EMC SourceOne TM Offline Access USER GUIDE. Version 6.8 P/N A01. EMC Corporation Corporate Headquarters: Hopkinton, MA

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1 EMC SourceOne TM Offline Access Version 6.8 USER GUIDE P/N A01 EMC Corporation Corporate Headquarters: Hopkinton, MA

2 Copyright EMC Corporation. All rights reserved. Published February, 2012 EMC believes the information in this publication is accurate as of its publication date. The information is subject to change without notice. THE INFORMATION IN THIS PUBLICATION IS PROVIDED AS IS. EMC CORPORATION MAKES NO REPRESENTATIONS OR WARRANTIES OF ANY KIND WITH RESPECT TO THE INFORMATION IN THIS PUBLICATION, AND SPECIFICALLY DISCLAIMS IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. Use, copying, and distribution of any EMC software described in this publication requires an applicable software license. For the most up-to-date regulatory document for your product line, go to the Technical Documentation and Advisories section on EMC Powerlink. For the most up-to-date listing of EMC product names, see EMC Corporation Trademarks on EMC.com. All other trademarks used herein are the property of their respective owners. 2 EMC SourceOne Version 6.8 Offline Access User Guide

3 Contents Preface... 5 Chapter 1 Using EMC SourceOne Offline Access Offline Access with Outlook Starting EMC SourceOne Offline Access Displaying online help About Offline Access modes About delegate access Behavior of Offline Access with multiple Outlook profiles Availability of Update, Rebuild, and Compact options Understanding status information Enabling/disabling EMC SourceOne Offline Access Restoring shortcut items when you copy or move them Customizing cache settings Specifying server settings Specifying user notifications Deleting items from the archive Specifying troubleshooting options for EMC Support Updating your cache Freeing unused space in the cache (compacting cache) Hiding the status icon Showing the status icon Stopping the Offline Access Agent Troubleshooting Index EMC SourceOne Version 6.8 Offline Access User Guide 3

4 Contents 4 EMC SourceOne Version 6.8 Offline Access User Guide

5 Preface As part of an effort to improve and enhance the performance and capabilities of its product lines, EMC periodically releases revisions of its hardware and software. Therefore, some functions described in this document may not be supported by all versions of the software or hardware currently in use. For the most up-to-date information on product features, refer to your product release notes. If a product does not function properly or does not function as described in this document, please contact your EMC representative. Audience Conventions used in this document This document is part of the EMC SourceOne Offline Access documentation set, and is intended for all users of EMC SourceOne Offline Access. EMC uses the following conventions for special notices. Note: A note presents information that is important, but not hazard-related.! CAUTION A caution contains information essential to avoid data loss or damage to the system or equipment.! IMPORTANT An important notice contains information essential to operation of the software. EMC SourceOne Version 6.8 Offline Access User Guide 5

6 Preface WARNING A warning contains information essential to avoid a hazard that can cause severe personal injury, death, or substantial property damage if you ignore the warning. DANGER A danger notice contains information essential to avoid a hazard that will cause severe personal injury, death, or substantial property damage if you ignore the message. Typographical conventions EMC uses the following type style conventions in this document: Normal Used in running (nonprocedural) text for: Names of interface elements (such as names of windows, dialog boxes, buttons, fields, and menus) Names of resources, attributes, pools, Boolean expressions, buttons, DQL statements, keywords, clauses, environment variables, filenames, functions, utilities URLs, pathnames, filenames, directory names, computer names, links, groups, service keys, file systems, notifications Bold: Italic: Courier: Courier bold: Used in running (nonprocedural) text for: Names of commands, daemons, options, programs, processes, services, applications, utilities, kernels, notifications, system call, man pages Used in procedures for: Names of interface elements (such as names of windows, dialog boxes, buttons, fields, and menus) What user specifically selects, clicks, presses, or types Used in all text (including procedures) for: Full titles of publications referenced in text Emphasis (for example a new term) Variables Used for: System output, such as an error message or script URLs, complete paths, filenames, prompts, and syntax when shown outside of running text Used for: Specific user input (such as commands) 6 EMC SourceOne Version 6.8 Offline Access User Guide

7 Preface Courier italic: Used in procedures for: Variables on command line User input variables < > Angle brackets enclose parameter or variable values supplied by the user [ ] Square brackets enclose optional values Vertical bar indicates alternate selections - the bar means or { } Braces indicate content that you must specify (that is, x or y or z)... Ellipses indicate nonessential information omitted from the example Where to get help EMC support, product, and licensing information can be obtained as follows. Product information For documentation, release notes, software updates, or for information about EMC products, licensing, and service, go to the EMC Powerlink website (registration required) at: Technical support For technical support, go to EMC Customer Service on Powerlink. To open a service request through Powerlink, you must have a valid support agreement. Please contact your EMC sales representative for details about obtaining a valid support agreement or to answer any questions about your account. Your comments Comments and suggestions about our product documentation are always welcome. To provide feedback: 1. Go to: 2. Click the Feedback link. EMC SourceOne Version 6.8 Offline Access User Guide 7

8 Preface 8 EMC SourceOne Version 6.8 Offline Access User Guide

9 1 Using EMC SourceOne Offline Access With EMC SourceOne Offline Access, online or offline Microsoft Exchange users can access EMC SourceOne shortcut content through Microsoft Outlook. You can use Offline Access to store your shortcut content on your hard drive, in a cache. You can: Disable/enable your cache. Specify how long to keep content in your cache. Adjust the maximum size of your cache. This chapter contains the following sections: Offline Access with Outlook Starting EMC SourceOne Offline Access Displaying online help About Offline Access modes About delegate access Behavior of Offline Access with multiple Outlook profiles Availability of Update, Rebuild, and Compact options Editing attachments Understanding status information Enabling/disabling EMC SourceOne Offline Access Restoring shortcut items when you copy or move them Customizing cache settings Specifying server settings Specifying user notifications Deleting items from the archive Updating your cache Freeing unused space in the cache (compacting cache) Using EMC SourceOne Offline Access 9

10 Hiding the status icon Showing the status icon Stopping the Offline Access Agent Troubleshooting EMC SourceOne Version 6.8 Offline Access User Guide

11 Offline Access with Outlook 2010 The following Offline Access options that are available with Outlook 2003/2007 are not available with Outlook 2010: Restore on Copy Restore on Move For more information, refer to Restoring shortcut items when you copy or move them on page 23. Starting EMC SourceOne Offline Access EMC SourceOne Offline Access starts automatically when you start Outlook. If you disable Offline Access (as described in Disabling EMC SourceOne Offline Access on page 19), it will not start until you enable it. Refer to Enabling EMC SourceOne Offline Access on page 21. Displaying online help To display online help for EMC SourceOne Offline Access: 1. Right-click the Offline Access status icon in the system tool tray. Note: The appearance of the icon changes to indicates status (as described in Understanding status information on page 14). Figure 1 Status icons 2. Select Help from the right-click menu. Offline Access with Outlook

12 Figure 2 Status icon for the right-click menu The online help opens in a new window. About Offline Access modes Offline Access can run in the following modes: Caching items: The Cache items that option is set to either All items or Have attachments. Items are cached on your hard drive. You can preview and open shortcut items in Outlook. Shortcut items are opened from your cache. The Update, Rebuild, and Compact options are available on the status icon s right-click menu and on the EMC SourceOne tab in Outlook. Not caching items: The Cache items that option is set to Don t cache any items. Items are not cached on your hard drive. You can preview and open shortcut items in Outlook. The Update, Rebuild, and Compact options are disabled on the status icon s right-click menu and on the EMC SourceOne tab in Outlook. To specify the mode, use the Cache items that option described in Customizing cache settings on page 29. About delegate access To open (resolve) shortcuts in a delegate mailbox, you must have Editor permissions on the delegate mailbox. 12 EMC SourceOne Version 6.8 Offline Access User Guide

13 To retrieve shortcut items from a shared mailbox, you must have delegate access to that mailbox. For information on setting delegate permissions, consult the documentation for your mail client. Behavior of Offline Access with multiple Outlook profiles Offline Access creates only one cache for the default Outlook profile. Offline Access works in non-caching mode for all other Outlook profiles. If you log in to Outlook using the default profile, then Offline Access builds a cache for that profile. If you log in to Outlook using a profile other than the default profile, then: Offline Access does not cache anything. The Offline Access Agent runs with limited functionality. The Compact, Update, and Rebuild options are not available. Offline Access only synchronizes against the default profile, not other profiles. If you have an existing cache that was built under the default Outlook profile, and then you change your default profile, a prompt appears. Figure 3 Offline Access profile change Behavior of Offline Access with multiple Outlook profiles 13

14 Perform one of the following steps: Click Yes to delete the existing cache that was built for the previous default Outlook profile, and to build a new cache for the new default profile. Click No to keep the existing cache. Offline Access will neither add anything to the existing cache, nor build a new cache for the new default profile. Availability of Update, Rebuild, and Compact options The Update, Rebuild, and Compact options are mutually exclusive. If an Update (synchronization) is in progress, then: The Compact and Rebuild options on the status icon s Ctrl-right-click menu are disabled. In Outlook, the Rebuild Cache and Compact Now buttons on the EMC SourceOne tab > Support Information page are disabled. The Compact Now button is disabled when there is no Offline Access cache. Editing attachments Offline Access does not support editing attachments associated with a shortcut message. Any changes made to an attachment of a shortcut message will be lost. You must restore the original message before editing the attachment. Understanding status information EMC SourceOne Offline Access displays status information in several ways: Icons in the system tool tray, as described in Understanding status icons on page 15 Mouse-over text, as described in Understanding mouse-over help text on page 17 Dialog box indicating status of item retrieval, as described in Waiting for retrieval of contents on page 17 and Item cannot be retrieved on page EMC SourceOne Version 6.8 Offline Access User Guide

15 Note: By default, the Offline Access icon is not displayed in Windows 7. Refer to Displaying the Offline Access icon in Windows 7 on page 16. Understanding status icons Table 1 on page 15 describes the status icons that can appear in the system tool tray. Table 1 Status icons Icon Status Description Disabled EMC SourceOne Offline Access is disabled. Refer to Enabling/disabling EMC SourceOne Offline Access on page 19. Offline/Error Busy/Synchronizing Connected/Steady State An operational error occurred, for example: EMC SourceOne Offline Access cannot complete an update. EMC SourceOne Offline Access should be able to connect to the EMC SourceOne server, but cannot connect. Contact your system administrator. Ensure that your server settings are correct, as described in Specifying server settings on page 33. Indicates that EMC SourceOne Offline Access is communicating with the server (for example, restoring a shortcut or updating). To determine the progress of the update, refer to Understanding mouse-over help text on page 17. Indicates that EMC SourceOne Offline Access is running normally and has a working connection to the server. The icons are listed in order of precedence from top to bottom. If a state higher in the list is set, then the states lower in the list have no effect on the icon. For example, if Offline Access is disabled the connection status has no effect on the icon; only the higher status icon (Disabled) will display. To hide or show the Offline Access icon in the system tool tray, refer to Hiding the status icon on page 52 and Showing the status icon on page 53. Understanding status information 15

16 Displaying the Offline Access icon in Windows 7 By default in Windows 7, the Offline Access icon is not displayed in the system tool tray. Windows 7 automatically sets the icon to Only show notifications. To display the Offline Access icon, in Windows 7: 1. Select All Control Panel Items > Notification Area Icons. 2. Set the EMC Offline Access Agent behavior to Show icon and notifications. Figure 4 Displaying Offline Access icon in Windows 7 3. Click OK. 16 EMC SourceOne Version 6.8 Offline Access User Guide

17 Understanding mouse-over help text In addition to the information indicated by the status icon, help text appears when you move your mouse over the status icon or the system tool tray. For example, when you update your cache, the mouse-over help text indicates the progress of the update: EMC SourceOne Offline Access is updating the local cache Step 1 of 5: Examining mailbox item #... Step 2 of 5: Removing deleted items from the cache... Step 3 of 5: Determining items to cache... Step 4 of 5: Adding newest items to the cache - #% complete... Step 5 of 5: Filling the cache to size, item #... Waiting for retrieval of contents If an item is taking some time to retrieve, such as shortcut item with an attachment that has not been cached locally, a Requesting Item dialog box opens. Figure 5 Requesting Item Perform one of the following: If you do not want to wait for the item to be retrieved, click Cancel. If you want to wait for the item to be retrieved, do not click Cancel. If you select several items to copy or move that are not in the cache and are being retrieved, and if you click Cancel in the Requesting Item dialog box, then the entire copy or move operation is cancelled. Understanding status information 17

18 No items are copied or moved. To configure the delay before this dialog box appears, refer to Specifying user notifications on page 37. Item cannot be retrieved If an item cannot be retrieved, such as an archived attachment associated with the selected item, then the Item Retrieval dialog box opens. Figure 6 Item Retrieval dialog box Perform one of the following: Click Cancel to cancel the item retrieval. Click Try Again to attempt to retrieve the item again. Click Continue to ignore the retrieval attempt. If the item has an attachment, then the item will open without the attachment. Note: Sometimes, if you click on another item and then click again on the item you want, then the item you want will be retrieved. Note: If Outlook displays the name of an archived attachment with the extension.html appended to the original extension (for example, Instructions.doc.html), consult your system administrator. 18 EMC SourceOne Version 6.8 Offline Access User Guide

19 Enabling/disabling EMC SourceOne Offline Access This section includes the following topics: Disabling EMC SourceOne Offline Access on page 19 Enabling EMC SourceOne Offline Access on page 21 Disabling EMC SourceOne Offline Access By default, EMC SourceOne Offline Access is enabled. If your system administrator has not set a group policy, then you can disable EMC SourceOne Offline Access from the status icon or from the EMC SourceOne tab in Outlook. Method 1: Status icon Right-click the status icon in the system tool tray, then select Enable Offline Access to uncheck it. Figure 7 Method 2: EMC SourceOne tab Offline Access disabled 1. To access the EMC SourceOne tab, perform one of the following: In Outlook 2003/2007, select Tools > Options. In Outlook 2010, select File > Options > Add-ins > Add-ins Options. 2. Unselect Enable Offline Access. Enabling/disabling EMC SourceOne Offline Access 19

20 Figure 8 Offline Access disabled 3. Click OK. Note: The status icon in the system tool tray is still displayed after you disable Offline Access. To hide the status icon, refer to Hiding the status icon on page EMC SourceOne Version 6.8 Offline Access User Guide

21 Enabling EMC SourceOne Offline Access If your system administrator has not set a group policy, then you can enable EMC SourceOne Offline Access from the status icon or from the EMC SourceOne tab in Outlook. Method 1: Status icon Right-click the status icon in the system tool tray, then select Enable Offline Access. Figure 9 Method 2: EMC SourceOne tab Offline Access enabled 1. To access the EMC SourceOne tab, done of the following steps: In Outlook 2003/2007, select Tools > Options. In Outlook 2010, select File > Options > Add-ins > Add-ins Options. 2. Select Enable Offline Access. Enabling/disabling EMC SourceOne Offline Access 21

22 Figure 10 Offline Access enabled 3. Click OK. For information on changing your cache settings, refer to Customizing cache settings on page EMC SourceOne Version 6.8 Offline Access User Guide

23 Restoring shortcut items when you copy or move them If your system administrator has not set a group policy, then you can control whether or not to restore shortcut items when you copy or move them by using the Restore On Copy/Restore On Move options. Note: The Restore On Copy/Move options are available when you use Offline Access with Outlook 2003/2007, and are enabled by default. These options are not available when you use Offline Access with Outlook Refer to: Considerations and limitations for restoring shortcut items on page 23 Considerations when moving shortcuts with attachments on page 25 Disabling restoration of shortcut items on copy/move on page 26 Enabling restoration of shortcut items on copy/move on page 27 Considerations and limitations for restoring shortcut items Other factors also affect the restoration of shortcut items during a copy/move. Refer to: In Outlook 2003/2007 on page 23 In Outlook 2010 and in Outlook 2003/2007 on page 24 Other considerations on page 25 In Outlook 2003/2007 In some cases, shortcut items are restored even when the Restore On Copy/Restore On Move options are disabled in Offline Access with Outlook 2003/2007. The state of the reading pane in Outlook affects the copy/move of a shortcut item from one folder to another in the same mailbox: If the reading pane is on, then the shortcut item is restored. When an item is selected with the reading pane on, the item is restored in the background. When the selected item is copied or moved, it is already restored. Restoring shortcut items when you copy or move them 23

24 If multiple items are selected and copied or moved, only the selected item that is displayed in the reading pane is restored. All others remain as shortcuts. If the reading pane is off, then the Restore settings are used. Certain copy methods restore shortcuts even when Restore On Copy is disabled for Offline Access with Outlook 2003/2007. Problem: When Restore on Copy is disabled in Offline Access, and when the Outlook preview pane is on, the following copy methods restore shortcuts to the destination location: Right-click drag and copy Edit > Copy To Folder The problem occurs on only the selected message that is being viewed in the preview pane. All other selected messages will be copied as shortcuts. The problem occurs because Outlook takes the resolved content associated with the preview pane and pastes it into the destination folder. Workaround: When Restore On Copy is disabled in Offline Access, use the following methods to copy the shortcut correctly to the destination location without restoring the shortcut: Edit > Copy and Edit > Paste Ctrl-C and Ctrl-V Shortcut items are restored when they are copied to Calendar, Contacts, Tasks, Notes, or Journal in Outlook. When shortcut items are copied or moved to the desktop, their content is not restored but remains as shortcuts. However, Offline Access restores the shortcut items if you attempt to view the shortcut on desktop when Offline Access is running. In Outlook 2010 and in Outlook 2003/2007 Certain methods: Always copy/move shortcut stubs in Outlook Copy/move shortcut stubs in Outlook 2003/2007 even when "Restore On Copy/Move" options are enabled. Problem: In Outlook 2010, and when "Restore on Copy/Move" options are enabled in Offline Access with Outlook 2003/2007, and when you copy or move in-store shortcuts to an out-of-store destination (for example, to a PST or to a Public Folder), the following 24 EMC SourceOne Version 6.8 Offline Access User Guide

25 copy methods result in shortcut stubs in the destination instead of the restored message: Edit > Copy To Edit > Move To The shortcut stubs in the out-of-store destination cannot be restored. Workaround: In Outlook 2010, and when "Restore On Copy/Move" options are enabled in Offline Access with Outlook 2003/2007, the following methods result in correctly restored messages in the out-of-store destination: Ctrl-C and Ctrl-V Drag and drop Other considerations With Outlook 2003/2207, if you are copying or moving shortcut items to a mail store that is not your default mailbox (such as a PST file, a Public Folder, or a delegate mailbox), then enable the restoration of shortcut items on copy/move. With Outlook 2010, if Offline Access detects that the shortcut is being moved to the same store (for example, MyPST to MyPst) then the shortcut is not restored. If Offline Access detects that the copy/move is to another store (for example, Mailbox to MyPST), then the shortcut is restored. In this release of Offline Access, do not copy or move entire folders to an external item store (such as a PST or a Public Folder). Instead, select all items in the folder, and then copy or move them to a folder in the external item store. Considerations when moving shortcuts with attachments If you enable the Restore On Move option, and move shortcut items with attachments to another folder in Outlook, then the item and the archived attachments will be restored from the local cache back into Outlook. If you move many shortcut items at the same time, then Outlook synchronizes all of the attachments back to the Exchange mail server, which could cause performance problems and increase the size of your mailbox. Restoring shortcut items when you copy or move them 25

26 ! IMPORTANT If you need to move and restore many shortcut items to different folders, disable Offline Access first, and then move the items. After moving the items, re-enable Offline Access. Refer to Enabling/disabling EMC SourceOne Offline Access on page 19. Disabling restoration of shortcut items on copy/move Note: The Restore On Copy/Move options are available when you use Offline Access with Outlook 2003/2007. These options are not available when you use Offline Access with Outlook To disable the restoration of shortcut items when you copy or move them, you can use the status icon or the EMC SourceOne tab in Outlook. Method 1: Status icon Right-click the status icon in the system tool tray, then select one or both of the following options on the menu to uncheck them, as appropriate: Restore On Copy Restore On Move Figure 11 Method 2: EMC SourceOne tab Restore options disabled 1. In Outlook 2003/2007, select Tools > Options. 2. In the Options dialog box, click the EMC SourceOne tab. 3. Unselect one or both of the following checkboxes, as appropriate: Restore on copy Restore on move 26 EMC SourceOne Version 6.8 Offline Access User Guide

27 Figure 12 Restore options disabled 4. Click OK. Enabling restoration of shortcut items on copy/move Note: The Restore On Copy/Move options are available when you use Offline Access with Outlook 2003/2007. These options are not available when you use Offline Access with Outlook To enable the restoration of shortcut items when you copy or move them, you can use the status icon or the EMC SourceOne tab. Method 1: Status icon Right-click the status icon in the system tool tray, then select one or both of the following options on the menu, as appropriate: Restore On Copy Restore On Move Restoring shortcut items when you copy or move them 27

28 Figure 13 Method 2: EMC SourceOne tab Restore options enabled 1. In Outlook 2003/2007, select Tools > Options. 2. In the Options dialog box, click the EMC SourceOne tab. 3. Select one or both of the following checkboxes, as appropriate: Restore on copy Restore on move Figure 14 Restore options enabled 4. Click OK. 28 EMC SourceOne Version 6.8 Offline Access User Guide

29 Customizing cache settings If your system administrator has not set a group policy, then you can customize cache settings. To customize your cache settings: 1. To access the EMC SourceOne tab, done of the following steps: In Outlook 2003/2007, select Tools > Options. In Outlook 2010, select File > Options > Add-ins > Add-ins Options. Use the Cache management area to manage your cache. Figure 15 Cache management 2. In the Don t cache items older than field, specify the retention period for items in your cache. Items that are older than the retention period you specify will not be cached. Note: If you cache items, and then change Don't cache items older than to a smaller value, the cache will retain items that do not meet the new criteria even after the next synchronization. Customizing cache settings 29

30 For example, assume you cached items using a Don t cache messages older than value of 5 years. Your cache contains items that are up to 5 years old. Then you change the Don t cache items older than value to 2 months. The items that are older than 2 months will remain in the cache after the next synchronization. To clear the cache of items that no longer meet the new criteria, rebuild the cache. Refer to Rebuilding the cache on page In the Cache maximum size (MB) field, specify the amount of disk space to allocate to your cache. The range of valid values is 50 MB to MB (32 GB). The default is 20 percent of the free space on your disk. If 20 percent of available disk space is less than 50MB, then the default is set to 50 MB. Note the following information: The maximum cache size that you specify is a target for the synchronization process. The actual cache size displayed in Support Information dialog box (EMC SourceOne > Support) might exceed the specified maximum cache size by several percentage points. The cache may exceed the maximum size temporarily before the next synchronization. For example, if your cache reaches the maximum size and then you open some shortcut items, then the cache will exceed the maximum size. If you decrease the Cache maximum size value, the size of the cache does not decrease after the next synchronization. You can use the Compact option after synchronization to free up unused space in the cache. Refer to Freeing unused space in the cache (compacting cache) on page Click Cache Settings. The Cache Settings dialog box opens. 30 EMC SourceOne Version 6.8 Offline Access User Guide

31 Figure 16 Cache Settings 5. The Current Location field displays the location of your cache. To change the location: a. Click Select new. b. In the Browse for Folder dialog box, select a location, then click OK.! CAUTION Do not specify any of the following folders as the cache location: C:\Windows, C:\WinNT, C:\InetPub, C:\Program Files. Do not specify any folder that contains other files. Do not store other files in the cache directory. The cache directory is removed when Offline Access is uninstalled. Figure 17 Browse for Folder The Change Database Location dialog box opens. Customizing cache settings 31

32 Figure 18 Change Database Location warning 6. Perform one of the following: Click Yes to confirm the location change. Click No to cancel the location change. Note: If you click Yes, you must restart Outlook. 7. To specify how often to update (resynchronize) your cache with your mailbox, edit the Update frequency (minutes) field. Values must be in the range The default value is 1440 minutes (24 hours). Note: The change takes effect after the next Update. Refer to Updating your cache on page In the Cache items that field, perform one of the following steps to specify what to cache: To cache items that have attachments, select Have attachments. To cache all items, select All items (default). To not cache any items, select Don t cache any items. 9. If you have an existing cache and you enable the Don t cache any items option, a prompt is displayed. 32 EMC SourceOne Version 6.8 Offline Access User Guide

33 Figure 19 Prompt to delete cache Do one of the following steps: To delete the cache, click Yes. The cache is deleted the next time Outlook starts. To keep the existing cache, click No. 10. In the Cache items that are older than (days) field, specify the age of items to cache, in days. The maximum value is 999 days (2.7 years). The default is 30 days. Note: The Cache items that are older than (days) value must be less than the Don t cache items older than value. 11. Click OK to close the Cache Settings dialog box. 12. Do one of the following steps: Click Apply to save your changes and to keep the Options dialog box open for further editing. Click OK to save your changes and to close the Options dialog box. Specifying server settings If your system administrator has not set a group policy, then you can specify server settings. To specify server settings: 1. To access the EMC SourceOne tab, perform one of the following: In Outlook 2003/2007, select Tools > Options. Specifying server settings 33

34 In Outlook 2010, select File > Options > Add-ins > Add-ins Options. 2. In the Server Settings area, click Server Settings. Figure 20 Server Settings The Server Settings dialog box opens. 3. For Archive Server Type, select EMC SourceOne. 34 EMC SourceOne Version 6.8 Offline Access User Guide

35 Figure 21 EMC SourceOne Server Settings 4. In the Server Settings area: a. In the Real-time item retrieval server field, specify the fully qualified name of the EMC SourceOne server that is hosting the Document Management Service. b. In the Real-time item retrieval server: Port field, specify the primary port of the EMC SourceOne server that is hosting the Document Management Service. The default value is The real-time item retrieval server and port must be specified so that items can be retrieved by the Offline Access Extension. c. In the Synchronization (backfill) server field, specify the fully qualified name of the EMC SourceOne server that is hosting the Document Management Service. d. In the Synchronization (backfill) server: Port field, specify the secondary port of the EMC SourceOne server that is hosting the Document Management Service. The default value is The synchronization (backfill) server and port must be specified so that the Offline Access Agent can populate your Offline Access cache. Specifying server settings 35

36 Note: If you specify the same EMC SourceOne server for both ports, do not specify port 8001 for the synchronization (backfill) port. Port 8001 is also used by other EMC SourceOne clients (OWA, Outlook, EMC SourceOne Search, EMC SourceOne Discovery Manager) for item retrieval. If you specify port 8001 for synchronization (backfill), then the backfilling process for Offline Access could negatively affect item retrieval by other clients. 5. To test server connectivity: a. Click OK to save your changes to the Server Settings dialog box. b. In the EMC SourceOne tab of the Options dialog box, click Server Settings. c. In the Server Settings dialog box, click Test Server Settings. d. In the Test Connections dialog box, click Begin Test. The Status column indicates the connection status to each server setting. Figure 22 TCP Test Connections e. Click Close to close the Test Connections dialog box. 6. If necessary, repeat steps 4 and 5 to edit and re-test server connections. 7. Click OK to save your changes and to close the Server Settings dialog box. 8. Do one of the following steps: Click Apply to save your changes and to keep the dialog box open for further editing. 36 EMC SourceOne Version 6.8 Offline Access User Guide

37 Click OK to save your changes and to close the Options dialog box. Specifying user notifications If your system administrator has not set a group policy, then you can specify notifications. To specify the notifications that you want to receive: 1. To access the EMC SourceOne tab, done of the following steps: In Outlook 2003/2007, select Tools > Options. In Outlook 2010, select File > Options > Add-ins > Add-ins Options. 2. In the User notifications area, click Notifications. Figure 23 User notifications 3. In the Notifications dialog box, specify the time delay before the Requesting Item (Cancel) dialog box should appear in the When retrieving items, show Cancel dialog after _ seconds field. Specifying user notifications 37

38 (Refer to Waiting for retrieval of contents on page 17 for a description of the Wait dialog box.) The default is 2 seconds. Figure 24 Notifications 4. Click OK to close the Notifications dialog box. 5. To toggle the display of the Offline Access status icon in the tool tray, refer to: Hiding the status icon on page 52 Showing the status icon on page Perform one of the following: Click Apply to save your changes and to keep the dialog box open for further editing. Click OK to save your changes and to close the dialog box. 38 EMC SourceOne Version 6.8 Offline Access User Guide

39 Deleting items from the archive If you have EMC SourceOne Offline Access installed and if the SourceOne administrator enabled the User Delete feature, you can delete an archived item when you delete the corresponding mail item from your Outlook mailbox. If you do not want to delete the mail item from the archive through the mail client, do one of the following steps: Move the mail item from the Deleted Items folder to another mailbox folder, then delete the item again by deleting it from the archive. Use SourceOne Search to delete the mail item from the archive. Refer to: Prerequisites for User Delete on page 39 Considerations and limitations for User Delete on page 39 Supported delete operations on page 41 Selecting mail items to delete on page 42 Enabling/disabling the delete prompt in the Notifications dialog box on page 45 Prerequisites for User Delete For Microsoft Outlook, EMC SourceOne Offline Access is installed. The User Delete feature is enabled by the SourceOne administrator. Considerations and limitations for User Delete User Delete does not support: Delegate deletions (the ability for a delegate to remove a delegator s archive content). PST deletions (removing the archive content by deleting archived items within PSTs). Public folder deletions (removing the archive content by deleting the archived items within public folders). Deleting items from the archive 39

40 Implicit deletions through rules, out-of-store moves etc. Items restored from the Deleted Items folder cannot be re-archived unless the Reprocess items option is specified on a subsequent Historical Archive activity. Some deletion scenarios can lead to orphaned shortcut items: Deleting a shortcut item along with its archive copy, and then restoring the shortcut from the Deleted Items folder causes the shortcut item to be orphaned. Offline Access cache copy might be deleted depending on the restore operation and Offline Access cache update. Deleting one of the multiple mailbox copies of a shortcut item, and subsequently deleting the archive copy causes the remaining copies to be orphaned. Offline Access cache copy cannot be deleted. User Delete operates only on archived items. Deletion of mailbox items that do not have the ES1 MsgID property is ignored. Journaled-only items are not eligible for User Delete activity; Historical Archive processing is required. Actions taken at the Confirm Archive Delete prompt affect only archived content. By design: User Delete does not intervene in mailbox deletions. Both Soft deletions (delete actions resulting in messages being moved to the Deleted Items folder) and Hard deletions (SHIFT+DEL action to bypass the Deleted Items folder) are monitored. Deletions from the Deleted Items folder are ignored. Refer to Supported delete operations on page 41. In Outlook 2007, EMC SourceOne does not support the deletion of archived content when an Outlook folder is deleted. This behavior is due to a Microsoft defect within the Exchange client Extension and Outlook See the following Microsoft Knowledge base article for more information EMC SourceOne Version 6.8 Offline Access User Guide

41 You must first delete the items from the Outlook folder that you want to be deleted from the archive. Then, delete the Outlook folder. Supported delete operations User Delete behavior depends on the version of Outlook, as described in Table 1. Table 1 User Delete behavior in versions of Outlook Features Outlook 2003/2007 Outlook 2010 Drag and drop to Deleted Items folder Not supported Supported Deletion of Appointment types Not supported Supported Explicit deletions from the list pane Supported Supported Deletions from To-Do Bar Not Supported Not Supported Deletion of items in an Inspector window Deletion of items by deleting the parent Outlook folder Supported Supported in Outlook 2003 Not supported in Outlook 2007 Supported Supported Also refer to: Comparing explicit deletes with implicit deletes on page 41 Comparing soft deletes with hard deletes on page 42 Comparing explicit deletes with implicit deletes User Delete supports only explicit deletes performed by using any of the methods: Delete key or Shift-Delete Delete button on the Outlook ribbon Delete option on the right-click menu Implicit deletes are ignored. Implicit deletes are performed through Move operations to the Deleted Items folder or any out-of-store folder. Deleting items from the archive 41

42 Comparing soft deletes with hard deletes User Delete monitors: Soft deletes, where your actions result in mail items are moved to the Deleted Items folder. Hard deletes, where you press the Shift-Delete key to bypass the Deleted Items folder. Deletions from the Deleted Items folder and deletions made by using the Empty Deleted Items Folder action are ignored because you were already prompted to delete archive copies of mail items. You can restore mail items later from the Deleted Items folder to other folders in the mailbox after you have deleted archived copies. Such mail items are not eligible for re-archiving. Selecting mail items to delete To select mail items to delete: 1. In Outlook, select the mail items that you want to delete. 2. Do one of the following steps: a. Select Edit >Delete in Outlook. b. Move the selected mail items to the Deleted Items folder in Outlook. If at least one of the selected mail items exists in the archive, then the Confirm Archive Delete dialog box is opened. It displays information about the selected mail item such as subject, size, received date, and the mailbox folder in which the mail item resides.! IMPORTANT The User Delete feature does not support appointment types in Outlook 2003 / However, appointment types in Outlook 2010 are supported. 42 EMC SourceOne Version 6.8 Offline Access User Guide

43 Figure 25 Confirm Archive Delete in Microsoft Outlook 3. Click one of the following buttons. Button Yes Yes to All No No to All Description Deletes the currently selected mail item from the archive. After you click Yes, the prompt is updated to display the name of the next selected mail item in the list. Deletes all selected mail items from the archive. Does not delete the currently selected mail item from the archive. After you click No, the prompt is updated to display the name of the next selected mail item in the list. Does not delete any of the selected mail item from the archive. If you click Yes or Yes to All, then delete requests are created in your mailbox. If you click No or the No to All, then the mail items are not deleted from the archive. 4. If you select the Perform this action without prompting for all future deletions checkbox, the Confirm dialog box is opened. Deleting items from the archive 43

44 Figure 26 Confirm dialog box in Microsoft Outlook Click one of the following buttons: Button Yes No Description The action selected in the Confirm Archive Delete dialog box becomes the default behavior of the Delete action in Outlook. The Confirm Archive Delete dialog box does not display for future deletes. The default behavior of the Delete action in Outlook is unchanged. The Confirm Archive Delete dialog box is displayed for future deletes. For Microsoft Outlook, user preferences are stored in the registry and in the Notifications dialog box. Refer to Enabling/disabling the delete prompt in the Notifications dialog box on page If you change your mind after clicking No/No to All in the Confirm Archive Delete prompt and want to delete the mail items from the archive that now reside in the Deleted Items folder: a. Move the mail items from the Deleted Items folder to another mailbox folder. b. Repeat the delete procedure described in Selecting mail items to delete on page 42. Alternatively, you can delete the items through SourceOne Search. 44 EMC SourceOne Version 6.8 Offline Access User Guide

45 Enabling/disabling the delete prompt in the Notifications dialog box To enable or disable the archive delete prompt: 1. In Outlook, select Tools > Options > EMC SourceOne tab. 2. Click the Notifications button. 3. In the Notifications dialog box, do one of the following steps: To enable the prompt, select the Prompt to delete archive copies on deletion of mailbox items checkbox. This checkbox is selected by default. Figure 27 Prompt to delete archive copies option To disable the prompt, unselect the Prompt to delete archive copies on deletion of mailbox items checkbox. 4. Click OK. Deleting items from the archive 45

46 Specifying troubleshooting options for EMC Support To specify options used by EMC Support for troubleshooting: 1. To access the EMC SourceOne tab, do one of the following steps: In Outlook 2003/2007, select Tools > Options. In Outlook 2010, select File tab > Options button > Add-ins tab > Add-ins Options button. 2. In the Support information area, click Support. Figure 28 Support The Support Information dialog box displays information about the cache: The date on which the cache was last updated Cache size, in MB Note: To see the correct cache size after compacting the cache, you must close and then reopen the Options dialog box. The number of items in the cache 46 EMC SourceOne Version 6.8 Offline Access User Guide

47 Figure 29 Support Information Note: If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Rebuild Cache and Compact Now options are not available. 3. To configure troubleshooting options, refer to: Rebuilding the cache on page 48 Configuring logging on page To compact the cache, refer to Freeing unused space in the cache (compacting cache) on page Click OK to close the Support Information dialog box. 6. Perform one of the following: Click Apply to save your changes. Click OK to save your changes and to close the Options dialog box. Specifying troubleshooting options for EMC Support 47

48 Rebuilding the cache Note: If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Rebuild Cache and Rebuild options are not available. To empty the cache and repopulate it with items: 1. Do one of the following steps: Open the Support Information dialog box, as described in Deleting items from the archive on page 39, then click Rebuild cache. Press Ctrl while right-clicking the Offline Access status icon, then select Rebuild from the menu. Figure 30 Rebuild option 2. Click OK. All of the cached content (files that contain the shortcut item store) will be deleted. The status icon in the tool tray displays an item stating that Offline Access is waiting for Outlook to be shut down. The cache is rebuilt the next time you start Outlook. Configuring logging Required permissions To enable logging, you must have Write permission on the Logs directory. By default, the user has Write permission on this location. Administrator privileges are not needed because Offline Access logs to a directory in the user space. 48 EMC SourceOne Version 6.8 Offline Access User Guide

49 Specifying logging level Enabling/disabling logging To specify the logging level: 1. Open the Support Information dialog box, as described in Deleting items from the archive on page Select an option in the Logging Level field. By default, logging is disabled (set to None). After you configure the logging level, enable or disable logging: 1. Press Ctrl while right-clicking the Offline Access status icon. A checkmark next to Enable Logging indicates that logging is already enabled. Figure 31 Enable Logging option No checkmark indicates that logging is disabled. 2. Select Enable Logging to toggle logging on or off. Note: When the logs are no longer needed, turn off logging. If you do not turn logging off, the logs continue to grow and consume disk space. Default logs directory For Windows XP, the default logs directory is: C:\Documents and Settings\user\Local Settings\Application Data\EMC\ For Windows Vista and Windows 7, the default logs directory is: C:\Users\user\AppData\Local Log files If logging is enabled, then several log files are created: OfflineAccessAgent.log OfflineAccessConfig.log OfflineAccessExtension.log Specifying troubleshooting options for EMC Support 49

50 Created only when Offline Access is used with Outlook 2003/2007 OfflineAccessAddIn.log Created only when Offline Access is used with Outlook 2010 If you have read permission on the logs directory, you can view log files with any application that displays text files. For more information, refer to EMC SourceOne Administration Guide. Updating your cache When you are connected to the network and Outlook is running, you can update (synchronize) your Offline Access cache with the server. Even if you are not connected to the network, Offline Access still performs cache updates. Offline Access will pre-cache items from the OST file into the cache. Note: If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Update and Cancel Update options are not available. To update your cache: 1. Right-click the status icon in the system tool tray, then select Update from the menu. While the update is occurring, the system tool tray displays the Busy icon. Figure 32 Busy Icon 2. To see how updating has progressed, move the mouse over the Busy icon. Refer to Understanding mouse-over help text on page 17 for examples. 3. To cancel the update, right-click the status icon in the system tool tray, and select Cancel Update from the menu. When updating completes successfully, the system tool tray displays the Connected/Steady State icon. 50 EMC SourceOne Version 6.8 Offline Access User Guide

51 Figure 33 Connected/Steady State Icon Note: If you close Outlook while Offline Access is updating the cache, then the update resumes when you restart Outlook. (SDR 30445) Freeing unused space in the cache (compacting cache) Note: Compacting your cache does not compact or compress your data. If you are using Offline Access with the Cache items that option set to Don t cache any items, then the Compact Now and Compact options are not available. To free unused space from your cache: 1. Perform one of the following steps: Open the Support Information dialog box, as described in Deleting items from the archive on page 39, then click Compact Now. Press Ctrl while right-clicking the Offline Access status icon, then select Compact from the menu. Figure 34 Compact option A warning displays. Freeing unused space in the cache (compacting cache) 51

52 Figure 35 Compact warning 2. Perform one of the following steps: To confirm the compact, click Yes. To cancel the compact, click No. If you click Yes, the status icon in the tool tray displays the message: EMC SourceOne Offline Access is compacting the cache. Outlook continues to run until the compact is complete. While your cache is being compacted, the Update and Rebuild options on the right-click menu are disabled. These two options are available again after your cache is compacted. Hiding the status icon If your system administrator has not set a group policy, then you can hide the status icon. To hide the status icon in the system tool tray, use one of the following methods. Method 1: Shortcut menu Method 2: EMC SourceOne tab Right-click the status icon in the system tool tray, then select Hide this icon. Your current state is saved, to be restored when you start EMC Offline Access again. 1. To access the EMC SourceOne tab, do one of the following steps: In Outlook 2003/2007, select Tools > Options. In Outlook 2010, select File tab > Options button > Add-ins tab > Add-ins Options button. 2. In the User notifications area, clear the Show tool tray icon checkbox. 52 EMC SourceOne Version 6.8 Offline Access User Guide