Outlook Connector User Manual
Contents
1. GFI Product Manual GFI MailArchiver Outlook Connector User Manual http www afi com info gfi com 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or guarantee about the completeness accuracy recency or adequacy of information and is not responsible for misprints out of date information or errors GFI makes no warranty express or implied and assumes no legal liability or responsibility for the accuracy or completeness of any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 GFI MailArchiver is copyright of GFI SOFTWARE Ltd 1999 2011 GFI Software Ltd All rights reserved Document Version MAR OC EN 2 00 00 Last updated July 11 2011 Contents 1 Int2. Microsoft Outlook right after installation GFI MailArchiver Outlook Connector synchronizes and keeps only the last 365 days worth of emails GFI MailArchiver search page does not appear in the Search folder in Microsoft Outlook One of the following issues is encountered Cannot enable Offline Access from the settings dialog Cannot set the number of days for Offline Access greater than a particular number 22 Troubleshooting Cause This behavior is normal Once you install the GFI MailArchiver Outlook Connector it would need to synchronize the emails with GFI MailArchiver Cause By default GFI MailArchiver Outlook Connector only synchronizes and keeps the last 365 days 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 Microsoft Windows XP and earlier lt c Documents and Settings user Local Settings Application Data GFI MailArchiver 6 gt 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 th
3. 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 Outlook in an organized folder structure identical to that in the user s mailbox 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 Outlook Connector User Manual Introduction 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 Th
4. Connector User Manual Configuring the GFI MailArchiver Outlook Connector 19 4 5 Language Settings 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 2 Key in your credentials username and password used to login to Microsoft Windows when prompted 3 Click the user name displayed on the upper right hand corner of the screen 4 From the Language options drop down box select the language to display 5 Click Save GFI MailArchiver will reload the web interface in the selected language 20 Configuring the GFI MailArchiver Outlook Connector GFI MailArchiver Outlook Connector User Manual 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 The manual most issues can be solved by reading this manual GFI Knowledge Base articles accessible from the GFI website Web forum Contacting GFI Technical Support GFI MailArchiver Outlook Connector User Manual Troubleshooting 21 5 2 Outlook Connector Issues ISSUE ENCOUNTERED SOLUTION GFI MailArchiver Outlook Connector shows a warning sign in
5. 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 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 Microsoft Windows XP and earlier lt c Documents and Settings user Local Settings Application Data GFI MailArchiver6 gt 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 lt IgnorePowerStatus gt 1 lt IgnorePowerStatus gt 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 solution Resynchro
6. 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 8 Monitoring Outlook Connector GFI MailArchiver Outlook Connector User Manual GFI MailArchiver Outlook Connector E Summary activity FO History Synchronization completed successfully Start time 10 55 57 Duration 20 00 00 Headers synchronized D Emails downloaded O GFI Mail4rchiver Server http 11192 168 3 106 mailarchiwer To start synchronization click Synchronize Screenshot 7 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 downloaded The number of whole emails downloaded locally for offline access GFI MailArchiver Outlook Connector User Manual Monitoring Outlook Connector 9 Synchronization Errors GFI MailArchiver Outlook Connector ma
7. a and later lt c Users lt user gt AppData Local GFI 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 12 Monitoring Outlook Connector GFI MailArchiver Outlook Connector User Manual 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 Microsoft Office 2000 3 7 Click the GFI MailArchiver toolbar and select Work Offline Repeat the procedure to restart synchronization Microsoft Outlook 2010 Click Work Offline from the GFI MailArchiver tab in the Microsoft Outlook Home tab GFI MailArchiver Outlook Connector User Manual Monitoring Outlook Connector 13 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 Micros
8. ailArchiver and Microsoft Outlook Offline Access To access these database settings 1 From the Microsoft Outlook mail folders right click the GFI MailArchiver mailbox to configure and select Microsoft Outlook 2000 3 7 Properties for GFI MailArchiver Mailbox Microsoft Outlook 2010 Data File Properties 2 From the properties dialog click Advanced GFI Mail rchiver Outlook Connector nn General Name SFI Mail rchiver Mailbox Path Documents and Settings Administrator WINSPOT Size 1 016 KB Reset current email store and resynchronize your emails with SFI MailArchiver email store archives Reswnchronize email store Screenshot 17 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 PPrograms 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 GFI MailArchiver Outlook
9. ct and company names herein may be trademarks of their respective owners 7 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
10. d I shall be travelling next week If this is urgent we could try a video conference syUsWyulodde bunuordn opy HHE 4 Two Weeks Ago 3 Jose 6r 2011 Let me know what is best Meeting Regards Jane Roe From John Doe ment Friday June 10 2011 1 04 4AM To Jane Roe Cc Jose subject Hew Sales Lead 5458 p epo Hi Jane Jose Calendar I have just been informed that our international sales people have a potential 4 Seat Jane Roe a Ca 2 BY Items 3 EA 100 Contacts Tasks 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 On selecting Search button Microsoft Outlook connects with the GFI MailArchiver server and loads the search page in a separate window 1 Select Search tab on the ribbon In previous version of Microsoft Outlook it is located in the GFI The Search button in Microsoft Outlook 2010 is accessible in the GFI MailArchiver MailArchiver Outlook Connector Status toolbar By default GFI MailArchiver displays the simple search interface that enables you to search for text within emails 2 Key in the text to search for in the Search all archived emails for user text box Use of wildcards is allowed as follows Matches any single character Matches any string of characters Fo
11. dify the number of synchronization activity events shown 1 Close Microsoft Outlook and navigate to Microsoft Windows XP and earlier lt C Documents and Settings lt user gt Local Settings Application Data GFI MailArchiver 6 gt 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 GFI MailArchiver Outlook Connector User Manual Monitoring Outlook Connector 11 Synchronization History To monitor the history of all synchronization processes click the GFI MailArchiver toolbar choose View Status and select the History tab SEE GFI MailArchiver Outlook Connector Synchronization history Mailbox g Administr Administr Administr g Administr gl Administr g Administr g Administr g Administr g Administr 4 Administr g Administr g Administr gl Administr g Administr e Administr Administr Administr gl Administr Administr gl Administr gl Administr Status Failed Successful Successful Successful Successful Successful Successful Successful Successful Successful Successful Successful Successful Successful Successful Succe
12. e 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 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 KBID001934 2 1 Launching the GFI MailArchiver Outlook Connector The GFI MailArchiver Outlook 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 Username jamith _ Remember my password Cancel Screenshot 1 Enter authentication details 3 If at startup the authentication fails the user is asked to enter the username and password 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 Using the GFI MailArchiver Outlook Connector GFI MailArchiver Outlook Connector User Manual 2 2 1 Email Folders The archive of
13. e 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 affect 6 Open Microsoft Outlook and synchronize GFI MailArchiver Outlook Connector with GFI MailArchiver to enable changes Cause In Microsoft Outlook the home page setting is disabled for non 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 afi com showarticle asp id KBID003452 Possible cause The offline access settings are automatically configured by the system administrator or the feature is disabled by the system administrator Possible solution Consult these issues with your system administrator GFI MailArchiver Outlook Connector User Manual ISSUE ENCOUNTERED SOLUTION 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 Cause 1 No connection between the client machine and the GFI MailArchiver server Solution 1 Check with your system administrator to confirm the URL of
14. 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 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 stored is 100 000 but this number can be set as shown in the Maximum Number of Emails in Local Cache chapter Be Inbox in GFI MlailArchiver Mailbox Microsoft Outlook a a File Edit wiew Go Tools Actions GFlMailSrchiver Help Type a question For help Gi New eu LA x a Reply Reply to All I Forward i a E Send Receive Ss E Search address books E ca GF Mail4rchiver Online p Search _ Inbox RE New Sales Lead Favorite Folders Y Jane Roe janeroe tcdomainb com Inbox 23 Click here to enable Instant Search Sent Pri 6 10 2011 3 06 AM D Unreaa Mat fe Sent Items Aranged By Date Newest on top 7 oe Jahn Doe al Deleted Items a ee Mail Folders Last Week 2 AN Mail tems Jane Roe Fri 6 10 a 3 8 Mailbox John Doe vn Sa I shall be travelling next week If this is urgent we ja 3 GFI Mailarch
15. iver Mailbox MIN COU iy a ae conterere RE Mew Sales Lead aie le Let me know what is best Aa sont Mens T Two Weeks Ago f Jose 6412011 Regards Meeting Tone Pue From John Doe ment Friday June 10 2011 1 04 AM To Jane Roe Ce Jose subject Hew nales Lead HiJane Tose I have just been informed that our international sales people have a potential lead for Jane s new e a business application FE PP Lan we meet to discuss how we can deliver a good cs presentation pel w Mts Let me know your availability a Ca a gt NATA F 3 Items 3 Headers Screenshot 2 Office 2003 2005 2007 Emails in the Outlook Connector inbox GFI MailArchiver Outlook Connector User Manual Using the GFI MailArchiver Outlook Connector 3 Y F Inbox GFI MailArchiver Mailbox Microsoft Outlook File Home Send y Receive Folder View 2 x Eh Reply ES 7 Br Status Online 7 AAA 7 tS Bd Address Book amp Synchronize now 8 Reply All AL Quick Mlowe Tags Mew Mew Delete E Options m i Forward Steps r ba r E Search E mail Items Mei Delete Respond Quick Steps Find FI Mailarchiver Favorites P RE New Sales Lead OS range By Date Hewes PESA Jane Roe lt janeroe tedomainb com gt a GFI Mail4rchiver Mailbox Fri 610 2011 3 06 Abd i ee 4 Last Week John Doe A Sent Items 4 Jane Roe Fri 6 10 Jose RE Purchase order y Jane Roe Fri 6 10 Hi John RE New Sales Lea
16. k 97 2002 Personal Folders File pst Description Store GFI MailArchiwer Screenshot 14 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 GFI MailArchiver Outlook Connector User Manual Configuring the GFI MailArchiver Outlook Connector 17 GFI Mail rchiver Outlook Connector Add new mailbox Select the user for which to add the new mailbox Jane Roe TCDOOMAINB janeroe ibox TCDOMAINB box Jose TCOOMAINB jose journal TCDSMAINE journal Screenshot 15 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 E 3 9 GFI Maildrchiver Mailbox LJ Inbox Search LJ Sent Items 3 S GFI Mail rchiver Mailbox bob jones Inbox LA Sent Items 3 GFI Mail rchiver Mailbox john smith Inbox A Sent Items Screenshot 16 Added Mailboxes If the user does not have access to the mailboxes the user list will be empty and an error message will appear 18 Configuring the GFI MailArchiver Outlook Connector GFI MailArchiver Outlook Connector User Manual 4 3 Database Settings GFI MailArchiver Outlook Connector stores the following data in a local database Email headers of all emails within the GFI MailArchiver mail archives Emails which are accessible when there is no connection between GFI M
17. lable list of Archive Stores Sent date Defines the date when the email to search for was sent Includes Defines whether to display emails that match all conditions or emails that match any of and any the conditions From the drop down list select Any Displays emails that match at least one of the conditions specified And Displays emails that meet all the conditions specified GFI MailArchiver Outlook Connector User Manual Using the GFI MailArchiver Outlook Connector 5 3 Monitoring Outlook Connector 3 1 The Status Toolbar Microsoft Outlook 2000 3 7 only E A TL Screenshot 5 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 The toolbar option is available only after Microsoft Outlook is first restarted A quick view icon indicates the status of synchronization amp 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 a 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 Outlook Connector Ribbon Tab Microsoft Outlo
18. line support request form or by phone Online Fill out the support request form on http support gfi com supportrequestform asp Follow the instructions on this page closely to submit your support request Phone To obtain the correct technical support phone number for your region please visit http www gfi com company contact htm 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 4 when you first register your license keys in our Customer Area at http customers gfi com We will answer your query within 24 hours or less depending on your time zone 24 Troubleshooting GFI MailArchiver Outlook Connector User Manual 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 ENGLAND AND IRELAND Magna House 18 32 London Road Staines 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 Disclaimer 2011 GFI Software All rights reserved All produ
19. nize the Outlook Connector within a few minutes GFI MailArchiver Outlook Connector User Manual Troubleshooting 23 ISSUE ENCOUNTERED SOLUTION Synchronization errors Possible cause GFI MailArchiver connection The GFI MailArchiver server is busy and failed to send the required timeout data in a specified time interval Possible solution To increase the timeout value 1 Navigate to Microsoft Windows XP and earlier lt c Documents and Settings user Local Settings Application Data GFI MailArchiver6 gt Microsoft Windows Vista 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 on
20. oft Outlook 2000 3 7 From the Microsoft Outlook menu click GFI MailArchiver and select Settings Microsoft Outlook 2010 From the GFI MailArchiver area in the Home tab select Options gt Settings GFI MailArchiver Outlook Conn 2 X General Offline Access i A Specify the URL of the SFI Mail rchiver server and the a synchronization interval For message retrieval URL of SFI MailArchi ittp 11192 1658 3 8 Ma CAE Synchronization interval Maximum number of emails in local cache 100000 er Screenshot 11 The Advanced Properties dialog 4 1 1 Change GFI MailArchiver Server URL 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 GFI MailArchiver Outlook Connector User Manual Configuring the GFI MailArchiver Outlook Connector 15 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
21. ok 2010 Only In Microsoft Outlook 2010 the GFI MailArchiver Outlook Connector status is displayed in the Microsoft Outlook ribbon in the Home tab The GFI MailArchiver options are available only after Microsoft Outlook is first restarted A quick view icon indicates the status of synchronization amp The GFI MailArchiver server is online and no error occurred during synchronization amp The GFI MailArchiver server is online but an error occurred during synchronization a 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 3 3 Monitoring Synchronization To monitor the progress of synchronization Microsoft Outlook 2000 3 7 Click the GFI MailArchiver toolbar and from the drop down list select View Status Microsoft Outlook 2010 Click Status option GFI MailArchiver Outlook Connector User Manual Monitoring Outlook Connector 7 GFI MailArchiver Outlook Connector Summary ET Activity 40 History Synchronizing mailbox 1 1 Administrator Duration depends on number of emails and connection speed COO 111 1 of 3 Connecting to GFI Mail rchiver server GFI Mailorchiver Server htto 197 168 5 106 mailarchiver Screenshot 6
22. r example To search for emails containing the word Swiss you can type sw s or sw s in the Search for box 4 Using the GFI MailArchiver Outlook Connector GFI MailArchiver Outlook Connector User Manual 3 Select a date range from the Search through emails from list 4 lt Optional gt 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 5 Click 14 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 2 2 3 Advanced Search Click to access the advanced search feature Search emails for Archive Store Sent Date All Users All Anytime Includes all ofthese conditions amp Excludes all of these conditions amp Whole Email I O x No condition added Search Reset Save a Tell me more Screenshot 4 Advanced Search Options 2 In the Advanced Search Options area use the features described in Table 1 below to perform an advanced search Table 1 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 avai
23. roduction 1 1 1 About GFI MailArchiver coccccococccconononcanononcanononcanononcanonenenronenennono 1 1 2 About GFI MailArchiver Outlook Connector ococcccoconoccononeccanononennnss 1 Using the GFI MailArchiver Outlook Connector 2 2 1 Launching the GFI MailArchiver Outlook Connector c occonccconiococo 2 2 2 The GFI MailArchiver Outlook Connector MailboX cccoccoconiococ o 2 Monitoring Outlook Connector 7 3 1 The Status Toolbar Microsoft Outlook 2000 3 7 Only coccocconoo 7 3 2 The Outlook Connector Ribbon Tab Microsoft Outlook 2010 Only 7 3 3 Monitoring Synchronization occocociococconecconenconenconenconenconennanennonenos 7 34 WORN OM ING pri ee 13 Configuring the GFI MailArchiver Outlook Connector 15 4 1 Synchronization Settings ococcococioneocionecionecconencononconencanennanennonenos 15 4 2 Adding a NEW MalDOX arrasada 17 4 3 Database SettinQS cococconionecnonionianenronionennenconcanonnonconennenrenranennons 19 4 4 Enabling Disabling the GFI MailArchiver Outlook Connector 19 4 3 Language Settings SS nee 20 Troubleshooting 21 A o oe ER oO To El see 21 5 2 Outlook Connector ISSUES occccococccconencnconenencanonencanonencanonenennonenenns 22 5 3 Knowledge Base namas acaricia aaa 24 IA Web FORT een 24 5 5 Contact Technical SUPPort c ccsscsseusscuseusecuseusecuseusecuseusecuseuseaues 24 1 Introduction 1 1 About GFI MailArchiver GFI MailArchiver is a powerful yet easy
24. ssful Successful Successful Successful Successful Successful Skart time 21 06 2010 10 58 50 21 06 2010 10 58 06 21 06 2010 10 55 57 21 06 2010 10 54 59 21 06 2010 10 46 42 21 06 2010 10 43 39 21 06 2010 10 39 39 21 06 2010 10 33 39 10 06 2010 10 29 53 10 06 2010 10 24 52 10 06 2010 10 23 32 10 06 2010 10 18 32 10 06 2010 10 13 31 10 06 2010 10 08 31 10 06 2010 10 07 55 10 06 2010 10 01 35 10 06 2010 09 56 35 10 06 2010 09 51 34 10 06 2010 09 46 34 10 06 2010 09 41 34 10 06 2010 09 36 34 Duration 00 01 00 00 00 00 00 00 00 00 00 02 00 00 00 00 00 00 00 00 00 00 00 01 00 00 00 00 00 01 00 00 01 00 00 00 00 00 00 00 00 00 00 00 00 00 00 01 00 00 00 00 00 01 00 00 00 00 00 00 00 00 00 Heade o 0 0 u 0 0 u 0 0 o 0 0 0 0 0 0 0 u o 0 Emails oO co co oO oOo co co co coe coe OOOO e888 oo Last error A Failed bo connect to GFI Maildrchiver server Nie Nie Nie Nie NjA Nie hie Nie Nie NjA Nie hie Nie Nie Nie Nie NjA Nie hie Nie Screenshot 10 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 Microsoft Windows XP and earlier lt c Documents and Settings lt user gt Local Settings Application Data GFI MailArchiver 6 gt Microsoft Windows Vist
25. synchronizes with the server every 5 minutes 4 1 3 Maximum Number of Emails in Local Cache In the 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 GFI MallArchiver Outlook Connector General Offline Access Qi Configure the support for Offline Access Offline Access lets you access your archived emails even when ou are not connected bo GFI MailArchiwer Enable support For Offline Access Mote 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 Screenshot 12 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 yo
26. ted with errors Failed to connect to GFI Mail rchiver server A connection with the server could not be establi 1 of 3 Connecting to GFI Mail rchiver server Starting synchronization session Synchronization completed successfully Sof 3 Downloading emails since 22 05 2010 for offline access 2 of 3 Synchronizing email headers 1 of 3 Connecting to GFI Mail rchiver server Starting synchronization session Synchronization completed successfully Sof 3 Downloading emails since 22 05 2010 For offline access z of 3 Synchronizing email headers 1 of 3 Connecting to GFI Mail rchiver server Starting synchronization session Synchronization completed successfully Sof 3 Downloading emails since 22 05 2010 For offline access z of 3 Synchronizing email headers 1 of 3 Connecting to GFI Mail rchiver server Starting synchronization session Synchronization completed successfully Sof 3 Downloading emails since 22 05 2010 For offline access Mailbox Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Administrator Screenshot 9 Synchronization Activity List By default the last 1000 synchronization activity events are recorded To mo
27. u 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 16 Configuring the GFI MailArchiver Outlook Connector GFI MailArchiver Outlook Connector User Manual 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 Microsoft Outlook 2000 3 7 Navigate to File Data File Management Microsoft Outlook 2010 Click File tab select Account Settings button and click Account Settings option Select Data Files tab Outlook Data Files Data Files Select a data File in the list then click Settings for more details or click Tell Me More Open Folder to display the Folder that contains the data File To move or copy these Files you must First shut down Outlook Filename Comment Settings GFI Mailarchiver Mot available Personal Folders C Documents and Settin Mail delivery Screenshot 13 Adding a new mailbox 2 From the dialog tab select GFI MailArchiver Mailbox and click Add New Outlook Data File Types of storage GFI Maildrchiver Office Outlook Personal Folders File pst Outloo
28. y not be able to synchronize correctly with the GFI MailArchiver server due to various reasons GFI MailArchiver Outlook Connector 2 Summary ET activity 4 History Synchronization completed with errors Stark time 10 55 50 Duration 00 01 00 Headers synchronized 0 Emails downloaded O Error Failed bo connect to GFI Mail rchiver server A connection with the server could mot be established error 12029 wiew errors 1 GFI Mailorchiver Server http 11192 168 3 106 mailarchiwer To start synchronization click Synchronize Screenshot 8 Synchronization Error When an error occurs review the error details within the Summary or click View errors to launch the Activity tab 10 Monitoring Outlook Connector GFI MailArchiver Outlook Connector User Manual GFI MailArchiver Outlook Connector Summary Activity ER History Synchronization activity list including errors and warnings Date Time O 31 05 2010 10 59 50 O 21 06 2010 10 59 50 O 21 06 2010 10 55 50 O 31 05 2010 10 55 50 O 21 06 2010 10 55 06 O 31 05 2010 10 55 06 O 2106 2010 10 55 06 O 21 06 2010 10 55 06 O 31 05 2010 10 55 06 O 21 06 2010 10 55 57 O 31 05 2010 10 55 57 O 2106 2010 10 55 57 O 21 05 2010 10 55 57 O 31 05 2010 10 55 57 O 21 06 2010 10 55 01 O 21 05 2010 10 55 00 O 21 05 2010 10 55 00 O 21 05 2010 10 54 59 O 31 05 2010 10 54 59 O 21 06 2010 10 45 42 O 21 05 2010 10 45 42 Message Synchronization comple
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