1. Introduction The Mimosa Archive Self-service Retrieve (SSR) Client provides access to email items archived using the NearPoint system and files archived using the File System Archiving (FSA) option. You can use the Mimosa Archive SSR Client to perform the following tasks: Browse, search, and view archived email items and files. Restore archived email items and files. Archive PST files into the Mimosa archive. Browse, search, and view archived email items in the mailboxes delegated to you by the Exchange Server Administrator. If you are an SSR auditor, you can browse and search archived email items and files belonging to the custodians assigned to you by the NearPoint Administrator. 2. Opening the Mimosa Archive SSR Client When using Microsoft Outlook or Outlook Web Access (OWA), click the Mimosa Archive folder. If prompted, enter your login credentials. In addition to OWA, you can use the following browsers: Microsoft Internet Explorer, Mozilla Firefox, Google Chrome, or Apple Safari (Mac only). Upon successful login, the Mimosa Archive SSR Client user interface opens. Note: The administrator can configure the Mimosa Archive folder. If you log in as an SSR Auditor, you see additional options on the Browse and Search page that allow you to select specific mailbox folders or shares/folders of the custodians the NearPoint Administrator has assigned to you. 3. Viewing and Restoring Email Items and Files from the Mimosa Archive To view and restore archived email items or files from the Mimosa archive, perform the following tasks: 1. Search for archived email items or files. 2. Browse through archived email items or files. 3. Select and restore required email items or files. 4. Download PST/ZIP files. 3.1 Searching Email Items and Files You can perform either a quick search or an advanced search to locate the email items and files that you want to restore from the Mimosa archive. 3.1.1 Performing a Quick Search To perform a quick search, complete the following 1. Click the Search tab. 2. In the Look For text box, enter the word or phrase you want to find. 3. To define the scope of your search, from the In drop-down list, select one of the following options: Everything Search both email items and files. Emails Search only email items. Files Search only files. Browse Search for specific content types. 4. To select the location to search, from the Location drop-down list, select one of the following options: Mailbox - Search your own mailbox. Select Folders Search specific mailbox folders or shares/folders in your mailbox. Select custodians and their locations Search all or specific mailbox folders or shares/folders of the custodians that have been assigned to you or the mailboxes that have been delegated to you. All custodians Search in all mailboxes, and all their assets. 5. Click Search. The search results appear in the results pane. Copyright 2003-2010, Iron Mountain Incorporated. Page 1 of 5
3.1.2 Performing an Advanced Search Advanced Search enables you to use numerous search criteria, such as exchange item type, address fields, time stamp, date modified, file size, owner, and version. The Advanced Search supports Boolean Operators, Proximity Operators, Wildcard Operators and Numeric Range Search Operators to improve your search experience. To perform an advanced search, complete the following 1. Click the Search tab, and then enter the search phrase in the Look For text box. 2. Select the scope and location of your search, and then click Advanced Search. Depending on the scope (Everything, Emails, Files) that you specify, the application displays the relevant advanced search fields. To see a specific type of content, use the View dropdown list on the Emails and Files tabs. For example, you can view only Microsoft Office Files, image files, audio files, or other file types on the Files tab or only calendar items, tasks, contacts on the Emails tab. 3.2 Browsing the Mimosa Archive To launch the Browse page, click the Browse tab. To browse through email items or files, use the View drop-down list. Note: If you are an SSR auditor, you can select the custodians whose email items or files you want to browse. To do so, use the Select Custodian dropdown list above the navigation pane. 3. Specify the required search criteria, and then click Search. The folder contents pane displays the results. The following Boolean operators help you construct a search criterion: Operator Description AND Search for messages that contain all specified words. Example: Review AND Meeting Or And Not Search for messages that contain one or more of the specified words. Example: Review OR Meeting Search for messages that do not contain the specified words. Example: Week AND NOT Holiday 3.1.3 Viewing Search Results The application categorizes the search results into the following tabs: All, Emails, and Files. 3.3 Using Display Filters The Browse and Search Results page contains the display filters for Emails and Files. 3.3.1 Display Filters for Emails To apply filters for emails, complete the following 1. Click Filter on the Browse or Search Results page. Note: The tabs appear only if you search on the entire archive. If you search on Emails or Files, the tabs do not appear. Copyright 2003-2010, Iron Mountain Incorporated. Page 2 of 5
4. To see the filtered files, click OK. 3.4 Restoring Email Items and Files You can use the Mimosa Archive SSR Client to restore deleted email items and files. The Browse and Search results pages contain these options. 2. On the View Contents as of Date drop-down list, select the date when you want to view your data in the Mimosa archive. This option is available only on the Browse page. Note: You can now archive for Point in Time browsing based on the archived date versus the date you received the message. Use the Options menu to change the default setting. 3. When an Email Item is moved or modified, additional Email Item entries are created to track the change. Use the Email Item History option to Display or Hide the additional entries. 4. To Hide or Display Deleted Items, use the Deleted Item History option. 5. To see the filtered email items, click OK. 3.3.2 Display Filters for Files To apply filters for files, complete the following 1. Click Filter on the Browse or Search Results page. Use the Restore options to perform the following tasks: Restore one or more email items to a mailbox or a PST file. Restore message folders to a mailbox or a PST file. Restore archived files to a ZIP file. To restore email items, message folders, or files, complete the following 1. On the Browse or Search Results page, select the email items or folders that you want to restore. 2. To see the restore options, click Restore. 3. Select the option you want. Note: You can restore folders to a PST file or mailbox only from the Browse page. The Search Results page does not provide an option to restore folders. Similarly, you can select files using the Browse or Search Results page and restore them to a zip file. 3.5 Downloading PST/ZIP Files After you submit a request to restore the archived email items to a PST file or archived files to a ZIP file, you can download these PST or ZIP files to your machine. To download a PST or ZIP file, complete the following 2. On the View Contents as of Date drop-down list, select the date when you want to view your data in the Mimosa archive. This option is available only on the Browse page. 3. To display data based on Ownership or Version History (or both), choose the filters you want. 1. To launch the Restore page, select View Task History from the Options menu. 2. On the Filter drop-down list, select the Display Restore to PST/ZIP jobs drop-down list. 3. Select the completed job you want. Copyright 2003-2010, Iron Mountain Incorporated. Page 3 of 5
on policies and replaces the attachments with stub files that are much smaller in size. After the attachments are migrated, you will still see the message in your mailbox; however, a new icon appears and the subject line now includes the size of the attachment. See the figure below. 4. To download the file, click the PST or ZIP file name link. 5. To save the file, click Save and choose a location. 4. Archiving PST Files Before you archive a PST file, verify that it is offline and that neither Outlook nor any other program is using the file. Note: The Archive PST Tab is not available for either Safari on MAC or Chrome browsers. To archive a PST file, complete the following 1. To launch the Archive page, click the Archive tab. 2. Click Browse, and then select the PST file that you want to archive. 3. In the Specify PST Display Name text box, enter a name for the archive folder that will be created to hold the contents of the selected PST file. 4. If the PST file is password protected, select the PST Password check box. 5. Enter the password in Password text box. 6. To archive the PST file, click Upload. The page displays the PST archive status. You must be connected to the Mimosa archive to open attachments that are extended. Note: In Outlook Web Access (OWA) or Internet browsers, the application does not display a new icon. Only the subject line shows the size of the attachment. Your NearPoint Administrator may enable seamless stubbing. If this is the case, the extended messages appear as normal messages in Outlook. 6. Mimosa Outlook Add-in The Mimosa Outlook Add-in enables you to work with a local copy of archived email items and extended attachments when you are not connected to the Mimosa archive. The Mimosa Outlook Add-in provides the following features in Outlook: Extended Message Cache - Local storage for attachments that are extended on the NearPoint Server. Archive Cache - Local storage for messages received and sent to a mailbox during a specific time period. 6.1 Installing the Add-in from the SSR Client To install the Mimosa Outlook Add-in from the Mimosa Archive SSR Client, complete the following 1. Open the Mimosa Archive SSR Client. 2. Select Options > Install Mimosa Outlook Add-in. 5. Message Extension The Mailbox Extension feature reduces the size of Exchange mailboxes and public folders. The NearPoint Server migrates old or large attachments from the Exchange server to the Mimosa archive based 3. To complete the installation, click Install, and then follow the on-screen instructions. Copyright 2003-2010, Iron Mountain Incorporated. Page 4 of 5
6.2 Installing the Add-in from Outlook To install the Mimosa Outlook Add-in from Outlook, complete the following 1. Select Options > Cache Options > Archive Cache Options. 1. Open Microsoft Outlook. 2. Right-click any of the extended messages, and then select Install Mimosa Outlook Add-in. 3. To complete the installation, follow the on-screen instructions. 6.3 Configuring the Extended Message Cache To configure the Extended Message Cache, complete the following 2. Use the Archive Cache Options dialog box to perform the following tasks: Enable/disable the feature Set the frequency for refreshing the cache Specify the cache location 3. Define the period of time for which you want to cache the messages. 1. Select Options > Cache Options > Extended Message Cache Options. 2. Use the Mimosa Extended Message Cache Options dialog box to perform the following tasks: Enable/disable the feature Set the frequency for refreshing the cache Specify the cache location Enable/disable seamless stubbing Select the preferred language 6.4 Configuring the Archive Cache To configure the Archive Cache, complete the following Copyright 2003-2010, Iron Mountain Incorporated. Page 5 of 5