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Metalogix Archive Manager for Exchange 8.3 - Administration Guide

Introduction About the Administration Center Tools, Options and Settings Manager view
Groups tab Settings tab Public folders tab Jobs tab Retention tab – Retention Categories management Locations tab
Status view Archive view Post Processing Advanced Search Appendix

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 Archive Manager for Exchange.

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Restore wizard

Now get back to Archive Manager for Exchange itself. Restore wizard accessible form the context menu on the Archive View/Public Folders tab allows administrator to restore all lost items in Public Folders in a few simple steps.

To restore all lost items in a public folder:

1.In the Archive view click on the Public Folders tab.

2.Right-click the desired public folder and from the context menu click Wizard.

3.In the pop-up dialog click Next.

4.Now specify the restore behavior. Either:

Mark documents as deleted after – if checked, lost items will be restored to public folder and they will be marked for deletion in the archive


Create shortcut – if checked, only shortcuts will be created for the lost items in the public folder

If necessary, check the Process folders recursively check box. Then click Next.


5.The Summary dialog displays your settings. You can check the number of items to be processed by clicking the Evaluate button. To process the items click Finish.

Public Folders Archive tab

This tab is generally used

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

·as a public folder archive browser


NOTE: On the Public Folder Archive tab the administrator can browse through folders and sub-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.

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 Public Folder tab (see the section How to restore archived items of an Outlook public folder).

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 Public Folder Archive tab.

On this tab the administrator can restore:

·one lost item

·all lost items of a folder

·all lost items of a sub-folder

To restore one or more lost items:

1.Click View on the Archive Manager for Exchange menu bar. Select Archive. Then switch to the Public Folder Archive tab.

2.In the left pane find the desired public folder whose lost item(s) you want to restore.

3.To restore ONE LOST ITEM, open the public folder in which the shortcut to this item was originally kept. A list of all items of the public 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 PUBLIC FOLDER right-click that folder in the left pane. In the context menu select Restore lost folder items option.


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.

4.In the pop-up Restore 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 public folder as non-archived

b.Restore shortcut only check box – shortcut of the item(s) will be displayed in the public folder and all versions will be accessible


NOTE: If none of the options is checked, email is returned to the public folder as non-archived and its versions, if any, are displayed as lost in Archive Manager for Exchange.

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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