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Archive Manager 5.9.4 - User Guide

Getting started with Archive Manager Searching email Working with messages Standard mailboxes Custom mailboxes My Search Log report Working with hosted Exchange mailboxes

Search scope

The search scopes are defined in the drop down list to the right of the search box:

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All Mailboxes: Searches your Archive Manager archive for messages, or attachments, including the mailboxes you have permissions to access.
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Other Folder: Searches a specific folder or mailbox.You can also specify a folder or a mailbox by selecting it from the left sidebar directly.
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Entire Archive: Searches the local server. This option is visible only if your user credentials are authorized to "Search All Emails".
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TIP: A breadcrumb bar will appear above the search box showing the path to mailbox or folder you selected after a search. Clicking a link in the breadcrumb bar will change your search scope and perform another search immediately with the new scope.

Multi-criteria searches

If you search more than one field, the criteria are cumulative by multiple active filters. That is, the search will return only results that meet all of the criteria (filters) applied. Each filter you specify therefore further limits the final results.

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TIP: You can also remove one or more filters by clicking the [x] icon on the filter to expand your search.

How to perform a search

To perform a search:
1
Define search criteria for one search field by the drop down list to the left of the search box, as described separately under Search criteria fields below.
2
Select the search scope by the drop down list to the right of the search box.
3
Click the magnifying glass icon to execute the search.
4
Repeat step 1 and 3 to define other search criteria if any to refine your search.
5
(optional) To search the attachments using the same search criteria as well, click the Attachments tab in the search result.
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NOTE: The search scope drop down list and the Attachments tab are not available when you access from a mobile device. To define your search scope in the case of mobile access, select the mailbox or folder you want to search by the left sidebar, or the Advanced Search feature which also enables you to search All Mailboxes or Entire Archive.

See Viewing your search results for information about the results display, and what you can do with the Results Table.

Advanced search

The Advanced Search lets you define your search criteria by multiple fields at the same time, and provides more useful search options than The Email Search form to make your search results more precise. For example, you can find the messages containing an attachment that is bigger than 20 MB. To access the Advanced Search, click the Advanced Search link to the right of the Email Search form on the page.

The following fields are available on the Advanced Search page:

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TIP: You do not need to use all the search fields. Fill in only the fields that are needed for your search.
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Saved Searches: Your saved searches will appear in the drop down list. Selecting a saved search in the list will automatically fill the fields on the page with the search criteria defined by the saved search, so you can reuse the saved search as the basis of another search. You can also save a search, update or delete a saved search on the Advanced Search page:
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Save a search: Select [new search] from the drop down list, define the search criteria by the fields on the page, and click the save icon next to the drop down list. Enter a name for the search and Click Save.
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Update a saved search: Select the saved search you want to update from the drop down list, change the search criteria by the fields on the page, and click the save icon.
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Delete a save search: Select the saved search you want to delete from the drop down list, click the trash icon, and click OK to confirm the deletion.
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Keyword: This field lets you perform text-based searches. See General text search guidelines for more information. You can select the corresponding check boxes to specify whether to search in the message subject, body and attachment:
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Subject: The subject lines of messages (pre-selected by default).
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Body: The main message contents of messages (pre-selected by default).
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Attachments: The files attached to messages.
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Folder: This field lets you define the Search scope.
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People: This section lets you find messages that have (or have not) been sent to or received from a particular person or persons.
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To: This field is used to find messages that have (or have not, if you select Not Contains) been sent to a particular person or persons.
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From: This field is used to find messages that have (or have not, if you select Not Contains) received from a particular person or persons.
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To or From: This field is used to find messages that have (or have not, if you select Not Contains) been sent to or received from a particular person or persons.
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TIP: The fields above support for multiple values, and allow you to enter all or part of an email address or display name, as described in the To or From section.
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Exclude Cc and Bcc for "To" and "To/From": If this check box is selected, Archive Manager will only find the messages that have been sent to or received from a particular person or persons as a primary recipient.
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Date: This field lets you search for the messages received within a Date Range.
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Tags: This field lets you search for messages associated with (or not associated with, if you select Not Contains) one or more Tags.
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Attachments: This field lets you search for messages containing a specific attachment, or the attachment itself by the file name.
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Unlimited (default): When this option is selected, you search for messages no matter they contain attachments or not.
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No attachments: This option is used to search for messages without containing any attachments.
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One or more attachments: This option is used to search for messages containing one or more attachments, or the attachment itself. When this option is selected, you are also allowed to specify the following attributes for the attachment(s):
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File Name: Specifies the file name of the attachment. You can enter the file name with asterisk (*) to perform a wildcard search. The asterisk (*) can be placed at the beginning, end, or in the middle of the file name.
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File Size: Specifies the minimum size and/or the maximum size of the file.
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File Type: Specifies the file type(s). Separate multiple types by semicolon, for example, txt;pdf;docx. Use the symbol “!” to exclude a file type, for example, !txt;!pdf, this will search for messages that do not have TXT or PDF attachment(s).
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Message Type: This field lets you search for messages by their item type and message class.
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Message Type: Specifies the message type.
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Message Class: Specifies the message class.
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Search Remote Servers: When this check box is selected, you can search the local server and all Federated Search Instances. This option is visible only if your user credentials are authorized to “Search All Instances”.
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