Legal Department Mail Online Archive

User Guide DeG_IMD_MDS_Arc1 1.2

Copyright 2012 by Dubai eGovernment Department. All rights reserved. No Part of this work may be reproduced or transmitted in any form or by any means, electronic, manual, photocopying, recording or by any information storage and retrieval system, without prior written permission of Dubai eGovernment Department.

Document Control

Document History
Date 02-Jan-2012 17-Jan-2012 20-Feb-2012 Version 1.0 1.1 1.2 Author(s) Shahin Basheer/DEG Shahin Basheer/DEG Fatma AlMehairi/LAD Description First Draft First Version First Version Review

Distribution List
Name Title Entity

Approval List
Date 17-Jan-2012 Name Juma Bin Shahin/DEG Title Signature Manager, Messaging & Collaboration Section

Legal Department Mail Online Archive - 1.2 Internal

Page 2 of 27

Table of Contents
1. 2. Terminology ............................................................................................................. 4 Legal Affairs Department Policies .............................................................................. 5 2.1 2.2 2.3 3. 4. 5. Archive Policies .......................................................................................................... 5 Retention Policies ...................................................................................................... 5 Retention policy in Outlook ....................................................................................... 5

Accessing the Online Archive .................................................................................... 6 Searching the Online Archive .................................................................................... 7 Moving Mailbox items to Online Archive ................................................................... 8 5.1 5.2 Automatically Move items based on the Archive Policy ........................................... 8 Manually move the mailbox items to Online Archive ............................................... 8 Moving mailbox items using Outlook ................................................................ 8 Moving mailbox items using Webmail ............................................................ 10

5.2.1 5.2.2 5.3

Manually Import items from PST ............................................................................ 11 Verify/Close the PST file from Outlook before importing ............................... 11 Importing the mailbox items from PST file...................................................... 13

5.3.1 5.3.2 5.4 6.

Administrator imports items using the PST file provided by the user .................... 16

Disable the Automatic Archive for Mailbox Items/Folders ....................................... 16 6.1 6.2 6.3 Disable the Automatic Archive for mailbox Items ................................................... 16 Disable the Archive for mailbox System/Custom Folders ....................................... 17 Disable the Archive for (Notes) Folders .................................................................. 18

7. 8.

Expiring Items......................................................................................................... 19 Moving Mailbox Items from Online Archive to PST files ........................................... 20 8.1 8.2 8.3 8.4 Create/Verify the PST file ........................................................................................ 20 Manually move the items from Online Archive to PST files .................................... 23 Manually export items to PST file............................................................................ 25 Administrator export to a PST file ........................................................................... 27

Legal Department Mail Online Archive - 1.2 Internal

Page 3 of 27

1. Terminology
Mailbox
An Exchange 2010 Mailbox for a user or a service account.

Online Archive
Online Archive is a secondary mailbox associated with a Primary Mailbox. The Online Archive will have the same folder structure as in Primary Mailbox. It has unlimited mailbox quota. The user experience with the primary mailbox and Online Archive are almost the same.

Mailbox System Folders

These are the default folders created by Microsoft Exchange 2010 as shown below:

Mailbox Custom Folders

These are the folders created by the user. The user can even create custom folders inside the Mailbox System Folders.

Mailbox Items
The Mailbox contains several items: e.g. emails, tasks, notes, contacts, calendar entries stored in the mailbox.

Archive Policy
Archive Policy helps to move the mailbox items from Primary Mailbox to Online Archive.

Retention Policy
Retention Policy helps you to remove the items which have reached its retention period (default 5 years) from the Primary Mailbox/Online Archive. Note: Retention policies will cause permanent deletion of items older than (5 Years).

PST File
Is a file to store mailbox items locally on the user machine using Outlook.

Legal Department Mail Online Archive - 1.2 Internal

Page 4 of 27

2. Legal Affairs Department Policies

2.1 Archive Policies
All the mailbox items which are older than 5 months will be moved from the Primary Mailbox to the Online Archive automatically. This automated process occurs every day. The Folder structure will be retained while moving the items from Primary Mailbox to Online Archive. The user has the option to disable the Archive policy for mailbox items/ folders.

2.2 Retention Policies

All the mailbox items which are older than 5 years will be deleted from the Online Archive. The deleted items are further maintained in the Recover Deleted Items for 14 days. After this period the items are permanently deleted and can be only retrieved from the backup therefore the user must contact the designated staff in LAD to contact the administrator in DeG to (Open Calls) and retrieve the items.

2.3 Retention policy in Outlook

1. From Outlook 2010, click on Primary Mailbox Name. 2. Click on the Folder ribbon Tab. 3. Click on the Policy button.

Legal Department Mail Online Archive - 1.2 Internal

Page 5 of 27

3. Accessing the Online Archive

The Online Archive can be accessed using Outlook and Webmail. The Online Archive will appear below the primary mailbox. The Online Archive accessed using Microsoft Outlook 2010

The Online Archive accessed using Webmail

Legal Department Mail Online Archive - 1.2 Internal

Page 6 of 27

Note: Online Archive cannot be accessed from mobile devices such as Blackberry, iPhone & Nokia etc. The Online Archive is always accessed online while using Outlook and it cannot be cached. So there might be a slight delay in accessing the Online Archive Mailbox compared to the Primary Mailbox. The Online Archive cannot be accessed when the Outlook is offline.

4. Searching the Online Archive

The Online Archive can be searched using Outlook and Webmail. The search can be customized in one folder or the entire Archive.

Searching the Online Archive using Microsoft Outlook 2010

Searching the Online Archive using Webmail

Legal Department Mail Online Archive - 1.2 Internal

Page 7 of 27

5. Moving Mailbox items to Online Archive

The Mailbox items from the Primary Mailbox can be moved to the Online Archive in the following ways: 1. Automatically Move items based on the Archive Policy. 2. Manually move the mailbox items to Online Archive. 3. Manually import items from PST. 4. Administrator imports items using the PST file provided by the user.

5.1 Automatically Move items based on the Archive Policy

The mailbox items from Primary Mailbox are moved to the online archive automatically as per the policies implemented in the Legal Affairs Department (items older than 5 months). However the users can prevent this automatic movement on a system/custom folder level or on an item level.

5.2 Manually move the mailbox items to Online Archive

Items can be moved from the Primary Mailbox to the Online Archive Mailbox using Outlook or Webmail.

5.2.1 Moving mailbox items using Outlook

1. From the Primary Mailbox, Select the Items to be moved. 2. Right click and Select Move. 3. Select Other Folder.

Legal Department Mail Online Archive - 1.2 Internal

Page 8 of 27

4. From the popup window, choose the destination folder in the Online Archive. 5. Click OK.

It might take a while to complete the operation based on the number of items. Please wait till the transfer is completed.

Note: It is always recommended to use Outlook to move items rather than using Webmail. It is possible to Drag and Drop items from primary mailbox to Online Archive. Drag and Drop will move items from source to destination.

Legal Department Mail Online Archive - 1.2 Internal

Page 9 of 27

5.2.2 Moving mailbox items using Webmail

1. From the desired folder, select the Items to be moved. 2. Right click and select Move to Folder.

3. From the popup window, choose the destination folder in the Online Archive. 4. Click Move.

Legal Department Mail Online Archive - 1.2 Internal

Page 10 of 27

5.3 Manually Import items from PST

The user can import mailbox items from his/her local archive created on the PC (PST files). PST import can only be done using Microsoft Outlook. Note : PST import is an intensive operation which might take long time based on the size and number of items in the PST file. During the PST import outlook might be unresponsive. Please wait and do not attempt to close or interrupt. PST import will not delete items from the source PST files (items are copied from the archived PST file)

5.3.1 Verify/Close the PST file from Outlook before importing

The user must make sure that the PST file is not opened in the outlook before importing. 1. Click on the File Menu. Click on Info. Click on Account Settings then choose Account Settings

2. From the popup window, Choose Data Files tab. For reference and future use, write the Archive files path which will be imported.

Legal Department Mail Online Archive - 1.2 Internal

Page 11 of 27

3. Click Remove button and Click Yes on the confirmation box .

4. Make sure the PST file to be imported is removed from Outlook.

Note : This operation will not delete the PST file from the actual location as it will just remove the reference from Outlook.

Legal Department Mail Online Archive - 1.2 Internal

Page 12 of 27

5.3.2 Importing the mailbox items from PST file

1. Click on the File Menu, Click Open, Select import.

2. From the popup menu, choose Import from another program or file option. Click Next.

Legal Department Mail Online Archive - 1.2 Internal

Page 13 of 27

3. Select the option Outlook Data file (.pst). Click Next.

4. Click on the browse button and open the PST file to be imported.

Legal Department Mail Online Archive - 1.2 Internal

Page 14 of 27

5. Choose the option Replace duplicates with items imported. Click Next.

6. From the popup window i. ii. iii. iv. v. Click on the PST file Name. Select the Include subfolders option. Select Import items into the same folder in option. Select the Archive from the drop down menu. Click Finish.

This process will take time, Please be patient until the operation completes.

Legal Department Mail Online Archive - 1.2 Internal

Page 15 of 27

5.4 Administrator imports items using the PST file provided by the user
PST file can be imported to the Online Archive by an Exchange Administrator. This is a server side operation. The user has to give the PST files to the Administrator in a portable medium in order to import the required PST file.

6. Disable the Automatic Archive for Mailbox Items/Folders

The user can apply Never Archive feature to System/Custom Folders using Outlook or Webmail. This feature will prevent the automatic archive of items from Primary Mailbox to Online Archive. However the items will be removed after the retention period of 5 years. Note: Apply Never Archive option only for the very important items you want to retain in the Primary Mailbox. Retaining the items in the Primary Mailbox will consume the quota allocated for Primary Mailbox.

The user can apply Never Archive feature by following one of below options: 1. Disable the Automatic Archive for mailbox Items. 2. Disable the Archive for mailbox System/Custom Folders. 3. Disable the Archive for (Notes) Folders.

6.1 Disable the Automatic Archive for mailbox Items

1. Right Click on one or more items and choose Assign Policy, click on Never. From Outlook

Legal Department Mail Online Archive - 1.2 Internal

Page 16 of 27

From Webmail 1. Right Click on one or more items and choose Archive Policy. Click on Never Archive.

6.2 Disable the Archive for mailbox System/Custom Folders

From Outlook 1. Select the required Folder. 2. Click on the Folder ribbon tab, then click on the Policy button 3. Choose Never from the Archive Policies section and lick Ok. All the folder items will never be archived and will be deleted after the retention period.

Legal Department Mail Online Archive - 1.2 Internal

Page 17 of 27

From Webmail 1. Right click on the required folder. 2. Select Archive Policy, then Never Archive. All the folder items will never be archived and will be deleted after the retention period

6.3 Disable the Archive for (Notes) Folders

Auto Archive for (Notes) folder can only be disabled using webmail. As of Outlook 2010 Sp1, it is not possible to disable Auto Archive for the Notes folder using Outlook.

Legal Department Mail Online Archive - 1.2 Internal

Page 18 of 27

7. Expiring Items
Outlook shows the retention period for each item in the folder.

After the expiry date, the items are deleted and are further maintained in the Recover Deleted Items for 14 days. After this period the items are permanently deleted and can be only retrieved from the backup therefore the user must contact the designated staff in LAD to contact the administrator(Open Calls) to retrieve the items.

The user can query for the Items expiring soon using outlook. Note: The user have to move the near expiry items to local PST files in case s/he wants to refer the items after the retention period.

Legal Department Mail Online Archive - 1.2 Internal

Page 19 of 27

8. Moving Mailbox Items from Online Archive to PST files

The user can move items from the Primary Mailbox/Online archive to local PST files by: 1. Create/Verify the PST file Then apply one of the following ways : 2. Manually move the items from Online Archive to PST files 3. Manually export items to PST file. 4. Administrator export to a PST file. Note: Move only items from Online Archive to PST files. Move only the items nearing the retention period to PST files. PST files are local to the computer where it is configured and cannot be accessed from another computer unless it is copied to a new computer. PST files cannot be accessed from webmail. Backup of the PST files is the end user responsibility. PST files can be password protected, and if the user loses the password it cannot be recovered.

8.1 Create/Verify the PST file

1. Click on the File Menu. Click on Info. Click on Account Setting, then choose Account settings.

Legal Department Mail Online Archive - 1.2 Internal

Page 20 of 27

2. Click on the Data Files tab and verify whether a PST file is already configured or not. If there are existing PST files write the path for future reference and skip to the next step.

3. If there are no PST files, click on the Add button. 4. Choose a folder on the C:/D: drive (if you have one). 5. Specify a name for the PST file. Click OK.

Legal Department Mail Online Archive - 1.2 Internal

Page 21 of 27

6. Write the file name and path for future reference.

7. The PST archive file will appear in the Outlook.

Legal Department Mail Online Archive - 1.2 Internal

Page 22 of 27

8.2 Manually move the items from Online Archive to PST files
1. Create the folder in the PST file (for new PST files and if it does not exist in the old PST files). 2. Right click on the PST file and select New Folder.

3. Type the Name and make sure the destination is the PST file. 4. Click OK.

Legal Department Mail Online Archive - 1.2 Internal

Page 23 of 27

5. The created folder will appear in the PST file.

6. From the Online Arhive select the items you want to move. Right click on the selected items. 7. Choose Move, then choose Other Folder.

Legal Department Mail Online Archive - 1.2 Internal

Page 24 of 27

8. From the popup window choose the destination folder in the PST file. 9. Click OK.

It might take a while to complete the operation based on the number of items. Please wait till the movement completes. Verify the items once the move is completed. Note: It is possible to drag and drop items from Online Archive to PST file. Drag and Drop will move items from source to destination.

8.3 Manually export items to PST file

1. Click on the File. Click Open. Select import.

Legal Department Mail Online Archive - 1.2 Internal

Page 25 of 27

2. From the popup window, select Export to a file option. Click Next.

3. Select the Outlook Data file (.pst) option. Click Next.

4. Select the Online Archive from the list. Click on the Filter.

Legal Department Mail Online Archive - 1.2 Internal

Page 26 of 27

5. Select the filter condition. e.g. 'All items expiring on next month' will be moved to PST file from Online Archive.

6. Select the destination PST file . Choose Replace duplicates with items exported .Click Finish. Please be patient until the operation completes

Note: Exporting items using outlook, will not delete the items from Online Archive. The folder structure will be retained while exporting items to the PST file. You can browse and select the PST files already opened in the Outlook. You do not need to close the PST file for exporting items into it.

8.4 Administrator export to a PST file

PST file can be generated from the Online Archive by an Exchange Administrator based on the request from the respective department (Open Calls). This is a server side operation. Administrator can handover the PST files to the user in a portable medium.

Legal Department Mail Online Archive - 1.2 Internal

Page 27 of 27