Uploading to EAS: MS Outlook

Transcription

1 Uploading to EAS: MS Outlook Last updated: October 7, 2014 This document describes how to prepare a packet of Outlook content for upload to EAS. Need help? If you need assistance, contact the EAS support team by using this comment form: Contents: Step A. Create a staging directory... 1 Step B. Copy content to staging... 1 Step C. Upload packet to dropbox... 2 Step D. Submit packet to EAS... 3 About Outlook... 5 Where does Outlook store files?... 5 How does Outlook store files?... 5 Step A. Create a staging directory The first step is to create a staging directory on your local file system. You will copy content to this staging directory and then upload the staging directory to your EAS dropbox. The staging directory is your packet. 1. Create a staging area: In a convenient location on your file system, create a new directory. 2. Staging directory name can contain upper or lower case letters, numbers, underscores or hyphens. Avoid spaces, diacritics, or other special characters. 3. EAS will use the staging directory's name as default packet name. The packet name that you submit must be unique among any existing packets already under your account in EASi. You can override the default packet name by changing metadata on the EASi Submit Packet screen. Note that it is possible to submit multiple packets to EAS at one time. Each packet must have a separate staging directory with a unique name. Step B. Copy content to staging MS Outlook (all versions) stores messages and their attachments in one or more Outlook data files (either.pst or.ost). For details, see the About Outlook section of this document. 1. Close Outlook if it is open. 2. On the file system, navigate to the Outlook data directory. The path should be: XP: c:\documents and Settings\[your login name]\local Settings\Application Data\Microsoft\Outlook. Vista, Windows 7: HUIT Library Technology Services (LTS) Page 1 of 6

2 c:\users\[your login name]\appdata\local\microsoft\outlook 3. Copy the content. The quickest approach would be to copy the entire Outlook data directory to your staging directory. Or, you can copy just the files in the data directory without including the Outlook directory itself. Best practice is to include every file present in the directory. 4. Paste the content to your EAS staging directory. For example, let's say that you are collecting all from the Outlook account of Professor Myra Jones. You locate the Outlook data directory and copy it and its contents to a staging directory called "staging-professorjone ". When done, the staging directory would look like this: >c:\staging-professorjones >Outlook Archive.pst Communications.pst Default Outlook Profile.sharing.xml.obi extend.dat Myra.pst outlook.bak outlook.log outlook.ost schedules.pst spscoll.dat uanrdex.oab ubrowse.oab udetails.oab updndex.oab urdndex.oab utmplts.oab ~last~.sharing.xml.obi The staging directory and data files it contains constitute the packet that you will upload to EAS. Step C. Upload packet to dropbox You will upload your staging directory and its contents to an EAS dropbox. You must use a secure FTP client (also called an sftp client) to perform the upload and your VPN client must be turned on in order to access the dropbox. Tip: The EAS loader runs once an hour, at 27 minutes past the hour. The EAS importer runs at 30 minutes past the hour. To minimize the wait for packet processing, your packet needs to be in the dropbox and submitted in EASi before 27 minutes past the hour. Here is the upload procedure: 1. Open your VPN client and log into your VPN account. HUIT Library Technology Services (LTS) Page 2 of 6

3 2. Point your secure FTP client to the dropbox address: haldeman.hul.harvard.edu. Use port 22 for secure FTP (in case your client does not set this automatically). 3. Enter your dropbox login name and password. 4. Locate the dropbox INCOMING folder. On your local file system, locate the staging folder. 5. Copy the staging folder to the INCOMING folder. 6. Close the secure FTP connection. This step is IMPORTANT! The EAS loader will not process your packet if your sftp client is connected to the dropbox. When the upload is complete and your secure FTP connection is closed, proceed to the packet submission step. Step D. Submit packet to EAS Once your packet is in the dropbox and secure FTP connection to the dropbox is closed, connect to EASi and submit the packet. Tip: The EAS loader runs about every 15 minutes (at :15, :30, :45 and :59 minutes past the hour). Your packet needs to be in the dropbox and submitted to EASi to be picked up by the loader. 1. Make sure your VPN client is turned on. Connect to EASi: 2. Select the "Packets" option on the EASi main menu. The Submit Packet page will display. 3. Select a packet to process. At top left, select your packet on the Select Packet list. A listing of packet contents will display under Packet Inventory on the right. 4. Assign metadata to content in the packet. Enter values into the metadata panel on the left. These fields are required: packet name, depositor , creator client, DRS access flag, and billing code; the rest are optional. Packet name: This is the name of the packet. By default, the staging directory name is used here, but you can replace this with a name of your choice. This packet name will be associated with every message and attachment in the packet. Depositor The address to which the load report will be sent. By default, the "manager " value from your EASi account will be used here, but you can substitute another address if needed. Creator client: The software used to create content in the packet. Options are: i. If you don t know the version of Outlook associated with the content, select "Outlook for Windows/version unknown". ii. If you know the version of Outlook and that version is listed, select it. iii. If your version is not listed, ask LTS to add your Outlook version to the Creator Client list before submitting the packet. For preservation purposes, knowing the precise creator client version is valuable -- only use Outlook for Windows/version unknown if you truly do not know the version. DRS access flag: The DRS access flag controls access to messages and attachments once these are stored in the DRS. Values include P (public), R (restricted to Harvard users), and N (not accessible). Items ingested by EASi are assigned "N" by default, unless the curator specifies a different value for the import packet. Billing code: DRS billing code associated with a message or attachment. 5. Submit the packet. Click the Submit button to start the process. Click "OK" on the pop-up window that displays to confirm the submission. HUIT Library Technology Services (LTS) Page 3 of 6

4 Depending on size of the packet and the number of packets in the queue, processing time may be several minutes to several hours. When processing is complete, EAS will a load report to the address specified in the "Depositor " field in packet metadata. Once you get the load report, items in your packet should be available in EASi. The load report will report the date/time of import, the packet name you supplied, a packet ID number assigned by EAS, and a count of the messages, attachments, inline files, orphaned and missing attachments. "Inline files" are usually image files embedded in messages. HUIT Library Technology Services (LTS) Page 4 of 6

5 About Outlook Where does Outlook store files? The Outlook data directory is usually located: In XP: c:\documents and Settings\[your login name]\local Settings\Application Data\Microsoft\Outlook In Vista and Windows 7: c:\users\[your login name]\appdata\local\microsoft\outlook How does Outlook store files? Outlook stores all mail directories, messages and attachments associated with an individual account in an Outlook data file. Inside the data file, Outlook stores attachments with their associated message. There are two types of Outlook data files -- Outlook data file (.pst) and offline Outlook data file (.ost). An Outlook data file (.pst) is used with POP3, IMAP, and web-based mail accounts. A PST file is also used when you archive your or back-up Outlook folders on your computer. An offline Outlook data file (.ost) is used with MS Exchange mail accounts or with accounts set up to use Outlook Connector for Windows Live Hotmail. Both types of Outlook data file are proprietary binary files that can only be viewed by opening them in Outlook. There may be one or many Outlook data files (PST or OST). Since Outlook supports multiple account profiles, there could be multiple data files (one for each profile). Data files created automatically by Outlook will be named with the prefix Outlook but may also be labeled with information about the account. Examples of Outlook data file names: Outlook.ost Outlook0.ost Outlook.pst Outlookhulmail.harvard.edu pst Since Outlook allows the user to manually create additional PST files, there can be an arbitrary number of PST files present that do not include Outlook in the file name. Some examples: Transfer.pst Saved.pst November2009.pst Lastly, Outlook has an auto archive function that when enabled will periodically archive older messages to a separate PST file called Archive.pst. Below is a sample Outlook data directory: HUIT Library Technology Services (LTS) Page 5 of 6

6 >c:\users\[your login name]\appdata\local\microsoft\outlook Archive.pst Communications.pst Default Outlook Profile.sharing.xml.obi extend.dat Myra.pst outlook.bak outlook.log outlook.ost schedules.pst spscoll.dat uanrdex.oab ubrowse.oab udetails.oab updndex.oab urdndex.oab utmplts.oab ~last~.sharing.xml.obi HUIT Library Technology Services (LTS) Page 6 of 6