Archive Manager for Exchange 8.5 - Administration Guide

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 Client 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

·(restoring of lost items for more mailboxes at once can be done on the Mailbox tab – see the section "How to restore lost items for several mailboxes”)

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 desired user whose lost item(s) you want to restore. You can use the Look for combo box where you do not need to 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 desired 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 option.

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 option.

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

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

b.Restore shortcut only check box – 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.

Restoring lost items to a specific folder

Using this option lost items can be restored to a mailbox different from the original one. However, when only shortcut is restored (i.e. not the original message) to a different mailbox, the mailbox user is not the owner of such item. It means that the user will not be able to delete or modify the archived item using that shortcut. The user will be able to restore the shortcut and perform the changes but cannot control the archived counterpart. On the Archive tab such item is displayed with a yellow icon: .

To restore lost item(s) to a folder or a mailbox different from the original one:

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

2.In the left pane find the desired user whose lost item(s) you want to restore. You can use the Look for combo box where you do not need to 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 residing. A list of all items of the folder will be displayed in the right pane. Right-click the desired lost item (blue icon). In the context menu select Restore lost item to 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 option.

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 to option.

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

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

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

5.Then click the Change button to specify the destination where the item(s) will be restored.

6.In the Mailbox folders pop-up window define a mailbox (using the Change button) and a folder of that mailbox where the lost item(s) should be restored. If the folders are not displayed, click Refresh. Click OK.

7.Back in the Restore lost items window the defined folder is displayed in the Destination field. Click Start. Then OK.

Restoring mailbox folders

When mailbox folders or sub-folders with archived items are deleted, the information about the folder structure is available to Archive Manager. The entire folder structure can be restored.  For example, assume that the sub-folder tree Inbox >  Conference > Vendors was deleted. Deleted folder names appear in blue color.

To restore the folder structure

1.Select the root node of the deleted folder structure.

2.Right click and select Create folder structure from the context menu. The folder structure will be restored along with any archived items in those folders and the folder names will be displayed in normal black color.

Public Folders tab

You can archive and restore items in a Public Folders manually. Restore wizard for lost item restoring is also accessible in the context menu (see the "Restore wizard” section). However, first we describe here the steps which have to be completed so that the users can archive in their Outlook Public Folders.

For manual archiving of the items directly in Outlook public folders you need to do some specific steps beforehand:

·First (and this is very important!), owner rights must be assigned for the respective public folder in MS Outlook. (See the section How to manually archive an item in an Outlook public folder)

·Then one additional simple step needs to be taken (we will describe it in detail below). (See the section How to manually archive an item in an Outlook public folder)

After going through the process you can archive and restore items in the MS Outlook using Archive Manager Client Addin as described in this chapter or on the Public Folders tab using toolbar icons or the context menu (as on the Mailbox tab).