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Metalogix Archive Manager for Exchange 8.1.1 - Administration Guide

Getting Started Enterprise Manager Tools Manager view
Groups tab Settings tab Public folders tab Jobs tab Retention tab – Retention Categories management Post Processing tab Locations tab
Archive view Status view Toolbar icons - Description Advanced Search Appendix

Group level retention

As a part of global archiving settings, the default retention category was specified on the Tools /Options/Archiving settings/Retention tab (see the section “Archiving settings” in the “Global Archiving Settings” chapter). The default retention category is used if no specific retention category is chosen at archiving. It usually applies for manual archiving using Archive Manager Client Addin.

However, this tab gives you the opportunity to set different default retention categories for different groups or users. It is especially useful in case of Archive Manager Client Addin. Company needs or user preferences can be taken into account. For each group/user you can specify the default retention category used when archiving in Outlook via Addin.

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NOTE: Addin rights for individual users or groups can be set on the Settings/Outlook Addin permissions tab (see the section “Outlook Addin permissions” in the “Settings tab” chapter).

How to specify global default retention category

Global default retention category can be set on the Tools /Options/Archiving settings/Retention tab.

How to set default retention category for individual groups or mailboxes

To override global default retention category and assign specific default retention category to individual group/mailbox:

1.In Manager view, click on the Settings tab.

2.Click on the Group level Retention tab in the right pane.

3.Click with your right mouse button inside the right pane and in the context menu select Add group/Add mailbox.

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4.In the Select mailbox or group window enter the name of the desired group/mailbox in the text box or select the desired one in the list below. The click OK.

5.The respective group/mailbox will be added onto the Retention tab. Right-click it and, in the context menu, click Properties.

6.In its Default retention window select the desired retention category in the down-drop box.

For group: You may want to assign that retention category to subgroups as well. In that case select the Apply recursively for group members check box.

Click Apply, then OK.

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NOTE: The default retention category assigned to the mailbox has higher priority than the default retention category assigned to the group.

Shortcut templates

When an email is archived, usually (depending on settings) just a shortcut is left behind in the Exchange server. Administrator can configure shortcuts according to the company needs and define how the shortcuts should be displayed in the user’s Outlook preview.

Shortcut layout and type is specified through shortcut templates. There can be various shortcut templates defined for different users/groups. For instance, Mac users may need specific shortcuts.

This node is reserved for shortcut template creation. Different types of templates can be created. It is possible to configure maximal shortcut size, the format of the message body and create attachment links reachable from the preview pane of Outlook/OWA.

Shortcut templates created on this tab can then be assigned to groups or users on the Shortcut to user assignment node, e.i. the user/group’s archived emails will have the defined configuration.

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NOTE: One of the shortcut templates can be selected as a global template under Tools/Options/Archived Settings/Shortcut. This template will then be used in cases when no other template settings are applied. As default it is the Default template.

To create a new shortcut template select the Shortcut templates node. Then right-click inside the main pane and from the context menu select Create new shortcut template.

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Before specifying settings for shortcuts it is important to think over how the shortcut (archived email) should look like. Consider your priorities and intentions as well as expectations of the users. For instance, if it is vital to keep the shortcuts small, you will want to truncate the body text and not to keep formatted body text. On the other hand, you may want users to be able to read the emails in the preview pane (no body-text truncating) and also to access attachments from the preview pane (e.g. Create links for attachments option) etc. - read further about possible options.

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As default (i.e. when no settings are specified on this tab) the Archive Manager archiving processes replace the email on MS Exchange with the shortcut that includes the header and the body of the archived email. Therefore, the Outlook Preview is able to display the archived items while the Attachments field is left empty. The attachment is included in the message when the email is retrieved from the archive by double-click.

To make the attachment accessible from the Preview pane, check the Create links for attachments check box and configure links creating on the Links tab as described further. The HTML link available in the Outlook/OWA Preview will be created. It will bear the name of the attachment with an .html extension (see the figure below).

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When clicked, the following info panel may be displayed. Click the link to download the attachment from the Archive Manager server.

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If you plan to use attachment links in shortcuts (either Create links for attachments or Generate an HTML shortcut from template option) you need to configure the settings on the next tab (Attachment Options tab).

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The settings are as follows:

·Do not create attachment links for all embedded files - Links will not be created on the shortcut for embedded files.

·Create attachment links only for the following file types: Click the Add button to add any file types to display its link on the shortcut.

·Do not create attachment links only for the following file types: Click the Add button to exclude file types from being displayed as links on the shortcut

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NOTES: The Create links for attachments option must be selected in the General tab. You can use only one of the two options: Create attachment links only for the following file types or Do not create attachment links only for the following file types. If you use either one, the other option will be disabled.

You can set the format of the shortcut as well. Check the Generate an HTML shortcut from template check box to create shortcuts in HTML format. The HTML shortcut includes also links for attachments, so there is no need to activate the HTML shortcut and Create links for attachments together.

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Default HTML shortcut in the Outlook preview pane

Choose your desired HTML shortcut template from the down-drop box under the Generate an HTML shortcut from template. If you have not created any template yet, there is just the Default one. You can create your own templates to customize the HTML shortcuts design. For creating new template see “Appendix”.

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When the message is archived, its header and body are kept in the MS Exchange Server as default, no matter what size they are. Only attachments are removed. Should you wish to allocate just fixed size for every archived email and in this way save even more space on your MS Exchange, check the Truncate body text check box. In the Bytes text field enter the MAXIMAL size of the shortcut left on the MS Exchange Server. The message body will be truncated, if it is bigger than the specified size.

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NOTE: Remember that in the Preview pane of Outlook user can see only the shortcut left on the MS Exchange Server and the Outlook Find feature can search also only in this shortcut.

If you check the Keep formatted body text (RTF) check box, the formatted text of shortcut will not be altered.

If the Keep formatted body text (RTF) is not checked, only the plain text message body will be kept.

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NOTE: The Keep formatted body text (RTF) and the Truncate body text options are mutually exclusive. So are Keep formatted body text (RTF) and Generate an HTML shortcut from template.

After changing settings on this tab, you may want to apply them not only to new shortcuts which will be created from now on, but also to shortcuts which were created previously. To do so, you have to run the Repair shortcut command on a group, mailbox or folder where these new settings should apply to previously created shortcuts (see the section “Repairing shortcuts”).

The settings under Entourage options apply for Entourage users as well as other email clients (e.g. mobile clients). Check the Open email in EML format so that users will be able to open archived emails from the preview pane.

By default the shortcut is a replacement of the original email. Email clients such as Entourage are not synchronizing the changes made to the message. To enforce that the shortcut is synchronized (replaced) on such email clients, it is necessary to create the shortcut as a new email. This can be achieved by checking the option Create the shortcut as a new email. Please note that this option can be useful for other email clients as well (e.g. mobile clients).

Shortcut to user assignment

When an email is archived, usually (depending on settings) just a shortcut is left behind in the Exchange server. Administrator can configure shortcuts according to the company needs and define how the shortcuts should be displayed in the user’s Outlook preview.

Shortcut layout and type is specified through shortcut templates. These templates are created under Shortcut templates node (see the previous section).

Different users/groups can have different shortcut templates assigned on this tab.

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NOTE: Default shortcut template can be specified also on the Tools/Options/Archiving settings/Shortcut tab. If the default shortcut template is changed here it is changed also on that tab and vice versa.

To assign a group/user specific shortcut template:

1.Right-click inside the main pain. From the context menu select Add group/Add mailbox.

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2.In the pop-up dialog select the desired group/user in the listview and click OK.

3.The group/user will be displayed in the listview with default settings specified. To adjust the settings right-click the group/user and from the context menu select Properties.

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4.In the pop-up window select the desired template from the downdrop box. If applicable you can check the Apply recursively for group members check box to apply it also for possible subgroups. Then click Apply.

Archive size report

From time to time, administrators may need to know the status of users’ mailboxes, just to get an overview of the entire size of mailboxes in the HSM store. For that purpose they may easily create reports containing all relevant data.

When clicking on the Archive size report tab for the first time there will be no mailboxes displayed.

To display all mailboxes, click on the Calculate button (Snap105). The list of mailboxes will be displayed in the right pane, including message size, archived size, archived size uncompressed, shortcut size, and the limit of mailboxes as well. Mailboxes can be sorted simply by clicking on the respective column headers (Object, Message size, Archive size, Archive size uncompressed, Shortcut size, and Limit).

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NOTE: The size of delayed shortcuts is not calculated in the Shortcut size column.

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To get an overview, create a report by clicking on the Export button (Snap106). The Export Wizard window will open with three options to choose from: All mailboxes, Filtered mailboxes, or Distribution lists with members, depending on whether you want to create a report including all the mailboxes, only filtered mailboxes, or distribution lists with members only. Detailed explanation is given in subsequent section.

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