Information Systems Services Enterprise Vault

Information Systems Services Enterprise Vault Email Archiving

ENTERPRISE VAULT EMAIL ARCHIVING This document has been created in conjunction with Watsonia Publishing Ltd. and ISS Training Unit, Leeds University......................................... Version 1.0 Copyright 2008 Melbourne by Watsonia Software Pty Ltd (ABN 64 060 335 748) Published by Watsonia Publishing Watsonia Publishing Ltd Stanton House, 1 Castlefield Road, Reigate, Surrey, RH2 0SA T: +44 (0) 1737 240 044 F: +44 (0) 1737 240 014 Web site: www.watsoniapublishing.co.uk ISS Training Unit: Information Systems Services University of Leeds T: 0113 343 5417 Web Site: www.leeds.ac.uk/iss/training Product Code UoL_EV First Published July 2008........................................ Production Acknowledgments IS IT Training Unit Trademark Acknowledgments (Watsonia Publishing Ltd) All terms mentioned in this manual that are known to be trademarks or service marks have been appropriately acknowledged or capitalised. Watsonia Software cannot attest to the accuracy of this information. Use of a term in this manual should not be regarded as affecting the validity of any trademark or service mark. Screen Shots 1983-2008 Microsoft. All rights reserved. Disclaimer (Watsonia Publishing Ltd) Every effort has been made to provide accurate and complete information. However, Watsonia Software assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental. Copyright Notice (Watsonia Publishing Ltd) This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Watsonia Software Pty Ltd. Copyright Notice (ISS Training Unit) This document is copyright University of Leeds. Material may be used for bona fide academic purposed. For further information please contact the Information Officer in the ISS email itistraining@leeeds.ac.uk

READ ME FIRST In case you're not familiar with the terminology, Read Me File is quite often the name given to a computer file that contains important information for people to know prior to using an application. This section contains some important information to help you use this book so we thought we'd start with a Read Me First section. Who this course is for... What skills and knowledge you will acquire... What you'll need to know before beginning this course... The objectives of this course are What you'll need to have before commencing this course... As you work through this guide Enterprise Vault Email Archiving is designed for users who are keen to extend their understanding and knowledge of the software. The skills and knowledge acquired in Enterprise Vault Email Archiving are sufficient to be able to use and operate the software at an efficient level. Enterprise Vault Email Archiving assumes little or no knowledge of the software. However, it would be beneficial to have a general understanding of personal computers and the Windows operating system environment. At the completion of Enterprise Vault Email Archiving you should be able to: Archive, retrieve and delete Outlook items Many of the topics in Enterprise Vault Email Archiving require you to open an existing file with data in 1 it. These files can be downloaded from the T Drive to your M Drive It is strongly recommended that you close all open files, if any, prior to commencing each new chapter in this learning guide. Each chapter, where relevant, has its own set of course files and any from a previous chapter are no longer required. 4 University of Leeds - i - Read Me Preface

WORKING WITH TOPIC SHEETS The majority of this book comprises single-page topic sheets. There are two types of topic sheets: task and reference. The layout of both is similar an overview at the top, detail in the centre and additional reference (optional) material at the bottom. Task sheets contain a Try This Yourself step-by-step exercise panel in the detail area as shown below. 1 2 3 4 5 6 1 2 3 4 5 6 Topic name General topic overview provides an introduction to the topic Try This Yourself (Task-based topic sheets) is a detailed step-by-step practice exercise for you to work through. In Reference topic sheets this is usually replaced by a box with reference information. In Task topic sheets screen shots and graphics provide a visual clue as to what will happen when you work through the Try This Yourself practice exercise. In Reference topic sheets the screen shots and graphics are used to visually represent information and concepts. The For Your Reference (optional) element provides a quick summary of the steps required to perform a task. These usually only appear in Task-based topic sheets. The Handy To Know (optional) element provides additional information such as alternate ways of accomplishing a task or further information providing handy tips. University of Leeds - ii - How To Preface

CONTENTS Chapter 1: EnterPrise Vault Email Archiving 1 Retrieving An Archived Item... 2 Searching For An Archived Item... 3 Using The Web Search Facility... 4 Web Search Options... 5 Deleting An Archived Item From Within Outlook... 6 Deleting An Archived Item Via Archive Explorer... 7 Deleting An Archived Item Via Web Search... 8 Manually Archiving Emails... 9 Accessing Another User s Archive... 10 Email Archiving Frequently Asked Questions... 11 Concluding Remarks 13 University of Leeds - iii - Contents

CONTENTS Notes: University of Leeds - iv - Contents

In CHAPTER 1 ENTERPRISE VAULT EMAIL ARCHIVING FOCUS UoLEV01 ISS has implemented an email archiving solution for users of the Outlook/Exchange system called Enterprise Vault. Enterprise Vault (EV) archives items from your Outlook Exchange mailbox to secondary storage according to automated policies. This means you are less likely to have problems with running out of space in your mailbox. EV works by automatically archiving emails older than 3 months from your Inbox, user-defined folders and Sent Items, and replacing them with a message shortcut. It will NOT archive unread items, deleted items, calendars, notes, tasks and public folder contents. If you need an item that has been archived from your mailbox you can easily search, view or delete it yourself. You can also choose to manually push' items into the archive. Please note: Although the archiving solution is intended to help you manage your emails more effectively, you should still perform basic housekeeping tasks periodically such as creating folders and deleting emails that are no longer relevant. In this session you will: learn how to retrieve an archived item learn how to search for an archived item learn how to use the Web Search facility learn about different options when using Web Search learn how to delete archived items learn how to delete archived items via Archive Explorer learn how to delete archived items via Web Search learn how to manually archive emails learn how to access another user's archive be aware of frequently asked questions. University of Leeds Page 1 Chapter 1 - EnterPrise Vault Email Archiving

INSTALLATION OF EV Before email archiving is rolled out to your department, ISS will install an Outlook add-in onto your PC. You do NOT need to do anything. Once your Exchange account has been enabled for archiving, your Outlook Screen will appear as follows: The Enterprise Vault Toolbar will appear. A message shortcut icon will appear next to emails that have been archived. The Enterprise Vault Archiving Toolbar Search Vaults launches the Enterprise Vault web search Archive Explorer displays a tree view of items stored in your archive Store in Vault use to manually push a selected item into your archive without waiting for the item to be automatically archived Delete from Vault use to permanently delete archived items from your archive University of Leeds Page 2 Chapter 1 - EnterPrise Vault Email Archiving

RETRIEVING AN ARCHIVED ITEM Items can be retrieved very easily from Enterprise Vault. Once opened you can reply to or forward the message and open any attachments. Try This Yourself: Open Outlook and click your Inbox folder Double click an archived message icon in the Inbox screen. The email will open in Outlook format along with any attachments. 2 3 For Your Reference To Retrieve an Archived Item Open Outlook Double click an archived message icon. The archived item along with any attachments will appear for viewing or editing. Handy to Know If the Reading Pane is switched on, you will be able to see the first 200 characters of the archived message, plus links to any attachments. University of Leeds Page 3 Chapter 1 - EnterPrise Vault Email Archiving

SEARCHING FOR AN ARCHIVED ITEM Enterprise Vault includes a search facility which will allow you to specify criteria when trying to locate an archived message. Try This Yourself: Click Click on the Archive Explorer icon on the Outlook toolbar. This will give you a tree view of the items stored in your archive Click Yes to display non secure items. Expand the folders to locate a message you wish to view OR Select the Inbox folder and click the button NB: Other mailboxes that you have permission to view will also be visible in the tree. Enter the appropriate criteria and click to return to Outlook.. Double click a message to view it. For Your Reference To Search for an Archived Item 4 Click the Archive Explorer icon on the Outlook toolbar Click Yes to display nonsecure items. Expand folders to locate messages or expand the Inbox folder and click button Enter criteria and click. Double click a message to view it. Other mailboxes that you have permission to view will also be visible in the tree. Click to return to Outlook. University of Leeds Page 4 Chapter 1 - EnterPrise Vault Email Archiving

USING THE WEB SEARCH FACILITY You can perform an advanced search of your archive via the Email Archive Web Search. Try This Yourself: Click the Search Vaults icon on the Outlook toolbar to launch Web Search. The archives you have access to will be displayed in the Vault field. Enter your search criteria and click the button to display your search results. Click once on an item to retrieve it. The message will open in HTML format with links to any attachments displayed at the bottom of the screen 1 Click the button to safely exit the Web Search. Click Close to exit Web Search and return to Outlook. 5 4 If you have Outlook installed and open on your PC or you are using Outlook via the Remote and Mobile Access Service, click the Open in Outlook button to open the message in Outlook format and view attachments in the associated program. If Outlook is closed, you will be prompted for an Outlook profile. If you are working on a PC which doesn t have Outlook installed, you can still access the Web Search by going to http://emailarchive.leeds.ac.uk. You will be prompted to log in with your ISS username and password. For Your Reference Using the Web Search Facility Click the Search Vaults icon on the Outlook toolbar to launch Web Search. The archives you have access to will be displayed in the Vault field. Enter your search criteria and click the button to display your search results. Click once on an item to retrieve it. Click the button to safely exit the Web Search. Click Close to exit Web Search and to return to Outlook. University of Leeds Page 5 Chapter 1 - EnterPrise Vault Email Archiving 4

WEB SEARCH OPTIONS The types of information that you can specify for a search are described in the following table. Field Vault Subject Author Content Recipient Date File Extension Original Location Description Click the Vault arrow to display the list of Vaults that you have access to. The bottom items on the list are<all Vaults>, which will search through all the Vaults in the list, and <Choose Vaults>, which lets you select which Vaults you want to search. <Existing Selection> means that several Vaults were chosen for the last search and the same Vaults will be used for the next search. You can enter one or more words or a phrase that appears in the Subject field of an item. The name of the author of the item. You can enter some words that appear in the content of the email message or an attached document. Note that you cannot search by phrase in the content. The name of a recipient for the item. For a message, this is the date that the message was sent, received, or created. For other items, it is the date that the item was last modified. Specify a range of dates using the From and To fields using the date format dd/mm/yyyy. This field allows you to search for particular types of documents. Enter the file extension for the type of document that you want to search for. For example, for Microsoft Word documents, enter doc, for Microsoft PowerPoint documents, enter ppt. If you are looking for items that were archived from a particular folder in your mailbox. You can enter the folder name to limit the search to items in that location and any subfolders. You can also specify the way you want your search results to be displayed. Field Results Items Results Details Description Determines the number of items to be displayed on the results page. This can be one of the following: 10, 25, or 50. The default is 10. Determines the amount of information that is returned for each item. Click the Details arrow to select one of the following: Brief, returns the Author and the Subject of the item. Medium, returns all the details for the item. These are the fields listed on the Search Results page. Full, returns all the details of the item plus the first few lines of the content. Content is not displayed if it was not indexed. The default value is Medium. University of Leeds Page 6 Chapter 1 - EnterPrise Vault Email Archiving

DELETING AN ARCHIVED ITEM FROM WITHIN OUTLOOK The recommended means of deleting an item from the archive is from within Outlook or through Archive Explorer. Try This Yourself: Select the message(s) you wish to delete. Click the Delete from Vault button toolbar. on the Outlook A message will be displayed warning that you have chosen to delete a shortcut and the associated archived item. Click Yes to permanently delete the archived item. The archived shortcut will disappear from your mailbox and you will no longer be able to search or retrieve the deleted email. 1 3 Great care should be taken to ensure you are permanently deleting an item from the archive rather than just deleting the message shortcut from Exchange. Outlook will always warn you if you are about to permanently delete an archived item. It is possible to delete a message shortcut without deleting the associated item from the archive. Using the keyboard delete key or the Outlook delete option (black cross), the shortcut will be moved to your Deleted Items where it can still be double-clicked to retrieve the archived item. If you delete the message shortcut from your Deleted Items using the keyboard delete or the Outlook delete option (black cross), this will only delete the shortcut from Exchange and not the associated archived item, which will still be searchable. If a message has been sent to multiple recipients, permanently deleting your copy will not delete other user s copies from the archive. For Your Reference To Delete an Archived Item Select the message you wish to delete. Click the Delete from Vault button on the Outlook toolbar. When prompted, click Yes to permanently delete the archived item. The archived message will disappear from your list and you will no longer be able to search or retrieve the deleted email. University of Leeds Page 7 Chapter 1 - EnterPrise Vault Email Archiving

4 DELETING AN ARCHIVED ITEM VIA ARCHIVE EXPLORER The recommended means of deleting an item from the archive is from within Outlook or through Archive Explorer. Try This Yourself: Right click the archived item you wish to permanently delete and select the Delete from Vault button from the dialogue menu. You can also select multiple items. When prompted by the message, click Yes to delete the selected item permanently. You will no longer be able to search or retrieve the deleted email. 1 Please note that if you open the archived message and select the Delete button (black cross) within the message, this will not delete the email from the archive. Please note that the deleted item will temporarily still be visible in Outlook but will not open when double-clicked. It will disappear within 7 days.. For Your Reference To Delete an Archived Item Via Archive Explorer Right click the required archived item and select the Delete from Vault button from the dialogue menu. When prompted, click Yes to delete the archived item permanently. You will no longer be able to search or retrieve the deleted email. University of Leeds Page 8 Chapter 1 - EnterPrise Vault Email Archiving

DELETING AN ARCHIVED ITEM VIA WEB SEARCH It is also possible to delete an archived message within the web search. Try This Yourself: In the search results page, tick the box next to the item(s) to be permanently deleted. Click the button. A message will be displayed asking if you are sure you want to delete this item. Click OK to permanently delete the archived item. 2 1 3 Please note that once you have deleted the archived email, you will no longer be able to retrieve it. Please note that the deleted item will temporarily still be visible in Outlook but will not open when double-clicked. It will disappear within 7 days.. For Your Reference To Delete an Archived Item via Web Search In the search results page, tick the box next to the item you wish to permanently delete. Click the Delete from Vault button. A message will be displayed asking if you are sure you want to delete this item. Click OK to permanently delete the archived item. You will no longer be able to retrieve the deleted email. University of Leeds Page 9 Chapter 1 - EnterPrise Vault Email Archiving

MANUALLY ARCHIVING EMAILS You can choose to manually push emails into the archive without waiting for them to be automatically archived. This is useful if you have received a warning that your mailbox is approaching its limit. You can identify large items in your mailbox and archive them manually. Try This Yourself: Select the message(s) you wish to archive and click the Store in Vault button toolbar. A pending icon will appear next to the message you have selected for archiving. on the Within approximately one hour, a task will run to move the item into the archive and the pending icon will change to a message shortcut. The item can be retrieved by double-clicking the shortcut and can also be searched. 1 2 Pending icon indicates item is awaiting archiving For Your Reference To Manually Archive an Item Select the message you wish to archive and click the Store in Vault button on the toolbar. A pending icon will appear next to the message you have selected for archiving. Within approximately one hour, a task will run to move the item into the archive and the pending icon will change to a message shortcut. The item can be retrieved by double-clicking the shortcut and can also be searched. University of Leeds Page 10 Chapter 1 - EnterPrise Vault Email Archiving

ACCESSING ANOTHER USER S ARCHIVE If a user has granted you permissions to a particular folder or folders in their mailbox, or you have delegate access to another user s mailbox, these permissions will be picked up by Enterprise Vault. Provided that you are both enabled for archiving, you will have the same permissions to that person s archive as you do to their mailbox folders. Simply open the other user s folder and double click an archived item to open it. In order to search another user s archive using Archive Explorer or the Web Search, the user who has granted you permission must also give you folder visible rights to their mailbox. Giving Permissions to another User to search your archive: 1 From the Outlook folder list in Outlook, right click on your Mailbox folder and select Properties. From Permissions add the name of the user you wish to give permissions to search your archive to. Click OK. Highlight the user s name, tick the Folder visible box and click OK. (You do not need to change any other permission settings.) 2 4 Viewing another user s archive: Once you have folder visible rights to another user s archive, you will see the addition of that user s archive in the Archive Explorer folder list, and also in the Vault dropdown box in the Web Search. 5 Enterprise Vault synchronises permissions with Exchange every evening, so any new permissions or changes will not take effect until then. 5 For Your Reference To Give Permission to Another User to search your archive From the Outlook folder list in Outlook, right click on your Mailbox folder and select Properties. From Permissions, add the name of the required user and click OK. Highlight the user s name, tick the Folder visible box and click OK. Once you have folder visible rights to another user s archive, you will see the addition of that user s archive in the Archive Explorer folder list, and also in the Vault dropdown box in the Web Search. NB: If you have a Personal Folder in your mailbox, remove all permissions except for those University users of you Leeds wish to see the folder. Page 11 Chapter 1 - EnterPrise Vault Email Archiving

EMAIL ARCHIVING FREQUENTLY ASKED QUESTIONS Here are a few FAQs. This information is updated continuously on www.leeds.ac.uk/projects/emailarchiving/faq.html Questions When I open Outlook, why can't I see the Enterprise Vault toolbar buttons? My colleague's mailbox has been enabled for archiving. Why hasn't mine? Why is Outlook Web Access slow to retrieve archived messages? Does retrieving a message from the archive impact on my Exchange quota? I have accidentally deleted a message from the archive. Can I get it back? I deleted a message from the archive using Archive Explorer / Web Search but when I open Outlook the message is still there. Why can't I delete an item from the archive or manually push an item into the archive? I have received a warning message from Exchange that my mailbox is approaching its limit / my mailbox is full and I am no longer able to send email. Answers Your mailbox has not been enabled for archiving The Enterprise Vault Outlook add-in has not been installed on your PC. To arrange for the add-in to be installed, please log a request to the ISS Help Desk if your department's PCs are supported by ISS, or contact your local technical support. Only mailboxes greater than 30MB in size are eligible for email archiving. You may experience delays opening the first message but subsequent retrievals are quicker. No. When retrieving an archived item through Outlook, the item is copied to temporary storage on your PC and is removed when Outlook is closed. Items permanently deleted from the archive are retained for a period of 90 days. In the event of accidental deletion, they can be restored to the archive by the Enterprise Vault administrator by logging a request to the ISS Help Desk. The Archive Explorer and Web Search sites do not communicate directly with Exchange to remove the shortcuts from your mailbox. Although you can see the deleted archived item in Outlook, it will not be returned in a search of the archive. Every Sunday, a policy is run to delete orphaned' shortcuts from Exchange, after which you will no longer see the deleted item in your mailbox. Currently, between approximately 06.00 and 09.30, Enterprise Vault is put into read only mode whilst we back up the service. This means that for a short period archived items can be retrieved, but not deleted or new items added. If you experience this problem at any other time of the day, please log a call to the ISS Help Desk. Until archiving has been rolled out across the University, users will continue to receive warnings from Exchange if their mailbox is approaching or has reached a certain size. If you receive either of these warnings then you should perform some general housekeeping of your mailbox by deleting any unwanted emails, or use the Store in Vault button to manually archive email less than 3 months old to your Enterprise Vault archive. The most effective way to reduce your mailbox quota is to manually archive large emails or entire mail folders. University of Leeds Page 12 Chapter 1 - EnterPrise Vault Email Archiving

CONCLUDING REMARKS Congratulations! You have now completed Enterprise Vault Email Archiving. We have tried to build up your skills and knowledge by having you work through specific tasks. The step by step approach will serve as a reference for you when you need to repeat a task. Where To From Here The following is a little advice about what to do next: Spend some time playing with what you have learnt. You should reinforce the skills that you have acquired and use some of the application's commands. This will test just how much of the concepts and features have stuck! Don't try a big task just yet if you can avoid it - small is a good way to start. Some aspects of the course may now be a little vague. Go over some of the points that you may be unclear about. Use the examples and exercises in these notes and have another go - these step-bystep notes were designed to help you in the classroom and in the work place! Here're a few techniques and strategies that we've found handy for learning more about technology: read computer magazines - there are often useful articles about specific techniques if you have the skills and facilities browse the Internet, specifically the technical pages of the application that you have just learnt take an interest in what your work colleagues have done and how they did it - we don't suggest that you plagiarise but you can certainly learn from the techniques of others if your software came with a manual (which is rare nowadays) spend a bit of time each day reading a few pages. Then try the techniques out straight away - over a period of time you'll learn a lot this way and of course, there are also more courses and books for you to work through. Further Training To view other ISS Training Courses and to book online, please visit www.leeds.ac.uk/staffdevelopment www.leeds.ac.uk/iss/training itistraining@leeds.ac.uk University of Leeds Page 13 Concluding Remarks

INDEX A D F accessing another user's archive 11 archived item 3 deleting from Archive Explorer 8 deleting via Web Search 9 deleting 8, 9 FAQs 12 M manual archive 10 manually archiving emails 10 O Q R S U other archives 11 questions 12 Retrieving archived item 3 Search Options 6 Searching for archived item 4 user's archive 11 W Web Search Options 6 Web Search 9