UCLA Enterprise Messaging Archival System
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1 UCLA Enterprise Messaging Archival System 8.5 Updated 06/17/2011 INFORMATION TECHNOLOGY SERVICES
2 What can be Archived? Outlook Mailbox items older than 12 months* Messages Attachments Folder Structure Calendar items Audio, video, images Not archived are: Contacts, Tasks, Notes, Deleted & Junk Folders *12-month maturity is based on the received date and last modified date. (Replying, forwarding, saving, moving or copying modifies an ). 2
3 EVault Advantages Reduces mailbox size and items Department Calendars run faster Powerful search tools locate archived files quickly Archived messages can be Forwarded, Deleted, Replied To Anywhere access to archived items through OWA Transparent and automatic 3
4 Your * 3 * Search Options Web Browser Search (evarchive.ad.ucla.edu) Outlook OWA (webmail) 4
5 EVault s Web Browser Search Windows: Open Internet Explorer Type: evarchive.ad.ucla.edu 5
6 EVault Logon evarchive.ad.ucla.edu 1. Enter your EM logon credentials 2. Include the ad\ prefix 3. Click OK EVault logon = 1x/session 6
7 EVault Web Browser Search evarchive.ad.ucla.edu: Click Search: 7
8 EVault Web Browser Search Enter Search parameters: Subject, Content Author, Recipient Date range Original Folder Click Search: Note: Searches are not case sensitive 8
9 Advanced Web Browser Search Append (type):?advanced and click: Go (Enter) 9
10 Advanced Web Browser Search Advanced Features: Additional Search fields More criteria choices Sort results Bookmark it! 10
11 Viewing Web Search Results The Search Results page displays To view the item: Click the item s link, or Click the Properties icon: Item opens in text mode (Alternate method: Click envelope icon ) 11
12 Viewing Archived Items Archived item opens in text mode Clicking View Whole Item opens it in Outlook Text mode 12
13 Windows: Open in Outlook Click Open Archived item opens in Outlook version 13
14 Windows: Outlook View Opens Reply >Reply All > Forward When Replying from an archived item, the Reply will appear as a Sent Item in Outlook. 14
15 Deleting Archived Items Perform a Search Select the item(s) Click delete from vault button 15
16 Delete Archived Items Verify the Delete: Click OK. Confirmation screen displays the status: Note: This Delete is permanent and not recoverable. 16
17 Restore a Single Archived item Click the Restore whole item icon: Note: Restoring items copies them back into Outlook mailbox. 17
18 Restoring a Single Archived Item Enter your: Exchange Server Mailbox Alias Location to Restore Click Restore A restore folder, or Basket containing the item, is created automatically. See Video: Restore an Archived Item Important: Verify your mailbox information appears. EVault stores the last user s information. 18
19 Restored Items Note: The Restored Items Folder is automatically created for you by EVault the first time you perform a Restore. Thereafter, any restored item(s) can be found here. 19
20 EVault & Outlook Searching Archived Items using MS Outlook
21 Outlook s EVault Tools Search Vault Archive Explorer A Global Search A Folder-view Search Manually store items Vault it today 21
22 Connecting to your Vault 1. Click an EVault tool: 2. Enter EM credentials: including the ad\ prefix 3. Click OK 4. EVault logon = 1x/session 22
23 Outlook: Archive Explorer Archive Explorer tool allows browsing and searching for archives using your original mailbox folder structure 23
24 Outlook: Archive Explorer EVault maintains your Mailbox folder-structure for robust searching and browsing of archives See Video: Search Archive Explorer 24
25 Archive Explorer Search 25
26 Archive Explorer Menu Options Right-click options: Reply, Forward, Delete, Move, Copy, Display a preview Sort-by column headings 26
27 Restore Items to Mailbox 1. Right-click an item Archive Explorer 2. Select Move or Copy to Mailbox 3. Choose where to restore it Note: Restoring, Moving, Replying or Forwarding an item, modifies it and restarts its archive clock. 27
28 Delete Items From Vault Archive Explorer: 1. Right-click selected item(s) 2. Click Delete This Delete is permanent! 28
29 Opened Archived Items Double Click the message to open in Outlook view 29
30 Archived Calendar Items Double-click archived Calendar items to view them individually. 30
31 Closing Archive Explorer When finished searching and viewing archives, click either button: 31
32 Store Items in EVault Manually The Store in Vault tool permits you to vault selected item(s) anytime: 1 32
33 Storing Items Manually Authenticate: 2 3 Items are pending: 33
34 Outlook: Search Vault The Search Vault tool is a web-based search engine of your archives: 34
35 Search Vault Advanced Find 1 35
36 OWA (Webmail) & EVault Internet Explorer: EVault archives are accessible from home or any location EVault fully integrated with Internet Explorer & Outlook Your EVault search tools are always available 36
37 Your * 3 * Search Options Web Browser Search (evarchive.ad.ucla.edu) Outlook OWA (webmail) 37
38 EVault Summary Items Outlook s folders appear in the Vault when items inside them reach their 1-year maturity EVault items can not be moved (dragged) between EVault folders Archiving occurs nightly from 12:00am-6am EVault Backup: 5pm-11:10pm nightly During this time, you can Search, Open, Read, Reply, Forward & Copy restore; you can t Delete, Manually store, or Move Restore Deletes are permanent Deleted Items & Junk Mail Folders are not archived Outlook s Deleted Items folder Policy: Items in the Deleted Items folder older than 6months will be automatically deleted Therefore, retain any wanted Deleted Items in another folder 38
39 Preparing for EV Archiving Delete non-essential files: Jokes, ads, s from Aunt Bee What you keep is what gets archived Clean your Sent Items Folder Don t archive it if you don t need it Organize your Mailbox folders & items now Eventually your Vault items mirror this structure Move matured mailbox items into proper folders BEFORE archiving Vault items can t be moved between folders later If you want an item to always show in a particular folder, move that item to the desired folder prior to the date it will be archived. 39
40 Support & Information: Call: Your Dept s Support Help Desk Enterprise Messaging Resources: EVault Online Tutorial: > Training Resources link Click the Ask Knowledge Base FAQs 40
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