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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

Lost items restoring to a specific folder

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NOTE: 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 of the EM such item is displayed with a yellow icon: ARCHIV~1_img287.

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.

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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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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

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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 the Enterprise Manager.

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.

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

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Public folders tab (Archive view)

On this tab one can archive and restore items of 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, points 1 through 9.)

·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, point 10.)

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NOTE: The process described below needs to be performed for every public folder whose items you plan to archive/restore. The process needs to be done ONLY ONCE for each such 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).

On this tab you are able to see just those public folders for which the user specified on the Tools/Options/Server settings/Public Folders tab under “Public Folders access” has the owner rights. To see all public folders you have to set the super-user (in our case srv_exchange) under “Public Folders access” on a Tools/Options/Server settings/Public Folders tab.

How to manually archive an item in an Outlook public folder

Let us go through the whole process for Exchange Server 2013/2016/2019. Process for Exchange Server 2010 is described below.

To archive items in an Exchange Server 2013/2016/2019 public folder manually:

1.Open Exchange Administrator Center.

2.Go to Public Folders/Public Folders.

3.Select the desired Public Folder from the list and click Manage under Folder Permissions on the right.

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4.In the pop-up window click Add icon (the plus sign).

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5.Browse for the super-user (srv_exchange, see “Installation Guide for MS Exchange Server”). Make sure to check Folder owner option.

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6.Click Save and Save again to confirm.

7.Now copy any archived email into that public folder: select an archived email and press CTRL while dragging that email into that public folder. Now you may try to restore it. Only for this mail you will get a warning message saying “Failed to restore 1 item”. For all other items placed in that folder archiving (as well as restoring) will work properly.

In case of Exchange Server 2010 open Exchange Management Console.

1.Open MS Outlook for instance as the administrator.

2.In the Console, go to the Microsoft Exchange On-Premisses node.

3.Click the Toolbox node and from the main pane open the Public Folder Management Console.

4.Select the Default Public Folders node.

5.In the main pane locate the desired public folder. Right-click it and from the context menu select Properties.

6.On the Permissions tab click on the Add button to open the Add Users window. In the Add Users window select the super-user (srv_exchange, see “Installation Guide for MS Exchange Server”) in the list and then click on the Add button.

7.Click OK to confirm. You will get back to the Properties window of that respective public folder.

8.In the Properties window select the super-user (srv_exchange) in the list and then in the Permission Level dropdown list select Owner.

9.Click Apply and then OK to confirm.

10.Now copy any archived email into that public folder: select an archived email and press CTRL while dragging that email into that public folder. Now you may try to restore it. Only for this mail you will get a warning message saying “Failed to restore 1 item”. For all other items placed in that folder archiving (as well as restoring) will work properly.

When you are done with the process as described above, you may archive (restore) any item in that public folder simply by selecting it and then clicking on the Archive (Restore) icon on the Archive Manager Client AddIn toolbar. The process described above needs to be done ONLY ONCE for each public folder whose content you plan to archive.

How to restore archived items of an Outlook public folder

Restoring of archived items residing in a public folder is done easily. Let’s say you have prepared a public folder for archiving (see the process described in the section How to manually archive an item in an Outlook public folder) and have already archived items there. Now you may restore any archived item by simply selecting it and clicking on the Restore icon, or by clicking Restore in the Enterprise Manager.

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