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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

Restore Wizard – How to restore lost items for several mailboxes

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.

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NOTE: (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 on the Archive tab and lost items from several mailboxes can be restored at once on the Mailboxes tab. (Such lost items have a blue icon on the Archive tab.

To restore all lost items for several mailboxes:

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

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

3.Right-click the mailbox and select Wizard from the context menu.

4.The Mailbox wizard opens. Choose the Restore lost items option and click Next.

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5.In the Settings window click the Add button to add also other mailboxes for which you want to restore lost items.

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6.The Select mailbox window opens. Enter the mailbox name in the upper text field or double-click all desired mailboxes form the list. Selected mailboxes will appear in the Selected objects filed. Finish by clicking OK.

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7.Back in the Settings window all selected mailboxes will be displayed in the Selected mailboxes list. Now choose one of the following options:

a.Mark the document as deleted after restore check box – 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 check box – shortcut of the item(s) will be displayed in the user’s mailbox and all versions will be accessible

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8.Maybe you do not want to restore all lost items in the selected mailboxes. Click the Filter (ARCHIV~1_img275) button to set a filter for restoring. It is a search based filter. You can filter by sender, subject and also other parameters. (For detailed instructions see “Search in archive icon – Advanced search” section.)

Specify your filter parameters and click Start search button in the Search based filter window. Click Apply if you want to restore the found item.

If you have finished, click Next.

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9.In the Summary window read the summary. Click Evaluation, if you want to display the number of lost items to be processed. Then click Finish.

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How to manually create a shortcut for an archived item

In the Archive view on the Mailbox tab some items can be displayed with the following icon: ARCHIV~1_img278 (delayed shortcut) or ARCHIV~1_img279 (backup shortcut). This indicates that the email has been archived but no shortcut was created for it. That happens when the email has been archived via retention category which keeps the original email or delay shortcut creation. (See “Retention tab”). It is possible to create a shortcut for such email on the Mailbox tab.

To create a shortcut for an archived item:

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

2.Find the desired mailbox in the left pane. You may use the Look for combo box for that purpose. Double-click it to unfold its subfolders.

3.Locate the desired item with delayed shortcut/backup shortcut icon in the right pane. Right-click it and then, in the context menu, click Promote delayed shortcut/Promote backup shortcuts as required.

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4.When the processing is over, in the Processing result window click OK.

Archive tab

This tab is generally used

·to restore lost items ARCHIV~1_img281 (they have no shortcut in MS Outlook, but they physically remain in the HSM store during their retention time)

·as a mailbox browser

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NOTE: On the Archive tab the administrator can browse through mailboxes and their folders. For each folder there is a list of all its items displayed in the right pane of the window. Different colors of the icon represent different status of the item. You can open the legend for icons when you right-click an item in the right pane and select Show legend from the context menu or you can click the Show legend icon on the toolbar (ARCHIV~1_img246). The Legend window with icon explanation appears.

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Some basic icons:

ARCHIV~1_img281 Blue indicates that the respective archived items are lost, i.e. they remain in the HSM store at least during their retention time but they have no shortcut in Outlook. User cannot reach them. Such lost items can be recovered manually only by the administrator on this tab or on the Mailboxes tab (see the section “How to restore lost items for several mailboxes).

ARCHIV~1_img285 Green indicates that the respective item is archived and has a shortcut in Outlook. It can be restored.

ARCHIV~1_img286 Red items are corrupted, i.e. there is a shortcut to them, however the content has been corrupted and therefore that item cannot be restored.

ARCHIV~1_img287 Yellow indicates that the shortcut in the mailbox folder belongs to a different user.

Lost items restoring

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”)

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NOTE: In all three cases mentioned above the administrator can restore also to a folder or a mailbox different from the original one (see “Lost items restoring to a specific folder”).

To restore one or more lost items:

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 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.

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NOTE: If you want to display lost items only, right-click in the right pane and, in the context menu, click Show only lost items.

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Restoring a lost item

4.In the pop-up Restorer 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

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NOTE: If none of the options is checked, email is returned to the user’s mailbox as non-archived and its versions, if any, are displayed as lost in Enterprise Manager.

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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.

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