HelpDesk / Technical Support * 1350 Euclid Avenue Ste 1500 * Cleveland, OH *

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1 HelpDesk / Technical Support * 1350 Euclid Avenue Ste 1500 * Cleveland, OH * Enterprise Vault Quick Usage Guide GCA Services Group is now using Enterprise Vault (EV) to manage mailbox sizes. This new program replaces the archive folders method of archiving mailbox items with a more secure and effective way of archiving that gives you constant access to your archived material. Previously, your archived mail would go into a Personal Storage Table (pst) or archive folder. This folder was a separate folder in your Outlook folder menu and the file was stored on your local machine, making it available only on that machine through Outlook. With EV, your archived material is stored on one of our central servers and is securely backed up. The also remains in the same mailbox folder it was archived from and integrates with Outlook Web Access (OWA or Webmail ) so that you will have access to your archived material no matter what computer you log in from. Everyone s mailbox has a certain level of automation currently applied to it. Our standard policy is that all older than three months is automatically moved over to EV s Storage Vault. Mailboxes with lower size limits have all older than one month moved over to the Vault and they have another provision that archives more if the mailbox exceeds 70% of its send/receive capacity. In either case, it is still possible for a mailbox to reach the size where you receive a warning or, though unlikely, you may be limited in your ability to send or receive . In this event, there are tools integrated into your mailbox that allow you to manually move into the Storage Vault to avoid these problems. How to determine if an is stored in the Vault The first thing you will need to do is determine which s are in the Storage Vault and which s are live. In the figure below, the top four s are still in my live mailbox. These s are still on our exchange server and count against my mailbox size limit. They are marked with the traditional icon for Outlook, an envelope. The bottom three s have been moved over to the Storage Vault. They are now stored on our Enterprise Vault server and no longer count against my mailbox size limit. They still remain visible and accessible in my mailbox and are marked with a new icon. These messages will be available in both Outlook and Webmail.

2 Moving into the Vault You can always move s into the Vault. Whether you use Outlook or Webmail, there will be icons that allow you to send to the Vault. You can select multiple s at once and then click on the Store icon to send all of the selected s as a group to Enterprise Vault. If you are having issues with your mailbox size limit and need to manually archive, you may want to sort your mailbox by message size so you can archive the s that are taking up the most space. The images below show you where the Store icon is in Outlook 2010, Outlook 2003, and Outlook Web Access, respectively: Outlook 2010: Outlook 2003:

3 Outlook Web Access: Opening Attachments If an that has an attachment is moved over to the Vault, the attachment will be preserved with the original , but you will need to open the in its original format to get the attachment. All s can be opened in their original format, but by default they are first displayed as a preview, like the one below. The above has an attachment, as indicated by the notice at the bottom circled in red. This is just a text notification that there is an attachment associated with the vaulted . To access the attachment, double click on the to open it outside the preview pane. Here you will see the attachment displayed in the same manner that it would be in a live . You can double click on the attachment to open it.

4 You may be prompted to log into your Vault to retrieve the in its original format and open the attachment. If you are, enter your username in the format gcaservices\[yourusername] and your password. (Please note that you should not actually type out yourusername but you should type in your actual username. For example, if your name were Eric Clapton, you would enter gcaservices\eclapton for the username). Forwarding s as Attachments/Restoring s from the Vault In some cases you may need to forward an that has been moved to the Vault. If you open the and click on the forward button then you do not have to do anything different from what you would normally do. If you click on the forward button to forward an EV will automatically produce the in its original form for forwarding. However, if you wish to send a vaulted as an attachment, you will need to restore the from the Vault before you can do this. The reason is that when you send an as an attachment you are actually attaching the as a file to another . In this case, the file is stored on our Enterprise Vault server and only you have access to the specific vault it is stored in. The solution to this problem is to temporarily restore the to your live mailbox before attaching it to another . Just like the store button EV has a restore button that moves back to the live mailbox. You will want to be careful when using this option, because any mail moved back to the live mailbox will count against your size limit again. Additionally, moving the items back starts the age counter over again, so if you restore an item it will be 3 months before EV automatically archives it

5 again. It is recommended that once you have finished sending the as an attachment you use the store button to manually send the back to the Vault so that you do not fill up your mailbox space. Below are the locations of the restore button: Outlook 2010: Outlook 2003: Outlook Web Access:

6 Searching the Vault If you are using the Outlook client, you can do some specific searches for any items stored in the Vault. You can use the integrated tool to run a basic search within Outlook, or you can click on the Browser search button for more advanced options. Below are the locations of the search button. Outlook 2010: Outlook 2003: