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1 Using GFI MailArchiver

1. Database Activity Auditing A system that uses the tracing capabilities of Microsoft SQL server to record all activity within an archive database Database schema The structure of a database that defines the tables the fields in such tables and the rela tionship between fields and tables Exchange OLE DB provider A method used to access the local Microsoft Exchange Server store by using OLE DB and Micro soft ADO GFI MailArchiver 3 Glossary 54 Exchange System manager A specialized MMC console that enables you to manage your Exchange organization ExOLEDB See Exchange OLE DB provider Firebird database An open source relational database system G GFI MailArchiver Import Service A GFI MailArchiver tool that imports email data from file to the GFI MailArchiver GFI MailArchiver Outlook Connector A GFI MailArchiver tool that enables you to synchronize Microsoft Outlook folders with the email data archived by GFI MailArchiver GFI Maillnsights A reporting facility within GFI MailArchiver that leverages archived emails to deliver infor mation related to email usage and trends GPO See Group Policy Objects Group Managers A user group within GFI MailArchiver that members can browse and search through all users forming part of their Active Directory group Group Policy Objects An Active Directory centralized management and configuration system that controls what users can and cannot do on a computer netwo
2. 2 Configure the following Incoming Mail Server settings OPTION VALUE Email Address full email address Password your password 3 In Manual setup mode enter the following information OPTION VALUE Username full email address Password your password IMAP server IMAP server name Port Use the default port number 44143 or the port number specified by your Systems Administrator Security type Select the Security type provided by your Systems Administrator NOTE If Security Type is set to None your connection to the IMAP server will be unencrypted 4 After entering your IMAP configuration parameters the device checks your incoming settings 5 When prompted enter Outgoing server settings supplied by your System Administrator The device checks your outgoing settings E NOTE Configuration instructions depend on your Android OS version Consult your device documentation for more information on how to set up a new IMAP account 2 3 2 Configuring IMAP in Apple Mail 3 0 Follow these instructions to configure IMAP in Apple Mail 3 0 GFI MailArchiver 2 Configuring Email Client Access 45 O note The following configuration requires an Internet connection 1 Click Mail gt Preferences 2 On the Accounts tab click the button to add a new account 3 Enter the following information OPTION VALUE Full Name your name Email Address full email address Password your password
3. 4 Click Continue 5 Enter the following Incoming Mail Server information OPTION VALUE Account Type Select IMAP Description Enter account description Incoming Mail Server imap gfi com User Name full email address Password your password 6 Click Continue to view the Incoming Mail Security screen 7 Select Use Secure Sockets Layer SSL to connect to GFI MailArchiver using an encrypted connection GO NOTE If SSL is not enabled the connection will be unencrypted 8 Enter the following Outgoing Mail Server information OPTION VALUE Outgoing Mail Server smtp gfi com Use Authentication selected User Name User name Password your password 9 Click Continue 10 Review your Account Summary and click Create 11 Select the account you just created 12 In the Advanced tab enter the following information OPTION VALUE Port Use the default port number 44143 or the port number specified by your Systems Administrator Use SSL Select to connect to GFI MailArchiver using an encrypted connection GFI MailArchiver 2 Configuring Email Client Access 46 2 3 3 Configuring IMAP in iOS5 Follow these instructions to configure IMAP in iOS5 O note The following configuration requires an Internet connection 1 Tap Settings and select Mail Contacts Calendars 2 In the Accounts section tap Add Account 3 From the list select Other 4 Select Add Mail Account and enter the following i
4. Email Address Contact email address Sent Total number of sent emails Received Total number of received emails Internal Total number of sent and received emails Inbound Total number of inbound email Outbound Total number of outbound email For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports 1 7 Changing User Preferences 1 Click the user name displayed on the upper right hand corner of the screen GFI MailArchiver 1 Using GFI MailArchiver 41 User Profile o User Profile Preferences The user profile preferences allow you to specify your language page size and datetime format preferences Language Options Display GFI MailArchiver in the following language English Maximum Page Size Number of emails to display per page 25 Audit Reports Date Time Format Pick the datetime format you want displayed on your audit reports These settings are applied to your user profile only twill not affect how other users see their audit reports Long id Date Tuesday May 24 2011 DateTime Tuesday May 24 2011 1 07 08 AM Tell me more Save Cancel Sea 34 User profile preferences 2 From the Language options drop down box select the language to display 3 From the Maximum page size area configure the number of emails to display per page 4 From the Audit Reports Date Time Format area available only if logged in as an administrator change the date time format
5. For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports 1 6 4 WebMail Use The WebMail Use area enables you to generate a report that shows interaction of internal users with web email accounts WebMail Usage This report helps you identify who is exchanging the most email with webmail services useful to identify potential data leakage or inappropriate use of email WebMail Use Report For Everyone Summary All 3 Report for Everyone OY Pacabrad 0 Scope This Month Include Top 20 Send Now Schedule Send Report Screenshot 12 Maillnsights WebMail Use The report can be filtered using the following criteria Table 7 WebMail Use Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting You can only select dates in the last 6 months Report for Select Active Directory user or group Include Specify number of results up to a maximum of 1000 recipients default value is Top 20 GFI MailArchiver 1 Using GFI MailArchiver 19 WebMail Use Report For John Doe Emails between 26 09 2011 and 03 10 2011 Summary All Gmail Hotmail Aol Yahoo 13 4 4 3 2 Sent 13 Sent 4 Sent 4 Sent 3 Sent 2 Received 0 Received 0 Received 0 Received 0 Received 0 5 M 4 O E LLI 2 0 a he a N he 5 i Lk 5 4 LY yo al yo hr no ai nh a ii al F 1 E h FE i cu l s E i i
6. GFI Product Man GFI MailA rehi iver User Manual GFI The information and content in this document is provided for informational purposes only and is provided as is with no warranty of any kind either express or implied including but not limited to the implied warranties of merchantability fitness for a particular purpose and non infringement GFI Software is not liable for any damages including any consequential damages of any kind that may result from the use of this document The information is obtained from publicly available sources Though reasonable effort has been made to ensure the accuracy of the data provided GFI makes no claim promise or guarantee about the completeness accuracy recency or adequacy of information and is not responsible for misprints out of date information or errors GFI makes no warranty express or implied and assumes no legal liability or responsibility for the accuracy or completeness of any information contained in this document If you believe there are any factual errors in this document please contact us and we will review your concerns as soon as practical All product and company names herein may be trademarks of their respective owners Microsoft and Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries GFI MailArchiver is copyright of GFI SOFTWARE Ltd 1999 2012 GFI Software Ltd All rights reserved Doc
7. Music KB Total size of attachment for category Music Videos KB Total size of attachment for category Videos Other KB Total size of attachment for category Other For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports 1 6 7 Inactive Accounts The Inactive Accounts area enables you to generate a report that shows internal accounts that are no longer active Inactive Accounts This report returns a list of accounts which received email but have not replied within the specified time Inactive Accounts Report Summary Total inactive Users 3 User TEDOMAINB bobjones TODOMAINB johnsmith TCO OWA AB paulbrown Last 30 days Send Now Schedule Send Report Screenshot 18 Maillnsights Inactive Accounts Filter report using the following criteria Table 13 Inactive Accounts Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting Last 30 days You can only select dates in the last 6 months GFI MailArchiver 1 Using GFI MailArchiver 25 Inactive Accounts Report Between 03 09 2011 and 03 10 2011 Summary Total Inactive Users 3 User TCDOMAINB bobjones TCDOMAINB gohnsmith TCDOMAING p3ulb An inactive account is an account that has received emails but has not sent any emails in the date range covered The report returns a list of inactive accounts For further information refer to Generating Maillnsights repo
8. OPTION VALUE Your name first and last name Email address full email address Password your password 3 Click Continue E note Click Stop to prevent Thunderbird from automatically detecting account settings then click Manual config 4 In Mail Account Setup enter the following information OPTION VALUE Incoming From the drop down menu select IMAP Server hostname IMAP server name Port use default SSL Select the encryption type provided by your Systems Administrator NOTE If SSL is not enabled the connection will be unencrypted Authentication Normal password Outgoing Use settings provided by your Systems Administrator 5 Click Advanced Config and under the account name locate Server Settings Enter the following information OPTION VALUE Port Use the default port number 44143 or the port number specified by your Systems Administrator Username full email address 6 After Thunderbird verifies the account information click Create Account 7 Click Get Mail to download emails 2 3 10 Configuring IMAP in Windows Live Mail 1 Open Windows Live Mail and from the Accounts tab click Email 2 In the Add your email accounts window enter the following information GFI MailArchiver 2 Configuring Email Client Access 52 OPTION VALUE Email Address Password full email address your password Manually configure server settings Selected 3 Click Next 4 I
9. on oe Report for Everyone Include All Max 1000 users Sorting By Name Ascending Schedule Send Report Screenshot 14 Maillnsights Email Responsiveness Filter the report using the following criteria Table 9 Email Responsiveness Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting Last 7 days You can only select dates in the last 6 months Report for Select Active Directory user or group Include Specify number of results up to a maximum of 1000 recipients default value is All Sort By Specify sorting method Options are gt By name default By responsiveness GFI MailArchiver 1 Using GFI MailArchiver 21 Email Responsiveness Report For Top 1 000 Users Everyone Emails between 26 09 2011 and 03 10 2011 Fastest Response Time Slowest Response Time Average Response Time joh gi HROT ainb com Jane TE Wtr Ci ainb com 56 mins 176 hrs 7 mans 43 hrs 57 mins 143 hrs 15 mins MorosortEecha kedomarb com me mna josem tedamains com pon doemtcdoma nb nom L76 hrs 7 mins janeroem icdoamaing com Hours Email Responsiveness 176 firs 7 ming 176 he 7 ming BUA T M5 9 ming T he 9 ming MIA 28 hs 15 ming 46 he 15 ming MA Screenshot 15 Maillnsights Email Responsiveness Report The bar chart represents users on the y axis and responsiveness in hours on the x axis Data is sorted according to defined criteria Additio
10. searches are displayed in the Classifications window under Archive tab 1 4 2 Email Search Using Smart Phones Within GFI MailArchiver you can search for emails using a smart phone GFI MailArchiver 1 Using GFI MailArchiver 9 note This feature is supported by the following mobile Operating Systems Android 2 1 Apple iPhone iOS 4 Blackberry OS5 To perform a simple search 1 Launch the Internet browser on your smart phone and key in the URL where GFI MailArchiver is located in the following format http lt GFI MailArchiver host name gt lt GFI MailArchiver virtual folder name gt For example http mydomain com MailArchiver Ca MI E 8 14am http 192 168 5 20 Mail E GFI MailArchiver Username john Password Screenshot 4 Smart Phone Login Screen 2 Sign in using your credentials GFI MailArchiver 1 Using GFI MailArchiver 10 Ki 3 2 16am KO http 192 168 5 20 Mail B GFI MailArchiver Search Screenshot 5 GFI MailArchiver Home Page for Smart Phones E NOTE The Mobile User Interface uses the same language settings as those configured by the user in GFI MailArchiver For more information refer to Changing User Preferences page 41 3 Key in the text to search for and click Search GFI MailArchiver 1 Using GFI MailArchiver 11 Sey PO GS 8 08 an http 192 168 5 20 Mail GFI MailArchiver xfirstword From john doe test com 7 4
11. 23 2012 12 05 AM 5 22 2012 5 47 PM 5 22 2012 3 01 AM 5 20 2012 2 04 PM 5 19 2012 2 01 AM 5 18 2012 8 34 PM 5 18 2012 6 33 AM 5 12 2012 5 01 AM 5 10 2012 3 30 AM 5 9 2012 5 32 AM 5 8 2012 1 23 AM 5 7 2012 10 18 PM a H Welcome Administrator Search all archived emails for user I would like to submit a letter of application for the post of IT Admnistrator with your Please find enclosed my detailed CV for your attention Looking forward to your reply Yours truly Screenshot 8 Accessing multiple mailboxes To view archived emails for a different mailbox 1 Key in the name of the mailbox for which to view emails in the Search users to add search box A list of names matching the one keyed and for which you have access to will be displayed 2 Select the user and click next to the search field 3 Select the newly added user from the Browse conversations for field 4 Browse or search the displayed emails using the controls provided 1 6 GFI Maillnsights GFI Maillnsights is a reporting facility within GFI MailArchiver that uses archived emails to deliver information related to email usage and trends Use this feature to generate management and HR reports that provide insight on email and resource use or misuse note GFI Maillnsights is only enabled for users with full access rights The available reports are GFI MailArchiver 1 Using GFI MailArchiver 14 a a 1 2 te
12. GFI MailArchiver Outlook Connector for Microsoft Outlook 64 bit look version 5 Double click on the file and follow the wizard to install 6 To check installation from Microsoft Outlook check that a new folder called GFI MailArchiver Mailbox is created note For information on how to use the GFI MailArchiver Outlook Connector refer to the GFI MailArchiver Outlook Connector manual available from http www gfi com mar manual 2 2 Downloading and Installing GFI MailArchiver Outlook Addon The GFI MailArchiver Outlook Addon can be downloaded from the GFI MailArchiver web interface GFI MailArchiver 2 Configuring Email Client Access 43 LD IMPORTANT GFI MailArchiver Outlook Addon is not available for download if Manual Archiving is not enabled For more information refer to Configuring Archiving Method 1 Open GFI MailArchiver 2 Click Email Client Access tab 3 From Manual Archiving area click Download Outlook Addon 4 Double click the downloaded file and follow the wizard to install O note To verify successful installation check that GFI MailArchiver Outlook Addon toolbar is visible within Microsoft Outlook 2 3 Configuring GFI MailArchiver IMAP Client Access GFI MailArchiver supports a number of e mail clients that use IMAP to transfer archived e mail messages from the Archive Stores to the email client Users are able to access a read only view of their archived emails using one of the followi
13. Next GFI MailArchiver 2 Configuring Email Client Access 48 7 In the User Information section enter the following information OPTION VALUE Your Name your name E mail Address full e mail address 8 In the Server Information section enter the following information OPTION VALUE Account Type IMAP Incoming mail server IMAP server name Outgoing mail server SMTP SMTP server name provided by your Systems Administrator 9 In the Logon Information section enter the following information OPTION VALUE User Name full e mail address Password your password 10 Click More Settings gt Advanced enter the following information OPTION VALUE Incoming server IMAP Use the default port number 44143 or the port number specified by your Systems Administrator Use the following type of encrypted Select the encryption method provided by your Systems Administrator connection GN NOTE If prompted accept the Security Certificate GO NOTE If NONE is selected as the type of encryption the connection will be unencrypted 11 Click Next after you have completed entering this configuration information and then click Finish 2 3 6 Configuring IMAP in Microsoft Outlook 2010 1 Start Outlook 2 On the File menu click Info then click Account Settings 3 Select Account Settings from the list 4 On the E mail tab click New 5 Select the Manually configure server settings or additi
14. Traffic View the number of emails exchanged between selected users or groups and their contacts 1 6 1 Generating Reports Generated reports are sent by email either to the logged in user or to a user specified in the Send To field Reports are sent as an attachment in PDF format To generate a report 1 Select Maillnsights tab and choose desired report 2 Use available filters by selecting a value to filter by 3 Optional In the Forward to field enter the recipient email address E note When using the email forwarding option the report is received by the user generating the report and by any users specified in the Forward to field E note You can insert multiple email addresses separated by 4 Click Send Report located at the bottom of each report page GFI MailArchiver 1 Using GFI MailArchiver 15 1 6 2 Scheduling Reports Every Maillnsights report can be scheduled to run automatically To schedule a report 1 Select Maillnsights tab and choose desired report 2 Use available filters by selecting a value to filter by 3 Click Schedule Send Now Report Name Send to schedule Report Daily At 09 00 save amp Schedule Report Screenshot 9 Maillnsights report scheduling 4 In the Report Name field enter a meaningful name for your report 5 Optional In the Forward to field enter the recipient or recipients email address 6 From the Schedule Report drop down list select the
15. add feature is disabled if currently logged on user does not have access to other user s mailboxes or if there are no emails to view GFI MailArchiver 1 Using GFI MailArchiver 13 GFI MailArchiver ARCHIYE Search user to add Browse conversations for All Users Administrator Jane Roe John Doe Jose Classifications Large email Emails in last 30 days Emails in last 7 days MAILIN SIGHTS YO Ww Wwe Wwe Ww Y Y Y Ww Y Y YY Ww YY Ww lull CONFIGURATION EMAIL CLIENT ACCESS Archive Store 2012 May Jun Conversation Confidential Info Pa Credit Card Details Credit Card Detail Re New Job opportunities RE Re New job opportunities From GFISYNCH 25758360 To John Doe jbox Administrator Administrator John Doe RE Re New job opportunities From GFSYNCH 25758360 To John Doe jbox Administrator John Doe Administrator Confidential Social Security Numbers Credit Card Details Credit Card Details Confidential Info Credit Card Details Confidential Credit Card Details National Insurance details Confidential Social Security Numbers Verify your details Social Security Numbers Credit Card Details Credit Card Details Credit Card Details AUDITING Emails Last Email on 5 31 2012 12 42 PM 5 30 2012 12 09 AM 5 28 2012 6 27 AM 5 26 2012 11 33 AM 5 26 2012 11 33 AM 2 ke 5 19 2012 8 32 AM 2 KB es 5 26 2012 11 23 AM 5 23 2012 11 57 AM 5 23 2012 5 43 AM 5 23 2012 1 13 AM 5
16. ngi NUNG anf NG ap gai ol pa AA cent Emais JA Received Emails WebMail Use User Total Emails Sent Emails Received Emails Average Day 13 13 o 1 63 Screenshot 13 Maillnsights WebMail Communicators Report The graph represents total emails sent and received in specified period A Summary area at the top of the report shows the top WebMail providers with a summary of sent and received emails per provider The table below the graph contains the following information Table 8 WebMail Use Report criteria OPTION DESCRIPTION User User email address Total Emails Total number of internal contacts Sent Emails Total number of sent emails Received Emails Total number of received emails Average Day Average emails sent and received per day Total Percentage Percentage of total web emails GFI MailArchiver 1 Using GFI MailArchiver 20 note WebMail Use report covers the following WebMail providers Hotmail Gmail Yahoo Live AOL Facebook Yandex ru Seznam cz Gawab com Gmx com Mail ru Hushmail com Rediff com For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports 1 6 5 Email Responsiveness The Email Responsiveness report shows how long it takes employees to reply to emails Email Responsiveness Gain insight into the average time it takes users to reply to internal and external email Top 1 000 Users beep Herpa Teng Scope Last 7 days
17. to display on audit reports 5 Click Save GFI MailArchiver 1 Using GFI MailArchiver 42 2 Configuring Email Client Access GFI MailArchiver provides integration with various email clients and technologies so that users can access their archived emails from remote locations while in the office or on the move Use the Email Client Access page to Download GFI MailArchiver Outlook Connector a Microsoft Outlook plugin that enables users to view archived emails from their Microsoft Outlook client Download GFI MailArchiver Outlook Addon a tool that enables users to manually archive emails contained in their Microsoft Outlook installation Configure an IMAP account on your email client of choice to view archived emails in mailboxes you have access to In this chapter 2 1 Installing GFI MailArchiver Outlook Connector The GFI MailArchiver Outlook Connector enables users to synchronize their Microsoft Outlook folders with the data archived by GFI MailArchiver 1 Open GFI MailArchiver 2 Select Email Client Access tab 3 Click Outlook Connector tab 4 Select one of the available download options link to download GFI MailArchiver Outlook Connector Available options are Table 28 GFI MailArchiver Outlook Connector versions OPTION DESCRIPTION Outlook Connector 32 bit Out Download the GFI MailArchiver Outlook Connector for Microsoft Outlook 32 bit ver look sion Outlook Connector 64 bit Out Download the
18. 0 AM Credit Card Details 5 9 2012 5 32 AM Credit Card Details 5 6 2012 1 23 AM Pi bd Ww Ww Ww Ww r bd Ww hol r bd Ww hal r Credit Card Details 3 7 2012 10 18 PM Screenshot 1 Browsing Archived Emails 2 In the Archive tab you can view emails archived for all the mailboxes that you have been granted access to You can also perform several actions as described in the table below Table 1 Archive Tab options OPTION DESCRIPTION Enables you to search for emails Key in the words or phrases to search for Search all archived emails for user nd click Results are displayed in the emails pane Hides the email preview pane Shows the email preview pane Toggles the email preview pane from displaying emails at the bottom to dis playing emails at the side of the email list page Displays emails in message view f Displays emails in mailbox view D Displays the list of mailboxes the currently logged in user has access to From the accounts list select the Archive Store to view mailboxes for form the List accounts in archive option Click Close to exit Account list kx GFI MailArchiver 1 Using GFI MailArchiver 5 Deletes the selected Emails if Email Deletion has been enabled by your System Administrator If Email Deletion is not enabled this icon will not be displayed NOTE Emails cannot be deleted from Read only Archive Stores or when Legal hold is enabled OPTION DESCRIPTION a E no
19. 011 20 07 janeroe tcdomainb com FW Reports from helpdesk 29 08 2011 20 06 jose tcdomamb com RE joke of the day 200012011 18 38 johndoe tcdomainb com joke of the day 2900 2011 19 33 janerce tcdomainb com Fwd Joke 200012011 18 24 ji etodomanb com Shopping 220012011 01 11 sejiitcdomainb com Reports from helpdesk Screenshot 21 Maillnsights Inappropriate Words Report note When the Inappropriate Words report exceeds 1 500 rows the report will be generated in xls format Report data is displayed in a table listing the following Table 15 Inappropriate Words Report criteria OPTION DESCRIPTION Date Time Email date and time Sender Sender email address Subject Email subject For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports 1 6 9 Internal Spammers The Internal Spammers report enables you to generate a list that identifies internal email accounts of users who include a large number of recipients in their emails This reports takes into consideration recipients in the To CC or BCC fields GFI MailArchiver 1 Using GFI MailArchiver 28 Internal Spammers The Internal Spammers report shows the top internal email accounts who send email to a high average number of recipients Top 50 Emails between 201112011 and 19012012 Ten Spamanar 3 Scope Last3i0days OU oF Gya onga boc Include Top 50 Send Now Schedule Screenshot 22 Maillnsights Intern
20. 2 25 08 2012 28 08 2012 31 08 2012 03 09 2012 Fe customer tire L gift E holiday hours C order Phrase Search Date Sender Subject O4v0S 2012 10 57 sharedmailbox malabs local Order TX44354213 04 09 2012 10 57 sharedmailbox malabs local Order 144354213 04 09 2012 10 49 carmen perez enron com RE Order TX4365654 04 09 2012 09 14 bogucki enron com RE Holiday Greetings Screenshot 31 Maillnsights Phrase Search Report The results of the generated report are listed in a table sorted by date in ascending order A report summary above the table displays the total number of emails and the total emails that matched a phrase The table contains the following information Table 25 Phrase Search Report criteria OPTION DESCRIPTION Date Displays the date and time of the email Sender Sender email address Subject Email subject NOTE Entries in the subject column contain a link to display the detected email Phrase The phrase that was part of the search For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports GFI MailArchiver 1 Using GFI MailArchiver 39 1 6 14 User Traffic Report The User Traffic graph provides an overview of the number of emails exchanged between selected users or groups and their contacts It also lists unique email addresses of sent or received email User Traffic Use this report to list the number of emails sent and received from a particular u
21. 5 1 6 13 Phrase Search 2222200000 c aaa 37 1 6 14 User Traffic Report 2 000 000 aaa 40 1 7 Changing User Preferences a 41 2 Configuring Email Client Access L cece cece cece eecceeeeeeeteeeeeceeeeeeees 43 2 1 Installing GFI MailArchiver Outlook Connector a 43 2 2 Downloading and Installing GFI MailArchiver Outlook Addon 0 222 eceeee eee 43 2 3 Configuring GFI MailArchiver IMAP Client Access 2 000 a 44 2 3 1 Configuring IMAP on Android 22 2 aaa 45 2 3 2 Configuring IMAP in Apple Mail 3 0 2 2 0 02 e cece cece cece cc ccceeeeeteeececeeeeeeees 45 2 3 3 Configuring IMAP in 1085 a 47 2 3 4 Configuring IMAP in Microsoft Outlook 2003 222 0 0 c cece eee eecccceeeeee 48 2 3 5 Configuring IMAP in Microsoft Outlook 2007 202 02 ccc aa 48 2 3 6 Configuring IMAP in Microsoft Outlook 2010 e eee ccccceeeeee 49 2 3 7 Configuring IMAP in Microsoft Outlook 2013 a 50 2 3 8 Configuring IMAP in Outlook 2011 for Mac 00 cece cece cece cece ececccceceeceeeeeeees 51 2 3 9 Configuring IMAP in Mozilla Thunderbird 10 u 222220000 ll aa 52 2 3 10 Configuring IMAP in Windows Live Mail 222 2a 52 3 OSS es sae esse se ee eee rE iadaa 54 4Index ZA 59 1 Using GFI MailArchiver Read this chapter for information related to Logging in GFI MailArchiver Browsing ar
22. 5 PM lew Conversations From john doe test com iew Conversations Screenshot 6 Search Result by Smart Phone 4 Browse through the displayed results using the controls provided Results are sorted by date in descending order O note The mobile search feature returns 10 emails per page You can browse additional pages using the controls provided The maximum number of results is 5000 GFI MailArchiver 1 Using GFI MailArchiver 12 Ta Ml G 8 09am http 192 168 5 20 Mail From lt janeroem tcdomainb com To Johndoe tedomainb comz Jose tcdomainb com Date 10 June 2011 03 07 Subject RE New Sales Lead shall be travelling nani week If this is urgen we could try a video cootsrsnes Let me know what is best Regards Jane Koz lt Go Back Sign out Screenshot 7 Conversation View Smart Phone 5 Click the Email subject to display the email or click View Conversation to display related emails GO note The mobile user interface is focused on searching email archives For advanced search and browsing features access GFI MailArchiver from your computer E NOTE The mobile user interface enables users to access ONLY their mailbox 1 5 Accessing Multiple Mailboxes From within the Archive tab you can also browse other users archived emails The users for which you can access emails depend on the access granted from the GFI MailArchiver Access Control feature GO Note Search user to
23. 60 tedomainb com GFISYNCH_25758360 tedomainb com janeroe tcdomainb com Administraton tcdomainb com janeroe icdomainb com Subject Credit Card Details RE Re New job opportunities RE Credit Card Details New job opportunities Confidential RE Re New job opportunities RE Confidential RE Credit Card Details RE Credit Card Details Re New job opportunities Confidential 4 19 2012 9 28 PM jose tcdomainb com Credit Card Details LET Screenshot 29 Maillnsights Job Search Report The results of the generated report are listed in a table sorted by date in ascending order A report summary above the table displays the top 3 users who exchanged emails with job search domains The table contains the following information Table 23 Job Search Report criteria OPTION DESCRIPTION Date Displays the date and time of the email Sender Sender email address Subject Email subject NOTE Entries in the subject column contain a link to display the detected email For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports 1 6 13 Phrase Search Search for specific terms or phrases within archived emails using the Phrase Search report The report runs search queries on whole email bodies to detect emails containing the specified terms and displays results as a pie chart or stacked line graph GO note The report detects phrases in both sent and received email for a selected u
24. FI MailArchiver 34 Data Leakage Detection Report For All Reci pi ents Emails between 01 01 2012 and 11 06 2012 Summary Top Sender 1 Top Sender Top Sender 3 Total Emails pamela baker malabs local melissa king malabs local joyce edwards malabs local 8 Total Emails Total Emails Total Emails 1 1 1 Date Sender Subject Leakage Type DB06 2012 17 27 Maelissa King malabs local A special card for you Master Card 170512012 02 37 Gloria Cook malabs local Cards you can use VISA Card 16 05 2012 04 58 Debra Nelson malabs local Enjoy eating out Diners Club Card 14 05 2012 13 34 Pamela Baker malabs local For your personal use only Discover Cand 05 05 2012 11 18 Kathleen Adams5 malabs local For your eyes only Keywords 30 04 2012 06 04 Joyce Edwards malabs local Admin password Keywords 13 04 2012 23 30 Diane Collins malabs local managed to get tt American Express Card 10 02 2012 07 42 Mildred Bailey malabs local Check this cut Social Security Screenshot 27 Maillnsights Data Leakage Detection Report The results of the generated report are listed in a table sorted by date in ascending order A report summary above the table displays the top 3 senders The table contains the following information Table 21 Data Leakage Detection Report criteria OPTION DESCRIPTION Date Displays the date and time of the email Sender Sender email address Subject Email subject NOTE Entries in the subject column contain a link to display th
25. NT ACCESS AUDITING Search user to odd To Archive Store 2012 May Jun E A Search all archived emails for user Erowse conversations for Conversation Emails Last Email on rS All Users Confidential Info F 5 31 201212 42PM U i ers I would lke to submit a letter of Credit Card Details 5 30 2017 12 09 AM application for the post of IT Admnistrator with your organisation Administrator Credit Card Details 5 28 2017 6 77 AM Jane Roe 8 ee Re New job opportunities 5 26 2012 11 33 AM Please find enclosed my detailed RE Re New job opportunities 5 26 2012 11 33 AM CV for your attention From GFISYNCH 25758360 To John Doe jbox Administrator Ike Looking forward to your reply Administrator John Doe RE Re New job opportunities 5 19 2012 8 32 AM baa From GFSYNCH 25758360 To John Doe jbox Administrator 3 Kp Ed John Doe Administrator Confidential 5 26 2012 11 23 AM Social Security Numbers 5 23 2012 11 57 AM Credit Card Details 5 23 2012 5 43 AM Credit Card Details 5 23 2012 1 13 AM Confidential Info 5 23 2012 12 05 AM Credit Card Details 5 22 2012 5 47 PM Confidential 5 22 2012 3 01 AM Classifications Credit Card Details 5 20 2012 2 04 PM Large email a National Insurance details 5 19 2012 2 01 AM Emails in last 30 days Confidential 5 18 2012 8 34 PM Emails in last 7 days Social Security Numbers 5 18 2012 6 33 AM Verify your details 5 12 2012 5 01 AM Social Security Numbers 5 10 2012 3 3
26. On the E mail tab click New 5 Select the Manually configure server settings or additional server types check box and then click Next 6 Click Internet E Mail and then click Next 7 In the User Information section enter the following information OPTION VALUE Your Name your name E mail Address full e mail address 8 In the Server Information section enter the following information OPTION VALUE Account Type IMAP Incoming mail server IMAP server name Outgoing mail server SMTP SMTP server name provided by your Systems Administrator 9 In the Logon Information section enter the following information GFI MailArchiver 2 Configuring Email Client Access 50 OPTION VALUE User Name Password full e mail address your password 10 Click More Settings gt Advanced enter the following information OPTION VALUE Incoming server IMAP Use the following type of encrypted connection note Use the default port number 44143 or the port number specified by your Systems Administrator Select the encryption method provided by your Systems Administrator w NOTE If prompted accept the Security Certificate If NONE is selected as the type of encryption the connection will be unencrypted 11 Click Next after you have completed entering this configuration information and then click Finish 2 3 8 Configuring IMAP in Outlook 2011 for Mac Follow these instructions t
27. Rebecca 5cott malabs local Catherine Camp malabs local Jean Bell malabs local Gloria Cook malabs local Marie Turner malabs local Melissa King malabs local Stephanie Mitc malabs local Alice Stewart malabs local Cheryl Murphy malabs local Heather Morris malabs local Joyce Edwards malabs local Martha Gonzalez malabs local Amy Lopez malabs local Christine Roberts malabs local Frances Parker malabs local Number Of Emails Sent Outside Office Hours Email Number Of Emails Sent Cynthia Young malabs local 20 Julie Sanchez malabs local 20 Diane Collins malabs local 18 Brenda Wright malabs local 15 Janet Phillips malabs local 15 Rebecca 5cott malabe local 15 Catherine Campbell malabs local 14 Jean Bell malabs local 14 Glona Cook malabs local 13 Screenshot 25 Maillnsights Outside Office Hours Report The results of the generated report are displayed in a horizontal bar chart A report summary above the chart displays the top 3 users who sent emails outside office hours Additional data is displayed in a table below the chart with the following information Table 19 Outside Office Hours Report criteria OPTION DESCRIPTION Email Email address of user Number of Emails Sent Number of emails sent outside office hours For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports GFI MailArchiver 1 Using GFI MailArchiver 33 1 6 11 Data Leakage D
28. The report will cover emails sent between 6 00 pm and 9 00 am from Monday to Friday and all day during Saturday and Sunday Scenario 2 An organization working from Monday to Friday Start time and end time span across midnight example from 8 00 pm to 5 00 am 20 00 05 20 00 0600 20 00 05 20 00 06200 20500 0851 In this case the report will cover emails sent between 5 00 am and 8 00 pm from Monday to Friday and those sent on Saturday and Sunday Emails sent on Saturdays between midnight and 5 00 am will not be taken into account since they are considered within normal working hours Scenario 3 An organization working from Monday to Friday Start time and end time span across midnight Wednesday is a public holiday Mon Tues Wed Thur Fri __ L 4 __ l T 0 05 00 3000 1000 O 00 05 00 0 00 15 JO 2000 05 The report will cover emails sent between 5 00 am and 8 00 pm from Monday to Friday emails sent on Saturday and Sunday and all emails sent on Wednesday from midnight to midnight GFI MailArchiver 1 Using GFI MailArchiver 32 Outside Office Hours Report For Office Hours 09 00 17 00 Eve ryone Emails between 01 01 2012 and 19 01 2012 Top Sender 1 Top Sender 3 Cynthia Young malabs local Diane Collins malabs local Total Emails Total Emails 20 16 Cynthia Young malabs Jocal Julie 5anchez malabs local Diane Collins malabs local Brenda Wright malabs local Janet Phillips malabs local
29. a a a a z gt a a Communication Flow Monitor user group communication patterns inside and outside the organ ization WebMail Use Identify top users exchanging email with webmail services Identifies potential data leakages and inappropriate email use Email Responsiveness Gain insight into the average time it takes users to reply to internal and external email Storage Use Understand the impact of attachments on email storage costs Use this report to create appropriate retention policies to control email related storage space Inactive Accounts Returns a list of user accounts that received email but have not replied within the specified time Inappropriate Words Track inappropriate language in email that violates company policy Internal Spammers Find out which internal users tend to include too many recipients in the To CC BCC fields Use this report to know about and minimize such behavior Outside Office Hours Returns a list of internal mail accounts with sending activity outside office hours Use this report to spot behavior which may need more investigation Data Leakage Detection Identify emails with major credit card numbers and US Social Security numbers or other confidential documents and information Job Search Identify sent or received emails that contain resumes or are addressed to job search sites Phrase Search Search for specific terms or phrases within archived emails User
30. abs local Angela Hemandez malabs local Jean Beli malabs local Gloria Cook malabs local Screenshot 23 Maillnsights Internal Spammers Report ade A WA AN SS oo oo Report data is displayed in a table listing the following Table 17 Internal Soammers Report criteria OPTION DESCRIPTION Username Sender username or email address Average Number of Recip Average number of recipients who received email from the sender during the specified ients time period For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports GFI MailArchiver 1 Using GFI MailArchiver 30 1 6 10 Outside Office Hours Use this report to identify internal users who send emails outside of office hours Outside Office Hours Outside Office hours report creates a list of internal email accounts with total sending activity within a specified time period outside of office hours Report for Everyone OY SS pe cc ere Gisa Hours 00 00 17 00 Include Top 50 PAA Scope This Month Working Days Hours Settings aaa Office hours From 9 00 AM O To 5 00 PIA O Working week Sunday Monday Tuesday Wednesday Thursday Friday Saturday EE a eS Non working days Selected Dates 0 selected Clear All Send Now Schedule send Report Screenshot 24 Maillnsights Outside Office Hours Filter the report using the following criteria Table 18 Outsid
31. achment Apart from the Search Archived Emails text box GFI MailArchiver also provides you with an Advanced Search feature that provides an extensive range of search options E NOTE For more information refer to Advanced Search page 8 In the Search Archived Emails text box you can also use wildcards as described in the table below Table 3 Wildcard description WILDCARD DESCRIPTION Matches any single character ty Matches any string of characters For example To search for emails containing the word Swiss key in sw s or sw s in the Archived Emails text box Emails matching the search query are displayed in the emails pane GFI MailArchiver displays up to 25 emails per page If more than 25 emails are matched for each search query GFI MailArchiver will spread the emails out on separate pages Use the slider at the bottom of the email pane to change from one page to the next 1 4 1 Advanced Search The Advanced Search is an extension of the Search feature that enables you to use a wide range of search criteria when searching for emails 1 From the Archive tab select Pi Search emails for Archive Store Sent Date Al Users kad All Anytime T Includes all ofthese conditions oF Excludes all of these conditions dp Whole Email kad x No condition added Search Reset Save Tell me more Screenshot 3 Advanced Search Options 2 In the Advanced Search Options area use the
32. al Spammers Filter the report using the following criteria Table 16 Internal Spammers Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting Last 30 days You can only select dates in the last 6 months Include Specify the amount of email accounts to include up to a maximum of 1000 users GFI MailArchiver 1 Using GFI MailArchiver 29 Internal Spammers Report For Top 50 Everyone Emails between 20 11 2011 and 19 01 2012 Top Spammer 1 Top Spammer 2 Top Spammer 3 Evelyn Morgan malabs local Mildred Bailey malabs local Cynthia Young malabs local Total Emails Total Emails Total Emails 76 58 83 Evelyn Morgan malabs local Mildred Bailey malabs local Cynthia Younga malabs local Diane Collins malabs local Melissa King malabs local 4 4my Lopez malabs local Angela Hernandez malabs local Jean Bell malabs local Joyce Edwards malabs local Rebecca Scott malabs local 4 Catherine Camp malabs local Gloria Cook malabs local Janet Phillips malabs local Brenda Wright malabs local Christine Roberts malabs local Carolyn Perez malabs local Julie Sanchez malabs local Heather Morris malabs local Teresa Rogers malabs local Marie Turner malabs local Average Number of Recipients Internal Spammers Usemame Average Number Of Recipients Mildred Bailey malabs local Cynthia Young malabs local Diane Collins malabs local Melissa King malabs local Amy Lopez mal
33. chived emails Working with emails Searching for archived emails Accessing multiple mailboxes Generating Maillnsights reports Changing the display language and other options 1 1 Logging In GFI MailArchiver Navigate to Start gt GFI MailArchiver gt GFI MailArchiver GFI MailArchiver will load in your default Internet browser Key in your domain credentials username and password used to login to Windows when prompted Alternately from your Internet browser key in the following URL http lt GFI MailArchiver host name gt lt GFI MailArchiver virtual folder name gt For example http mydomain com MailArchiver By default GFI MailArchiver does not require any login credentials while logging in It will instead use the credentials of the currently logged in user Closing your browser session logs off the currently logged on user from GFI MailArchiver note To login as a different user log off your profile and log in using a different Windows user E note If you are logging in from a computer that is not joined to the domain where GFI MailArchiver is installed you will be prompted to key in the credentials used to log in the domain where GFI MailArchiver is installed 1 2 Browsing Archived Emails 1 From GFI MailArchiver select Archive tab GFI MailArchiver 1 Using GFI MailArchiver 4 GF Ma HA r ch j VE r i Welcome Administrator Hoe ARCHIYE MAILIN SIGHTS CONFIGURATION EMAIL CLIE
34. e Office Hours Report criteria OPTION DESCRIPTION Report Enables you to choose for whom this report applies Run report on all employees default or on an Active for Directory group Include Specify number of results to display up to a maximum of 1000 Default 50 Scope Specify date range or use default setting This Month You can only select dates in the last 6 months GFI MailArchiver 1 Using GFI MailArchiver 31 OPTION DESCRIPTION Office Enter a time range according to your organization s normal working hours Hours Working Select the days of work of your organization Checked days are considered as part of normal office hours Week Non Use the calendar to define non working days for past and future dates Selected dates are listed in the Working provided window Non working days can include public holidays and company shutdown Days IMPORTANT The settings will only be saved upon successful generation of the report If you navigate away from the page before generating the report all settings will be lost NOTE When using the Clear All Dates button configured dates will be cleared for all years The following examples describe how the report will work when configured in typical scenarios Scenario 1 An organization working from Monday to Friday with start time and end time within the same day example from 9 00 am to 6 00 pm a pastol aa eee aratia 09 K 18 0 JI 0 18 00 08 000 18 09 00 1800
35. e detected email Leakage Type Leakage type can be Credit card Social Security Number confidential data medical NOTE If more than one type of leak is detected only the first one is displayed For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports 1 6 12 Job Search Use this report to identify internal users who exchange emails with job search sites The report detects sent or received emails containing resumes E note The report is able to identify both sent and received email for a selected user GFI MailArchiver 1 Using GFI MailArchiver 35 Job Search Identify sent or received emails that contain resumes or are addressed to job search sites Scope Last 6 Months Report for Everyone Job Search Report For Everyone Domains Added Domains 15 added Summa monster com a Th l Top Sender 1 Top Sender 2 jobster com pa john amihiyabatar com bob jonesErood l Total Emaits Total Emais jobcentral com ft a5 at hotjobs yahoo com 2t careerbuilder com 2 indeed com pi Job Search simplyhired com Uno Sender ae 0800112012 13 34 pau beown greed co uk OO M 1 y fe Pus 1211 pane dosiiiicbstercom Clear All Send Now Schedule Screenshot 28 Maillnsights Job Search report Filter the report using the following criteria Table 22 Job Search Report criteria OPTION DESCRIPTION Scope Sp
36. ecify date range or use default setting This Month You can only select dates in the last 6 months Report Enables you to choose for whom this report applies Run report on all employees default or on an Active for Directory user or group Domains The list of domains listed in this area will be added to the search criteria of the report Add domains by typing the URL in the available field and clicking P To remove a domain click Clear all removes all the listed URLs The default list of job search sites includes Monster com Jobster com jobcentral com hotjobs yahoo com careerbuilder com indeed com simplyhired com jobing com reed co uk jobsearch co uk monster co uk totaljobs com fish4 co uk cityjobs com GFI MailArchiver 1 Using GFI MailArchiver 36 Job Search Report For Everyone Summary Top Sender 1 Top Sender 2 ghisynch 25758360 tcdomainb com jbox tcdomainb com Total Emails 22 Total Emails 21 Emails between 12 1 2011 and 3 22 2012 Total Emails 124 Job Search Date 26 2012 6 27 AM 26 2012 11 33AM 2342012 1 13 AM Hf22 2012 6 11 PM 222012 3 01 AM 51912012 8 32 AM 1812012 8 34 PM 8 12 2012 6 03 PM 4 9 7012 5 32 AM 812012 1 23 AM 312012 7 26 PM 4 29 2012 9 41 PM Sender GFISYNCH_25836749 tcedomainb com GFISYNCH 25758360 tcdomainb com Administraton tcdomainb com janeroe tcdomainb com Administraton tcdomainb com GFISYNCH_25758360 tcdomainb com jbox tcedomainb com GFISYNCH_257583
37. etection Use this report to detect emails that potentially contain sensitive data The report will detect sent or received emails containing Major credit card numbers VISA Mastercard American Express Diner s Club Discover USA Social Security numbers Confidential documents and information E note The report analyzes both sent and received email for a selected user Data Leakage Detection Identify emails with credit card USA Social Security Numbers or other confidential documents and information Data Leakage Detection Report For All Recipients Scope Last 6 Months Summary Top Sender 1 Top Sender 2 ii 5 mi ra joha ermithdpabeter com bob jores reed c Report for Everyone Total Emails Total Emails 33 af Recipients All Data Leakage Detection Date Sender DOON 13G paul kowang co uk CRDi 1311 pang So Gobal61 com aj Schedule Send Report Screenshot 26 Maillnsights Data Leakage Detection report Filter the report using the following criteria Table 20 Data Leakage Detection Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting Last 3 Months You can only select dates in the last 6 months Report for Enables you to choose for whom this report applies Run report on all employees default or on an Active Directory user or group Recipients Internal recipients external recipients or both Default is both GFI MailArchiver 1 Using G
38. features described in the table below to perform an advanced search Table 4 Advanced Search options OPTION DESCRIPTION Archive Store Defines the Archive Store where the search will be performed Select one or more Archive Stores from the available list of Archive Stores Sent date Defines the date when the email to search for was sent GFI MailArchiver 1 Using GFI MailArchiver 8 OPTION DESCRIPTION Includes all any Exclude emails with the following conditions Search Reset Save Defines whether to display emails that match all conditions or emails that match any of the conditions From the drop down list select All Displays emails that match at least one of the conditions specified Any Displays emails that meet all the conditions specified Click this button to add conditions Available conditions are Subject Search for emails having a specific subject Sender Specify the email address or Active Directory display name of the email sender for which to search emails Recipient Specify the email address or Active Directory display name of the email recip ient for which to search emails Sent Date Search for emails sent before after or exactly on a specific date Key in or select a date and select Is before Is after or Is exactly Received Date Search for emails received before after or exactly on a specific date Key in or select a date and select Is before Is after or Is e
39. his format is compatible with a number of email clients such as Microsoft Outlook Express Windows Mail and Mozilla Thunderbird In the File download dialog box select Save and select the location where to save the file Save email to disk MSG format nG Downloads the whole email to disk including any attachments in msg format which is compatible with Microsoft Outlook In the File download dialog box select Save and select the location where to save the file Print email Displays email in a printer friendly format in a new browser window Use the print function of your browser to print the email Show images in email Use this button to display embedded images within the email Mark as not SPAM Pagi Use this button to mark as not SPAM an email that was previously identified as SPAM by an anti spam solution Requires a SPAM retention policy to be set up Delete Email Deletes the current email if Email Deletion has been enabled by your System Administrator If Email Deletion is not enabled this icon will not be displayed NOTE Emails cannot be deleted from Read only Archive Stores or when Legal hold is enabled 1 4 Searching Archived Emails Within GFI MailArchiver you can search for emails using the Search Archived Emails text box When searching for emails GFI MailArchiver will query the email index retrieve any matching email and its GFI MailArchiver 1 Using GFI MailArchiver 7 respective att
40. in Node s diameter indicates frequency of email communication Communication Flow Janene gicdomainb com 17 jose icdomanb com 15 mirosottexcha tcdomalnb c name sfphotmall com m talogpyaho0 c0 uk peterdpgmall com bjones gaol cam pbrangDhotm allcom naulbrowngetedomalnb com bobjones iicdomainb com porowngpgmaill com bh hh bp PE 5 8 TE b k ge ee AA TAN GFI Mallinsights Screenshot 11 Maillnsights Communication Flow Report Received Emails Page 1 of 1 10 Total Emails Last Jr Pr D1202011 01 55 DI1M02011 01 55 011 102011 01 13 D12012011 01 55 ANO 2011 00205 D1202011 01 54 20092011 19 53 ANDY 2011 DOOD AND9 2011 00207 AND9 2011 00 10 wiw 00 10 ANON 1 B006 ANO 2011 0206 Bi fal Generated on 01102011 01 53 Senders can be a user or group displayed as a single entity in the middle of the report Contacts are segregated by domains Each domain cluster is shown in different color Edge width between the nodes shows the strength of the email relation between different entities The table below the graph shows the following information GFI MailArchiver 1 Using GFI MailArchiver 18 Table 6 Communication Flow Report criteria OPTION DESCRIPTION Contact Email Contact email address Sent Emails Total number of sent emails Received Emails Total number of received emails Total Emails Total number of sent and received emails Last Communication Date and time of last sent received email
41. isplayed in a panel Click this button again or select close to close panel View conversation thread Click button to view the whole conversation in the mail view window All emails forming part of the conversation are listed Click this button again or select close to close the panel Edit email labels Personal and Global Enables you to categorize emails through labeling This feature is useful during searches for specific mail types For example search all emails labeled as Important To add a label 1 From Available Labels key in anew email label or select an existing one 2 Click Label Email to label email with the keyed in or selected label To remove a previously assigned label 1 Select a previously assigned label 2 Click Remove label Click this button again or select close to close panel NOTE Labels are displayed in the Labels field in black Labels assigned at an organization level through categorization policies are in red You cannot remove categorization policies labels from an email Restore email Restores emails using the OneClick Restore feature that restores an archived email to a specific mailbox or forwards a copy to an email address In the restore email panel key in the email address where to send a copy of the current email and click Restore Email Save email to disk EML format F A Downloads the whole email to disk including any attachments in eml format T
42. n the Configure server settings window enter the following information OPTION VALUE Incoming server information Server type Server address Port Requires a secure connection SSL Authenticate using Outgoing server information port number IMAP server name Use the default port number 44143 or the port number specified by your Systems Administrator Select to connect to GFI MailArchiver using an encrypted connection NOTE If SSL is not enabled the connection will be unencrypted Clear text Use details provided by your Systems Administrator 5 Click Next then click Finish GFI MailArchiver 2 Configuring Email Client Access 53 3 Glossary A Access privileges Permissions granted to users or group of users to perform various operations on diverse emails Active Directory A technology that provides a variety of network services including LDAP like directory serv ices AD See Active Directory Archive Store management A GFI MailArchiver technology that enables you to queue and schedule the archive stores to use according to different time periods Archive Stores A collection of email sources email metadata and search indexes within GFI MailArchiver C Categorization policies A categorization system within GFI MailArchiver that enables the categorization of email according to its label Conversation thread A list of emails forming a conversation between two or more users
43. nal data is displayed in a table below the chart with the following information Table 10 Email Responsiveness Report criteria OPTION DESCRIPTION User Name or email address of user Average responsiveness All Email Hours Average Internal responsiveness Internal Email Hours Average external responsiveness External Email Hours For further information refer to Generating Maillnsights reports Scheduling Maillnsights reports GFI MailArchiver 1 Using GFI MailArchiver 22 1 6 6 Storage Use The Storage Use report shows how much space is used by different attachment categories Storage Use Use this report to understand the impact of attachments on email storage costs You can use this report to create the appropriate retention policies to control email related storage costs Scope This Month Report for Everyone Dh Video 22 2 E Images 17 9 DA Music 32 7 D Documents 4 8 DA Other 22 9 Send Now Schedule send Report Screenshot 16 Maillnsights Storage Use Filter report using the following criteria Table 11 Email Storage Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting This Month You can only select dates in the last 6 months Report for Select Everyone default Active Directory user or group GFI MailArchiver 1 Using GFI MailArchiver 23 Storage Use Report For Sent And Received Emails Everyone Emails between 26 09 2011 and 03 0 2011 Summa
44. nformation OPTION VALUE Name your name Address full email address Password your password Description meaningful description 5 Tap Next The device will connect to the Internet and check your account 6 Select IMAP and enter the following information INCOMING MAIL SERVER DETAILS VALUE Host Name IMAP server name User Name full email address Password your password Host Name SMTP server name User Name User name Password your password note Outgoing Mail Server details must be provided by your Systems Administrator 7 Tap Next If you receive an error indicating that you Cannot Connect Using SSL tap Yes to continue without SSL then tap Save E note SSL can be configured after you save the new email account If SSL is not enabled the connection will be unencrypted 8 From Mail Contacts Calendars locate the account you created under the Accounts section 9 Tap the account name scroll to Advanced GFI MailArchiver 2 Configuring Email Client Access 47 10 Under Incoming Settings change Server Port number to the default port number 44143 or the port number specified by your Systems Administrator 11 Tap Use SSL to turn it on 12 Tap Next The device will verify the information you entered 2 3 4 Configuring IMAP in Microsoft Outlook 2003 1 Start Outlook 2 On the Tools menu click E mail Accounts 3 Under E mail Accounts click Add a new e mail accoun
45. ng supported email clients Android email application Apple Mail 10S5 email application gt Microsoft Outlook 2003 Microsoft Outlook 2007 Microsoft Outlook 2010 gt Microsoft Outlook 2013 gt Microsoft Outlook 2011 for Mac Mozilla Thunderbird Windows Live Mail O note Internet Message Access Protocol IMAP is an Internet protocol for e mail retrieval When IMAP is enabled for the first time you may notice a delay until your email client synchronizes with GFI MailArchiver to retrieve archived emails Viewing Shared Mailboxes As a user with access to other users mailboxes you can use your IMAP account to view the shared mailboxes you have access to To do this you need to configure a new account for each shared mailbox Follow the instructions on how to create a new IMAP client account in the email client of GFI MailArchiver 2 Configuring Email Client Access 44 your choice however as a username type your username in the following format xyour email address gt user email address gt using your own password CD IMPORTANT To configure email clients to use IMAP you must first configure the IMAP Server In this chapter 2 3 1 Configuring IMAP on Android Follow these instructions to configure IMAP on Android devices GO Note The following configuration requires an Internet connection 1 Launch Email client and select option to create a new IMAP email account
46. o configure IMAP Outlook 2011 for Mac 1 Open Outlook 2011 2 If you see a Welcome to Outlook screen click Add Account Otherwise click Tools gt Accounts and click in the menu bar 3 Click E mail Account 4 Enter the following information OPTION VALUE Email Address Password User Name Type Incoming Server Select Override default port and enter port number Use SSL to connect recommended Outgoing Server GO NOTE full email address your password full email address Select IMAP IMAP server name Use the default port number 44143 or the port number specified by your Systems Administrator Select to connect to GFI MailArchiver using an encrypted connection NOTE If SSL is not enabled the connection will be unencrypted SMTP server name provided by your Systems Administrator Un select Configure Automatically 5 Click Add Account GFI MailArchiver 2 Configuring Email Client Access 51 6 In the Accounts window click on More Options and set Authentication to Use Incoming Server Info 7 Click Advanced and select Use IMAP IDLE If the server supports it to be notified when there are new messages 8 Click OK 2 3 9 Configuring IMAP in Mozilla Thunderbird 10 Follow these instructions to configure IMAP in Mozilla Thunderbird 10 1 In Thunderbird select File gt New gt Mail Account 2 In the Mail Account Setup screen enter the following information
47. o record all users activity while they are using the GFI Mai Archiver web interface GFI MailArchiver 3 Glossary 58 4 Index A Access Control 13 Active Directory 9 17 19 21 23 31 34 36 38 40 archive 8 13 C categorization policies 7 D Documentation 45 G GFI MailInsights Generating reports 14 Glossary 54 H headers 7 9 IMAP 43 45 47 52 L labeling 7 M mailboxes 4 5 13 44 O OneClick Restore 7 R recipient 9 Retention policies 15 U User preferences 41 GFI MailArchiver Index 59 USA CANADA AND CENTRAL AND SOUTH AMERICA 15300 Weston Parkway Suite 104 Cary NC 27513 USA Telephone 1 888 243 4329 Fax 1 919 379 3402 ussales gfi com UK AND REPUBLIC OF IRELAND Magna House 18 32 London Road Staines upon Thames Middlesex TW18 4BP UK Telephone 44 0 870 770 5370 Fax 44 0 870 770 5377 sales gfi com EUROPE MIDDLE EAST AND AFRICA GFI House San Andrea Street San Gwann SGN 1612 Malta Telephone 356 2205 2000 Fax 356 2138 2419 sales gfi com AUSTRALIA AND NEW ZEALAND 83 King William Road Unley 5061 South Australia Telephone 61 8 8273 3000 Fax 61 8 8273 3099 sales gfiap com
48. on text attachments message bodies with multiple parts and header information in non ASCII char acter sets GFI MailArchiver 3 Glossary 56 O OneClick Restore A user friendly method of restoring archived emails to the user s inbox and either restores emails as it was at the time of deletion or sends it to user as an email attachment Outlook Web Access Microsoft Exchange Server s webmail service Used to access email contacts tasks etc using a web interface when Microsoft Office Outlook is unavailable OWA See Outlook Web Access POP3 See Post Office Protocol ver 3 Post Office Protocol 3 A protocol used by local email clients to retrieve emails from mailboxes over a TCP IP con nection PST exporter An agent based tool that once deployed on the target computers extracts emails from PST files for processing by the GFI MailArchiver Import Service PST file A file used to store local copies of email calendar events contacts and other items within Microsoft Office Outlook Public folders A common folder shared between Microsoft Exchange a user which enables information shar ing R Retention Policies A system that enables you to control for how long to keep specific emails in your archive stores Search index A system that collects parses and stores data to enable fast and accurate information retrieval GFI MailArchiver 3 Glossary 57 User interaction auditing A system that enables you t
49. onal server types check box and then click Next 6 Click Internet E Mail and then click Next 7 In the User Information section enter the following information OPTION VALUE Your Name your name E mail Address full e mail address 8 In the Server Information section enter the following information GFI MailArchiver 2 Configuring Email Client Access 49 OPTION VALUE Account Type IMAP Incoming mail server IMAP server name Outgoing mail server SMTP SMTP server name provided by your Systems Administrator 9 In the Logon Information section enter the following information OPTION VALUE User Name full e mail address Password your password 10 Click More Settings gt Advanced enter the following information OPTION VALUE Incoming server IMAP Use the default port number 44143 or the port number specified by your Systems Administrator Use the following type of encrypted Select the encryption method provided by your Systems Administrator connection GN NOTE If prompted accept the Security Certificate E note If NONE is selected as the type of encryption the connection will be unencrypted 11 Click Next after you have completed entering this configuration information and then click Finish 2 3 7 Configuring IMAP in Microsoft Outlook 2013 1 Start Outlook 2 On the File menu click Info then click Account Settings 3 Select Account Settings from the list 4
50. report run frequency Available options are Daily Weekly or Monthly 7 In the At field specify the time 8 Click Save tt Schedule Report 1 6 3 Communication Flow The Communication Flow graph provides an overview of emails exchanged between selected users groups and their contacts GFI MailArchiver 1 Using GFI MailArchiver 16 Communication Flow Use this report to find out who a user or a group of users are communicating with inside or outside the organization Scope Last 3 Months Report for User Search User Recipients All Include Top 20 Send Now Schedule Screenshot 10 Maillnsights Communication Flow Filter the report using the following criteria Table 5 Communication Flow Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting You can only select dates in the last 6 months Report for Select Active Directory user or group Recipients Select Internal External or All Include Specify number of results up to a maximum of 1000 recipients Default value is Top 20 GFI MailArchiver 1 Using GFI MailArchiver 17 Communication Flow Report For John Doe Summary Total Contacts Total Intemal Top intemal 13 5 Jane Ros 100 of Total Contacts 3 of Total Contacts 2T yahoo co uk Top 20 Users Emails between 01 08 2011 and 01 10 2011 Total External Top Extemal nama a hotmall com 61 of Total Contacts 3 Note The color indicates same email doma
51. rk Headers Information that precedes the email text body This includes the sender recipient subject sending and receiving time stamps etc IMAP See Internet Message Access Protocol GFI MailArchiver 3 Glossary 55 Internet Message Access Protocol One of the two most commonly used Internet standard protocols for e mail retrieval the other being POP3 Journaling A Microsoft Exchange Server feature which stores email copies in a central mailbox for various purposes incl mail archiving M Mailbox A directory or folder used for receipt filing and storing messages of emails Mailbox folder structure retrieval A GFI MailArchiver feature that enables you to synchronize the mailbox folder structure in Microsoft Exchange with GFI MailArchiver MAIS See GFI MailArchiver Import Service MAPI See Message Application Programming Interface Message Application Programming Interface A messaging architecture and a Component Object Model based API for Microsoft Windows Metadata Data that provides information about email archived within GFI MailArchiver Microsoft SQL Server A Microsoft relational database management system MIME See Multipurpose Internet Mail Extensions Mixed authentication mode An SQL server authentication method that enables both Windows and SQL Server authen tication Multipurpose Internet Mail Extensions A standard that extends the format of e mail to support text other than ASCII n
52. rts Scheduling Maillnsights reports 1 6 8 Inappropriate Words The Inappropriate Words area enables you to generate a report that identifies any inappropriate language used in emails Inappropriate words can include words considered sexist racist or swear words GFI MailArchiver 1 Using GFI MailArchiver 26 Inappropriate Words Use this report to track inappropriate language in email useful if you want to track potential violations of company policy for instance Inappropriate Words Report For All Recipients Summary eee Top Sender 1 Scope Last 3 Months lose redomaink com Total Emails i Recipients All Inappropriate Words Date 29 09 2011 19 33 29 09 2011 19 24 29 09 2011 01 11 Send Now Schedule emata O Send Report Screenshot 20 Maillnsights Inappropriate Words Filter the report using the following criteria Table 14 Inappropriate Words Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting Today You can only select dates in the last 6 months Recipients Select All Internal Only External Only GFI MailArchiver 1 Using GFI MailArchiver 27 Inappropriate Words Report For All Recipients Emails between 01 08 2011 and 03 10 2011 Summary Top Sender 1 Top Sender 2 Top Sender 3 Total Emails johndoeg icdomainb com jose tcdomainb com Janeroe tcdomainb com 6 Total Emails Total Emads Total Emads 2 3 5 Inappropriate Words Date Sender Subject 2900 2
53. ry Top Storage Type Bottom Storage Type Top Date Music 6 41 Mb Documents 968 93 Kb 2909 2011 19 53 Mb Size Enormous Huge Very large Lange Medium Smell B Videos 7 7 h Pa Images 17 5 gt 15Mb LO 15Mb 5 10kb 15b E00fb 1Mb O S00kb i Wizje 32 7 a Documente 4 2 B videos PP maos Music Documents P Other Be Other 22 9 Storage Use Date Total Size Videos Size Images Size Music Size Documents Size Other Size 03102011 6 67 Kb 1 59 Kb O Mb D Mb O Mb 5 07 Kb 02 10 2011 10 37 Kb 2 03 Kb O Mb O Mb O Mb 6 35 Kb 01M012011 38 87 Kb 3 40 Kb O Mb O Mb O Mb 3547 Kb 30 08 2011 31 39 Kb O Mb O Mb D Mb 31 38 Kb O Mb 20 08 2011 18 53 Mb 4 36 Mb 3 40 Mb 6 41 Mb 037 54 Kb 4 44 Mb Screenshot 17 Maillnsights Storage Use Report The graph consists of stacks representing different attachment categories The graph s x axis shows the different size brackets and the y axis shows the attachment size E note Attachment categories for Storage Use report are Images Documents Music Videos and Others The table below the graph contains the following additional information Table 12 Storage Use Report criteria OPTION DESCRIPTION Date Date email was received Total Size KB Total size of attachment Images KB Total size of attachment for category Images GFI MailArchiver 1 Using GFI MailArchiver 24 OPTION DESCRIPTION Documents KB Total size of attachment for category Documents
54. ser or group GFI MailArchiver 1 Using GFI MailArchiver 37 l Phrase Search Use this report to find out which phrase is being used the most during a specific period of time Last 3 Months Everyone Fie Added Phrases O added Clear All Send Now Schedule Forward To Screenshot 30 Maillnsights Phrase Search report Filter the report using the following criteria Table 24 Phrase Search Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting This Month You can only select dates in the last 6 months Report Enables you to choose for whom this report applies Run report on all employees default or on an Active for Directory user or group Chart Choose between a Pie chart and Stacked Bar graph The pie chart displays the total percentage of emails for Type the results found while the stacked line graph displays the count of emails sent on a day by day basis Phrases Phrases can be composed of 1 or more words Use quotes to search for exact phrases or enter words without quotes to search for any of the words entered A limit of 10 phrases ensures the report does not consume too many resources or take too long to run GFI MailArchiver 1 Using GFI MailArchiver 38 Phrase Search Report For Everyone Emails between 01 08 2012 and 04 09 2012 i 01 08 2012 04 08 2012 07 08 2012 10 08 2012 13 08 2012 16 08 2012 19 08 2012 22 08 201
55. ser or group Distinguish between internal external and outbound emails Scope Last 3 Months Report for User HR 2 USABILITY hr2 Send Now Schedule Forward To hr2 usability com send Report Screenshot 32 Maillnsights User Traffic Filter the report using the following criteria Table 26 Maillnsights User Traffic Report criteria OPTION DESCRIPTION Scope Specify date range or use default setting You can only select dates in the last 6 months Report for Select Active Directory user or group GFI MailArchiver 1 Using GFI MailArchiver 40 User Traffic Report For H R 2 Emails between 01 08 2012 and 15 10 2012 Summary Inbound Outbound Internal Sent Received Total Emails Total Emails Total Emails Total Emails Total Emails 0 0 22 8 14 04 05 2012 07 08 2012 24 08 2012 30 08 2012 Ea Sent CL Received C intemal L Outbound C Inbound User Traffic Email Address Sent Received Internal Inbound Outbound administrator usability com 2 6 8 0 0 marketing mana usability com 0 2 2 0 0 hr manager usability com 1 1 2 0 0 Screenshot 33 Maillnsights User Traffic Report The selected mailbox can belong to a user or group displayed at the top of the report Different colors denote whether the emails were Sent Received Internal Inbound or Outbound The table below the graph shows the following information Table 27 User Traffic Report criteria OPTION DESCRIPTION
56. t and then click Next 4 Click IMAP as the type of account that you are creating and then click Next 5 In the User Information section enter the following information OPTION VALUE Your Name your name E mail Address full e mail address 6 In the Server Information section enter the following information OPTION VALUE Incoming mail server IMAP IMAP Server name Outgoing mail server SMTP SMTP server name provided by your Systems Administrator 7 In the Logon Information section enter the following information OPTION VALUE User Name full e mail address Password your password 8 Click More Settings gt Advanced enter the following information OPTION VALUE Incoming server IMAP Use the default port number 44143 or the port number specified by your Systems Administrator This server requires an encrypted Select this option to connect using an encrypted connection connection O note If SSL is not enabled the connection will be unencrypted 9 Click Next after you have completed entering this configuration information and then click Finish 2 3 5 Configuring IMAP in Microsoft Outlook 2007 1 Start Outlook 2 On the Tools menu click Options 3 On the Mail Setup tab click Email Accounts 4 Click New 5 In the Auto Account Setup dialog box select Manually configure server settings or additional server types then click Next 6 Click Internet E Mail and then click
57. te By default GFI MailArchiver displays 25 emails per page To change this value click the user name displayed on the top right hand corner of your screen and change the value of the Number of emails to display per page option Click Save 1 3 Working With Emails Within the GFI MailArchiver Archive tab you can view and take action on archived emails To view an email select the email from the mailbox or message view This will display the selected email in the preview pane Double click an email to view it in the email view window New job opportunities aj amp Cl CP AA ka Delos New job opportunities Jane Roe To journal GFISYNCH 25758360 GFISYNCH 258367459 Jose Cc Jose jbox sent On Tuesday May 22 2012 6 11 56 PM Archived On Monday May 21 2012 11 51 55 PM Identification Code Folders Sent ltems eml 99ctddeb 122f 4d0e a5ae 45effas0eb4c 2147463645 Dear Sir We have a new opportunity for the post of IT Admmistrator with our organisation Submit your applications and a detailed CV by Monday 15th Yours truly The HR Team Screenshot 2 Working with emails within GFI MailArchiver In the email view window email contents are displayed and several actions can be performed These actions are listed and described in below GFI MailArchiver 1 Using GFI MailArchiver 6 Table 2 Email View options OPTION DESCRIPTION View email headers IT Click to view email Internet headers These are d
58. ument Version 2 0 2 Last updated month day year 12 3 2012 Contents 1 Using GFI MailArchiver 2 2 22 2 0 ccc cece cee c cece c cece eeeeeceeceeeeeceeeeeteeececsceeeeeees 4 1 1 Logging In GFI MailArchiver 000 0 00 aa 4 1 2 Browsing Archived Emails 2 00000 a 4 1 3 Working With Emails 2 222 220 2200 aa 6 1 4 Searching Archived Emails 2 000 000 0 a 7 1 4 1 Advanced Search 22020000 0 kaaa 8 1 4 2 Email Search Using Smart Phones 2 22 e cece ccc cece cececccccceceeeeeetettteeeeees 9 1 5 Accessing Multiple Mailboxes c cece cece ec eeeecccccececeeecetteececcceeeeeeeeetetes 13 1 6 GFI MailInsights 2220 aa 14 1 6 1 Generating Reports 002 2 ili a 15 1 6 2 Scheduling Reports 2 20 2 o oo cece cece ccc cece cee ceeecccccceeeeeeeeeettercccceeeeeeeeeee 16 1 6 3 Communication Flow 2 2 0 kaaa 16 1 6 4 WebMail Use 2222000 0 ccc cece cece cece ecccccceceeeeccceeeeteecccceeeeeteececeeeeeeeees 19 1 6 5 Email Responsiveness 2 0 22 a 21 1 6 6 Storage Use La 23 1 6 7 Inactive Accounts 22 aaa 25 1 6 8 Inappropriate Words ccc cece ccc cece anona oaa oaoa a oaa oaa nan annoar nan n 26 1 6 9 Internal Spammers 22 2 a 28 1 6 10 Outside Office Hours 0 0 2 2 aaa 31 1 6 11 Data Leakage Detection cece ccc c eee eccccccceececeeeeeteeecccceeeeeeeeees 34 1 6 12 JOD Search AA 3
59. xactly Size KB Search for emails that are bigger smaller or equal to a particular size Key in a size and select Is greater than Is smaller than and Is exactly Message ID Search using the Message ID field contained in the email header Key in or paste the message ID of the email to find Whole Email Search for emails that have some specific content anywhere in the email including the body headers and attachments Body Search for emails that have some specific content in the body Attachment Search for emails that have some specific content anywhere in the attach ment Folder Search for emails contained in a specific mailbox folder Folder Subfolders Search for emails contained in a specific subfolder within a mailbox folder Label Search for emails categorized with a specific label NOTE Click 1t next to a search condition to remove it Defines a list of conditions that the email will NOT have to meet to be returned as a search result Click ir and select the conditions to apply The conditions that can be selected are similar to the ones described above NOTE Click next to a search criteria to remove it from search Starts the search for the archived emails Results are returned as per the conditions selected Resets the search conditions and enables you to start all over again Saves the search conditions as a saved search query that can be triggered at any time Saved

1 Using GFI MailArchiver

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