Customer Support at ? > Go to CbeyondOnline s Find-It-Fast Answer Center and use keyword Archiving " Copyright 2011 Page 5