Archive Manager for Exchange 8.9 - Administration Guide

Archiving specific items

You can archive specific items in a mailbox, use the Mailboxes tab. To archive specific items in public folders, see Archiving items in Outlook public folders.

To archive specific items in a mailbox:

1.Click View on the Archive Manager for Exchange menu bar. Select Archive.

2.Click on the Mailboxes tab.

3.Find the mailbox in the left pane. You may use the Look for combo box for that purpose. Simply enter the name in the Look for combo box and then press Enter.

If you enter, for instance, the letter "a” and press Enter, a list of all users whose mailbox name contains the letter "a” will be displayed.

If you enter, for instance, the asterisk "*” and press Enter, a list of all users will be displayed.

4.Double-click the required mailbox, e.g. Administrator, to expand its subfolders and then click on the one (e.g. Inbox).

5.Select the items in the right pane and then click on the Archive icon on the toolbar, or right-click the item and then click Archive item in the context menu.

6.The Archive Options window opens. In the Retention category dropdown select the retention category. The basic characteristics for each category (HSM Schema, Retention time and Delete time) will appear below the dropdown box.

7.Click Archive. When archiving is complete, the Processing result window will be displayed. Click OK.

8.The archived item will be displayed with a different icon as shown below.

Restore wizard

Users may have deleted the shortcut of an archived item simply by clicking SHIFT + Delete on the keyboard or by clicking the Delete icon on the Outlook toolbar.

In such cases the archived items are lost for the user. However, these items still reside in the HSM store until their retention period expires. Such lost items have a blue icon on the Archive tab. They can be recovered manually by the administrator only on the Archive tab and lost items from several mailboxes can be restored on the Mailboxes tab.

In this topic:

·Restoring all lost items in several mailboxes

·Restoring lost items in several mailboxes by type

To restore all lost items in several mailboxes:

1.From the Archive view click on the Mailboxes tab.

2.Find one of the mailboxes in the left pane. You may use the Look for combo box for that purpose.

3.Right-click the mailbox and select Restore Wizard from the context menu. The Restore Mailbox wizard starts and the Select restore type window opens.

4. Select Restore lost items and click Next.

5.In the Settings window click Add to add more mailboxes.

6.The Select mailbox window opens. Move selected mailboxes to the Selected objects list. Click OK.

7.In the Settings window all selected mailboxes will be displayed in the Selected mailboxes list. Choose one of the following options:

a.Mark the document as deleted after restore - lost item(s) will be restores and displayed in the user’s mailbox as non-archived; all versions of the lost item(s) will be marked for deletion in the archive.

b.Create shortcut - shortcut of the item(s) will be displayed in the user’s mailbox and all versions will be accessible.

8.To restore specific lost items in the selected public folders, click Filter to set a filter. It is a search-based filter. You can filter by sender, subject and other parameters. Specify your filter parameters and click Start search in the  filter window. Then click Apply.

9.In the Summary window click Evaluate if you want to display the number of lost items to be processed. Then click Finish.

To restore lost items in several mailboxes by type:

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

2.Find one of the mailboxes in the left pane. You may use the Look for combo box for that purpose.

3.Right-click the mailbox and select Restore wizard from the context menu. The Restore Mailbox wizard starts and the Select restore type window opens.

4.The Restore mailbox wizard opens. Choose Restore items filtered and click Next.

5.In the Settings window click Add button to add also other mailboxes.

6.The Select mailbox window opens. Move selected root public folders to the Selected objects list. Click OK..

7.In the Settings window all selected mailboxes will be displayed in the Selected mailboxes list.

Mark the document as deleted after restore - if selected, restored messages will be marked for deletion in the archive.

8.Click Filter message class to choose the message classes to restore. In the Message filter window, select the message classes that you want to restore and click OK.

Click Filter to open the Message filter window. Select the options as described below:

·All supported message classes  - all messages classes as defined.

·Selected message classes - select the message classes that you want to archive.

9.You can also filter messages by date when they were received or modified with the following options.

a.Select Filter by date.

b.Select Receive date or Modification date

c.Click Change filter. In the Filter by date window specify after, before or between from the Date dropdown. Then enter the date and click Apply.

10.Click Next. In the Summary window click Finish.

When the processing completes, you can check the restoration result. Next to every restored mailbox folder you can see the number of all folder items, number of items processed and number of errors. For example, "Folder Inbox processed 125/19/0".

If no items satisfy the entered criteria, no summary is displayed.

11.Click Close.

Restoring specific items

To restore individual items, use the Mailboxes tab in Archive view. To restore items in public folders, use the Public folders tab. For more information see the section Public folders tab (Archive view).

To restore individual items:

1.In Archive view click on the Mailboxes tab.

2.Find the mailbox in the left pane. You may use the Look for combo box for that purpose.

3.Double-click the mailbox to display its subfolders. Select the folder in the left pane. Its content will subsequently be displayed in the right pane. Only the left pane is active for switching between folders.

4.Right-click the archived item in the right pane and then, in the context menu, select Restore item. You can also select the archived item and then click on the Restore icon on the toolbar.

5.The Restorer options window opens. If you select the Delete all versions of the document checkbox then all versions of that document in the HSM store will be marked for deletion and can be deleted with Delete Files job when their retention time elapses. If the checkbox is not selected, versions will be displayed as lost on the Archive tab of Archive Manager for Exchange. Click Accept.

6.When restoring is complete, in the Processing result window click OK. The respective item will be restored and its icon will change, too.

Restoring items in a mailbox or folder

Restoring of all items in a specific mailbox or folder is done in Archive view on the Mailboxes tab.

To restore all items in a mailbox or folder:

1.In Archive view, click on the Mailboxes tab.

2.Find the mailbox or folder in the left pane. You may use the Look for combo box for that purpose.

3.Right-click the mailbox or folder in the left pane and then, in the context menu, click Restore folder/Restore mailbox. You could also select the folder in the left pane and then click on the Restore icon on the toolbar.

4.In the Restorer options window click Accept. If you select the Delete all versions of the document checkbox then all versions of items placed in that mailbox or folder will be marked for deletion in the HSM store and can be deleted with the Delete Files job when the retention time elapses. If the checkbox is not selected, versions will be displayed as lost on the Archive tab of Enterprise Manager.

5.When restoring is complete, in the Processing result window click OK. All items placed in that mailbox or folder will be restored.