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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

Managing search results

Once you have located archived data within Archive Manager, there are several options available to you. These options include:

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View, forward, or reply to a message.
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Send a message to the email address associated with your login.
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Apply comments and tags.
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Copy one or more messages to another folder.
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Print a message.
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Save or export search results if you have the proper permissions.
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NOTE: For Exchange systems, Archive Manager archives all Outlook item types except Journal entries (activities). The term "messages," as used in this chapter, may therefore refer to item types other than email messages: calendar appointments, meeting invitations, tasks, task requests, sticky notes, contacts, and personal distribution lists.
Exporting your search results

Search results can be exported by clicking Export All above the search results. This option is available only if you have the appropriate permissions.

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NOTE: The Export All feature is not available when you access from a mobile device.
Sorting your search results

Search results can be sorted by clicking once on the header of the column by which you want to sort. The default sort order is by message date, newest to oldest.

Opening messages

To open a message in your search results, click the subject of the message you want to open. The message slides in from the right side of the screen.

For a message window, the following tabs are displayed:

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Message
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Headers
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Journal Report
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Access History
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Source Properties

The message window displays the following information for each message:

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From: Whom the message is from.
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To: The persons to whom the message was addressed.
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CC: Any persons copied on the message.
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Subject: The subject of the message.
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Sent: The date and time that the message was sent, based on the computer clock on the sender's computer.

A green check indicates that the message is secure and has not been tampered with in any way.

A red X indicates that the message may have been tampered with. Please contact your system administrator for more information.

 

You can execute the following actions for the message in the message window:

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Reply
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Reply to All
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Forward
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Send to Me

The actions listed above require the user to have an email address in Archive Manager. The administrator does not have a default email address, so one needs to be created.

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Copy
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Tags
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Comment
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Print
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View Images
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NOTE: The Copy, Tag and Comment options are visible only if you have the proper permissions.
Selecting messages in your search results

If you select a message or messages from your search results by checking the check box next the message subject, you can perform the following actions to the message(s) with the panel above the search results:

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Copy to another folder
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Add tags (Visible only if you have the proper permissions.)
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Remove tags (Visible only if you have the proper permissions.)
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Remove from folder: This option is only available when the message(s) you select is from a Custom Mailbox folder.
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NOTE: When you add or remove tags, the option Include Parent Messages will be available if you have the permission “Search All Emails”. This allows you to add tags to the messages you select and their parent messages (if any) at the same time, or to remove tags from messages and their parent messages. The parent message refers to the message that contains another message as attachment.
Previewing attachment history reports

When you click on an attachment, the right-hand pane displays the following information:

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A link with the attachment name that you click on to download the attachment.
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A Related Messages tab that displays all of the messages to which the attachment is linked, and that you have the appropriate permissions to view.
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An Attachment Aliases tab that lists all other names associated with the attachment. Multiple names occur due to singe instancing. (Any attachment that contains the same content is only archived once, but the individual names are archived.)
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An Access History tab that displays a log of users that have viewed or downloaded the attachment.

Using message tabs

Archive Manager provides additional information related to a message.

Message

The Message tab of the message simply contains the body of the message, displayed in the same format as the original message (either HTML or plain text).

Headers

Message headers provide a list of technical details, such as the message ID, who it came from, the date and the thread index.

These details can be useful for identifying problems with email or identifying sources of unsolicited commercial email messages.

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Message-ID: The message has been given this number for identification purposes. This ID number is assigned to the message permanently.
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From: Whom the message is from and the sender's email address.
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To: The person(s) to whom the message was addressed.
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Subject: The subject of an email message.
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Date: The date and time that the email message was sent, based upon the computer clock on the sender's computer.
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Thread-Topic: The topic for the messages contained in this thread.
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Thread-Index: This header is used for associating multiple messages to a similar thread.
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Content-class: This is an additional MIME header. It tells MIME-compliant email programs what type of content to expect in the message.
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MIME-Version: Specifies the version of the MIME protocol that was used by the sender.
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