Depending on what version of Outlook you have installed, you may either see an additional toolbar (up to Outlook 2007) or and additional Tab (2010 and onwards).

Image: MailVault toolbar in Microsoft Outlook 2007

Image: MailVault tab in Microsoft Outlook 2010

Logging on to MailVault Email Add-in

If the MailVault Outlook Add-in is not pre-configured, you will be asked to log in to MailVault Server as soon as you click any button in the MailVault Outlook Add-in.

Please enter the following details:

§ Server Name: https://mailvault.appcentre.net/<customer name>

§ Authentication: Standard Authentication

§ User Name: <Your Username>

§ Password: <Your Password>

Tick the “Remember Password” box if you do not wish to be prompted for your credentials each time you access the archive after starting up Outlook.

MailVault Mobile Access

MailVault users can access their archives using a supported browser on their tablet/smartphone.

Requirements

Stock web browsers on the following platforms are officially supported:

· Apple iOS 3.2 or higher

· Android 2.3 or higher

· Windows Phone 7.5 or higher

· Blackberry 7 or higher

Logging in to the MailVault Mobile Web Interface

Unless MailVault Server is configured otherwise, users can access MailVault Mobile Web Access using the following internet addresses:

https://mailvault.appcentre.net/<customer name>/web/m

To log in to MailVault Mobile Web Access, please enter the following details:

§ User Name: <Your Username>

§ Password: <Your Password>

Bookmarking the Mobile Web Site

To avoid entering the internet address into your tablet/smartphone browser each time you need to access the archive, you can bookmark the URL as a link on your home screen.

Creating a Bookmark on Android Devices

Please note: Due to the variety of customized Android devices. The instructions below may not correctly reflect all the steps you need to follow. Please refer to the manufacturer’s manual in these occasions.

1. Open up the default Android web browser

2. Browse to https://mailvault.appcentre.net/<customer name>/web/m

3. Click on the Android Menu button

4. Select “Add Shortcut”

5. Return to your home screen and you should find a bookmark called “MailVault”

Creating a Bookmark on Blackberry Devices

BlackBerry 7

1. Open up the default Blackberry web browser

2. Browse to https://mailvault.appcentre.net/<customer name>/web/m

3. Press the Blackberry button

4. Give the bookmark a name

5. Select the location where you would like the bookmark to be created

6. Click “add”

7. Browse to the location you selected in step 4 and you should find a bookmark with the name you selected at step 3

Blackberry 10

1. Open up the default Blackberry web browser

2. Browse to https://mailvault.appcentre.net/<customer name>/web/m

3. Press the Blackberry Action key

4. Click on “Add to Home Screen”

5. Return to your home screen and you should find a bookmark called “MailVault”

Creating a Bookmark on IOS (IPhone, IPad) Devices

1. Open Safari

2. Browse to https://mailvault.appcentre.net/<customer name>/web/m

3. Click on the IOS Share button

4. Click on “Add to Home Screen”

5. Give the bookmark a name

6. Click on “Add”

7. Return to your home screen and you should find a shortcut with the name you entered in step 5

Creating a Bookmark on Windows Phone Devices

1. Open up Internet Explorer

2. Browse to https://mailvault.appcentre.net/<customer name>/web/m

3. Click on the options button

4. Click on “Pin to Start”

5. Return to your home screen and you should find a bookmark called “MailVault”

MailVault Web Access

MailVault users can access their archives using a supported browser.

Requirements

The following web browsers are officially supported by MailVault Web Access:

· Apple Safari 3 or higher

· Google Chrome

· Microsoft Internet Explorer 8 or higher

· Mozilla Firefox 3 or higher

· Opera 9 or higher

Accessing MailVault Web Access

Users can use the following internet addresses to access MailVault Web Access:

https://mailvault.appcentre.net/<customer name>

To login to MailVault Web Access, please enter the following details:

§ User Name: <Your Username>

§ Password: <Your Password>

Now please click Log on.

Searching Your Email Archives

Mobile Search

Search by Folder Structure

· After login, a list of all readable user archives appears.

· To open a user archive or a folder, simply tap on it.

· To return to the previous screen, tap on the Back button in the upper left corner.

· To view the emails in a folder, tap on emails in the folder.

· To view an email, simply tap on it.

Full Text Search

· To search for a specific keyword, first go to the archive to be searched. (Subfolders are included in the search).

· Tap on Search.

· Enter the keyword and tap on Search again.

· The search results are displayed.

· To view an email, simply tap on it.

MailVault Web Access makes the archive accessible through an internet browser. This way, important functions such as browsing and viewing archived emails can be made available under any system and without having to install additional software.

Web/Outlook Search

Search by Archive Folder

User Archives

The folder My Archive contains all emails that were archived from your mailboxes. If you have read-access to the archives of additional users, their emails are located in the folders labeled Archive of <user name>. e.g.

Display of Emails in a Folder

To view the emails of a specific folder, simply click on the folder name. The emails are listed below the tree structure.

Quick Search

With quick search you can browse all emails located in the archives you have access to. This feature is especially suitable for simple queries; alternatively, the extended search can be used (see below).

Using Quick Search

The input field is located in the upper part of MailVault Web Access or in the MailVault Outlook Addin.

(Outlook Add-in Quick Search)

(Web Access Quick Search)

Simply enter one or more keywords and press ENTER. The search results are displayed. Keywords which appear in the header or the subject line are highlighted.

Searching for Word Fragments

To display all emails containing a word beginning with a particular fragment, use the wildcard character (*). For example:

auto*

will return auto, automatic, automobile etc.

Searching for Phrases

To search for words appearing consecutively and in a specific order, use quotation marks (""). For example:

"Microsoft Windows"

will return the text Microsoft Windows but not Microsoft Works or Windows 95.

Narrowing by Fields

A search for keywords or phrases can be limited to specific fields. For example:

subject:News only in Subject

from:john@mailVault.appcentre.net only in From

to:michael@mailVault.appcentre.net only in To

cc:lisa@mailVault.appcentre.net only in Cc

bcc:customers@mailVault.appcentre.net only in Bcc

Excluding Words

To narrow a search, you may want to specify words which must not be present in the emails. To exclude words from the search results, prepend the word with the minus character (-). For example:

Cerulean -download-tip

returns all emails containing Cerulean which do not contain download-tip.

Combining Search Options

Any of the search options described above can be combined. For example:

Cerulean -"Daily Update"

returns all emails containing Cerulean which do not contain the consecutive words Daily Update.

Advanced Search

The advance search allows you to build more complex search queries such as the date and size of the email(s).

Using the Advanced Search

In the upper part of the MailVault Web Access and the Outlook Add-In, click on Advanced Search and enter the search parameters.

The search criteria are cumulative, i.e. the search returns only those emails satisfying all criteria. Click on Search to start the search.

Search Criteria under "Extended Search"

Enter a keyword or phrase into the text field, and specify where MailVault is to direct the search. The following options are available:

· Subject - The subject line of the email is searched.

· Sender/Recipient - The fields "From", "To", "Cc", and "Bcc" are searched.

· Message body - The text-only or HTML sections of the email are searched (depending on availability).

· Attachments File Names - The file names of the email attachments are searched.

· Attachment Contents - The contents of the email attachments are searched. If and to what extent attachments can be searched depends on the indexing options specified (under Administrative Tools).

In the textfield Search for, all options described in section Quick Search, such as phrases and wildcards, are available here as well.

Search Criteria under "General"

Under General, the following options are available:

· Folder - The folder to be searched by MailVault can be selected here. By default, this is the main folder of the current user. By clicking the button to the right of the text field, folders can also be selected using the folder structure. As administrator, the folders of all users can be searched.

· Include subfolder - If selected, MailVault not only searches the selected folder (e.g. Inbox), but all subfolders created therein (e.g. Inbox / Projects 2008 / Profit Optimization) as well.

· From - Any keywords or email addresses entered here are searched for only within the email's sender field.

· To/Cc/Bcc - Any keywords or email addresses entered here are searched for only within the email's recipient fields.

· Date - The timeframe the search is to cover can be selected here. Either a predefined range, such as Yesterday or This year, can be selected or, by choosing Custom, a specific period can be specified manually. In this case, the start and end dates will be included.

In the fields From and To/Cc/Bcc, all options, such as phrases and wildcards, described in section Quick Search are available.

Search Criteria under "Extended"

Under Advanced, the following options are available:

§ Messages with/without attachments - By default, all messages are searched, regardless of whether or not they have any file attachments. Clear one of the check boxes to remove certain emails, such as those without attachments, from the results.

Important: These searches can be imprecise at times because items like background pictures could be regarded as attachments.

§ Size - By default, all messages are searched regardless of their size. Use the appropriate fields provided to limit the search according to the size of the emails, e.g. at least 5 MB or between 400 and 600 KB.

§ Priority - Emails are searched according to the priority level of the email as assigned by the sender. When choosing Low, all emails with a priority level lower than Normal are returned, when choosing High, all emails with a priority level higher than Normal are returned. Emails not containing any information regarding priority are assumed to have a priority level of Normal.

Starting a Search

Click on Search to start the search. The results are displayed in a list.

Refining the Search Results

To narrow the results after a search has been executed, click on Advanced Search again, enter additional search criteria and click on Search.

Starting a New Search

To start a new search, click on New Query. All search criteria will be reset to their default values (i.e. no restrictions; the search covers all folders of the current user).

Saving a Search

Search criteria that are used repeatedly (such as "all receipts from the last month") can be saved and reused at any time. Click on Save As... and choose a meaningful name for the search. Click on Open to access, edit or restart the search.

Previewing Emails

Previewing via the Outlook Add-in

To view an email which was returned by one of the search functions described above, simply click on it. A preview of the email is displayed on the right side of the screen.

Please keep in mind that images and any formatting will not be displayed in the preview for security reasons. Emails cannot be forwarded or replied to within the preview, either.

For a comprehensive view of an archived email and the ability to use all the Microsoft Outlook features such as printing, forwarding and replying, click on Open message in the MailVault Outlook Add-in.

The email will be loaded from the archive and displayed, either immediately or after a few seconds depending on size.

Previewing via the Web Interface

To view an email which was returned by one of the search functions described above, simply click on it. A preview of the email is displayed on the right side of the screen.

Please keep in mind that images and any formatting will not be displayed in the preview for security reasons. Emails cannot be forwarded or replied to within the preview, either.

Opening Email in Email Application

In the toolbar above the email preview, two buttons are available: Open in Microsoft Outlook (MSG) and Open in Email Client (EML).

If you have Outlook installed or a mail client which can open .EML files, you can view these emails as you would any message in your default Mail client. You will also gain the ability to respond or forward the archived email.

Printing the Displayed Email

In the toolbar above the email preview you can find the function Print.

By clicking on this button, you can print the displayed message. The print out will also include the message header i.e. To, From, Subject…..

Internet Headers

In the toolbar above the email preview click on Internet Headers...

This will display the internet headers of the current message as well as all MIME parts.

Restoring Emails

Restoring via the Outlook Add-In

To restore an archived email which is no longer in your mailbox to Outlook, please proceed as follows:

· Locate the email within the archive and open it.

· In the MailVault Outlook Add-in, click on Restore Message.

· Drag and drop the envelope icon into an Outlook email folder or a Windows Explorer file system folder.

· The email is restored immediately or after a few seconds, depending on its size.

Restoring via the Web Interface

In the toolbar above the email preview you can find the function Restore to Mailbox.

Once you click on this button a new window will pop up prompting you to an email address. Please enter the address of the mailbox you would like to restore the email to.