User Guide McAfee SaaS Email Archiving
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Contents Preface 5 About this guide.................................. 5 Audience.................................. 5 Conventions................................. 5 What's in this guide.............................. 6 Find McAfee SaaS service documentation........................ 6 1 Searching the archive from Outlook 7 Refining an Outlook Search.............................. 7 Search from Outlook................................. 7 Archive Add-in options................................ 8 2 Using Advanced Search 9 Refining an advanced search.............................. 9 Advanced search from the Archive Add-in Search Form................... 9 Archive Add-in Search Form options.......................... 10 3 Working with Archive Search Results 11 Renaming the SaaS Archive Search Results folder.................... 11 Index 13 McAfee SaaS Email Archiving User Guide 3
Contents 4 McAfee SaaS Email Archiving User Guide
Preface This guide provides the information you need to configure, use, and maintain your McAfee SaaS service. Contents About this guide Find McAfee SaaS service documentation About this guide This information describes the guide's target audience, the typographical conventions and icons used in this guide, and how the guide is organized. Audience McAfee SaaS documentation is carefully researched and written for the target audience. The information in this guide is intended primarily for: Users People who use features of a service to view and manage their own information. Conventions This guide uses the following typographical conventions and icons. Book title or Emphasis Title of a book, chapter, or topic; introduction of a new term; emphasis. Bold User input or Path Code Text that is strongly emphasized. Commands and other text that the user types; the path of a folder or program. A code sample. User interface Hypertext blue Words in the user interface including options, menus, buttons, and dialog boxes. A live link to a topic or to a web site. Note: Additional information, like an alternate method of accessing an option. Tip: Suggestions and recommendations. Important/Caution: Valuable advice to protect your computer system, software installation, network, business, or data. McAfee SaaS Email Archiving User Guide 5
Preface Find McAfee SaaS service documentation What's in this guide This guide is organized to help you find the information you need. It's divided into functional parts intended to support the goals you need to accomplish when using your McAfee SaaS service. Each part is further divided into chapters that group relevant information together by feature and associated tasks, so you can go directly to the topic you need to successfully accomplish your goals. Find McAfee SaaS service documentation McAfee provides the information you need during each phase of service implementation, from setup to daily use and troubleshooting. After a service update is released, information is added to the McAfee SaaS Email and Web Security Support site. Task 1 Go to the McAfee SaaS Email and Web Security Support page at http://support.mcafeesaas.com/. 2 Under Knowledge Base, click Reference Materials. 3 Under Reference Materials, scroll down to access information that you need: Service Enhancements and Release Notes Training Materials Service Reference Guides 6 McAfee SaaS Email Archiving User Guide
1 Searching 1 the archive from Outlook The archive add in allows you to search the archive from Outlook using a custom search tool. Contents Refining an Outlook Search Search from Outlook Archive Add-in options Refining an Outlook Search McAfee recommends the following strategies to help you get the best results from the add in. Outlook Search is limited to 1000 results While an Email Archiving search can return an unlimited number of messages in the Control Console, the Archive Add in displays only the first 1000 results. This means that your search might return many more results than are displayed. To improve your search results, and to ensure you are seeing all of the messages you want, you should refine your search criteria. Using the Phrase search option to limit results The Phrase search option creates a narrower search than the Any Word option. Use the Phrase option to search for any string of characters that might be contained in the email message body. Because the Phrase search finds messages that contain only the exact string of words, fewer messages will be found than the same string of words with the Any Word option. Search from Outlook You can run a search in Outlook using the Archive Add in toolbar and view the results in the SaaS Archive Search Results folder. You can search only your own email account when using the Archive Add In. Users with higher level access, including Customer Administrators and Archive Compliance Officers, can view only their own email accounts in Outlook. Task 1 View the Archive Add in toolbar. In Outlook 2007, the toolbar displays below the standard Outlook toolbars. In Outlook 2010, select the McAfee tab. 2 In the text field, enter your search terms. McAfee SaaS Email Archiving User Guide 7
1 Searching the archive from Outlook Archive Add-in options 3 From the drop down list, select the search type. Phrase Any Word All Words 4 Click Search Archive. The first time you search from Outlook during a new session, you will see a login dialog box. 5 Enter the email address and password you use to access the Control Console, then click OK. Emails that meet your criteria appear in the SaaS Archive Search Results folder. Archive Add-in options The Archive Add in adds a search field and search results folder to the Outlook window. Table 1-1 Archive Add in Option definitions Option Search Archive Search text field Search type drop down Advanced Definition Click to run a search. You can view search results in the SaaS Archive Search Results folder. Enter your search criteria to search for email messages in the archive. You can search the following parts of any email message: Message header Subject line Message body Attachment name Attachment body Select a search type to define how the search results should match your search terms: Phrase Matches the exact phrase Any Word matches any one word All Words Matches all words in any order Click to view the advanced search options. 8 McAfee SaaS Email Archiving User Guide
2 Using 2 Advanced Search You can improve your search results using the advanced search options in the Archive Add in Search Form. Contents Refining an advanced search Advanced search from the Archive Add-in Search Form Archive Add-in Search Form options Refining an advanced search The Archive Add in's advanced search is similar to the simple search option available in the Control Console. You can follow the same basic guidelines when entering search criteria. Complete one field to find messages that match a single value. Complete multiple fields to find messages that match all of the values. Combine additional fields with a Message Text search to filter the results in a Phrase, Any word, or All words search. You cannot use wildcards when selecting Phrase. Advanced search from the Archive Add-in Search Form You can run an advanced search in Outlook using the Archive Add in Search Form. You can search only your own email account when using the Archive Add In. Users with higher level access, including Customer Administrators and Archive Compliance Officers, can view only their own email accounts in Outlook. Task 1 View the Archive Add in toolbar. In Outlook 2007, the toolbar displays below the standard Outlook toolbars. In Outlook 2010, select the McAfee tab. 2 Click Advanced. 3 Complete one or more of the search fields. From Recipient McAfee SaaS Email Archiving User Guide 9
2 Using Advanced Search Archive Add-in Search Form options Date Range Message Text 4 Click Search. The first time you search from Outlook during a new session, you will see a login dialog box. 5 Enter the email address and password you use to access the Control Console, then click OK. Emails that meet your criteria appear in the SaaS Archive Search Results folder. Archive Add-in Search Form options Click Advanced and use the advanced search options to improve your search criteria. Table 2-1 Archive Add in Search Form option definitions Option From Recipient Date Range Message Text Definition Enter the name, email address, or domain name of an email sender. Do not include spaces. A space in a name creates an or search for two separate names. Limited to 1000 characters. Enter the name, email address, domain, or distribution list name of one or more email recipients. Recipients can be searched in either the To: or CC: of an email message. Limited to 250 characters. Select a date range to find messages that were sent within a particular time frame: Enter start and end dates in the format mm/dd/yyyy or m/d/yyyy. Click the calendar icons to select dates from the calendar. The dates you select automatically default to your preferred time zone. Enter a phrase or word to search the different parts of the email message itself, including the: Message header Subject line Message body Attachment name Attachment body Each part of the message is searched separately. Select Phrase, Any word, or All words from the drop down to specify the type of search: Phrase returns messages that contain the exact word combination. This type of search will generally return fewer results. Any word returns messages that include one or more search terms. This type of search will generally return more results. All words returns messages that include any combination of all search terms in the same message part. For example, a search for the quick brown fox will match messages with quick brown fox or brown quick fox in the message body, but not messages with quick brown in the message body and fox in the subject. 10 McAfee SaaS Email Archiving User Guide
3 3 Working with Archive Search Results Emails that are returned in the Archive Search Results folder can be used, saved, and managed just like new messages. After you load an archived message into Outlook, it is stored as a local copy. You can then forward, reply, print, edit, or delete the email just as you would any ordinary email message. Changes to the local copy (including deletion) do not affect the original message stored in Email Archiving. Additionally, any normal email activities sending, replying, or forwarding an archived message will result in the message being journaled and archived as a new, unique instance. Moving messages from the Email Archiving folder to the Outlook inbox, also cause Email Archiving to journal and archive the messages again (depending on how the journal mailbox is configured on the Exchange server). Renaming the SaaS Archive Search Results folder You can save search results in a unique folder by giving the existing search results folder a new name. When a new search is run, the Archive Add in automatically creates a copy of the SaaS Archive Search Results folder. The messages in the unique folder and the messages in the default folder both remain in Outlook. McAfee SaaS Email Archiving User Guide 11
3 Working with Archive Search Results Renaming the SaaS Archive Search Results folder 12 McAfee SaaS Email Archiving User Guide
Index A About this guide 5 Archive Search Results 11 Audience 5 C Conventions 5 F Find documentation 6 S SaaS Archive Search Results Rename 11 Search 7 Options 8 Refine 7 W What's in this guide 6 McAfee SaaS Email Archiving User Guide 13
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