Email Archiving Service Finding Your Own Messages Guide This guide is for end-users. It explains how to search for your own messages within the email archive using Outlook and Outlook Web Access (OWA). Service Version: ArchivingP_3.5 2009-07-31
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Table of Contents Preface 2 About this Guide 2 Prerequisite Knowledge 2 Other Sources of Information 2 Contacting Support 2 1 Introduction 3 1.1 What MessageLabs Email Archiving Service Means for You 3 1.2 Accessing the Archive 3 2 Searching for Messages 4 2.1 About the Search Screen 4 2.2 Search Procedure 4 2.3 Finding Messages from Specific Senders or Recipients 5 2.4 Finding Messages in Specific Mailboxes 5 2.5 Finding Messages Sent on Specific Dates 5 2.6 Finding Messages That Contain Specific Types of Attachments 6 2.7 Finding Messages That Contain Specific Words or Phrases 6 2.8 Using Boolean Logic for Content Searches 7 3 Working with the Results List 8 3.1 Working with Messages 8 3.2 Sorting and Navigating Through Results 9 Copyright MessageLabs 2009 i
Preface About this Guide This guide introduces the MessageLabs Email Archiving Service and provides step-by-step instructions for real-time searching for messages in the archive. Prerequisite Knowledge This guide is intended for an end-user who knows how to use Outlook or Outlook Web Access (OWA). Other Sources of Information This guide covers procedural information for MessageLabs Email Archiving Service searches conducted from Outlook or Outlook Web Access (OWA). For other information, see: Online Help: Every screen in the MessageLabs Email Archiving Service user interface includes a help button. Click on this button to display information about the steps required to perform tasks on that screen. Legal Discovery and Supervision: Explains how to search the archive using advanced search features available only through the web interface. Also explains how to carry out discovery and supervision activities. Your user permissions may give you limited access to these functions. Contacting Support If you need help resolving an issue, please contact your local help desk. Copyright MessageLabs 2009 2
1 Introduction 1.1 What MessageLabs Email Archiving Service Means for You With MessageLabs Email Archiving Service in place, your messages are stored in a centralized archive accessible from Microsoft Outlook or Outlook Web Access (OWA). You can search for and read the full history of your email communications, or retrieve past communications so you can forward them to others. 1.2 Accessing the Archive Access the Archive User Name Password Archive Login Screen within Outlook To access the archive from Outlook or Outlook Web Access (OWA): 1 Click on the Archive by MessageLabs folder. 2 If prompted, enter the user name and password you use to log in to your computer and click Enter. Note: In a multi-domain environment, enter your user name in the format: DOMAIN\USERNAME. You can also log in using your primary SMTP address or UPN as your user name. User names and passwords for MessageLabs Email Archiving Service are fully integrated with your network user name and password. Whenever you change your password on the network, your password used to log in to MessageLabs Email Archiving Service is also changed. You must use Internet Explorer 6.0 or higher or FireFox 2.0 or higher to access OWA if you want to also search the archive. Copyright MessageLabs 2009 3
2 Searching for Messages 2.1 About the Search Screen The search screen has four basic components: The search criteria area, where you specify what you want to search for. The results list, containing a list of messages that match your search criteria. A preview of the contents of the message selected in the list. The archive toolbar, which offers access to functions that affect the selected message. Archive Toolbar Search Criteria Area Preview Area Results List 2.2 Search Procedure 1 Enter search criteria (see below for details on the different types of search criteria you can enter). 2 Click Search. The messages that match the criteria appear in the results list. Copyright MessageLabs 2009 4
2.3 Finding Messages from Specific Senders or Recipients To find messages that you sent or received: 1 Enter ME (in capital letters) in the From or To box and press ENTER. To find messages based on a display name or Internet email address: 1 Enter the name or address in the From or To box. 2 Press ENTER or, from the suggestion list, choose Name/address containing XXX. To find messages based on their internal email account: 1 Enter the name in the From or To box. 2 Choose a name from the suggestion list. Note: The Current tab on the suggestion list shows all users with a mailbox that exist within Active Directory (whether or not the account is active). MessageLabs also tracks every account in Active Directory from the point that the archive was implemented. Accounts deleted from Active Directory appear on the Deleted tab. 2.4 Finding Messages in Specific Mailboxes Depending on your user access, you may be able to search just in your own mailbox, or in mailboxes associated with others (individuals or departments). To find messages in specific mailboxes: 1 From the Mailbox list, choose the appropriate mailbox (or group of mailboxes). 2.5 Finding Messages Sent on Specific Dates To find messages sent on specific dates: 1 From the Sent list, choose the appropriate date condition and, from the adjacent list, choose the specific date (if required). To search for messages sent on any date, choos e Any date. If you know the approximate date, choose Within 5 Days and specify the date using the calendar. To specify the date that messages must have been sent on, before or after, choose on, before, or after and specify the date using the calendar. Copyright MessageLabs 2009 5
2.6 Finding Messages That Contain Specific Types of Attachments To find messages with specific attachment types: 1 From the Attachment list, choose the attachment type. To search for messages regardless of whether or not they have an attachment, choose not required. To search for messages with a specific type of attachment, choose the appropriate option. To search for messages with another type of attachment, choose is of another type. You are prompted to enter the file extension that will identify the attachment. 2.7 Finding Messages That Contain Specific Words or Phrases For Content criteria, enter words or phrases to search for. The search includes: Subject Senders (From) Recipients (To, CC, BCC) Body Header (SMTP header) Names of attachments Content of attachments When you search for individual words, each word must appear somewhere in the message, but the words do not have to appear in the same area of the message. To find messages containing words or phrases: 1 Enter the words or phrases in the Content box or click Show Helper. The helper can show you how to construct more complex search criteria. The criteria you enter in the helper are automatically shown, using the correct syntax, in the Content box. You can edit what the helper enters in the box. Note: The system supports more complex searches and Boolean logic than the helper can produce. Copyright MessageLabs 2009 6
2.8 Using Boolean Logic for Content Searches In addition to entering words and phrases, you can also use basic Boolean logic to refine searches. The following elements are supported: Term AND OR Meaning Indicates that the words/phrases are both required. As spaces between words and/or phrases are treated as an AND, use of this keyword is generally not required. Usage: Bob Smith AND factory Indicates that one or the other of the words/phrases is required, but they don t both have to be in the message for it to match. Usage: Bob Smith OR factory - hyphen Indicates that the following word or phrase must not be in the message. Usage: Bob Smith factory () brackets Indicates a grouping of logical elements for evaluation. Generally brackets are only required when you combine AND and OR logic in a single search. Usage: ( Bob Smith OR Mary Jones ) AND factory Note: The operators AND and OR must be entered with capital letters. The lower case versions are used to search for content containing the words and and or themselves. Copyright MessageLabs 2009 7
3 Working with the Results List 3.1 Working with Messages To view message click on it To view attachment click on it To view a message: 1 Click on a message in the results list. The message opens in the preview area. Note: You can open multiple messages by holding SHIFT or CTRL while clicking on messages. 2 To open an attachment, click on it in the preview area. To print the message displayed in the preview window: 1 On the toolbar just above the search area, click Print. To retrieve a copy of the selected messages to your inbox or forward them to others: 1 On the toolbar just above the search area, click Retrieve. 2 To retrieve to your inbox, select Retrieve to My Inbox and click Retrieve. To forward to others, select Forward to, enter the Internet email addresses and click Retrieve. Note: You can enter multiple email addresses separated by a semi-colon Copyright MessageLabs 2009 8
3.2 Sorting and Navigating Through Results Sort Options Pagination To change the sort order of results: 1 Click in the heading area of the results list. 2 Choose a sort option from the menu. To view additional pages of results: 1 At the bottom of the result list, click: Go to the first page Go to the previous page Go to the next page Go to the last page Copyright MessageLabs 2009 9