Outlook Connector User Manual
Contents
1. Description Store GFI Mail rchiver Screenshot 26 Selecting the type of storage 3 Select GFI MailArchiver and click OK A dialog will appear with the list of user mailboxes to which the connected user has access to 22 e Configuring the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange GFI MailArchiver Outlook Connector Add new mailbox Select the user for which to add the new mailbox Jane Roe TCDOMAINB John Doe TCDOMAJIh n ohndoe Jose TCDOMAJIN j ose Journali ilbox TCDOMAINBIjournaling Screenshot 27 Selecting the user s 4 Select the mailbox to add and click OK The new mailboxes will be added in the Microsoft Outlook Folder List NOTE If the user does not have access to the mailboxes the user list will be empty and an error message will appear 3 9 GFI Mail rchiver Mailbox L3 Inbox Search L3 Sent Items 3 8 GFI Mail rchiver Mailbox bob jones L3 Inbox lj Sent Items 33 GFI Mail rchiver Mailbox john smith L3 Inbox L3 Sent Items Screenshot 28 Added Mailboxes 4 3 Database settings GFI MailArchiver Outlook Connector stores the following data in a local database e Email headers of all emails within the GFI MailArchiver mail archives e Emails which are accessible when there is no connection between GFI MailArchiver and Microsoft Outlook Offline Access To access these database settings 1 From the Microsof2. Issue encountered Solution GFI MailArchiver Outlook Cause a Ls NL This behavior is normal Once you install the GFI MailArchiver n le GeO TIUS Outlook Connector it would need to synchronize the emails with Imen auon GFI MailArchiver GFI MailArchiver Outlook Cause Connector synchronizes and By default GFI MailArchiver Outlook Connector only synchronizes keeps only the last 365 days and keeps the last 365 days worth of emails worth of emails Solution Default behavior can be modified by changing a special key in the GeneralSettings xml configuration file 1 Close Microsoft Outlook navigate to e Microsoft Windows XP and earlier lt c Documents and Settings user ocal Settings Application Data GFI MailArchiver 6 gt e Microsoft Windows Vista lt c Users userA AppData Local GFI MailArchiver 6 gt 2 Open GeneralSettings xml file using a text editor 3 Locate the SynchronizeDaysSpan element and change the value from 365 default to the number of days worth of emails to see in the Outlook Connector Example To view the last 5 years worth of emails set the line as lt SynchronizeDaysSpan gt 1826 lt SynchronizeDaysSpan gt 4 Save and close the GeneralSettings xml file 5 Delete the local cache from the same directory This is normally a long number with FDB extension If you are not sure which one to delete open the StoreSettings xml and locate the Store ID attributed with the user whose cache you want to aff
3. IS GREATER THAN 7 1024 Add Condition Remove All Conditions E Screenshot 8 Email size field 5 Click Search 2 2 6 Search by Message ID Each email contains a Message ID field in the headers The Message ID field contains a unique ID generated by Microsoft Exchange that uniquely identifies an email For example F26B97C01FB21C4A34CD9F05062072tmaster domain com To search for emails using the Message ID field 1 Select the Search for emails matching the following conditions check box 2 Select Message ID from the fields list 3 Type the message ID you want to search for in the box to the right of the fields list V Search for emails matching the following conditions message ID y 94504551604D4CEB8A99 Gwin2k3entsvr mas Add Condition Remove AII Conditions Screenshot 9 Message ID field 4 Click Search 2 2 7 Search by Recipient or Sender To search for emails from a particular sender or a particular recipient 1 Select the Search for emails matching the following conditions check box 2 Select Sender or Recipient from the fields list to search for a sender or recipient respectively 3 Type the email address or Active Directory AD display name of the account you want to search for in the box to the right of the fields list IV Search for emails matching the following conditions Sender jjackb master domain com i Add Condition Remove All Conditions Screens
4. Sep 2006 Search for emails labeled V Search for emails matching the following conditions Sent Date y is BEFORE 2211 2006 EU Subject sales reports D Add Condition Remove All Conditions Save as new Search Folder View Simple Search Options Screenshot 15 Adding a condition 2 To add more conditions repeat steps 1 and 2 3 When all required conditions are added perform the search by clicking Search 10 Using the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange 2 2 12 Removing search conditions To remove a particular search condition click the button to the right of the condition you want to remove If you added multiple search conditions and want to remove all the conditions specified at once click the Remove All Conditions button 2 2 13 Viewing emails returned by a search Click on a search result to view email To view another email close the email view window by clicking X button and click on another email from the search results list 2 2 14 Sorting search results By default GFI MailArchiver sorts the search results by relevance with the most relevant emails listed on top To sort the search results on a different field select a sorting field from the Sort results by list and then select a sort order from the list to the right You can sort the search results on one of the following fields Relevance Sent Date Subject Sender Recipient and Size te
5. 10 54 59 00 00 02 N A e Administr Successful 21 06 2010 10 48 42 00 00 00 N A g Administr Successful 21 06 2010 10 43 39 00 00 00 N A gd Administr Successful 21 06 2010 10 38 39 00 00 00 N A e Administr Successful 21 06 2010 10 33 38 00 00 01 N A d Administr Successful 10 06 2010 10 29 53 00 00 00 N A d Administr Successful 10 06 2010 10 24 52 00 00 01 N A e Administr Successful 10 06 2010 10 23 32 00 00 01 N A g Administr Successful 10 06 2010 10 18 32 00 00 00 N A gd Administr Successful 10 06 2010 10 13 31 00 00 00 N A d Administr Successful 10 06 2010 10 08 31 00 00 00 NJA e Administr Successful 10 06 2010 10 07 55 00 00 00 N A gAdministr Successful 10 06 2010 10 01 35 00 00 01 N A g Administr Successful 10 06 2010 09 56 35 00 00 00 N A gAdministr Successful 10 06 2010 09 51 34 00 00 01 N A gAdministr Successful 10 06 2010 09 46 34 00 00 00 Nia gAdministr Successful 10 06 2010 09 41 34 00 00 00 N A g Administr Successful 10 06 2010 09 36 34 00 00 00 N A Screenshot 22 Synchronization History The details of all synchronization attempts are listed By default the last 1000 synchronization attempts are recorded To modify the number of synchronization attempts shown 1 Close Microsoft Outlook and navigate to e Microsoft Windows XP and earlier lt c Documents and Settings user Vocal Settings Application Data GFI MailArchiver 6 gt e Microsoft Windows Vista
6. rre Deer et ere Ban 19 4 2 Adding a new mailbox ooooonnnccnnnnncccinnnecccnnnnoncccnn nono cnn n nono ene een ener nnns 21 4 3 Database settings sesscnonicni rrr itira Eri ie tenen etre entre nnn nennen nnns 23 4 4 Enabling Disabling the GFI MailArchiver Outlook Connector 24 4 5 Language settirigs eie ns 24 5 Troubleshooting 27 5 1 Introduction ite eet ae 27 5 2 Outlook Connector issues 2uurs2susnsennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nn 28 5 3 Knowledge B 506 nitet rei eint i een 30 Buffet 30 5 5 Contact technical support nnne nnne nes 30 6 Index 31 GFI MailArchiver for Exchange Contents ei 1 Introduction 1 1 About GFI MailArchiver GFI MailArchiver is a powerful yet easy to use email archiving solution With GFI MailArchiver you can archive all internal and external email into a central archive store You can then easily manage the email archive stores from the web based configuration of GFI MailArchiver If you want to you can also allow users to browse and search past emails via the web based browse and search interface 1 2 About GFI MailArchiver Outlook Connector The GFI MailArchiver Outlook Connector is a plug in that synchronizes GFI MailArchiver with Microsoft Outlook The GFI MailArchiver Outlook Connector enables users to see the email messages archived by GFI MailArchiver in Microsoft Outlook Archived emails are displayed in Microsoft Outl
7. select the label required Advanced Search Hide Search in the following archive s z Sep 2006 IV Search for emails labeled personal ba personal important conditions jokes meetings i sales leads Conditions sales important Folder View Simple Search Options Screenshot 7 Searching for emails with a specific label NOTE GFI MailArchiver displays personal labels in black and categorization policy labels in red 3 Clear the Search for emails matching the following conditions check box NOTE To search for specific criteria within the emails labeled with a specific label select the Search for emails matching the following conditions check box and specify the search terms you require as outlined in the following sections 4 Click Search 2 2 5 Search by email size To search for emails of a particular size 1 Select the Search for emails matching the following conditions check box 2 Select Size KB from the fields list 3 From the condition list select the whether you want to find emails with an overall size that is greater than IS GREATER THAN smaller than IS SMALLER THAN or equal to IS EXACTLY the file size you specify in the next step 4 Type a file size value in the box to the right of the conditions list GFI MailArchiver for Exchange Using the GFI MailArchiver Outlook Connector e 7 M Search for emails matching the following conditions Size KB y
8. solution Resynchronize the Outlook Connector within a few minutes Possible cause The GFI MailArchiver server is busy and failed to send the required data in a specified time interval Possible solution To increase the timeout value 1 Navigate to e Microsoft Windows XP and earlier lt c Documents and Settings user Local Settings Application Data GFI MailArchiver6 gt e Microsoft Windows Vista Troubleshooting e 29 lt c Users userA AppData Local GFI MailArchiver6 gt 2 Open GeneralSettings xml using a text editor 3 Locate the TryConnectionTimeout element and increase the default value of 120000 4 Save and close GeneralSettings xml 5 3 Knowledge Base GFI maintains a Knowledge Base which includes answers to the most common problems If you have a problem please consult the Knowledge Base first The Knowledge Base always has the most up to date listing of technical support questions and patches To access the Knowledge Base visit http kbase gfi com 5 4 Web Forum User to user technical support is available via the web forum The forum can be found at http forums gfi com 5 5 Contact technical support If you have referred to this manual and our Knowledge Base articles and you still cannot solve issues with the software contact the GFI Technical Support team by filling in an online support request form or by phone e Online Fil out the support request form on http support gfi com
9. 0 54 59 21 06 2010 10 54 59 21 06 2010 10 48 42 Synchronization activity list including errors and warnings Message Synchronization completed with errors Mailbox Administrator Failed to connect to GFI Mail rchiver server A connection with the server could not be establi Administrator 1 of 3 Connecting to GFI Mail rchiver server Starting synchronization session Synchronization completed successfully 3 of 3 Downloading emails since 22 05 2010 For off 2 of 3 Synchronizing email headers 1 of 3 Connecting to GFI Mail rchiver server Starting synchronization session Synchronization completed successfully 3 of 3 Downloading emails since 22 05 2010 For off 2 of 3 Synchronizing email headers 1 of 3 Connecting to GFI MailArchiver server Starting synchronization session Synchronization completed successfully 3 of 3 Downloading emails since 22 05 2010 For off 2 of 3 Synchronizing email headers 1 of 3 Connecting to GFI Mail rchiver server Starting synchronization session Synchronization completed successfully line access line access line access Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator o 21 06 2010 10 4
10. 4 27 PM From Administrator 7o Bob Jones John Smith Paul Brown Administrator 1KB e Test 714 2008 4 26 PM From Administrator 70 Bob Jones John Smith Paul Brown Administrator 1KB eS Screenshot 5 Search results after performing a simple search Emails that match the search query specified are displayed below the Search area GFI MailArchiver displays up to 25 emails per page If more than 25 emails matched the search query GFI MailArchiver will spread the emails out on separate pages To navigate through the search results pages click on the page links provided GFI MailArchiver for Exchange Using the GFI MailArchiver Outlook Connector e 5 2 2 3 Advanced search Click View Advanced Search Options link to access the advanced search feature NOTE To switch back to simple search mode click View Simple Search Options link te e 0 Search Use this page to search the email archives for specific emails Advanced Search Hide Search in the following archive s 1 Default database O Search for emails labeled Search for emails matching the following conditions Subject v 0 Add Condition Remove All Conditions Search Save as new Search Folder View Simple Search Options Screenshot 6 Advanced search Through the advanced search feature you can specify search queries for specific fields such as subject recipient and size You can also limit your search to emails labeled with a
11. 8 42 3 of 3 Downloading emails since 22 05 2010 For offline access Administrator M Screenshot 21 Synchronization Activity List By default the last 1000 synchronization activity events are recorded To modify the number of synchronization activity events shown 1 Close Microsoft Outlook and navigate to e Microsoft Windows XP and earlier lt C Documents and Settings user ocal Settings Application Data GFl MailArchiver 6 gt e Microsoft Windows Vista and later lt C Users lt user gt AppData Local GFI MailArchiver 6 gt 2 Open GeneralSettings xml file using a text editor 3 Locate the MaxNumberOfErrors element and change the value from 1000 default to the desired number 4 Save and close GeneralSettings xml 5 Open Microsoft Outlook to apply changes Synchronization History To monitor the history of all synchronization processes click the GFI MailArchiver toolbar choose View Status and select the History tab 16 Monitoring Outlook Connector GFI MailArchiver for Exchange GFI MailArchiver Outlook Connector emm Z Summary ZT Activity History Synchronization history Mailbox Status Start time Duration Heade Emails Last error 4 Administr Failed 21 06 2010 10 58 50 00 01 00 Failed to connect to GFI Mail rchiver server gAdministr Successful 21 06 2010 10 58 06 00 00 00 N A gd Administr Successful 21 06 2010 10 55 57 00 00 00 N A gAdministr Successful 21 06 2010
12. E Q Search Use this page to search the email archives for specific emails Advanced Search Hide Search in the following archive s Default database E Search for emails labeled Search for emails matching the following conditions Subject w ltest Add Condition Remove All Conditions Save as new Search Folder View Simple Search Options Search Results Sort results by Sent Date Newest ontop X Test 74 2008 4 27 PM From Administrator To Bob Jones John Smith Pal Relevance 1KB Test Subject 7114 2009 4 26 PM From Administrator To Bob Jones John Smith Pal Sender 1KB eS Recipient Size Screenshot 16 Sorting the search results GFI MailArchiver for Exchange Using the GFI MailArchiver Outlook Connector e 11 3 Monitoring Outlook Connector 3 1 The Status Toolbar Microsoft Outlook 2000 3 7 only e GFI MailArchiver Online E Screenshot 17 Outlook Connector status toolbar The status of GFI MailArchiver Outlook Connector is displayed in the GFI MailArchiver Outlook Connector Status toolbar The GFI MailArchiver status is either Online Offline or Synchronizing NOTE The toolbar option is available only after Microsoft Outlook is first restarted A quick view icon indicates the status of synchronization d The GFI MailArchiver server is online and no error occurred during synchronization l The GFI MailArchiver server is online but an error occurred
13. GFI MailArchiver for Exchange Outlook Connector User Manual By GFI Software Ltd GFI http www gfi com Email info gfi com Information in this document is subject to change without notice Companies names and data used in examples herein are fictitious unless otherwise noted No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of GFI Software Ltd GFI MailArchiver is copyright of GFl SOFTWARE Ltd 1999 2010 GFI Software Ltd All rights reserved Version MAR OC 1 02 004 Last updated June 21 2010 Contents 1 Introduction 1 1 1 About GEI MallArchliver oce Re ode etes 1 1 2 About GFI MailArchiver Outlook Connector sse 1 2 Using the GFI MailArchiver Outlook Connector 2 2 1 Launching the GFI MailArchiver Outlook Connector ssssssss 2 2 2 The GFI MailArchiver Outlook Connector Mailbox eee 3 3 Monitoring Outlook Connector 13 3 1 The Status Toolbar Microsoft Outlook 2000 3 7 only ssssssss 13 3 2 The GFI MailArchiver outlook connector ribbon tab Microsoft Outlook 20 10 0nly ce a len 13 3 3 Monitoring synchronization ssssesssseeeerenen menn e ennemis 14 3 4 Working Offline ete t e tele t Rat naaa aiats 17 4 Configuring the GFI MailArchiver Outlook Connector 19 4 341 Synchronization setlirigs
14. Mailbox Z E 3 E 3 Inbox iz Last Month 23 Sent Items 3 John s pc 3 UA Search Jane Roe 04 05 2010 EA Computer problem 3 Jane Roe 04 05 2010 2 2 i3 Hello 3 John Doe 04 05 2010 5 s pr John s pc Jane Roe janeroe amp tcdomainb com El Sent mar 04 05 2010 21 02 E To Administrator 2 5 Hi Tim Can r earli we a l s pc Mail an you at your earliest please have a look at John s pc ca FI calendar Regards Jane Contacts en m Jane Roe iSi xj s Ca 2 Y Sl Items 3 I EB 10096 E g D Screenshot 3 Office 2010 Emails in the Outlook Connector inbox 2 2 2 Search GFI MailArchiver Outlook Connector enables the user to search in the archived mailbox for emails When the Search node is selected Microsoft Outlook connects with the GFI MailArchiver server and loads the search page within the Microsoft Outlook viewing pane NOTE The Search node is only available for the main mailbox Other mailboxes can be searched by accessing the Search node from the main mailbox 1 Select Search folder P um Use this page to search the email archives for specific emails t Search Hide Search through my ernails only Do not include the ernails of my subordinates Cl Exclude email attachments Search for Search through emails from Anytime v Save as new Search Folder View Advanced Search Options E Screenshot 4 The Outlook Connector Search
15. and later lt c Users lt user gt AppData Local GFl MailArchiver 6 gt 2 Open GeneralSettings xml using a text editor 3 Locate the MaxNumberofSyncHistory element and change the value from 1000 default to the desired number 4 Save and close GeneralSettings xml 3 4 Working Offline When working offline all features of GFI MailArchiver Outlook Connector are available but synchronization with the GFI MailArchiver mail archives is suspended This feature can be used to reduce network bandwidth usage or when access to GFI MailArchiver is not available To put GFI MailArchiver Outlook Connector in offline mode e Microsoft Office 2000 3 7 Click the GFI MailArchiver toolbar and select Work Offline Repeat the procedure to restart synchronization e Microsoft Outlook 2010 Click Work Offline from the GFI MailArchiver tab in the Microsoft Outlook Home tab GFI MailArchiver for Exchange Monitoring Outlook Connector e 17 4 Configuring the GFI MailArchiver Outlook Connector When GFI MailArchiver Outlook Connector is installed on the user s machine default settings are sufficient for the Outlook Connector to operate However various settings can be customized to suite the user s preferences 4 1 Synchronization settings To access the GFI MailArchiver Outlook Connector settings launch Microsoft Outlook and e Microsoft Outlook 2000 3 7 From the Microsoft Outlook menu click GFI MailArchiver and select Settings e Microso
16. downloaded The number of whole emails downloaded locally for offline access Synchronization Errors GFI MailArchiver Outlook Connector may not be able to synchronize correctly with the GFI MailArchiver server due to various reasons GFI MailArchiver Outlook Connector Summary ZT Activity History Start time Duration Headers synchronized Emails downloaded Error GFI Mail rchiver Server To start synchronization click Synchronization completed with errors 10 58 50 00 01 00 0 0 Failed to connect to GFI Mail rchiver server A connection with the server could not be established error 12029 View errors 1 http 192 168 3 106 mailarchiver Synchronize Screenshot 20 Synchronization Error GFI MailArchiver for Exchange Monitoring Outlook Connector e 15 When an error occurs review the error details within the Summary or click View errors to launch the Activity tab GFI MailArchiver Outlook Connector qu Summary Z Activity History Date amp Time 21 06 2010 10 59 50 21 06 2010 10 59 50 21 06 2010 10 58 50 21 06 2010 10 58 50 21 06 2010 10 58 06 21 06 2010 10 58 06 21 06 2010 10 58 06 21 06 2010 10 58 06 21 06 2010 10 58 06 21 06 2010 10 55 57 21 06 2010 10 55 57 21 06 2010 10 55 57 Q 21 06 2010 10 55 57 21 06 2010 10 55 57 21 06 2010 10 55 01 Q 21 06 2010 10 55 00 Q 21 06 2010 10 55 00 21 06 2010 1
17. during synchronization An error occurred when trying to connect to the GFI MailArchiver server GFI MailArchiver Outlook Connector is manually set to work offline To initiate synchronization manually click the GFI MailArchiver toolbar and select Synchronize now 3 2 The GFI MailArchiver outlook connector ribbon tab Microsoft Outlook 2010 only In Microsoft Outlook 2010 the GFI MailArchiver Outlook Connector status is displayed in the Microsoft Outlook ribbon in the Home tab NOTE The GFI MailArchiver options are available only after Microsoft Outlook is first restarted A quick view icon indicates the status of synchronization d The GFI MailArchiver server is online and no error occurred during synchronization l The GFI MailArchiver server is online but an error occurred during synchronization An error occurred when trying to connect to the GFI MailArchiver server GFI MailArchiver Outlook Connector is manually set to work offline To initiate synchronization manually click Synchronize now GFI MailArchiver for Exchange Monitoring Outlook Connector e 13 3 3 Monitoring synchronization To monitor the progress of synchronization e Microsoft Outlook 2000 3 7 Click the GFI MailArchiver toolbar and from the drop down list select View Status e Microsoft Outlook 2010 Click Status option GFI MailArchiver Outlook Connector Summary ZT Activity 5 History Synchronizing mailbo
18. e advanced properties dialog of the GFI MailArchiver Mailbox specify the number of email headers to store in the user s local cache By default the number of email headers stored is 100 000 but this can be changed by typing a new value in Maximum number of emails in local cache When the number of emails specified here is exceeded the oldest email headers stored are removed and replaced with the most recent emails 4 1 4 Offline Access GFI MailArchiver Outlook Connector enables users to access emails even when there is no connection to the GFI MailArchiver server To configure Offline Access settings 1 Launch the GFI MailArchiver Outlook Connector properties window and select the Offline Access tab 20 Configuring the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange GFI MailArchiver Outlook Connector General Offline Access LJ Configure the support For Offline Access Offline Access lets you access your archived emails even when you are not connected to GFI Mail rchiver Enable support for Offline Access Note If Offline Access is enabled a copy of your more recent emails will be downloaded from the server and saved locally Store locally the emails received in the last 30 days Screenshot 24 Configuring Offline Access 2 To enable disable Offline Access select deselect the Enable support for Offline Access checkbox 3 If Offline Access is enabled specify the number of days that y
19. ect 6 Open Microsoft Outlook and synchronize GFI MailArchiver Outlook Connector with GFI MailArchiver to enable changes GFI MailArchiver search page Cause ae i Ls de Mic In Microsoft Outlook the home page setting is disabled for non O SUO default stores The GFI MailArchiver Mailbox is a non default store and is therefore affected by this policy Solution Refer to the KBase below for more details on how to solve this issue http kbase gfi com showarticle asp id KBID003452 One of the following issues is Possible cause encountered The offline access settings are automatically configured by the e Cannot enable Offline Access System administrator or the feature is disabled by the system from the settings dialog administrator e Cannot set the number of Possible solution days for Offline Access Consult these issues with your system administrator greater than a particular number 28 Troubleshooting GFI MailArchiver for Exchange GFI MailArchiver Outlook Connector is not synchronizing with GFI MailArchiver GFI MailArchiver Outlook Connector stops synchronizing when laptop power supply is switched to battery Synchronization errors HTTP Errors Synchronization errors HTTP Error 500 Synchronization errors GFI MailArchiver connection timeout GFI MailArchiver for Exchange Cause 1 No connection between the client machine and the GFI MailArchiver server Solution 1 Check with your system ad
20. ft Outlook 2010 From the GFI MailArchiver area in the Home tab select Options Settings GFI MailArchiver Outlook Conn General Offline Access A Specify the URL of the GFI Mail rchiver server and the HA synchronization interval For message retrieval URL of GFI Mail rchiver server tto 192 168 3 8 Mallarchiver Synchronization interval 5 minutes Maximum number of emails in local cache 100000 2 Screenshot 23 The Advanced Properties dialog GFI MailArchiver for Exchange Configuring the GFI MailArchiver Outlook Connector e 19 4 1 1 Change GFI MailArchiver server URL IMPORTANT Consult with your system administrator prior to changing the GFI MailArchiver URL 1 In the advanced properties dialog of the GFI MailArchiver Mailbox type the new URL of the GFI MailArchiver server in the URL of GFI MailArchiver server text box 2 Click Verify to confirm if the specified URL is the correct GFI MailArchiver server URL If the verification is not successful consult with your system administrator to specify the correct URL 4 1 2 Customize the synchronization interval In the advanced properties dialog of the GFI MailArchiver Mailbox specify the time interval to synchronize with GFI MailArchiver server in the Synchronization interval text box By default GFI MailArchiver Outlook Connector synchronizes with the server every 5 minutes 4 1 3 Maximum number of emails in local cache In th
21. hot 10 Sender field 4 Click Search 2 2 8 Search by Sent or Received date To search for emails that were sent or received on particular dates 8 Using the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange 1 Select the Search for emails matching the following conditions check box 2 Select Sent Date or Received Date from the fields list to search for emails sent or received on a particular date respectively 3 From the condition list select whether to find emails sent or received before IS BEFORE after IS AFTER or on IS EXACTLY the date you specify in the next step 4 Click the El button to display the calendar from where you can choose a date visually To alter the date selected either click the E button once again or else alter the date directly from the box 14 November 2006 MTWTFS 45 12345 46 6 7 8 9 10 11 12 47 13 14 15 16 17 18 19 48 20 21 E323 24 25 26 48 27 28 29 30 50 Screenshot 11 Calendar control 5 Click the Search button V Search for emails matching the following conditions Sent Date y fis BEFORE Add Condition Remove All Conditions E IJ 2211 2006 Screenshot 12 Sent date field 2 2 9 Search by email Subject To search for emails having a particular subject 1 Select the Search for emails matching the following conditions check box 2 Select Subject from the fields list 3 Type the search query in the box to the right of the fields list V Sea
22. ministrator to confirm the URL of GFI MailArchiver This can be modified from the GFI MailArchiver Outlook Connector settings dialog Cause 2 GFI MailArchiver Outlook Connector is disabled Solution 2 Enable GFI MailArchiver Outlook Connector from Start Programs gt GFI MailArchiver Outlook Connector gt Enable Outlook Connector and restart Microsoft Outlook Cause By default GFI MailArchiver Outlook Connector stops synchronizing when the power supply of a laptop is switched to battery to reduce battery power consumption Solution To synchronize GFI MailArchiver Outlook Connector when utilizing the battery as a power source 1 Navigate to e Microsoft Windows XP and earlier lt c Documents and Settings user ocal Settings Application Data GFI MailArchiver6 gt e Microsoft Windows Vista lt c Users userA AppData Local GFI MailArchiver6 gt 2 Open GeneralSettings xml using a text editor 3 In the list of elements add a new element called IgnorePowerStatus and assign a value of 1 as follows IgnorePowerStatus 1 IgnorePowerStatus 4 Save and close GeneralSettings xml Possible cause HTTP errors are due to network configuration issues Possible solution For more information refer to http support microsoft com kb 324069 http msdn microsoft com en us library ms524996 aspx http support microsoft com kb 907273 Possible cause The GFI MailArchiver server is busy or inaccessible Possible
23. ook in an organized folder structure identical to that in the user s mailbox NOTE Mailbox folder structure retrieval must be enabled in GFI MailArchiver for GFI MailArchiver Outlook Connector to display emails with the folder structure identical to the user s mailbox GFI MailArchiver for Exchange Introduction e 1 2 Using the GFI MailArchiver Outlook Connector When GFI MailArchiver Outlook Connector is installed it will automatically register itself in Microsoft Outlook Microsoft Outlook will automatically attempt to connect to GFI MailArchiver using the URL specified during installation Synchronization with GFI MailArchiver takes place automatically at a specified time interval or manually using the Outlook Connector status toolbar The GFI MailArchiver Outlook Connector will automatically add the folder GFI MailArchiver Mailbox in the Microsoft Outlook folder list By default only one mailbox will be available the mailbox of the logged on user however other mailboxes can be added later A toolbar is displayed showing the status of synchronization with the GFI MailArchiver server NOTE By default GFI MailArchiver Outlook Connector synchronizes and displays emails sent and received within the last 365 days For more information on how to configure the number of days to synchronize refer to http kbase gfi com showarticle asp id KBIDOO 1934 2 1 Launching the GFI MailArchiver Outlook Connector The GFI MailArchiver Ou
24. ou want to store the emails received locally in the Store locally the emails received in the last text box When emails become older than the number of days specified they are deleted from memory Only email headers are kept for retrieval 4 2 Adding a new mailbox By default GFI MailArchiver connects only to one mailbox using the credentials specified during installation To configure GFI MailArchiver Outlook Connector to connect with more than one mailbox 1 Load Microsoft Outlook data file management screen e Microsoft Outlook 2000 3 7 Navigate to File Data File Management e Microsoft Outlook 2010 Click File tab select Account Settings button and click Account Settings option Select Data Files tab GFI MailArchiver for Exchange Configuring the GFI MailArchiver Outlook Connector e 21 Outlook Data Files Data Files Select a data file in the list then click Settings for more details or click Open Folder to display the Folder that contains the data file To move or copy these files you must first shut down Outlook Name Filename Comment eig MailArchiver Not available Personal Folders C Documents and Settin Mail delivery Screenshot 25 Adding a new mailbox 2 From the dialog tab select GFI MailArchiver Mailbox and click Add New Outlook Data File Types of storage GFI Mail rchiver Office Outlook Personal Folders File pst Outlook 97 2002 Personal Folders File pst
25. page By default GFI MailArchiver displays the simple search interface that enables you to search for text within emails 4 e Using the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange 2 Key in the text to search for in the Search for text box NOTE Use of wildcards is allowed as follows e Matches any single character e Matches any string of characters For example To search for emails containing the word Swiss you can type sw s or sw s in the Search for box 3 Select a date range from the Search through emails from list 4 Optional If you are logged in with a user account that has access to other user accounts the simple search will by default search through your emails only Uncheck Search through my emails only option to enable GFI MailArchiver to search through all emails for all users configured to use GFI MailArchiver 5 Click Search E 0 Search 2 Use this page to search the email archives for specific emails Search Hide Search through my emails only Do not include the emails of my subordinates O Exclude email attachments Search for ER Search through emails test from Anytime Save as new Search Folder View Advanced Search Options Search Results Sort results by Sent Date Newest ontop X No records were found Search Results Sort results by Sent Date Newest on top empty 7115 2009 11 59 AM From John Smith 7o Administrator 1KB es Test 7114 2009
26. rch for emails matching the following conditions Subject sales reports Q pu Add Condition Remove All Conditions Screenshot 13 Subject field 4 Click Search 2 2 10 Search throughout the whole email To search for emails that have some specific content anywhere in the email 1 Select the Search for emails matching the following conditions check box GFI MailArchiver for Exchange Using the GFI MailArchiver Outlook Connector e 9 2 Select Whole Email from the fields list 3 Type the search query in the box to the right of the fields list V Search for emails matching the following conditions Whole Email Q3 2006 Sales Report 3 0 Add Condition Remove All Conditions Screenshot 14 Searching the whole email 4 Click Search 2 2 11 Searching using multiple search terms If you have specified a search condition and you want to add more search conditions 1 Click Add Condition to add a new condition entry beneath the last condition NOTE The conditions are logically ANDed together This means that an email must satisfy all conditions for GFI MailArchiver to list it in the search results For example If you specify the following conditions Sender is adam external com AND Recipient is jsmith master domain com GFI MailArchiver will only list the emails sent from adam external com to jsmith master domain com Advanced Search Hide Search in the following archive s Oct Dec 2006 Jul
27. s By default the GFI MailArchiver Outlook Connector search node is set to load in English To change the search feature language 1 In Microsoft Internet Explorer load the following URL http lt hostname gt lt GFI MailArchiver virtual folder name gt For example http win2k3entsvr master domain com MailArchiver 24 e Configuring the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange 2 Key in your credentials username and password used to login to Microsoft Windows when prompted 3 When loading completes the navigation panel and the content panel are displayed on the left and right hand sides of the screen respectively 4 Click Conversations gt Options node and select the language from the Display GFI MailArchiver in the following language list 5 Click Save Settings GFI MailArchiver will reload the web interface in the selected language GFI MailArchiver for Exchange Configuring the GFI MailArchiver Outlook Connector e 25 5 Troubleshooting 5 1 Introduction The troubleshooting chapter explains how you should go about resolving any software issues that you might encounter The main sources of information available to users are e The manual most issues can be solved by reading this manual e GFI Knowledge Base articles accessible from the GFI website e Web forum e Contacting GFI Technical Support GFI MailArchiver for Exchange Troubleshooting 27 5 2 Outlook Connector issues
28. specific label You can also select the archive stores to search into for emails GFI MailArchiver lists the available archive stores in the Search in the following archive s list To search through multiple archive stores hold the CTRL key pressed and click the archive store names to include in the search By default the advanced search will search only through your mailbox emails If the user account has access to other user accounts from the Search through the emails of list e Select All Users to search in all user accounts e Select a specific user account to search only the emails of that user account The GFI MailArchiver advanced search supports search queries on any of the following fields e Size KB e Message ID e Recipient e Sender e Sent Date e Received Date e Subject e Whole email e Folder e Folder Subfolders NOTE Use of wildcards is allowed for Message ID Recipient Sender Subject Whole Email as follows 6 Using the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange e Matches any single character e Matches any string of characters For example To search for emails containing the word Swiss you can type sw s or sw s in the Search for box 2 2 4 Search for emails with a specific label To search for emails with specific categorization policies or labeled with a specific label 1 Select the Search for emails labeled check box 2 From the list below the check box
29. stored is 100 000 but this number can be set as shown in the Maximum number of emails in local cache chapter Inbox Microsoft Outlook EIER t File Edit View Go Tools Actions GFIMail rchiver Help Type a question for help icydNew X Reply Reply to All gt Forward Send Receive y Type a contact to find y a i a GFI Mail rchiver Online WEI Favorite Folders Arranged By Date Newest on top i Older All Mail Folders 4 Administrator 7 14 2009 3 2 Mailbox John Smith Test 3 E GFI Mailarchiver Maibox rvipesmmm 7 14 2009 LY Inbox Test Lg Search 3 Sent Items Test Administrator Administrator masterdomain com To Bob Jones John Smith Paul Brown Administrator This is a test email Screenshot 2 Office 2003 2005 2007 Emails in the Outlook Connector inbox GFI MailArchiver for Exchange Using the GFI MailArchiver Outlook Connector e 3 ll g 9s Inbox GFI MailArchiver Mailbox Microsoft Outlook c m amp File Home Send Receive Folder View 20 3 a x Ed Reply Status Online Se Kae Y uir m amp E Reply All d Address Book synchronize now New New Delete EA Quick Move Tags Options i E mail Items 597 Ea Forward Steps r Y Filter E mail y ae Work Offline New Delete Respond Quick Steps fa Find GFI Mail amp rchiver Favorites Mailbox Administrator Arrange By Date Conversations Mewest on top Hd 4 GFI Mail amp rchiver
30. supportrequestform asp Follow the instructions on this page closely to submit your support request e Phone To obtain the correct technical support phone number for your region please visit http www gfi com company contact htm NOTE Before you contact our Technical Support team please have your Customer ID available Your Customer ID is the online account number that is assigned to you when you first register your license keys in our Customer Area at http customers qfi com We will answer your query within 24 hours or less depending on your time zone 30 e Troubleshooting GFI MailArchiver for Exchange 6 Index A Active Directory 8 advanced search 6 archive 1 6 C categorization policies 7 H headers 8 Internet Explorer 24 L language 24 25 login 25 multiple archive stores 6 R recipient 6 8 S sender 8 V Viewing emails 11 GFI MailArchiver for Exchange Index 31
31. t Outlook mail folders right click the GFI MailArchiver mailbox to configure and select GFI MailArchiver for Exchange Configuring the GFI MailArchiver Outlook Connector e 23 e Microsoft Outlook 2000 3 7 Properties for GFI MailArchiver Mailbox e Microsoft Outlook 2010 Data File Properties 2 From the properties dialog click Advanced GFI MailArchiver Outlook Connector EEE General Name FI Mail4rchiver Mailbox Path C Documents and Settings Administrator WINXPOT Size 1 016 KB Reset current email store and resynchronize your emails with GFI Mail rchiver email store archives Resynchronize email store Screenshot 29 Database settings The mailbox name database path and database size are displayed in the GFI MailArchiver Outlook Connector dialog Click Resynchronize email store to delete the locally stored database and resynchronize all data for that particular mailbox when Microsoft Outlook is restarted 4 4 Enabling Disabling the GFI MailArchiver Outlook Connector The functionality of GFI MailArchiver Outlook Connector can be disabled so that no features are available To disable or enable GFI MailArchiver Outlook Connector 1 Navigate to Start gt Programs gt GFI MailArchiver Outlook Connector and select Enable Outlook Connector or Disable Outlook Connector 2 Restart Microsoft Outlook to enable or disable GFI MailArchiver Outlook Connector 4 5 Language setting
32. tlook Connector is launched automatically 1 Open Microsoft Outlook 2 At startup the GFI MailArchiver Outlook Connector will automatically try to connect to the user credentials provided GFI MailArchiver Outlook Connector Login to GFI MailArchiver Username jsmith Password ETITTTTTIIT L Remember my password Screenshot 1 Enter authentication details 3 If at startup the authentication fails the user is asked to enter the username and password 2 e Using the GFI MailArchiver Outlook Connector GFI MailArchiver for Exchange 2 2 The GFI MailArchiver Outlook Connector Mailbox When the GFI MailArchiver Outlook Connector is installed it automatically deploys a new mailbox in the Folder List of Microsoft Outlook named GFI MailArchiver Mailbox 2 2 1 Email Folders The archive of emails in the GFI MailArchiver Mailbox consists of the structure of email folders in the Microsoft Outlook mail folder Normally this includes the Inbox and its sub folders sent items and any other email folder NOTE Mailbox folder structure retrieval must be enabled in GFI MailArchiver for GFI MailArchiver Outlook Connector to display emails with the folder structure identical to the user s mailbox Email headers are displayed in their appropriate folder When an email header is selected this is retrieved from the GFI MailArchiver server and displayed in the Microsoft Outlook reading pane By default the number of email headers
33. x 1 1 Administrator Duration depends on number of emails and connection speed 1 of 3 Connecting to GFI Mail rchiver server GFI Mail rchiver Server http 192 168 3 106 mailarchiver Screenshot 18 Synchronization Progress The synchronization process consists of three stages during which GFI MailArchiver Outlook Connector Stage 1 Connects connects with the GFI MailArchiver server using the URL provided in the Settings dialog Stage 2 Synchronizes email headers downloads the email headers to a local database Stage 3 Downloads emails downloads the emails for offline access Further details about each synchronization process is displayed in the Activity tab 14 Monitoring Outlook Connector GFI MailArchiver for Exchange GFI MailArchiver Outlook Connector Summary ZT Activity 5 History Ss y Start time Duration Headers synchronized Emails downloaded GFI Mail rchiver Server To start synchronization click Synchronization completed successfully 10 55 57 00 00 00 0 http 192 168 3 106 mailarchiver Synchronize Screenshot 19 Synchronization Summary When synchronization is complete a summary is displayed showing the Start Time The time when synchronization was started Duration The time taken for synchronization to complete Headers synchronized The number of headers which were downloaded locally Emails
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