You have now been told when your Outlook mailbox will be enabled for Enterprise Vault archiving. This means that instead of storing all your messages on the Exchange Server, older messages will be more efficiently stored in the Enterprise Vault (eVault). We hope that this document will help you understand more about Archiving, and show you how to work with your archived messages.
The mail item acts as a retrieval link, which you can use to access the full message. These links are only a few KB (kilobytes) in size, so hundreds of these links will take up the same space as one e-mail message with a large attachment. To retrieve an archived message just double click on it as you would normally do to open a mail message. You will need to enter your regular e-mail/Novell credentials as seen below:
The eVault archives all types of information stored in private folders and public folders on the Microsoft Exchange Server, including messages, documents, spreadsheets, and graphics. The Anglia email policy states that
Archived staff email will be retained for a period of 2 years from the last modification date [] Should staff require archived emails to be stored for longer than 2 years, permission must be requested from the Secretary and Clerk. If permission is granted then an additional archive folder will be created for that individual with the appropriate retention period.
Remember that you can read the email policy in full on the Outlook website at http://www.anglia.ac.uk/outlook
What do I do next?
Archiving will automatically be enabled for you, so you dont need to do anything. On your scheduled activation date, the software will be downloaded by your computer when you first log in. The only thing you need to do is to apply for a long term storage folder if you have a business or legal need to keep messages for longer than 2 years.
Getting help
1. 2. In Microsoft Outlook, click Help. Click Enterprise Vault Help Topics. The Enterprise Vault help is displayed.
It is advised that once a mail enters this state, it should not be moved. At this stage a copy of the mail exists on the Exchange Server (where your newer messages are stored) and in the eVault (where your archived messaged are stored). Vaulted: When an email is fully archived, it appears with a vaulted icon:
Once again it is advised that once a mail enters this state, it should not be moved. At this stage a copy of the full mail exists only within the eVault. What you see in your mailbox is the link to this item in the eVault.
Toolbar icons:
In the full version of Outlook, you will also see these extra icons added to your main Outlook toolbars:
To delete an item:
It is possible to delete archived mail from your Outlook client and the eVault using either the delete key on the keyboard or using the delete button: To delete using the button on your keyboard: When you attempt to delete an archived item from outlook using the delete key on the keyboard you will see the following:
You can choose to delete just the shortcut in your mailbox, or the shortcut and the item in the archive. To delete using the Button on your toolbar: When you click the delete button on the toolbar you will see the following:
Selecting the archived item in your mailbox and pressing the delete button on the Archiving toolbar deletes the archived item in the eVault and the shortcut you see in your mailbox.
Restore
In certain exceptional circumstances you may require to restore an item. This button enables you to restore items from the eVault back into your Outlook mailbox. You dont need to restore an item if you only need to: Open archived messages Forward archived messages Reply to archived message
Restoring an item is only recomended when you wish to: Include it as a linked object in other items such as Calendars and tasks (if these need to be shared with someone who doesnt have access to a shortcut to the archived item). Transfer a mail item into a new Long Term Storage folder after it has gone to the archive.
You will see the same Archiving status icons as described above in the Icons next to your mail messages section. You can find the Archive Explorer and the Search Archives tools in the bottom left window menu.
When you access an archived message, you will not be prompted for your password, but the message may take a moment to be retrieved for you. The icon. cancel icon allows the archiving process to be cancelled if a message has a pending
If you are using Firefox or Safari to access OWA, you wont see the Archiving icons next to your messages or in the toolbar. When you click on messages that are over 2 months old and have gone to the archive, they will display after they are retrieved this may take a little longer than opening a newer message.