Email Archiving Frequently Asked Questions --------------------------------------------------------------------------------------------The new e-mail messaging infrastructure provides integrated archiving with retention

and discovery capabilities that simplify and automate the process of protecting email communications, by moving messages from the user mailboxes on the primary Exchange server to the secondary archive servers. To achieve a seamless user experience it is first necessary to install a client package on each PC, once this is complete the archiving process is enabled on the servers requiring no user involvement.
Q1. What is automatic archiving? The new e-mail infrastructure allows you to have unlimited mailbox size, meaning there are no restrictions on how much email you can retain. In order to achieve this without impacting performance, it is necessary to move older messages from the primary mailbox storage into secondary storage. Automatic archiving is the process configured on the servers to move these messages. How does automatic archiving work? The automatic archiving is configured in the background and does not require any action from you. EIT will remotely install the archive software client on your computer and configure it to allow you seamless access to archived messages. What is the function of the EMC SourceOne client? The EMC SourceOne Client allows Microsoft Outlook to download a copy of archived e-mail from the archive Servers to your Outlook Inbox. This allows you to view and respond to old emails without needing to download them from the archive servers. How do I know the EMC SourceOne software is installed on my computer? From outlook client, you select Tools, Option and then you will see the following tables. If the EMC SourceOne is installed on your computer, then you will see the EMC SourceOne tab as following:

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Do I see a change on my old email view when they are archived? Yes, the email that are older than 30 days will be automatically archived and you will see a change in the icon next to your email as following example: Archived email icon Normal email icon

Email Archiving Frequently Asked Questions --------------------------------------------------------------------------------------------Q6. When do I see the archive email icon on my email? Once archiving is turned ON for your mailbox, the software will automatically archive all your email older than 30 days. This process may take several hours depending on the size of your mailbox and during this time there is no impact on your mailbox. You can use your email while archiving is happening in the background. You can check the status of archiving emails by looking at the email icon.

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Will I need to do anything to archive my emails? No, you will not need to do anything. The EMC client runs as an outlook Add-in and does not require any interaction from you and the servers will automatically archive your email older than 30 days. What will be changed and how it will affect the way I access old messages? a) Emails older than 30 days will be archived to the Archive server. Those messages will be accessed seamlessly from the outlook client just as they were previously. b) Local Outlook Archiving will be disabled shortly after Server Archiving is configured which would disable the below prompt. If this prompt is displayed you should click No to avoid any errors. (Archiving cannot be performed on the client while archiving on the server is configured)

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I access mail through VPN Is this going to cause me a problem? No. You may continue to do so. Will my archived mail be available through Outlook Web Access? Yes. Will there be changes to message size limits? The current restrictions on message size 10MB (including attachments) will remain. These are necessary to ensure that we maximize our network and optimize the performance of all businesscritical applications. How long will my emails be stored? Currently the plan is to keep archived email for 5 years but this may change based on regulatory, compliance and privacy requirement for each country. By centralizing the archiving we can manage the retention and disposition policies across the organization. What happens to my mails archived the old way? They are left unchanged. Do I still access OLD mail archived in PST files or will those be archived the same way? You will still access those the same way as before. They are not archived the same way.

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Email Archiving Frequently Asked Questions --------------------------------------------------------------------------------------------Q15. Can I still retrieve old mails via my Blackberry? Yes, Blackberry messages are unchanged and not affected by archiving. I attached an archived email to another message; however the recipient was unable to view the message. Why & How do I correct it? Archived messages are replaced with a link, which points to the original email message on the archive server. If you attach an archived message, you are actually attaching the link, which does not contain the content of the email message. In order to overcome this, you have to open the archived email message and forward it normally, by selecting the Forward option from the archived email message itself. Do you have any update on outlook 2010 support? The outlook 2010 supported version of the EMC Offline Access client has been released on Tuesday the th 8 of March 2011 and is currently being tested by EIT and expected to be rolled out as soon as proper testing has been done. What might be the reason that the link View original message as a webpage does not display the webpage within OWA? In this specific scenario the message is not displayed within OWA, due to the conversation view settings which do not display archived messages properly. This can be overcome by selecting the Click here to open the full version.. The option is indicated in the red block below.

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When looking for messages using Windows search it gives me the hyperlink to that archives message when revisiting the same message in outlook I can just read it without getting any hyperlinks to usewhy? The EMC client installed on the users computer intercepts all archived messages which are displayed within Outlook, thus managing and retrieving the archived message from the archive server prior to displaying the contents of the message. The EMC client does not intercept windows searchs results when displaying archived messages.

Email Archiving Frequently Asked Questions --------------------------------------------------------------------------------------------Q20. How do I get access to archived emails when Im offline (no access to Outlook Web Access or VPN)? The EMC Offline Access client will cache all archived emails and store them locally on your machine for offline access. Only messages not yet cached by the EMC client will be required to have VPN or internal UTi network access. Why do I have to give my login credentials to access archived messages through a web interface even though Im already logged in to the UTi Network and outlook? The Web link requiring authentication is not the primary or designed access method to retrieve archived messages. The EMC Offline Access client is the desired application to handle those requests and provide the archived messages seamlessly to the end user. NOTE: If this is experienced, please contact the EIT Service desk for assistance. Q22. Doe the EMC Client work with shared mailboxes? Yes, we have multiple users accessing archived messages from a single mailbox. They are all able to access archived messages seamlessly just like their own. NOTE: Archived messages of Shared Mailboxes require additional permissions to be set for shared mailbox users. Those users need to be listed at the time when archiving is configured/enabled to ensure uninterrupted access after archiving has been enabled.

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