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Personal Archive User Guide

Personal Archive’s easy-to-use interface allows you to restore emails deleted from your Inbox, search for archived emails, or tag groups of emails for quicker access. Additional available features of Personal Archive include the ability to compose new emails, reply to or forward archived emails, or display active Inbox folders and/or legacy data.

Another available feature of Personal Archive, Email Continuity, provides you with a “standby mailbox” and allows you to send and receive emails even when your company’s mail server is unavailable.

Personal Archive currently does not archive calendar items, contacts, or notes.

This User Guide includes additional information about Personal Archive and provides instructions to use its key features.
You can also download the Personal Archive User Guide in PDF format.

  • Log in to Personal Archive
  • Using Personal Archive
    • About Archived Emails
    • View Emails
    • Save Emails
    • Download Attachments
    • Restore Emails
    • Tag Emails
    • Print Emails
  • Using Personal Archive Search
    • Search Guidelines
    • Search Tips
    • Filter Search Results
    • Save Search Results
  • Additional Features
    • Send Emails
    • Active Folders and Legacy Data
    • Email Continuity
  • Configure Personal Archive Settings

Log in to Personal Archive

To log in to Personal Archive

1. Select your Personal Archive folder in the folders pane of Microsoft Outlook.

 Your administrator selects the name of your Personal Archive folder.

You can also access Personal Archive from a web browser using a Personal Archive URL. Contact your administrator for your Personal Archive URL.

2. Select a Security option.

Refer to the following table for more information:

This is a public or
shared computer
Personal Archive prompts you for your user name and password each time you access the login screen and automatically logs
you out after 20 minutes of inactivity. 
Default option selected
This is a private
computer
Personal Archive stores your credentials in your browser’s local profile cache for 10 hours allowing you to bypass the login
screen after your initial successful login. 
 You can clear this setting by logging out of Personal Archive.

 

3. Enter your username and password.

4. Select a Language setting.

5. Click Log In.

Personal Archive does not limit the number of times you log in to the application concurrently. You can log in to Personal Archive from your desktop, laptop, and
mobile device at the same time.

Using Personal Archive

Personal Archive’s easy-to-use interface allows you to quickly and easily access your archived emails. You can view emails and attachments, restore emails deleted
from your Outlook or Notes Inbox, or tag groups of emails for quicker access.

About Archived Emails

Once your organization enables your Personal Archive account, the service begins journaling a copy of all emails you send and receive to your archive in real time.
This archival process allows your organization to store copies of all emails sent and received by users in accordance with the global email retention policy.
By providing you access to Personal Archive, your organization provides you access to the copies of the emails stored in your archive. Using Personal Archive to
access the emails stored in your archive also allows you to access emails deleted from your Outlook or Notes Inbox. However, since Personal Archive stores
emails in accordance with your organization’s retention policy, you cannot delete any emails from your archive. Personal Archive only deletes emails from your
archive when the retention period expires.


View Emails

You can display your emails in Personal Archive in the following views.

View

Description

All Email Displays sent and received emails.
This is the default view.
Incoming Displays only received emails.
Outgoing Displays only sent emails.

You can open and view multiple emails in Personal Archive in tabbed view; each email you open appears in a new tab. After you open an email in a new tab,
you can select the All Email tab or the tab for another open email at any time during your session.

 To change views
  • To limit your view of your mailbox by the message direction, click the All Email tab above the message pane and select an option.

Save Emails

You can download and save the copies of your email stored in Personal Archive in Outlook (.msg) file format.

Please note that this option is not available for Notes users due to limitations associated with archiving from Domino mail servers.

To save an email

1. Right-click on the email you want to save and select Save this message.

Please note that this functionality only works for the message you right-click to display the right-click menu. While it it possible to select
multiple messages and select the Save this message option in the right-click menu, the option you select is only applied to the actual message
you right-click to display the menu.

You can also save an email from the message preview pane.

2. Select an option to Open or Save the email in the File Download dialog that displays for your web browser.


Download Attachments

You can open or save attachments from the copies of your email stored in Personal Archive.

To download an attachment

1. Select an email with an attachment.

 Emails with attachments are denoted by  in the message list.

 2. Click  in the message preview pane to display attachments.

The Attachment icon turns green when attachments are displayed.

3. Select the attachment you want to download.

 4. Select an option to Open or Save the attachment in the File Download dialog that displays for your web browser.

Restore Emails

While working with the copies of your emails in the archive, you may find an email that you want to see in Outlook or Notes.
You can use the Restore feature in Personal Archive to send an exact copy of the email back to your Inbox. The restoration
process only takes a few seconds to complete. The restored email appears in the top of your Inbox with the date and time you
restored the email. You can see the original time stamp of the email by opening it in your Outlook or Notes Inbox.

To restore an email

Right-click on the email you want to restore and select Restore this message.
Please note that this functionality only works for the message you right-click to display the right-click menu. While it it possible
to select multiple messages and select the Restore this message option in the right-click menu, the option you select is only
applied to the actual message you right-click to display the menu.

 You can also restore an email from the message preview pane.
 If the message you restored does not appear in your Inbox, check your other message folders if you use mail rules or check

your junk email folder.

To restore multiple emails

Select the emails you want to restore from the mail grid.

Click Restore in the toolbar.

Tag Emails

You can use tags to identify specific types of emails. You can also use saved tags as search filters. When you enable search filters,
saved tags display in the Search Filter pane. See Filter Search Results for more information.

Tags do not alter the original email; Personal Archive only uses tags within the archive to help you find emails more quickly at a
later time.

To tag an email

1. Select an email.

 You can also select multiple emails to apply the tag to those emails.

2. Click Tags in the toolbar.

 3. Select one of the following options. The Add Tag window displays.

Option

Description

Tag current page Applies a tag to all emails on the current page.
Tag all emails Applies a tag to all emails.
Tag selected Applies a tag to emails with check boxes selected.
Delete Tag Allows you to delete existing tags.
Update Tag Allows you to edit existing tags.

4. Select an existing tag to update or create a new tag in the Add Tag window.

Refer to the following table for more information:

Saved Tags Select this option to update a saved tag.
New Tag Select this option to create and apply a new tag. Enter a name for the new tag after you select this option.
Comments Enter a comment for the new tag.
Legal Hold Tag Select the checkbox to make the new tag a legal hold tag. 
 This option is only available to archive reviewers with permission to create legal hold tags.
Retention Tags Select this option to update a retention tag. 
 This option is only available if your administrator enables it for your account.

When you select Saved Tags or Retention Tags, Personal Archive updates the tags by applying it to the selected emails.
The selected tag will no longer be applied to emails selected previously if they are not currently selected.

5. Click Add.

 To view emails with a tag applied, click Tags in the toolbar and select the tag.

Print Emails

You can print the copies of your email stored in Personal Archive.

To print an email
  • Right-click the email you want to print and select Print this message. The message preview pane displays.
    Please note that this functionality only works for the message you right-click to display the right-click menu.
  • While it it possible to select multiple messages and select the Print this message option in the right-click menu,
  • the option you select is only applied to the actual message you right-click to display the menu.

You can also click the Print this message icon from the message preview pane.

Using Personal Archive Search

Personal Archive’s Quick Search and Advanced Search features allow you to quickly and easily search your archive for emails or attachments.
Quick Search allows you to search your archive for specific emails using a variety of search terms including names and email addresses.
Advanced Search allows you to customize your search using a variety of search criteria including subject, sender, recipient, mail direction,
attachment type, or date. Additionally, you can user Search Filters to further refine your search results or save searches for use at a later time.

Personal Archive search functionality is based on the open source Lucene index framework.

To use Quick Search

  • Enter a search term in the Content field of the toolbar and click .

You can include “OR”, “NOT”, or wildcard phrases to create a more detailed search. See Search Tips for more information.

Similarly to most search engines, the Personal Archive search engine automatically adds “AND” conditions between search terms
entered to help limit the number of search results returned.

To use Advanced Search
  1. Click  in the toolbar. The Advanced Search filters display.
  2. Enter your search criteria. You can use any combination of the search criteria fields.Refer to the following table for more information:
    Search Criteria
    Description
    Content Enter a keyword or phrase.
    Subject Enter the subject of the email.
    From Enter the name or email address of the email sender.
    Click From to access your organization’s global address list.
    To Enter the name or email address of the email recipient. You can enter a name or an email address.
    Click To to access your organization’s global address list.
    Mail Direction Click  and select an option. You can select to search all emails, incoming emails, or outgoing
    emails.
    Has Attachment Select the checkbox to search for an email with an attachment.
    Attachment Type Enter the attachment type if you selected the Has Attachment checkbox. See Search Guidelines
    for a list of supported attachment types.
    Sent Date Click  and select a date option. Select Custom Date to enter a date range.
  3. Click .

Search Guidelines

  • Search terms are not case sensitive.
  • Enter an uppercase AND between two search terms to find items with both terms.
  • Enter an uppercase OR between two search terms to find items with at least one of the terms.
  • Common words, also called stop words, are dropped from searches.

    Stop Words

    a, an, and, are, as, at 
    be, but, by 
    for, if 
    in, into, is, it 
    no, not 
    of, on, or 
    such 
    that, the, their, then, there, these, they, this, to 
    was, will, with
  • Special characters and punctuation are interpreted as plain text and omitted from searches.
  • Personal Archive indexes the contents of attachments and allows you to search for specific attachments and/or search terms
    contained within attachments.
    Refer to the following table for a list of supported attachment types:

    File Extension

    Attachment Type

    .xls Microsoft Excel Spreadsheet 2000-2003
    .xlsx Microsoft Excel Spreadsheet 2007-2010
    .doc Microsoft Word document 2000-2003
    .docx Microsoft Word document 2007-2010
    .pdf Adobe Acrobat files
    .ppt Microsoft PowerPoint presentation 2000-2003
    .pptx Microsoft PowerPoint presentation 2007-2010
    .txt Text files
    .htm HTML files
    .html HTML files
    .pps Microsoft PowerPoint slides
    .zip ZIP archives

 


 

Search Tips

  • Enter an uppercase OR between two search terms to find emails with either search term — enter sick OR vacation to find
  • emails that contain the words sick or vacation.
  • Use quotation marks to find an exact phrase — enter “cloud computing” to find emails with this exact phrase.
  • Enter an asterisk at the end of search terms to find similar words — enter comp* to find emails with the words computer,
  • computing, or company.
  • Enter a question mark in the middle of search terms to find similar words — enter te?t to find emails with the words test or text.
  • Enter an uppercase NOT between search terms to exclude specific words — enter compliance NOT laws to find emails with the word
  • compliance that do not include the word laws. You cannot begin a search term with NOT because Personal Archive does not return
  • negative searches.
  • Enter two search terms in quotation marks followed by a tilde and a numerical value to perform a proximity search — enter
  • “sick approved”~5 to find emails with the words sick and approved within five words of each other. An example result for this
  • search would be Your requested sick day from October 31 is approved.
  • Enter full email addresses to narrow search results — enter sallybrown@acme.com in the From field of the Advanced Search
  • filters to find emails sent by Sally Brown.
  • Use quotation marks to find full names — enter “Sally Brown” in the To field of the Advanced Search filters to find emails
  • sent to Sally Brown.

Filter Search Results

After you use a Quick Search or Advanced Search to find emails in your archive, you can enable Search Filters to further refine your
search results. Search Filters that you can apply to search results include Sender, Years, Tags, or Attachments.

To use Search Filters

1. Click  in the toolbar.

The Search Filter icon turns green when enabled.

 2. Enter a search term in the Content field of the toolbar and click . The Search Filter pane displays.
 3. Click  for a category in the Search Filter pane to apply the filter to your search results.

Save Search Results

You can save searches to help you quickly find new items that match the search criteria you specified.

To create a Saved Search

1. Click Searches in the toolbar and select Save/Update Search. The Save/Update Search window displays.

 2. Enter a name for the search and click Save.
You can update a Saved Search by entering the name of the search in the Save/Update Search window and clicking Save.

Click Searches and select Delete this Search to delete a Saved Search. This option only displays when you have a Saved Search
opened.


Additional Features

In addition to the standard features for viewing, restoring, and tagging archived emails, add-on features available include the ability to
compose, reply to, or forward your emails within Personal Archive and to display active folders and/or legacy data. Another add-on feature,
Email Continuity, automatically displays new emails as they arrive and allows you to continue sending and receiving emails when your
organization’s mail server is unavailable.

The availability of the following add-on features of Personal Archive depend on the services enabled by your administrator.
Contact your administrator if you need access to these features.

Send Emails

When enabled by your administrator, Personal Archive gives you the ability to send emails directly from your archive. This add-on feature
allows you to compose, reply to, or forward emails from the Personal Archive interface when you do not have access to Outlook or Notes.

Due to the way Personal Archive sends emails, the emails you send may appear in your recipient’s junk mail folder.

To compose a new email

1. Click New in the toolbar. A new email opens in its own tab.

 2. Enter the email addresses of the mail recipients in the ToCC, or BCC fields.

 Personal Archive automatically completes the email address if the mail recipient is in your organization’s global address list.

You can also click ToCC, or BCC to access your organization’s global address list.

 To reply to an email
  • Click Reply or Reply All in the toolbar above the message pane. A new email opens in its own tab.

 

You can also right-click on a message and select Reply or Reply All to reply to emails. Please note that this functionality only works
for the message you right-click to display the right-click menu. While it it possible to select multiple messages and select the Reply or
Reply All options in the right-click menu, the option you select is only applied to the actual message you right-click to display the menu.

To forward an email
  • Click Forward to forward an email in Personal Archive. A new email opens in its own tab.

You can also right-click on a message and select Forward to forward emails. Please note that this functionality only works for the
message you right-click to display the right-click menu. While it it possible to select multiple messages and select the Forward option
in the right-click menu, the option you select is only applied to the actual message you right-click to display the menu.

You can also reply to or forward an email from the message preview pane


Active Folders and Legacy Data

When enabled by your administrator, Personal Archive can display active folders from Outlook or imported legacy data from your email account.
These add-on features allow you to access your Outlook folders or legacy data using Personal Archive.

Personal Archive displays active folders and folders for imported legacy data independently in separate navigation panes.

Active Folders

Active Folders display an exact copy of your Outlook folders in Personal Archive.

Legacy Data

Personal Archive allows import of legacy data for the following supported email file formats:

  • .PST
  • .EML
  • .MSG
  • .NSF

The folder structure of your legacy data can only be imported for .PST files.


Email Continuity

Email Continuity is an add-on feature of Personal Archive that provides you with a “standby mailbox” and allows emails to continue to
appear in your archive for you to respond to when your company’s mail server is unavailable.

The Continuity icon in the Personal Archive toolbar indicates that Email Continuity is available for your Personal Archive.

in Email Archiving

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