Archive Manager for Exchange 8.7 - Administration Guide

Repairing shortcuts

Usage:

·when some shortcuts are not working properly in Outlook

·when general shortcut settings on Tools/Options/Archive settings/Shortcut tab were changed and these new settings must be applied to all shortcuts of a group, mailbox or folder

To repair shortcuts for a group/mailbox/folder:

1.In the Archive view click on the Mailbox tab.

2.Right-click the group/mailbox/folder in the left pane of the window and select Repair shortcuts option in the context menu.

Creating a shortcut for an archived item in a mailbox

In the Mailboxes tab on the Archive view some items can be displayed with the following icon: (delayed shortcut) or (backup shortcut). This indicates that the email has been archived but no shortcut was created for it. That happens when the email has been archived with retention category which retains the original email or delays shortcut creation. It is possible to create a shortcut for such email items in the Mailbox tab.

To create a shortcut for an archived item:

1.From the Archive view go to the Mailboxes tab.

2.Find the mailbox in the left pane. You may use the Look for combo box for that purpose. Double-click it to expand its subfolders.

3.Locate the item with a delayed shortcut or backup shortcut icon in the right pane. Right-click the item and click Promote delayed shortcut or Promote backup shortcuts in the context menu.

4.When the processing is over, click OK in the Processing result window.

Archive tab

This tab is generally used

·to restore lost items. They have no shortcut in MS Outlook, but they physically remain in the HSM store during their retention time.

·as a mailbox browser

On the Archive tab the administrator can browse through mailboxes and their folders. For each folder there is a list of all its items displayed in the right pane of the window. Different colors of the icon represent different status of the item. You can open the legend for icons when you right-click an item in the right pane and select Show legend from the context menu or you can click the Show legend icon on the toolbar (). The Legend window with icon explanation appears.

Some basic icons:

Blue indicates that the archived items are lost, i.e. they remain in the HSM store at least during their retention time but they have no shortcut in Outlook. User cannot reach them. Such lost items can be recovered manually only by the administrator on this tab or on the Mailboxes tab.

Green indicates that the archived item has a shortcut in Outlook. It can be restored.

Yellow indicates that the shortcut in the mailbox folder belongs to a different user.

Restoring lost items

Users may have deleted the shortcut of an archived item simply by pressing the SHIFT key along with the Delete key on the keyboard or by clicking on the Delete icon on the Outlook toolbar and not by clicking on the Delete archived messages icon and selecting Delete from archive option, which is an Archive Manager Outlook AddIn feature.

In such cases those archived items are lost for the user. They cannot be reached by the user, but they still reside in the HSM store at least until their retention time expires. They can be recovered manually by the administrator only. Such lost items have a blue icon on the Archive tab.

On this tab the administrator can restore:

·one lost item

·all lost items of a folder

·all lost items of a mailbox

To restore one or more lost items:

1.Click View on the Archive Manager for Exchange menu bar. Select Archive. Then switch to the Archive tab.

2.In the left pane find the user whose lost item(s) you want to restore. You can use the Look for combo box where you do not must enter an exact name of the user.

3.To restore ONE LOST ITEM, open the folder in which the shortcut to this item was originally kept. A list of all items of the folder will be displayed in the right pane. Right-click the lost item (blue icon). In the context menu select Restore lost item option.

To restore ALL LOST ITEMS OF A FOLDER right-click that folder in the left pane. In the context menu select Restore lost folder items.

To restore ALL LOST ITEMS OF A MAILBOX right-click that mailbox in the left pane. In the context menu select Restore lost mailbox items.

4.In the pop-up Restore options window choose between two options:

a.Delete all versions of the document checkbox – all versions of the lost item(s) will be marked for deletion in the archive, and the latest one will be displayed in the user’s mailbox as non-archived.

b.Restore shortcut only checkbox – shortcut of the item(s) will be displayed in the user’s mailbox and all versions will be accessible

5.Click Accept. The respective archived item will be restored to the folder its shortcut had been deleted from.

6.When restoring is over, in the Processing result window click OK.