Successfully reported this slideshow.
We use your LinkedIn profile and activity data to personalize ads and to show you more relevant ads. You can change your ad preferences anytime.

Email Archiving2003 Zantaz


Published on

Draft of Internal quick overview using Zantaz product. 2nd rev

Published in: Technology, Business
  • Be the first to comment

  • Be the first to like this

Email Archiving2003 Zantaz

  1. 1. Email Archiving A Quick Introduction for End Users Information Systems – 2008 April rev 2 (2008 June)
  2. 2. Contents Email Archiving
  3. 3. Why? <ul><li>Enable high-performance, high-availability messaging (by streamlining the core mail system) </li></ul><ul><li>Improve Email search capabilities (by using advanced search technology) </li></ul><ul><li>Better protect historical messages (by moving to reliable technology; eliminating risky PST files) </li></ul><ul><li>Lower the cost of maintaining archival email (by incorporating tiered storage) </li></ul><ul><li>Simplify user mail management (through automated archiving) </li></ul><ul><li>Standardize Email Retention and Archiving (through automated policy enforcement) </li></ul>
  4. 4. Why? BEFORE AFTER Messaging System New – Active Mail Old – Inactive Mail All Messages Active Messages (in core mail) Passive Messages (in archive mail)
  5. 5. Concepts <ul><li>User archive functions are within Outlook </li></ul><ul><li>Archiving MOVES messages; part of complete system </li></ul><ul><li>Archiving happens, no intervention (directed by policy) </li></ul>
  6. 6. Archiving <ul><li>Applies to common Message types (mail in, mail out) </li></ul><ul><li>Does not apply to Notes, Calendars, Contacts, Trash, </li></ul><ul><li>Occurs nightly </li></ul><ul><li>Mail older than 21 days is archived with a short version left behind (stubbed) </li></ul><ul><li>Mail older than 42 days is completely removed from Outlook </li></ul><ul><li>Tasks older than 1 year are archived </li></ul><ul><li>Archived mail is kept indefinitely </li></ul><ul><li>You can delete your own mail (and should!) </li></ul>Archive Policy - Processing
  7. 7. Best Practice – search for Inbox Zero Email (your friend, not your master)
  8. 8. Concepts Lingo What’s a … It’s a … Stub Message which has been archived with a portion left back for reference. It eventually disappears. Zantaz EAS That’s the name of the archiving software company and product (Enterprise Archive Solution) . You’ll see it on form banners, help screens, etc. Archive Hey, we covered that in concepts – go back. Archive Policy Our rules and guidelines which dictate what is archived. Established by me (the self-appointed King of Bits)
  9. 9. Using Archives <ul><li>Additional Toolbar </li></ul><ul><li>Stubbed Messages </li></ul><ul><li>Much Less Mail </li></ul><ul><li>Integrated Archive tools (i.e. archive browser) </li></ul>What Changes in Outlook?
  10. 10. Using Archives <ul><li>Don’t Panic – it’s in there </li></ul><ul><li>Open the EAS Web Brower to browse, search, etc or </li></ul><ul><li>Open up the Archive Search or </li></ul><ul><li>Open with Web Browser URL </li></ul><ul><li>Search, Browse, read, whatever </li></ul>Where’s my Mail! (how to retrieve mail from archives) http://scsap27p/ewaforms/main.aspx http://scsap27p/ewawindows
  11. 11. Using Archives This Outlook (archive toolbar) button, invokes the Archive Browser (EAS Web Access) Archive Browser
  12. 12. Using Archives <ul><li>Complex Search </li></ul><ul><li>Browse; by folder </li></ul><ul><li>Retrieve – Quick Preview </li></ul><ul><li>Search / Filter </li></ul><ul><li>Limited sorting </li></ul><ul><li>Restore to Mail </li></ul><ul><li>Delete </li></ul><ul><li>Once retrieved, same as mail (forward, …) </li></ul>What Can You Do What Can’t You Do <ul><li>Edit </li></ul><ul><li>Re-organize into folders </li></ul><ul><li>Extended sorting, grouping </li></ul>Archive Browser Abilities
  13. 13. Using Archives This Outlook (archive toolbar) button, invokes Archive Search Archive Search
  14. 14. Using Archives <ul><li>Complex search </li></ul><ul><li>Browse </li></ul><ul><li>Sort (limited columns) </li></ul><ul><li>Retrieve </li></ul><ul><li>Once retrieved, same as mail (forward, …) </li></ul>What Can You Do What Can’t You Do <ul><li>See Folders; Re-organize into folders </li></ul><ul><li>Delete </li></ul><ul><li>Extended sorting, grouping </li></ul>Archive Search Abilities
  15. 15. Using Archives <ul><li>Search Mail, Search Archives – Not integrated </li></ul><ul><li>Folder “handling” limited </li></ul><ul><li>Check the Age Filter (e.g. “Last Year”) </li></ul><ul><li>End of Message on Stubs </li></ul><ul><li>Deleted is Deleted </li></ul><ul><li>Do not restore into Email unless you need to </li></ul><ul><li>Empty the Trash (deleted items)! and other Junk folders </li></ul>Things to Watch Out For Gotchas
  16. 16. Using Archives Instruction - Help What Where / How City maintained Instruction / Help documentation; policy, FAQs, http://wiki/twiki/bin/view/TechNet/EmailArchive Or, in browser, type “ Wiki ”, followed by “ TechNet” link , see “ Archive” in menu Archiving software help (from vendor); how to search, navigate through records, etc. Note that all features not implemented as described. This icon in archive tool bar EAS for Exchange Outlook 2003 User Guide; how to. Note that all features not implemented as described. See link from TechNet
  17. 17. That’s all – Thanks!