Welcome to Email Archiving at AWC In this document, you will find instructions for getting started with Email Message Archiving. The information here is designed to focus on the basics of getting connected quickly and easily. Contents 1) When is this happening? What s the schedule?... 3 2) For how long can we keep items with the mailbox assistant?... 3 3) How can I organize my mailbox to work with the Email Archiver?... 4 a) You can install the Outlook Add-In Software... 4 b) You can set up Archived Mail folders in Outlook 2010 / 2013... 6 c) You can set up Archived Mail folders in Outlook 2007... 7 d) You can create custom folders in the mailbox (not the *.pst or the Inbox)... 8 e) Create Tasks... 9 f) Create Notes... 10 4) What devices and platforms work with the Email Archiving tool?... 11 5) Advanced Functions and FAQs... 12 Email Message Archiving - 08/17/15 page 1
a) Personal Folders / *.PST files... 12 i. What can I do with messages in a "frozen" *.pst file?... 12 ii. What am I unable to do with messages in a "frozen" *.pst file?... 13 iii. Will users be able to delete emails from the archive?... 13 iv. Will the Outlook Auto-archive maintain the folders I have set up in my current archived folders?... 13 v. Can I archive my personal folder?... 14 vi. Can I archive folder saved on a backup drive?... 14 b) Mailboxes in Outlook... 15 vii. What is the size of my mailbox?... 15 viii. How can I reduce the size of my mailbox?... 16 ix. Will I be able to organize/search/delete my archived emails right in Outlook?... 16 x. The inbox (and subfolders of the inbox) storage requirements will go away as of 9/1/15, right? 17 c) Email Message Archiver tool... 17 xi. How soon after an email is sent/received does it appear in the archive?... 17 xii. For users who use flags/categories, will that information show in the archive?... 17 xiii. Are there capacity Limits on the Email Message Archiver?... 17 d) Mailbox Assistant Policy... 17 xiv. When will the Automatic Mailbox Cleanup (Mailbox Assistant Policy) be available? What do users need to do to opt in?... 17 e) Off-line Archive (Archived Mail mailbox folders)... 18 xv. I travel. What about when I am off-line for archived email?... 18 Want to know more?... 19 Contact us:... 20 And remember: Don t Panic.... 20 Email Message Archiving - 08/17/15 page 2
1) When is this happening? What s the schedule? The rollout schedule is listed below. If the schedule changes, we will let you know. Status Target Description Actual January 2015 Start running the archiver January 2015 July 2015 Test roll out with IT and TSS team July 2015 August 2015 August 2015 Sept 1, 2015 Sept 17, 2015 Rolling out to locations Training classes scheduled PST files frozen Retention rule enforcement begins 2) For how long can we keep items with the mailbox assistant? Here s what you get when the Mailbox Assistant Policy kicks in on September 17th: Mailbox item Description Retention Inbox Sent Items Deleted Items Other custom Folders Contacts Tasks Notes Calendar Search Archive and bma.woodmark.com Old *.pst files 45 days 30 days 7 days 180 days (6 months) Unlimited Unlimited Unlimited Unlimited 3 years 3 years Email Message Archiving - 08/17/15 page 3
3) How can I organize my mailbox to work with the Email Archiver? a) You can install the Outlook Add-In Software Installing the Outlook Add-In for email archiving is easy. Just follow the steps below. 1. Shut down Outlook. 2. Open Z:\MIS\PCSetup\Barracuda Message Archiver\ 3. Double-click BmaOutlookAddIn.exe 4. Follow the instructions on the Setup Wizard, clicking Next >, Install, and Finish. The Barracuda Networks menu group appears in your Outlook Home tab. Email Message Archiving - 08/17/15 page 4
5. Click Search Archive to get started. 6. Type bma.woodmark.com in the Barracuda Message Archiver field, type your password, and then click OK. 7. Enter your search information and then click Search to retrieve a list of email items. Email Message Archiving - 08/17/15 page 5
b) You can set up Archived Mail folders in Outlook 2010 / 2013 Looking at your archived messages in Outlook is easy in 2010 / 2013. Just follow these steps. Step Description Screen 1. Open the File menu in Outlook 2. Open the Barracuda Networks settings 3. Click Configure 4. In the Archiver Stores area, Add your own mailbox and any other shared or special mailboxes to which you have access 5. Click Options. 6. Choose Sync items newer than 90 days to begin. Click OK to finish 7. 8. Archived Mail will appear below your mailbox in the folder list Note: Depending on the size of your archive, it could take quite a long time for the system to sync your files the first time. Email Message Archiving - 08/17/15 page 6
c) You can set up Archived Mail folders in Outlook 2007 Looking at your archived messages in Outlook 2007 is easy. Just follow the steps below. Step Description Screen 1. Open the Tools menu in Outlook, and then choose Options 2. Open the Barracuda Networks tab 3. Click the blue Configure button 4. In the Archiver Stores area, Add your own mailbox and any other shared or special mailboxes to which you have access 5. Click Options. 6. Choose Sync items newer than 90 days to begin. 7. Click OK to finish 8. Archived Mail will appear below your mailbox in the folder list Note: Depending on the size of your archive, it could take quite a long time for the system to sync your files the first time. Email Message Archiving - 08/17/15 page 7
d) You can create custom folders in the mailbox (not the *.pst or the Inbox) Messages in your custom folders will last for 180 days (6 months). To create new custom folders in your mailbox, perform the following steps. Step Description Screen 1. Right-click your Mailbox (shown as your email address), 2. and then choose New Folder. 3. Type a name for the new folder, 4. navigate to where you want the folder placed (as a subfolder for example), and then click OK. The new folder appears where you told Outlook to create it. 5. Drag items into the new folder as you would your personal folders. Items in your custom folders will remain in your Outlook Mailbox for 6 months. 6. Once the Folder Sync job on the Archiver runs for your Mailbox (overnight), items will appear in your Archive folders in Outlook and in your message archiver online https://bma.woodmark.com Note: Once a folder syncs to the Archive, it will remain in your Archive. You can rename the folder using Outlook but you cannot remove it from the Archive. Email Message Archiving - 08/17/15 page 8
e) Create Tasks Tasks will stay in your mailbox forever and are searchable from https://bma.woodmark.com To create new tasks in your mailbox, perform the following steps. Step Description Screen 1. Open Outlook and make sure your Navigation pane shows the Folder List. 2. Drag any email into the Tasks folder. 3. Add a Start date. Due date, Status, Priority, % Complete, and Reminder as needed. All of these are optional. 4. Attach any files as needed. 5. Save & Close. 6. Delete the original message or move it to another folder as needed. Email Message Archiving - 08/17/15 page 9
f) Create Notes Notes will stay in your mailbox forever and are searchable from https://bma.woodmark.com To create new notes in your mailbox, perform the following steps. Step Description Screen 1. Open Outlook and make sure your Navigation pane shows the Folder List. 2. Drag any email into the Notes folder. Notes are plain text. You can Forward, edit, change color, and add Contacts to a Note by opening the menu in the upper left. Email Message Archiving - 08/17/15 page 10
4) What devices and platforms work with the Email Archiving tool? The email archiving tool works great on all devices and platforms everywhere. Item Device/Platform How to connect 1. AWC owned Laptop or Desktop using Outlook The email archiving tool works great in Outlook. Make sure you have installed the Outlook Add-In (see instructions on page 4) and set up Archived Mail folders (see instructions on page 6, Windows only). 2. Smartphones and tablets The ArchiveSearch app runs great on a smartphone or tablet. Instructions for using the ArchiveSearch app are on the IT SharePoint site as A Beginner s Guide to ArchiveSearch. 3. Any Laptop or Desktop using the message archiver The AWC Message Archiver runs securely in any internet browser. Log in at https://bma.woodmark.com Email Message Archiving - 08/17/15 page 11
5) Advanced Functions and FAQs a) Personal Folders / *.PST files i. What can I do with messages in a "frozen" *.pst file? a. Read any email in a "frozen" *.pst file. Just like today. You will be able to read any message you have saved in your old Personal Folders, your *.pst files. b. Forward any email in a "frozen" *.pst file. Just like today. You will be able to forward any message you have saved in your old Personal Folders, your *.pst files. c. Reply to any email in a "frozen" *.pst file. Just like today. You will be able to reply to any message you have saved in your old Personal Folders, your *.pst files. d. Delete to any email in a "frozen" *.pst file. Remember, if you delete it, it s gone. Email Message Archiving - 08/17/15 page 12
ii. What am I unable to do with messages in a "frozen" *.pst file? e. You will not be able to add new email items - whether it s using drag-and-drop, or using the Move or Copy features in Outlook. This applies to messages, tasks, notes, calendar items, and contacts in a *.pst. That s why we re saying that the old *.pst files are frozen. They are not going away any time soon. But they will not work the same as they do today. f. You will not be able to run any Outlook Rules that send items to one of the folders in your frozen *.pst. If you have created any Rules in Outlook that automatically send incoming mail to a Personal Folder in your *.pst, you will need to rewrite that Rule so that the message goes to a folder in your Mailbox. iii. Will users be able to delete emails from the archive? No, message retention in the Archive is set by policy. Once a message is in the Archive, it stays until a policy is set to delete it. iv. Will the Outlook Auto-archive maintain the folders I have set up in my current archived folders? The Auto-Archive option will no longer be necessary at the Outlook level. Every email will be archived from a mailbox to the Email Archive appliance as they are sent/received. Messages will be synchronized to match folder structure in your mailbox with the nightly folder synch job. Archives and Personal Folders are all *.PST files in Outlook. These will be frozen as-is and be used for read-only access after 9/1/2015. Email Message Archiving - 08/17/15 page 13
v. Can I archive my personal folder? Yes we will have more information on this in future communications. We will have some guidelines to follow and offer individual help and/or a self-service system to let users bring their old emails in to the new Archive. This may be subject to age of email though. Expect more information on this topic in the future. For now, leave your personal folders as they are. vi. Can I archive folder saved on a backup drive? This works in the same way as archiving personal folders. These files are Outlook *.PST files. The Good news is you will still be able to use these old archives\personal folders in Outlook. They will just be read-only; frozen for new data. Email Message Archiving - 08/17/15 page 14
b) Mailboxes in Outlook vii. What is the size of my mailbox? You can check the size of your mailbox in Outlook. It s easy. Just follow the steps below. Step Description Screen 1. Open Outlook and right-click your Mailbox. Choose Data File Properties. 2. Click the Folder Size button. 3. Check the Total Size (including subfolders) value to make sure you re under 300000 KB. 4. Make a note of your larger subfolders. 5. Clean out your larger subfolders first. See the instructions for stubbing for suggestions. Email Message Archiving - 08/17/15 page 15
viii. How can I reduce the size of my mailbox? You can use stubbing to reduce the size of your mailbox in Outlook. Stubbing is easy. Just follow the steps below. Step Description Screen 1. Open a subfolder and sort message items by size. 2. Select the largest items (you can multiselect using the Shift or Ctrl keys) and then click Archive. In the example above, the size of 1 item was reduced from 12 MB to 55 KB with the click of a button! ix. Will I be able to organize/search/delete my archived emails right in Outlook? Yes, although it is a different approach. We will organize the structure in our Mailbox, not at the Personal Folder *.PST level. Mailbox folders are synchronized in the Archive as a folder structure that matches your Mailbox folder structure. Messages will remain in the Archive per policy for three years. Only retention policy control on the Archive appliance can delete messages out of the Archive. Email Message Archiving - 08/17/15 page 16
x. The inbox (and subfolders of the inbox) storage requirements will go away as of 9/1/15, right? No. We ll still have limits on the inbox just like today. *Rats* Size limitation is 300 MB and you will receive notification when you reach it. At 500 MB, your mailbox will be locked and you will no longer be able to send or receive mail until some are deleted. c) Email Message Archiver tool xi. How soon after an email is sent/received does it appear in the archive? Depends on how busy the system is at the time. It shouldn t take too long but if it s a peak time and there is a lot of email volume, it will take time to index it and have it ready. A half-hour is typical but longer intervals and quicker turnaround has been observed. xii. For users who use flags/categories, will that information show in the archive? Flags and categories do not apply to the Archive; those are features of Microsoft Outlook. You can Tag messages using the archiver tool. Instructions for tagging are given in the Barracuda online help at https://techlib.barracuda.com/bma/msgactions xiii. Are there capacity Limits on the Email Message Archiver? There are no specific capacity limits. The Archive appliance has a specific amount of storage space to last many years. d) Mailbox Assistant Policy xiv. When will the Automatic Mailbox Cleanup (Mailbox Assistant Policy) be available? What do users need to do to opt in? It s available now. We will be doing this for all users on September 17th. Email Message Archiving - 08/17/15 page 17
e) Off-line Archive (Archived Mail mailbox folders) xv. I travel. What about when I am off-line for archived email? The email archive can be synchronized as a folder in your Windows Outlook. This will give off-line users access to their email on the Archiver. When you have the archiver tools installed, you can just click the Sync Archiver Stores button to load in all your archived items. Your Archived Mail will be in these folders in Outlook. Email Message Archiving - 08/17/15 page 18
Want to know more? Watch the IT Email announcements page for news and updates. http://woodmark/awc/mis1/sitepages/email.aspx Read the online help in Barracuda s technical library for instructions and best practices. https://techlib.barracuda.com/bma/user Email Message Archiving - 08/17/15 page 19
Contact us: Shane Nicholson Networking Project Leader II snicholson@woodmark.com (540) 535-7706 Christy Foltz Network Specialist III cfoltz@woodmark.com (540) 535-7708 Viqui Dill TechComm Leader vdill@woodmark.com o: (540) 535-7757 m: (540) 303-0323 And remember: Don t Panic. Email Message Archiving - 08/17/15 page 20