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Email Archiving Documentation
Email Archiving Tutorials
Download Outlook Plugin
Please contact the HIS HelpDesk at 714.456.3333 with any questions or problems related to your email account.
You can open a ticket relating to problems with Email Archiving by visiting the following link: https://helpdesk.hs.uci.edu/
Email Archiving
What is Email Archiving?What is email archiving you ask? Email archiving provides our users with a significant increase in the amount of email they are able to store and retain. Email archiving is a new technology that allows us to automatically “archive” or offload your email messages from your mailbox to an efficient archive while still allowing you access to all your data.
How does it work?
While emails accumulate in to your mailbox, the archiving system monitors for certain criteria to be met on each email (see “Appendix: Email Archiving Policy Criteria” section for criteria details). If the criterion is met, the email is moved from your mailbox to the archive system designated for storing large quantities of data. The email will still be accessible from your Outlook inbox, but once the email is archived, you will need to open the email in order to view the entire message and attachments (preview pane will no longer show the entire message). All archived messages are also searchable via the new archive search site (see searching for archived emails section).
What’s the best part?
You can still access all of your emails that have been archived. The new archive system leaves all archived messages in place in your mailbox for you to access, but moves the message body and attachments from your mailbox to the archive system. After your migration to this system, you will see an immediate difference in how much available space you have in your mailbox.
How will this affect me?
Visual changes in OutlookThere will be a few changes that you will notice in outlook after the new archive system has been enabled.
- First, you will now see a new icon like this one:
shown next to all emails that have been archived. - Second, all emails that are archived will now show a blank preview pane when selected in Outlook. These emails will now need to be fully opened in order to view the message body and any attachments that were originally attached.
- There will be a new toolbar visible in Outlook that will allow you to search for messages that have been archived. The new toolbar will be located near the top of your Outlook window and will look like this:
- The “Archive Search” folder present just below the “Mailbox – Lastname, Firstname” option in the navigation in the left column in Outlook.
- The Cache Manager Application will now be running at all times while you have Outlook open, although it will only check for updates periodically. This icon will give you a status indicator representing the state of your connectivity to the archive. The following is a list of icons that you may see running down by your system’s clock:
, 
, 
and 
. The first two icons indicate that either a download is in progress or everything is okay respectively. The second two icons usually indicate that there is an issue communicating with the archive for some reason (see “Appendix: Archive Icons Explained” section for status icon details).
When will my messages be archived?
The archive system examines every item in your mailbox and will archive if it meets one of the following criteria:
- If the message is over 21 days old
- If the message has an attachment over 10MB
- If your mailbox is at 65% of its quota
Viewing archived messages
Email messages are archived automatically, but based on rules that are configured with the organizational needs . For example, messages might be archived after a particular time period or after your mailbox reaches a certain size. Email messages that have been archived are represented in Outlook with a special icon known as a Stub (or Tombstone) icon. This is the icon you will see on an archived message:
In Outlook Web Access, the icon appears when you open the message. When you are connected to your company's network, you can open an archived message in your mailbox by double-clicking it. The message opens in its own window. You can also view the message from the preview pane. When a file is attached to a message, the original attachment is not visible in the preview pane. Instead, a proxy attachment appears. In Outlook, the proxy attachment is named ArchiveInfo.htm. In OWA, it is named Attachment Info.htm.
Open the message to display the original attachment.
To save a message, open the message, select File > Save As and then select a location.
To save a message attachment, open the message, click the attachment file name, select File > Save As and then select a location.
NOTE: If you use OWA 2007 and later, archived calendar items such as appointments and meetings cannot be viewed in OWA. However, these items can be opened in Outlook or the IAP Web Interface.
Non-archived vs. archived (Opening, Searching, Mobile Access, OWA)
In this section we will explain the fundamentals of opening an archived message, searching the new archive system and finally, some information about how this will affect access on mobile devices and OWA (Outlook Web Access).
Opening your archived messages
Emails within your Outlook inbox that have been archived will no longer be viewable in the “Preview Pane” line they were previously. To view an email that has been archived, double click to open the email in a new window and the entire message body will be downloaded from the archive.
The same holds true for attachments. If an email has been archived and had an attachment, the only thing you will see in the “Preview Pane” will be an attachment with the title of “ArchiveInfo.htm”. The attachment that was originally in the email is still accessible; you just have to double click the email item to open it in a new window. At this point the old attachment will be pulled from the archive and cached locally on your machine for future access.
Searching for archived messages
When you are connected to your company's network, you can search from your Outlook mailbox for archived email messages that are stored in the IAP.
There are three methods you can use:
- Click the Archive Search button in the Archive Search toolbar.
- Enter search text in the Archive Search toolbar, and then click the Quick Search arrow.
- Click the Archive Search folder in the navigation pane.
- Searches the body of the email as well as the attachment contents
- Searches the subject contents
- Specifies a date range to search for
- Searches for people you received email from
- Searches for people you sent email to
- Narrows search to a specific folder in outlook
- Searches for the name of a specific attachment
- Performs search
- Clears all search boxes and starts new search
- Displays the results of the search in list form
Searching/Accessing archived email with the Web Interface
Another method of searching for archived messages is accessing the archive web site. This web site is accessible via the following URL: http://iapsearch.hs.uci.edu. Once at this page, you will need to log in using your HS Username and Password. After successfully logging in to the archive search web site, you will have the same search ability as the “Searching for archived messages” section mentioned above. The compatible web browsers are: Microsoft Internet Explorer 7.x and 8.x for Windows as well as Firefox 3.0.11 and later.
Email on your phone
When accessing emails via your mobile phone, all emails will continue to display normally. The only time an issue might arise is if you have your mobile phone set to cache emails dating back more than 21 days and/or an email meets one of the other policy criteria (see policy criteria).
Note: Archived messages are not supported on mobile phones.
OWA (Outlook web access)
If for any reason you don’t have access to your workstation running Outlook 2003/2007 or you are experiencing a problem accessing emails, you can always log in to your mailbox via Outlook Web Access (OWA). You can access OWA by simply navigating to: https://myemail.hs.uci.edu/owa and logging in with your email username and password. This website can be used from any workstation, on or off the UCI network. This website is a great tool to use when trying to access archived or non-archived emails on a Mac or other workstation that does not have Outlook installed.
MAC vs. PC
If your primary workstation is an Apple Mac desktop or laptop, your mailbox will not be included in this phase of the new archive deployment. Currently there is no software compatible for the Mac, only Outlook 2003/2007 for Windows. You can still access all archived emails via Outlook Web Access (OWA) (See Outlook Web Access section above for more information)
Misc. Changes
Some things you may notice that are no longer available is the ability to use the arrows within an archived email to flip between older and newer messages. Another change worth noting is the inability to “flag” an archived email for follow up while the email is open. In order to flag an email, you can still do so from within the Outlook “inbox” view (list view of all your email).
Group Mailbox
Group mailboxes are accounts that receive email but aren’t tied to a specific employee. If your department or group gets important UCI related emails sent to such a mailbox, all the benefits to using the archiving system will also apply to this mailbox. It is important that all departments identify their group mailboxes so that they are properly configured. Your department most likely has a group mailbox if you perform the following: Provide contact information from public web sites, provide access for submission of applications or data from internal or external sources, general feedback or questions related to that group or department and/or log formal issues, complaints or requests for services you provide. If for any reason, you feel like your group mailbox has been missed and is not being archived, you can open a ticket with the help desk to get this issue resolved. Please remember to provide the following information to the help desk: Name of mailbox, Department/Group requesting the change, Contact person for your group mailbox, Email address for the mailbox if possible. If your group mailbox has been moved to the archive system and there are problems with accessing the archived data please contact the Help Desk for assistance by opening a trouble ticket.
Auto Archiving, Existing Rules and PST Files
Your existing PSTs will still be accessible within Outlook, but you will no longer be able to add new emails to them. You will also not be able to create a new PST file. You will be able to view existing emails already stored within the PSTs just as you did before. Auto Archiving will also be disabled to avoid any information being added to existing PST files. Any rules that were moving existing emails to a PST file will no longer function properly. You will need to disable any rules that involve PST files to avoid error messages.
Appendix
Archive Icons ExplainedArchiving icons and what they mean
- is the symbol to show the message has been archived
- is the symbol to show your archive is being updated
- is the symbol to show archiving is up to date
- is the symbol to show a warning (click on icon to display information)
- is the symbol to show an alert (click on icon to display information)
Email Archiving Policy Criteria
Archiving Criteria for all emails:
Emails will automatically archive upon the following conditions:
- Email older than 21 days
- Email attachments 10mb or greater will be archived
- Emails exceeding 65% of previous storage quota
Frequently Asked Questions
| Q: | Why aren't my email attachments showing up? |
| A: | In order to view attachments that have been archived, you must open the email message first. This can be done by double clicking the email in outlook to open it in a new window. The attachment will then appear as it should. |
| Q: | What are these new icons that I see in my Inbox? |
| A: | You will now see a new icon in your email inbox like looks like:  . This icon will appear next to all emails that are currently being archived. |
| Q: | I don't have access to my workstation with Outlook installed; can I still access archived messages from the web? |
| A: | Yes, all archived emails will appear in Outlook Web Access. However, if the message you are looking for does not appear, you can perform an advanced search via: http://iapsearch.hs.uci.edu/ |
| Q: | I see different icons appear in my task bar near the clock, what do they mean? |
| A: | The following is a list of icons you may see running in your taskbar: |
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| Q: | Some of my emails are missing, how do I access them? |
| A: | There are two main ways you can access archived email that is not showing up in Outlook. 1.) Click the  button at the top of outlook. 2.) You may visit: http://iapsearch.hs.uci.edu to perform advanced searches and mail missing items back to your inbox. |
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For further assistance, please create a new incident using the following link: https://helpdesk.hs.uci.edu/ |
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