Archiving (Archive Manager)

Transcription

1 Archiving (Archive Manager) Who Can NOT Archive? Municipalities, Courts, DA Network, CCAP What is Archiving? archiving is moving an from the inbox to a long term storage area. This allows users to delete s from the inbox and still have access to the if needed. Why Archive? Mailbox sizes will be limited to a max of 150MB. This means if you are over that limit, you will not be able to send or receive new s until you delete enough s to drop below the size limit. You may have s that need to be saved for a specific amount of time. Archiving will let you save those s in a location out of your inbox, thus freeing up space. Giving users access to an archive allows them to manage s without the help of the TS department. About Our Archive All s sent and received are automatically archived. Users do not have access to this archive, Wayne is the only one with access. After s sit in your inbox for 60 days, they are automatically archived to a user specific archive. This does NOT include those s in the deleted or junk folders. This is the archive you have access to, and can manually archive any s you wish to. Our default time to keep archived s is currently set at 7 years. TS can add more retention rates if needed for different policies, but will do so with discretion after talking to depatments. The user will then have the option of choosing how long they want a specific to be archived for. ICONS These icons are the basic images shown next to an in your inbox. New Read Replied Forwarded

2 These icons are those you will see when s are archived Read Replied Forwarded Archive Manger After archive manager is installed to outlook, a new tab is added to the top of Outlook called Archive Manager. This is where you will go to add s to the archive. Adding s to the Archive - Select the archive manager tab - Select your retention rate. - select your (you can select multiple s by holding the control key while clicking s.) - Click archive (Note that you can not archive s already archived)

3 Restoring s from the Archive s still in your inbox - Select archived from inbox - Click restore - A message pops up and you then have the option to delete the message from the archive. (useful if you accidently archive some junk) - Click restore - s that are still in your inbox can be deleted from the archive manager tab, When deleting you are also given the option to delete from archive if you wish. s no longer in your inbox - Under the archive manager tab, select search - This is where you can search for s you have previously archived. You will need to remember some kind of information about the to search by (ie. Subject, who it was sent to or from, dates) - Type in a keyword in the search bar and click search - Searches can be filtered by clicking on the plus sign under the clear button

4 - These options allow you to specify searches by using subject, who is sent from or sent to. You can also use the advanced tab to add filters to only look for s in certain date ranges. - After results are found, double click a message to view it, from here you have a few options similar to those found in outlook. Most commonly you will reply to the sender of the or you could forward it back to your own to get it back in your inbox. You can also change the tabs at the top to file and choose to print this . - You also have the option of just plain saving the . if you go back to the search results and select the , by clicking once, you can select save, and choose a location to save the to.

5 Deleting s - s that are still in your inbox can be deleted from the archive manager tab, When deleting you are also given the option to delete from archive if you wish. - This is different than if you just delete from the home tab, you don t get an option to delete from archive - Once the is deleted from your inbox and stored in the archive, it can not be deleted from the archive. (ie. If you delete an and don t check delete from archive that is now permanently in the archive until the retention date comes)