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Archive Manager 5.9.6 - User Guide

Getting started with Archive Manager Searching email Working with messages Standard mailboxes Custom mailboxes My Search Log report Working with hosted Exchange mailboxes

Search criteria fields

The following section describes the search criteria fields for Archive Manager.

Keyword (text-match search)

The Keyword field lets you perform text-based searches.

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NOTE: For Exchange systems, Archive Manager indexes all the meaningful fields of non-email items (calendar appointments, meeting invitations, tasks, contacts, and so forth) as if they were parts of a message body, to make them available to text searches. So, for example, a simple text search may return such non-email items if the search string occurs in those items as part of a meeting location, appointment time, contact company name, etc.
NOTE: When you search by keyword, Archive Manager returns only the top 5,000 results by default, and you can change it on Configuration Console by the setting Full Text Max Results.
To define a search for a message (including subject and body) or attachment containing a specific word or phrase:
1
Enter the word, phrase or other text string that you want the feature to find. See General text search guidelines for more information.
2
Select the search scope by the drop down list to the right of the search box.
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TIP: The Advanced search page allows you to specify whether to search in the message subject, body and attachment when you search for messages by keyword.

If you wish to perform advanced full text searches including the following, refer to the Apache Lucene documentation:

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Additional parameters for performing a Fuzzy search
•
Boosting a Term
•
Grouping

General text search guidelines

Text-string searches are subject to these rules and conventions:

•
Case: All text-string searches are case-insensitive.
•
Multiple search terms: Two or more terms separated by spaces in the Search for field are regarded as multiple separate search terms, both of which must occur in the message (or attachment). Multiple search terms may occur in any order. For example:
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contract dispute will return all items that contain both words, regardless of whether the words appear adjacent to each other, and regardless of the order in which they occur.
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Searching for an exact phrase: To search for an exact phrase (two or more terms separated by spaces, occurring in a particular order), enclose the phrase within quotes. For example:
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"contract dispute" will return all items that contain the phrase "contract dispute," but not messages that contain just one word or the other, or that contain both words but not adjacent to each other in the quoted order.
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Common short words: The Search feature ignores short common words such as:
 
 
Common Short Words

a

be

into

on

then

was

an

but

is

or

there

will

and

by

it

such

these

with

are

for

no

that

they

 

as

if

not

the

this

 

at

in

of

their

to

 

Do not use common short words when searching in phrases. For example, for the phrase:
"Meet at noon for lunch"
Use:
"Meet noon lunch"
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Wildcard Searches: Archive Manager supports wildcard searches with an asterisk character or a question mark. An asterisk stands for zero or more unspecified characters, and can occur in the middle or at the end of a search string. A question mark will perform a single character wildcard search. Wildcards do not work in exact phrase queries. For example:
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test*: finds such words as the following: "test"; "tests"; "testing"; and "testimonial".
A wildcard may not occur as the first character of a search string.
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te?t: finds such words as the following: "text"; "test"; and "tent".
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Regular expression searches: A regular expression search allows for more flexible searching by using specific syntax to find text-based patterns. This search is conducted by prefixing the search with regex:. For example, if you want to search for a credit card number starting with 51 or 55 with an optional dash or a space, you could perform the following search:
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regex: ^5[15]\d{2}-?\s?\d{4}-?\s?\d{4}-?\s?\d{4}$
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NOTE: Regex searches that have a leading wildcard have a dramatically increased search time because each record must be processed in the search. Adding at least a one-character prefix solves this issue.
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Fuzzy Searches: To perform a fuzzy search, use the tilde "~" symbol at the end of a single word. For example, when sea
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bat~: finds such words as "fat" and "bats".
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Proximity Searches: To perform a proximity search, use the tilde "~" symbol at the end of a phrase. For example:
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"Archive Manager"~6: finds results that contain the words "Archive" and "Manager" within six words of each other.
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Boolean Operators: Boolean operators let you combine terms with logic operators to create complex, compound search expressions. Archive Manager supports Boolean operators AND, OR, NOT, and the concatenations '+', and '-'. Boolean operators are case-insensitive, and will be interpreted as Boolean operators unless they occur within a quoted search string. Concatenations do not require a space:
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NOTE: The NOT operator can be used only in conjunction with a positive query. For example, a search for NOT "meeting request" will return no results.
 
Table 1. Boolean operators
 
Description
Example

AND or &&

The AND operator is the default conjunction operator. This means that if there is no Boolean operator between two terms, the AND operator is used. The AND operator links two terms and returns results if either of the terms exist in a document. The symbol && can be used in place of the word AND.

For documents that contain 'sales meeting' and 'meeting room': "sales meeting" AND "meeting room"

+

The '+' or required operator requires that the term after the '+' symbol exist somewhere in the field of a single document.

For documents that must contain the words 'meeting' and 'room' within several words of each other in the message component(s) specified: +meeting room

OR or ||

The OR operator returns results where either term exists anywhere in the text of a single document. The symbol || can be used in place of the word OR.

For documents that contain either 'meeting request' or just 'meeting': "meeting request" || meeting —or— "meeting request" OR meeting

NOT

The NOT operator excludes documents that contain the term after NOT. This is equivalent to a difference using sets. The symbol '!' can be used in place of the word NOT.

For documents that contain 'meeting request' but not 'room': "meeting request" NOT room

-

The '–' or prohibit operator excludes documents that contain the term after the '–' symbol.

For documents that contain 'sales meeting' but not 'meeting room': "sales meeting" –"meeting room"

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Grouping: Archive Manager supports using parenthesis to group clauses to form sub-queries. For example, to search for items that contain either "sales" or "team" in addition to the word "meeting" you could use the query: ((sales OR team) AND meeting) (see Boolean Operators above).
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http://lucene.apache.org/java/2_9_2/queryparsersyntax.html#Grouping
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Lucene supports using parentheses to group clauses to form sub queries. This can be very useful if you want to control the boolean logic for a query.
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Special Characters: Archive Manager does not index non alpha-numeric characters, with the exception of certain common patterns including email addresses, IP addresses and URLs. It is recommended that you exclude the following special characters in search queries as they will be removed as part of the search process. However, if used, the following characters need to be escaped using the '\' character:
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+ - && || ! ( ) { } [ ] ^ " ~ * ? : \

To or From

The To or From field lets you find messages that have been sent to or received from a particular person or persons. In this field, you may enter:

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All or part of an email address (for example: fred.jones@domain.com or *@domain.com).
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All or part of a display name (for example: John Smith or *Smith).
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TIP: A search suggestion list will show up as you type in the field.

This field supports for multiple values. When multiple values are entered in the field, the search will return emails that contain any of the listed addresses. For example, a search for emails To or From 'john@domain.com; fred@domain.com' will return both emails to or from John and emails to or from Fred, plus any emails to both of them.

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TIP: The Advanced search page provides more options for you to search by people.
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