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Metalogix Archive Manager for Exchange 8.1.1 - MS Outlook Addin Guide

Restoring selected e-mails

 

By using the Restore command on the Archive Manager tab, you can restore selected archived e-mails from the archive. (Figures 4.6)

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Figure 4.6

Upon clicking on the Restore icon, the following dialog box appears. (Figure 4.7)

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Figure 4.7

 

The Delete from archive check box points to the selected item in the archive. By selecting this check box you will mark the selected e-mails in the archive for deletion. They will be deleted from archive when their retention period expires. However, it is still possible to find these archived emails via Archive Manager Search function (e.g. ArchiveWeb) until they are physically deleted from the archive upon expiration of their retention period.

By not selecting the Delete from archive check box, the respective e-mail will be restored only and it will not be marked in the archive for deletion. Its shortcut will be replaced on the MS Exchange Server with the original e-mail.

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NOTE: If you delete archived e-mails from your mailbox using the Outlook Delete functionality (i.e. no Archive Manager functionality), it is still possible to find them via Archive Manager Search. However, only the administrator of Archive Manager can restore them back into the mailbox.

Deleting selected e-mails from archive

 

With this menu option (Figure 4.8) the archived e-mails are deleted from the Exchange Server. They can also be marked for deletion from the archive and consequently, they will be deleted when the retention period expires.

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Figure 4.8

 

By not selecting the Delete from archive check box only the respective e-mail shortcut will be deleted from the Exchange Server. However, it will not be marked for deletion in the archive.

Such item is displayed as lost in the Enterprise Manager. It can be restored by the administrator during its retention period until the Shortcut synchronization job runs (see the Archive Manager for Exchange Administration Guide).

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Figure 4.9

Full-text search

 

Full-text search is used for searching through archived e-mails and attachments. Since version 6.1 it is possible to search also in text in pictures (OCR search) although this technology has some limitations, e.g. too small text may not be correctly recognised.

Full-text search can be used even for searching through archived and subsequently restored mails. This search is accessible from the Archive Manager tab (see Figures 4.10).

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Figure 4.10

By clicking on the Search command on the Archive Manager tab, the following window will be displayed (Figure 4.11).

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Figure 4.11

The entered keyword is subsequently looked for in the:

- subject

- bodytext

- attachments

 

The result of the search is then displayed in the Search results window, where you can retrieve e-mails by simply selecting them and clicking on the Display button (Figure 4.12) or by double-clicking them.

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Figure 4.12

The entered words (Figure 4.13) can be used in combination with the logical operators AND, OR. The operator AND is not mandatory. If no logical operator is included, the full-text search query engine searches for documents containing all the given words.

Inline search also allows utilizing advanced search features in search text-box. The following operators can be used:

from: (e.g. from: peter)

to: (e.g. to: suzanne)

subject: (e.g. subject: update)

received: (e.g. received: today / yesterday / this week / last week / 01/15/2013)

More items have to be divided by semicolon (e.g. from: peter; david).

You can also create combinations as:

from: peter to: suzanne; tom received: this week (Figure 4.12)

 

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NOTE:

·Except in operators mentioned above, colon (:) cannot be used in search terms.

·Full-text search is not case sensitive. The same applies to logical operators: AND, OR.

 

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Figure 4.13

Example: Search results for ‘test AND fulltext’ are the same as search results for the string ‘test fulltext’ or ‘fulltext test’.

When you intend to look for a phrase (e.g. a group of words that functions as a single unit in the syntax of a sentence) you should use quotation marks “ ”.

Example: When searching for the phrase “text search” you won’t get as a result a mail containing the phrase “fulltext search”.

 

Archive Manager Search supports also other operators: NOT, “+” and “-“. Single and multiple character wildcard searches are supported as well:

Characters

Character

Description

Example

?

single character wildcard; replaces any single character

te?t matches text, test etc.

*

multiple character wildcard; replaces 0 or more characters

test* matches test, tests, tester etc.

+

requires that the term after the "+" symbol exist somewhere in a the field of a single document

+test data

 

searches for documents that must contain "test" and may contain "data"

NOT

excludes documents that contain the term after NOT. This is equivalent to a difference using sets. The symbol ! can be used in place of the word NOT

Note: The NOT operator cannot be used with just one term. For example, the following search will return no results: NOT "test server".

"test data" NOT "test server"

 

searches for documents that contain "test data" but not "test server"

-

excludes documents that contain the term after the "-" symbol

"test data" -"test server"

 

searches for documents that contain "test data" but not "test server"

 

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NOTE: The above mentioned wildcard specification characters, i.e. ? or * etc., cannot occur as first 2 characters of the search phrase.

The search query as such cannot other contain special characters as ":", "\", "!", "^", "~".

 

There is a counter that shows the number of occurrences of each search word. The number of occurrences is shown in the Rank column. The outcome of the full-text search is listed in descending order, as can be seen on the following screenshot. (See Figure 4.14)

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Figure 4.14

You can use the Save / Load buttons to save / load search criteria you have specified. It is especially useful e.g. when you have set special settings for Advanced search (see further).

Advanced search

 

You can also specify your search criteria in more details. To do so, click the plus (+) sign to unfold the Advanced search. There you can specify the search criteria in the Subject, From or Sent to text boxes. In that case emails with the given subject / sender (From text box) / receiver will be searched for. If there are several mailboxes open in Outlook, these mailboxes are displayed in the Mailbox field. Search will be performed in the specified mailbox.

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Figure 4.15

On the Advanced tab you may restrict your search by setting some other criteria in the Field, Operation, and Value: fields, e.g.

Field: Received

Operation: On or before

Value: month/day/year 01/25/2010

 

Then click Add. Your specification will be displayed in the list view. In the same way add as many criteria as you need.

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Figure 4.16

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