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Enterprise Vault User Documentation

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Symantec Enterprise Vault User Guide for UTMB Employees

University of Texas Medical BranchSymantecEnterpriseVaultUserGuideForUTMBEmployees and StudentsTable of Contents

Contents2Introduction3Enterprise Vault Email Archiving3

Email Archiving Policy3

The Enabling Process3Enterprise Vault Client Software4 Enterprise Vault Outlook Client Actions4 Enterprise Vault Webmail Actions4Identifying Enterprise Vault Mail Items5 Default Outlook Icons5 Enterprise Vault Outlook Icons5Accessing Archived Emails5Manual Archiving of Emails6

Restoring Archived Emails6

Synchronize Vault Cache7

Deleting Archived Emails7Troubleshooting: Opening Archived Emails7Searching for Archived Emails7

+ and - Connectors7

Wildcards7

Advanced Searching8 Windows Search within Outlook8

Search Archives (Webmail) / Search Vault (Outlook) Buttons9 Archive Explorer10

Enterprise Vault for Mobile Devices11

Enterprise Vault File System Archiving (FSA)12File System Archiving Policy12Enterprise Vault FSA Icons12Appendix A: Clearing the Forms Cache13Introduction Enterprise Vault is a Windows application that enables an organization to store messaging (email) and file system (network share) data automatically in centrally-held archives. Using Enterprise Vault clients, users can retrieve selected items easily and quickly when required.

Enterprise Vault can archive any of the following types of data:

Items in Microsoft Exchange user mailboxes

Microsoft Exchange Public Folder contents

Files held on network file servers (Departmental Shared Drives & Home Drives)

At scheduled times, Enterprise Vault archiving processes check target servers for items to archive (both email and file system). Items that meet the appropriate policy are archived in the Enterprise Vault archives, while still allowing seamless access to these items. Users may also opt to manually archive items as required at the touch of a button.

Archived items are indexed by Enterprise Vault to enable fast searching and retrieval. The original items can be replaced with shortcuts to the archived copy (FSA) or stored in the Vault within a users Exchange mailbox. In this way, primary server disk usage is reduced as archived items are stored on secondary archive storage. From the end users point of view, they will still be able to access the items as before.This guide explains how to use the Symantec Enterprise Vault (EV) software, including the Email Archival software & File System Archiving (FSA) software. The EV software is intended for use by University of Texas Medical Branch employees and students.Enterprise Vault Email ArchivingEnterprise Vault (EV) Email Archiving is an email storage application used in conjunction with your Microsoft Exchange mailbox to help manage email items in your mailbox. The application also allows you to access your archived email items via Outlook Web Access (https://webmail.utmb.edu/exchange).The Enterprise Vault Webmail client allows a user to be able to search for archived emails in their Vault from anywhere they have an internet connection. Email stored in Personal Folders (PSTs) files will not be universally available until such time as the PST file has been imported into Enterprise Vault.

NOTE: The second phase of the Enterprise Vault project will import Personal Folders (PSTs) into to each users mailbox and the Enterprise Vault willn process these items accordingly. Once this import process starts, no new PSTs can be created (locally or network based).

Email Archiving Policy - Archive all items older than 90 days, with the following exceptions:

Email items larger than 500 Kb will be archived after 2 weeks to conserve storage space.

Items stored in the Deleted Items folder will not be archived.

The Enabling Process Before you can begin to archive emails, your mailbox will need to be enabled by a system administrator. When your mailbox is enabled, you will receive an activation notice.

Once enabled, the archiving process occurs automatically each evening regardless of whether your computer is on or not. If you have a large mailbox Outlook will need to synchronize your offline cache the first time after EV archives messages. If possible you should remain logged into Outlook that first evening so the first synchronization of your offline cache is done during the night. As always, if you are logged onto their computer while away from your desk you must be sure that your computer is locked.

If Outlook is busy synchronizing, Outlook Web Access (OWA) (https://webmail.utmb.edu/exchange) is a usable short term alternative to send and read your e-mails. Enterprise Vault Outlook Client Software The Enterprise Vault Client add-on is installed within Outlook to provide users with enhanced Enterprise Vault functionality and features. These features include the following: Basic and advanced search capabilities within the vault.

Manual process to store/restore items from the vault.

Archive Explorer functionality to view items within the vault.

When Outlook is restarted after you have EV enabled, you will see the following icons on the Outlook toolbar. These buttons indicate that the EV software is installed. In addition to the EV icons on the toolbar, Enterprise Vault provides a selection on the Outlook toolbar under Tools, Enterprise Vault.Enterprise Vault Outlook Client Actions - Enterprise Vault adds the following buttons to the Outlook Toolbar to allow one-click functionality.Enterprise Vault Toolbar - IconDescription

Search Vaults

Archive Explorer

Store in Vault

Restore from Vault

Synchronize Vault Cache

Enterprise Vault Webmail Actions - Enterprise Vault adds the following buttons to the Outlook Toolbar to allow one-click functionality.

Enterprise Vault Webmail Toolbar - The Enterprise Vault installation will occur automatically. If you have EV archived messages and do not have EV buttons or the EV icons please try closing and restarting Outlook. If this does not fix the issue contact the Helpdesk at x25200 or email ISHelp@utmb.edu.

Identifying Enterprise Vault Mail ItemsNext to each Outlook item is a small icon that indicates the type and status of the message item. The tables below show the common Outlook icons and the icons associated with Enterprise Vault. Default Outlook Icons - The icons in this table are provided by Microsoft. As an Outlook user, you are already familiar with these icons.IconDescription

An unopened email

An opened email

A replied to email

A forwarded email

Enterprise Vault Outlook Icons - Enterprise Vault adds the following icons to display the status of archived emails.IconDescription

Archived email, waiting for backup confirmation

Archived email

Retrieval from archive pending

Accessing Archived Emails New and non-archived emails will continue to reside in your mailbox like they are normally. Archived emails will not show up in your mailbox, but will be located within the Vault Cache part of the Enterprise Vault Outlook Client (see below).

Archived emails are opened the same way that a user would open non-archived emails in Outlook; you double click on it or right click and select open. If the email was archived (the message would have the following icon associated with it:), the archived item will be retrieved and displayed. If the message is large, you may see the following display while the system transfers the email to your computer.

NOTE: Users that utilize the Citrix environment (Thin clients or MyCitrix) to access Outlook, the Vault Cache will not be an available option to access archived emails. Citrix users will have an icon to start Archive Explorer or can use Webmail to access their archived emails.Manual Archiving of Emails Occasionally, you may identify email that needs to be archived immediately: e.g., to manage mailbox storage or to take advantage of EVs search capabilities. Highlight the email that you want to archive and click on the Store in Vault button () on the Enterprise Vault toolbar or go to Tools, Enterprise Vault, Store in Vault to archive this item. Restoring Archived Emails On occasion, you may need to restore an archived email from Enterprise Vault. Highlight the message you want to restore and then click on the Store in Vault button () on the Enterprise Vault toolbar or go to Tools, Enterprise Vault, Restore from Vault to restore this item. Synchronize Vault Cache Once you have manually archived or restored items from your mailbox, it will be necessary for you to synchronize your Vault Cache in order to be able to view items in their new location. Click on the Synchronize Vault Cache button () or go to Tools, Enterprise Vault, Synchronize Vault Cache to synchronize items. Deleting Archived Emails Information may only be deleted from the vault using Archive Explorer or Search Vault.

Be sure to use caution when deleting items from the vault as they may not be recovered.

NOTE: Using the regular delete function in Outlook will only remove the link to the archived item; the archived item is not deleted. The search function will find and retrieve any of your archived items, until Enterprise Vault does its next scheduled processing.Troubleshooting: Opening Archived Messages Q: When I attempt to open an archived email, I receive an error message. What do I need to do to view my archived message?

A: The problem may be related to some corrupt information in Outlook, which can be resolved by following the procedure shown in Appendix A. If the problem persists, contact the Helpdesk at 409-772-5200

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