Did you know? - Email Archiving Did you know the District is now archiving all Outlook Web App (OWA) and Outlook emails? Washington State archiving guidelines state that Email is a public record subject to all of the laws and regulations governing the retention, disclosure, destruction and archiving of public records. (http://www.digitalarchives.wa.gov/content.aspx?txt=legal; RCW s 40.14, 40.14.010 and 42.17) Email is subject to any public disclosure request, so any person can request any staff s email without a reason. What does this mean? Effective the afternoon of October 5, your emails became available to you via the archiving website. Please note: Users are logged out of sessions after 20 minutes. 1. To access your archived email, go to https://barracudaarchiver/. (This URL is also located on district PCs under Internet Explorer Favorites > ESD Common Favorites > E-Mail Archive.) This website can only be accessed from a district, networked PC. When you see this window below, click Continue to this website (not recommended). 2. You will see this login window below. Login with your network/email username and password. Enumclaw School District Page 1 of 6
3. Your archived emails will no longer be separated by folders you may have created in OWA/Outlook; they are all listed in one place. One important note: Archived emails cannot be modified at all. 4. Several tasks are available to you here in the archived email. You can do a basic or advanced search for emails by clicking the appropriate tab as shown by the red arrow above. You can print emails by either hitting the Ctrl and letter P keys, or right clicking on the message and select Print from the menu. You can download and Open or Save an email. a. To download an email, double click on an email, and click the blue Download link as shown by the red arrow below. Enumclaw School District Page 2 of 6
b. You will now see this window to the right. (See chart on the last page for functional differences between the OWA and full Outlook client.) c. If you save the email, the usual Save As window will appear. Name the email, choose the location and click Save. You can forward an email to another email account by clicking on Tools > Message Actions > Forward Selected. This window will appear. Type the email address you want to forward it to and click OK. You can also export an email to either a.zip or.pst file format. A.zip file is an archived, compressed file that can be open using Windows XP or Windows 7 without any extra software. A.pst file is a copy of any message, task, calendar item, etc. from Microsoft Exchange Outlook mailboxes. It can only be opened with the full Outlook client. Enumclaw School District Page 3 of 6
a. To export, click on Tools > Message Actions > Export Selected and choose your file format as shown below. b. Once you select your export file type, you will see the window below. Find the message in green and follow the instructions. c. You will now see the window on the next page listing your exported file. Enumclaw School District Page 4 of 6
d. Click Download and you will see this window below. Click Open or Save. e. When you click Save, you will see this window below. Name the file and save it to your desired location. Enumclaw School District Page 5 of 6
5. Some tasks are performed differently depending on whether you use OWA or Outlook as shown in the table below. Function OWA (Outlook Web App) Outlook (full client) Open If you open the email and you are using OWA, the email will simply open in an Internet Explorer window. If you open the email and you are using the full Outlook client, the email will open in Outlook. Save If you are using OWA, it won t open as the default.eml file extension. You will need to save the email Save as type: All Files by clicking the down arrow shown below and then name it with the.doc extension so Microsoft Word can open it. If you are using the full Outlook client, the email will open with Outlook. Open an exported.pst file N/A It can only be opened with the full Outlook client. Open an exported.zip file It opens with one of several programs already installed with Windows XP. It opens with Outlook in Windows 7. Enumclaw School District Page 6 of 6