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Metalogix Archive Manager for Exchange 8.1.1 - ArchiveWeb Manual

Archive: Exchange tab

 

This tab is displayed in ArchiveWeb navigation pane if Archive Manager for Exchange is installed in the environment. Under this tab you can handle emails archived by Archive Manager for Exchange. The Archive Manager archive is accessible even if the Exchange server is down. User can browse through emails, search in them, restore lost items etc. After clicking the Archive from the main bar and then Exchange form the grey sub-bar the Exchange Archive menu is unfolded on the left. It offers access to

oMailboxes

oPublic Folders

 

In our example we have logged in as an Administrator. Therefore, under the Mailboxes node you may see the Administrator folder. Providing that the administrator has rights to view other users’ mailboxes; these mailboxes can be listed under the Mailboxes node.

Unfolding the Administrator node displays all directories where emails have been archived (i.e. emails residing in these directories have been archived with Archive Manager for Exchange and are now placed in the archive).

 

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NOTE: Not all Exchange tab functions may be available for the logged-on user. The functions must be allowed for the user. For more information see the Roles and Permissions sections.

 

Mailboxes node

 

When you unfold the Mailboxes node, you may see mailbox sub-nodes. Further on, if you keep unfolding the sub-node (e.g. Administrator) you will see all folders of the respective mailbox that contain archived emails.

NOTE: You may see here also sub-nodes belonging to other users. These are users to which the logged-on user has been assigned access rights in the Archive Manager for Exchange Enterprise Manager.

 

The content of the folder selected in the left pane is displayed in the main pane of the window. The list can be filtered by categories as listed above the list view:

·archived – all folder archived items except items marked for deletion

·shortcutted – archived items with shortcuts in the mailbox are visible

·lost – items that were archived but later deleted from the Exchange server are visible; these LOST ITEMS are not accessible in the user mailbox any more

·tagged – items marked with any tag are visible

·locked – items that were locked are visible

·for deletion – items that were marked for deletion are visible; they are still in the archive and may be also visible in the mailbox as usual, but when their retention time elapses, they will be completely deleted (see “Mark for deletion” option in the “More actions” section)

For further filtering options see the “List view” section further.

 

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List view

 

With advanced list view functionality provided with every ArchiveWeb list view you can easily search even in huge lists of emails and adjust the list to your specific needs. In short, list can be:

Øsorted by any column – click the little arrow in the column header

Øgrouped by any column – drag the desired column to the bar just above the list

Øfiltered – click the filter link with icon (ARCHIV~1_img34) to create/modify the filter

(For more details see the “List view conventions” section.)

 

The following information are included directly in the list:

·From column – sender of the message

·To column - recipient(s) of the message

·Subject - email subject

·Received - receive date

·Retention - archive retention (in months)

·Attachment status (clip0056) – checked if email contains attachment(s)

·Lock status (ARCHIV~1_img35) – yellow lock icon if the user locked the email in his/her own mailbox; grey lock icon if the user locked the email in some shared mailbox

·Tagged status (ARCHIV~1_img36) – checked if the email is tagged

·Commented status (ARCHIV~1_img37) – checked if there are comments associated with the email

List columns can be managed (show/hide) in the Columns section of the user profile (click <UserName> / Manage settings / Profile / Settings).

 

When you select the email in the main pane, its properties (importance, versioning, attachments) and email body are displayed under the list view in the preview pane. Preview is available only for some file types, e.g. for. By clicking the attachments, they can be opened or downloaded.

 

In the Preview pane, it is possible to add comments to emails. Simply scroll down in the Preview pane. Then click plus sign (ARCHIV~1_img40) next to Comments heading. Enter a note in the provided text box and click Yes. The comment with creation details is displayed under the Comments heading. Should the number next to the heading indicate some comments but none is visible, click the show/hide double-arrow (ARCHIV~1_img41) to the right (see the screenshot below). The comments will be displayed.

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NOTE: Not all Exchange Archive tab functions may be available for the logged-on user. The functions must be allowed for the user. For more information see the Roles and Permissions sections.

More actions

 

In ArchiveWeb the user can search in archived documents, lock them or adjust the list view. All these and also other tasks are accessible through the More actions menu (based on the user permissions).

 

Use the Download as MSG file option to download the selected email in MSG format (not available when multiple items are selected).

Use the Download as EML file option to download the selected email in EML format (not available when multiple items are selected).

Via the Restore option you can restore the whole archived item to the current shortcut location in the mailbox (the item in the archive is not changed in any way).

Via the Restore to option you can restore the whole archived item to any folder accessible in your ArchiveWeb, i.e. to any folder where something has been already archived.

NOTE: In case of LOST items the restore function restores item to its original location, “restore to” restores item to specified location and both make it accessible for the user in the mailbox.

NOTE: "Restore to” functionality is not applicable to PUBLIC folder items.

The Export to ZIP command offer you the possibility to zip the selected email(s) and even define a password for the zip file.

Moreover, Export to PST command is available when multiple items are selected.

 

Use the Add tags / Remove tags options to tag your items. You can use already created tags or create new ones directly in the pop-up dialog.

Use the Lock document / Unlock document option to handle document locks (for more information see the “Legal hold – lock documents” section).

 

The Mark for deletion option marks the given item(s) for deletion in the archive, i.e. when the retention time elapses, the item(s) will be completely deleted from the archive. Until then they stay unchanged.

To display only items marked for deletion, click the deleted category above the list view.

 

Use the Extend retention time option to INCREASE the time for which the item cannot be deleted from the archive. Setting shorter retention than the actual retention is not supported. After the specified period (in months) the item can be deleted manually or by a Deleted job if such is scheduled in the Enterprise Manager (for Exchange).

 

For more information on Create retention change request option see the GDPR chapter.

 

 

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