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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

Search results options

Items found via Advanced search can be:

·Restored to the original or different location

·Exported to mailbox or PST

·Marked for deleteion

·Recovered, i.e. items marked for deletion will be unmarked and as a result they will be listed on the Archive tab of Enterprise Manager and will be accessible via ArchiveWeb.

Restoring of found items

Any item you have found using Advanced search can be restored to its original location or to the different one. This is especially useful when a user has deleted an email accidentally and would like to access it again. In this way administrator can restore it back.

To restore the email to its original mailbox:

1.Right-click the selected email(s) and choose Restore a copy in the context menu.

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NOTE: To restore the email to a location different from the original one, select Restore to in the context menu (step 1) and set the new location.

The blue icon of an item means that the respective email is marked for deletion in the archive.

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2.The Restorer options window opens.

·Check Delete all versions of the document should you wish to restore the whole email to the mailbox and mark versions for deletion.

·Check Restore shortcut only should you wish to restore just the shortcut.

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IMPORTANT: Either the shortcut or the whole email is restored to the mailbox even if the original shortcut/email is also in the mailbox, i.e. duplicate items can be created.

If no check box is selected, the whole email is restored to the mailbox without marking any version for deletion.

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3.Click Accept.

Exporting found items

Archive Manage for Exchange allows exporting of found items to mailbox or PST file. Administrator can even export emails found in several searches as one export task.

To export search results:

1.Right-click in the result list and from the context menu choose Export data.

2.Export wizard opens displaying the number of found items. Enter the task name. Click Next.

3.Check the desired option Export to mailbox or Export to PST. Click Next.

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NOTE: We will describe the Exporting to mailbox option. Exporting to PST is similar, but some settings are not available.

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4.Use the Browse button to select the desired destination mailbox. The intended destination mailbox must be synchronized with Archive Manage for Exchange. Click Next.

5.On the new dialog specify your export settings. In the Target folder base text box enter the name for the folder where the results will be exported, e.g. Export.

If Create folder hierarchy is selected, the folder path of every message will be created also in the target folder, e.g. messages originally residing in Inbox will be exported to Export/Inbox folder.

If Export all documents to one folder is selected, the folder hierarchy will not be kept and all items will be exported to one folder.

Exported search results may contain items from different mailboxes. Checking the Create separate folder for each distinct mailbox option will ensure that each mailbox will be exported to a separate folder under the target folder.

Finally, choose to Start export immediately or select the Create an export task, but do not start it so that you can export the results later. Created tasks can be started when you open Tools/Export tasks from the menu bar of Enterprise Manager.

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6.In the Summary window click Finish. Status of the task can be checked in Enterprise Manager under Tools/Export tasks (see the section “Export tasks”).

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TIPS: Let’s say you need to execute two searches with different search criteria. You do not need to export items found in these searches separately. It is possible to export several search results in one export task. To do so:

1.Execute your search and create an export task as described above (with the Create an export task, but do not to start it option selected).

2.Execute another search. Right-click the search result list view and from the context menu select Save search result to file. Search result will be saved as an .xml file.

3.Open the Export tasks dialog from the Enterprise Manager main menu: Tools/Export tasks.

4.Right-click the first export task (from step 1) and from the context menu select Tasks/Add documents to the task.

5.Select the saved .xml file (from step 2).

6.Right-click the first export task and from the context menu select Task/Start.

 

Mark for deletion

This function marks selected documents as deleted. Only documents marked as deleted can be purged from archive after their retention time (and eventually keep-alive time) is over. They will be COMPLETELY DELETED via the Delete Files job, if such is scheduled.

Documents that are not marked as deleted will be never purged (except you have defined Delete time for them).

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NOTE: For more information on retention times see the section “Retention tab”.

To mark items for deletion:

1.Right-click the selected item in the search result list view and select Mark for deletion option from the context menu.

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2.Then click Yes. As a result the item will be marked for delete. It won’t be accessible in the EM/Archive view on the Archive tab, neither in the ArchiveWeb application. However, it can be still found through the Advanced search.

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TIPS: Undelete feature of Archive Manager for Exchange allows user to list archived items that are marked for deletion in Outlook folder. If the Undelete feature is implemented, the user can perform Undelete operation on such items marked for deletion. After the undelete operation the item(s) will have the same status as regular archived items. Upon expiration of their retention time they will still reside in the archive. For details on how to configure this feature in 3 simple steps see the Enabling Undelete Feature short guide.

 

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