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Metalogix Archive Manager for Exchange 8.4 - Outlook Addin User Guide


In this chapter:

·Keyword Search

·Advanced Search

Keyword Search

Keyword search is used for searching through archived emails and attachments. It is possible to search for text in pictures (OCR search) although this technology has some limitations. For example, tiny text may not be correctly recognized. Keyword search can be used for searching through archived and subsequently restored mails.

Steps to run a keyword search

1.Click  the Archive Manager addin.

2.Click Search from the ribbon.


3.The Search window opens.


4.Enter the keywords in the Search for the word(s) field. The keyword is searched in the subject, email body and attachments.

5.The result of the search is then displayed in the Search results window.


6.From the the Search results window, you can retrieve an archived email by either selecting the email and clicking Display or by double-clicking the email.

Search Expressions

Search expressions are a combination of keywords and logical operators that enhance the search capability. Keywords can be used in combination with the logical operators AND, OR. The operator AND is not mandatory. If no logical operator is included, the keyword search query engine searches for documents containing all the given words.


Example 1:

Search results for hello AND welcome are the same as search results for the string hello welcome or welcome hello. When you intend to look for an exact phrase (a group of words that functions as a single unit in the syntax of a sentence) you should use quotation marks " ".

Example 2:

Archive Manager Search supports other operators: NOT, + and -. Single and multiple character wildcard searches are supported as well:





single character wildcard; replaces any single character

te?t matches text, test etc.


multiple character wildcard; replaces 0 or more characters

test* matches test, tests, tester etc.


requires that the term after the "+" symbol exist somewhere in a the field of a single document

+test data

searches for documents that must contain "test" and may contain "data"


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

Note: The NOT operator cannot be used with just one term. For example, the following search will return no results: NOT "test server".

"test data" NOT "test server"

searches for documents that contain "test data" but not "test server"


excludes documents that contain the term after the "-" symbol

"test data" -"test server"

searches for documents that contain "test data" but not "test server"


NOTE: The above mentioned wildcard specification characters, i.e. ? or * etc., cannot occur as first 2 characters of the search phrase. The search query as such cannot other contain special characters as ":", "\", "!", "^", "~".

You can use the Save / Load buttons to save / load search criteria you have specified. It is especially useful e.g. when you have set special settings for Advanced search (see further).


Advanced Search

Advance search lets you specify your search criteria in more detail.

Steps to use advanced search

1.Click the plus (+) sign to expand the advanced search section.


2.Click the Advanced tab.

3.Click Add new clause and enter the search criteria using the fields as described below:

a.Field - click the drop down to select the property of the email to be searched. For example, select Subject as the field to search.

b.Operator - click the drop down and select a search operator.

c.Value - Specify the search text. If the selected Field requires a date value, a date picker icon appears to help you choose a date. This field supports wildcard characters.

4.To add more criteria clauses, click Add new clause or icon-add. To remove a clause click icon-remove. You can additionally select the logical operator. The default operator is And.


NOTE: You can group clauses to create nested search criteria by selecting consecutive check boxes and clicking the icon-group icon.


5.To view the scope of the search on mailboxes, click the Mailboxes tab. By default only the current mailbox is added. You must select more mailboxes manually if you want to search additional mailboxes.


NOTE: If you do not see additional mailboxes, the Administrator must follow the steps below to expand the search scope to more mailboxes:

a.Open the Address Book Manager in the Archive Manager for Exchange Administration Center (AMAC).

b.Click Mailboxes to open the list of mailboxes.

c.Right-click the mailbox you want to add and select Permissions from the context menu. The Mailbox rights window opens.

d.Click Add and select the Outlook user who will run the search. Then click OK to close the windows.

e.Open the Advanced search window again and click the Mailboxes tab to view the additional mailboxes


6.To set the search scope on email item types, click the Settings tab.


Configure the settings as described below:

a.Limit search results to - the number of emails that are returned in the search result list.

b.Search in deleted documents - select this check box to search through emails that are marked for deletion and the latest version of archived emails.

c.Search only in deleted documents - select this check box to exclusively search through emails that are marked for deletion. All other archived emails will be ignored.

d.Search in versions - select this check box to search through all versions of the archived emails and each match will be returned in the result list.

7.Click Search to search for archived emails based on the selection criteria, the mailboxes specified and the settings that are applied.


8.Click Save to save the search criteria as an XML file. The saved search criteria does not include the list of mailboxes used in the search scope. Click Load to load a previously save search criteria.



Each time you retrieve and edit an archived email a new version of that email is created in the HSM Store. Versions are also created automatically when Archive Manager is configured to create a delayed shortcut. For example if you have an email that is archived with a delayed shortcut, the original email is still available in you mailbox even though it is marked to be archived. If you edit and save this this email and it is eventually archived, a new version of the email will be created.

Different versions of an archived email can be checked in the Versions window.

Steps to work with the Versions window

1.Click  the Archive Manager addin.

2.Select an archived email and click Versions from the ribbon.


3.If the archived email has versions, then all the versions will be displayed in the list.


The actions you can perform in the Versions window are described below:

a.Display - opens the selected version of the archived email.

b.Create new copy - creates a new email based on the selected version. This newly created email is not archived and you must archive it manually.

c.Restore - restores the selected version. The restored version of email will be retrieved and deleted from the archive.

d.icon-pin - click the pin icon to keep the Versions window always on top while you work with other applications. Click to icon-unpin unpin the window.



·You can click any column header to sort the list based on the header.

·The keyword search engine searches for keywords in every version of the archived emails. Search results may contain more than one version of the same email.


Steps to create a new version of an archived email

1.Open Outlook.

2.Double-click an archived email to retrieve and open the email in the Outlook message editor.

3.From the Message ribbon select Actions > Edit Message.


4.Revise the message as needed and save the message.

5.Click  the Archive Manager addin.

4.Select the edited archived email and click Versions from the ribbon to verify that a new version was created and successfully archived.


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