®
EmailXtender Search
Release 4.7
Microsoft® Windows® Version
User’s Guide
Copyright © 2003 - 2005 by EMC Corporation. All rights reserved. This software (including documentation) is subject to the terms
and conditions set forth in the end user license agreement or other applicable agreement, and you may use this software only if you
accept all the terms and conditions of the license agreement. This software comprises proprietary and confidential information of
EMC. Unauthorized use, disclosure, and distribution are strictly prohibited. Use, duplication, or disclosure of the software and
documentation by the U.S. Government are subject to restrictions set forth in subparagraph (c)(1)(ii) of the Rights in Technical Data
and Computer Software clause at DFARS 252.227-7013 or subparagraphs (c)(1) and (2) of the Commercial Computer Software Restricted Rights at 48 CFR 52.227-19, as applicable. Manufacturer is LEGATO Software, a division of EMC, 2350 West El Camino Real,
Mountain View, CA 94040.
EmailXtender Search User’s Guide, Release 4.7
February 2005
e2-2222-01
LEGATO and the LEGATO logo are registered trademarks, and LEGATO NetWorker, NetWorker, AAM, Co-StandbyServer, RepliStor,
SnapShotServer, QuikStartz, AlphaStor, ClientPak, Xtender, XtenderSolutions, DiskXtender, ApplicationXtender, ArchiveXtender,
EmailXtender, and EmailXaminer are trademarks or registered trademarks of LEGATO Software, a division of EMC. This is a
nonexhaustive list of LEGATO trademarks, and other trademarks may be the property of their respective owners.
The following may be trademarks or registered trademarks of the companies identified next to them, and may be used in this
document for identification purposes only.
Acrobat, Adobe / Adobe Systems, Inc.
Apple, Macintosh / Apple Computer, Inc.
Caldera Systems, SCO, SCO OpenServer, UnixWare / Caldera, Inc.
TELEform / Cardiff
Check Point, FireWall-1 / Check Point Software Technologies, Ltd.
Unicenter / Computer Associates International, Inc.
Access Logix, Celerra, Centera, CLARiiON, EMC, EMC2, MirrorView, Navisphere, SnapView, SRDF, Symmetrix, Symmetrix DMX,
TimeFinder / EMC Corporation
Fujitsu / Fujitsu, Ltd.
Hewlett-Packard, HP, HP-UX, HP Tru64, HP TruCluster, OpenVMS, ProLiant / Hewlett-Packard Company
AIX, DB2, DB2 Universal Database, Domino, DYNIX, DYNIXptx, IBM, Informix, Lotus, Lotus Notes, OS/2, PTX, ptx/ADMIN, Raid
Plus, ServeRAID, Sequent, Symmetry, Tivoli, / IBM Corporation
InstallShield / InstallShield Software Corporation
Intel, Itanium / Intel Corporation
Linux / Linus Torvalds
Active Directory, Microsoft, MS-DOS, Outlook, SQL Server, Windows, Windows NT / Microsoft Corporation
Netscape, Netscape Navigator / Netscape Communications Corporation
Data ONTAP, NetApp, NetCache, Network Appliance, SnapMirror, SnapRestore / Network Appliance, Inc.
IntraNetWare, NetWare, Novell / Novell, Inc.
Oracle, Oracle8i, Oracle9i / Oracle Corporation
NetFORCE / Procom Technology, Inc.
DLTtape / Quantum Corporation
Red Hat / Red Hat, Inc.
R/3, SAP / SAP AG
IRIX, OpenVault, SGI / Silicon Graphics, Inc.
SPARC / SPARC International, Inc.a
ACSLS, REELbackup, StorageTek / Storage Technology Corporation
Solaris, Solstice Backup, Sun, SunOS, Sun StorEdge, Ultra / Sun Microsystems, Inc.
SuSE / SuSE, Inc.
Sybase / Sybase, Inc.
Turbolinux / Turbolinux, Inc.
Unicode / Unicode, Inc.
VERITAS, VERITAS File System/ VERITAS Software Corporation
WumpusWare / WumpusWare, LLC
UNIX / X/Open Company Ltdb
Notes:
a. Products bearing SPARC trademarks are based on an architecture developed by Sun Microsystems, Inc.
b. UNIX is a registered trademark in the United States and other countries, licensed exclusively through X/Open Company, Ltd.
All other brand or product names may be trademarks or registered trademarks of their respective owners.
LEGATO Software
A Division of EMC Corporation
End-User License Agreement
THIS PRODUCT CONTAINS CERTAIN COMPUTER PROGRAMS AND OTHER PROPRIETARY MATERIAL, THE USE OF WHICH IS SUBJECT TO
THIS END-USER LICENSE AGREEMENT (THE "EULA"). DO NOT PROCEED WITH THE INSTALLATION OF THIS PRODUCT UNTIL YOU (LATER
DEFINED AS LICENSEE) HAVE READ THIS EULA AND AGREE TO BE BOUND BY AND BECOME A PARTY TO THIS EULA. BY PROCEEDING
WITH THE INSTALLATION OF THIS PRODUCT (OR AUTHORIZING ANY OTHER PERSON TO DO SO), YOU AND YOUR COMPANY ACCEPT
THIS EULA AND YOU REPRESENT THAT YOU ARE AUTHORIZED TO DO SO. IF YOU ARE ACCESSING THE PRODUCT ELECTRONICALLY
INDICATE YOUR ACCEPTANCE OF THESE TERMS BY SELECTING THE "ACCEPT" BUTTON AT THE END OF THE EULA. IF YOU DO NOT AGREE
TO THE TERMS OF THIS EULA, YOU MAY RETURN THIS PRODUCT, ALL MEDIA AND DOCUMENTATION, AND PROOF OF PAYMENT, TO THE
PLACE YOU OBTAINED THEM FOR A FULL REFUND WITHIN THIRTY (30) DAYS OF FIRST ACQUIRING THIS PRODUCT OR, IF THE PRODUCT
IS ACCESSED ELECTRONICALLY, SELECT THE "DECLINE" BUTTON AT THE END OF THIS EULA AND RETURN PROOF OF PAYMENT IN
ACCORDANCE WITH THE ABOVE REFERENCED RETURN/REFUND PROCESS. WRITTEN APPROVAL IS NOT A PREREQUISITE TO THE
VALIDITY OR ENFORCEABILITY OF THIS EULA AND NO SOLICITATION OF ANY SUCH WRITTEN APPROVAL BY OR ON BEHALF OF LEGATO
SHALL BE CONSTRUED AS AN INFERENCE TO THE CONTRARY. IF YOU HAVE ORDERED THIS PRODUCT, LEGATO'S ACCEPTANCE IS
EXPRESSLY CONDITIONAL ON YOUR ASSENT TO THESE TERMS TO THE EXCLUSION OF ALL OTHER TERMS; IF THESE TERMS ARE
CONSIDERED AN OFFER BY LEGATO, ACCEPTANCE IS EXPRESSLY LIMITED TO THESE TERMS.
1. DEFINITIONS
1.1 Authorization Code: means the unique code provided to Licensee by
LEGATO for permanent activation of the Software. The Authorization
Code is provided to Licensee once the Enabler Code is registered with
LEGATO. The Authorization Code may be tied to a unique machine ID
code supplied by Licensee.
1.2 Documentation: Documentation: means the user reference materials
on any media, provided by LEGATO for use with the Software.
1.3 Enabler Code: means the code provided by LEGATO for activation of
the Software.
1.4 Licensee: means the person or entity acquiring this License or for
whom this License was acquired.
1.5 Software: means the object code copy of the software program
provided to You in association with this EULA, together with the
associated original media and all accompanying Documentation, and
together with all Updates that may be provided by LEGATO to You from
time to time.
2. OWNERSHIP AND ADMINISTRATION OF SOFTWARE
2.1 Ownership and Title. As between the parties, LEGATO, and its
licensors, own and shall retain all right, title, and interest in and to: (i) the
Software including all intellectual property rights embodied therein; (ii) all
of the service marks, trademarks, trade names, or any other designations
associated with the Software; and (iii) all copyrights, patent rights, trade
secret rights, and other proprietary rights relating to the Software.
2.2 Software Activation. LEGATO employs Enabler Codes and
Authorization Codes that enable the use of the Software. The Software is
shipped in a ”Media Kit” which consists of object code software on
CD-ROM and an Enabler Code for initial activation of the Software or the
Software and Enabler Code may be delivered electronically. Once
LEGATO receives confirmation from Licensee that the Software is
installed with the correct Enabler Code, and is provided with the host ID
information, LEGATO will provide the Authorization Code to Licensee.
LEGATO administers the generation and distribution of Enabler and
Authorization Codes, which administration may be modified by LEGATO
from time to time.
2.3 Administration of Software. LEGATO may include on the media with
the Software additional computer programs which are not currently
licensed for use by Licensee and to which the Enabler Code or
Authorization code will not permit access. Inclusion of such additional
computer programs in no way implies a license from LEGATO and access
or use of such programs is strictly prohibited unless Licensee procures the
right to use any such program and the applicable Enabler Code is
provided thereto.
3. LICENSE GRANT
3.1 Grant. LEGATO grants to Licensee a non-exclusive, nontransferable,
non-sublicensable, perpetual (unless terminated in accordance with the
provisions of this EULA), license (the “License”) to (i) use the Software
installed in accordance with the Documentation and only on the licensed
computer(s) solely for its own internal operations; and (ii) move the
Software temporarily in case of computer system malfunction. The
Software may be licensed: (a) on a per copy or per seat basis, on a physical
or virtual machine, (b) based upon the number of mailboxes or the number
of non-concurrent users for which it may be used, or (c) based upon data
volumes it supports. The License granted under this EULA does not
constitute a sale of the Software or any portion or copy of it. Licensee may
not use the Software on more than one computer system unless otherwise
specifically authorized by an explicit Software product, or additional
licenses for additional computers are purchased. Rights not expressly
granted are reserved by LEGATO.
3.2 Copies. Licensee may make copies of the Software provided that any
such copy is: (i) created as an essential step in utilization of the Software
as licensed and is used in no other manner; or (ii) used for archival
purposes. All trademark and copyright notices must be reproduced and
included on such copies. Licensee may not make any other copies of the
Software.
3.3 Restrictions on use. Licensee shall not, and shall not aid, abet, or
permit any third party to: (i) decompile, disassemble, or otherwise reverse
engineer or attempt to reconstruct or discover any source code or
underlying ideas or algorithms of the Software by any means whatsoever;
(ii) remove any identification, copyright, or other notices from the
Software; (iii) provide, lease, lend, use for timesharing or service bureau
purposes; (iv) create a derivative work of any part of the Software; or (v)
develop methods to enable unauthorized parties to use the Software. If EC
law is applicable, the restrictions in Section 3.3 (i) are limited so that they
prohibit such activity only to the maximum extent such activity may be
prohibited without violating the EC Directive on the legal protection of
computer programs. Notwithstanding the foregoing, prior to
decompiling, disassembling, or otherwise reverse engineering any of the
Software, Licensee shall request LEGATO in writing, to provide Licensee
with such information or assistance and Licensee shall refrain from
decompiling, disassembling, or otherwise reverse engineering any of the
Software unless LEGATO cannot or has not complied with such request in
a commercially reasonable amount of time.
3.4 Purchase Orders. Nothing contained in any purchase order,
acknowledgment, or invoice shall in any way modify the terms or add any
additional terms or conditions to this EULA.
3.5 Updates. This section applies if the Software acquired is an update to
the original Software (the “Update”). An Update does not constitute a
legally licensed copy of the Software unless purchased as an Update to a
previously licensed version of the same Software. The Update may only
be used in accordance with the provisions of this EULA. The Update,
together with the original Software, constitutes one (1) legally licensed
copy of the Software.
3.6 Evaluation License. This Section applies if the Software is being used
for an initial thirty (30) day evaluation period. The license is valid only for
a period of thirty (30) days from the delivery of the Software, and is
designed to allow Licensee the right to evaluate the Software during such
period. In the event that Licensee desires to continue to license the
Software, Licensee must purchase a license to the Software. Upon such
purchase, Licensee will be provided with an Enabler Code in accordance
with Section 2.2 above. In the event Licensee determines not to purchase
a license for the Software at the end of such thirty (30) day evaluation
period, then Licensee’s rights under this EULA shall terminate
automatically and Licensee shall promptly return to LEGATO or destroy
all copies of the Software and so certify to LEGATO.
3.7 General Public License ("GPL"). The Software may include one or
more components which are derived from software subject to a General
Public License. Any such components are licensed exclusively under the
applicable GPL and not under this EULA.
4. MAINTENANCE AND SUPPORT
4.1 LEGATO has no obligation to provide support, maintenance,
upgrades, modifications, or new releases under this EULA. LEGATO may
provide such services under separate EULA.
5. LIMITED WARRANTY
5.1 Media and Documentation. LEGATO warrants that if the media or
documentation are damaged or physically defective at the time of delivery
of the first copy of the Software to Licensee and if defective or damaged
product is returned to LEGATO (postage prepaid) within thirty (30) days
thereafter, then LEGATO will provide Licensee with replacements at no
cost.
5.2 Limited Software Warranty. Subject to the conditions and limitations
of liability stated herein, LEGATO warrants for a period of thirty (30) days
from the delivery of the first copy of the Software to Licensee that the
Software, as delivered, will materially conform to LEGATO’s then current
published Documentation for the Software. This warranty covers only
problems reported to LEGATO during the warranty period. For
customers outside of the United States, this Limited Software Warranty
shall be construed to limit the warranty to the minimum warranty
required by law.
5.3 Remedies. The remedies available to Licensee hereunder for any such
Software which does not perform as set out herein shall be either repair or
replacement, or, if such remedy is not practicable in LEGATO’s opinion,
refund of the license fees paid by Licensee upon a return of all copies of the
Software to LEGATO. In the event of a refund this EULA shall terminate
immediately without notice with respect to such Software.
6. WARRANTY DISCLAIMER
6.1 Warranty Disclaimer. EXCEPT FOR THE LIMITED WARRANTY
PROVIDED IN SECTION 5 ABOVE, ALL SOFTWARE IS PROVIDED "AS
IS". LEGATO AND ITS LICENSORS MAKE NO WARRANTIES WITH
RESPECT TO ANY SOFTWARE AND DISCLAIMS ALL STATUTORY OR
IMPLIED WARRANTIES, INCLUDING WITHOUT LIMITATION
WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR
PURPOSE, OR ARISING FROM A COURSE OF DEALING OR USAGE
OF TRADE AND ANY WARRANTIES OF NONINFRINGEMENT.
LEGATO DOES NOT WARRANT THAT THE SOFTWARE WILL MEET
ANY REQUIREMENTS OR THAT THE OPERATION OF SOFTWARE
WILL BE UNINTERRUPTED OR ERROR FREE. ANY LIABILITY OF
LEGATO WITH RESPECT TO THE SOFTWARE OR THE
PERFORMANCE THEREOF UNDER ANY WARRANTY, NEGLIGENCE,
STRICT LIABILITY OR OTHER THEORY WILL BE LIMITED
EXCLUSIVELY TO THE REMEDIES SPECIFIED IN SECTION 5.3 ABOVE.
Some jurisdictions do not allow the exclusion of implied warranties or
limitations on how long an implied warranty may last, so the above
limitations may not be applicable.
7. LIMITATION OF LIABILITY
7.1 Limitation of Liability. EXCEPT FOR BODILY INJURY, LEGATO
(AND ITS LICENSORS) WILL NOT BE LIABLE OR RESPONSIBLE WITH
RESPECT TO THE SUBJECT MATTER OF THIS EULA UNDER ANY
CONTRACT, NEGLIGENCE, STRICT LIABILITY, OR OTHER LEGAL OR
EQUITABLE THEORY FOR: (I) ANY INDIRECT, SPECIAL,
INCIDENTAL OR CONSEQUENTIAL DAMAGES, HOWEVER CAUSED
AND WHETHER OR NOT ADVISED IN ADVANCE OF THE
POSSIBILITY OF SUCH DAMAGES; OR (II) DAMAGES FOR LOST
PROFITS OR LOST DATA; OR (III) COST OF PROCUREMENT OF
SUBSTITUTE GOODS, TECHNOLOGY, SERVICES, OR RIGHTS; OR (IV)
FOR AMOUNTS IN EXCESS OF THOSE RECEIVED BY LEGATO FOR
THE PARTICULAR LEGATO SOFTWARE THAT CAUSED THE
LIABILITY. Because some jurisdictions do not allow the exclusion or
limitation of incidental or consequential damages, LEGATO's liability in
such jurisdictions shall be limited to the extent permitted by law.
8. TERM AND TERMINATION
8.1 Term. The term of this EULA is perpetual unless terminated in
accordance with its provisions.
8.2 Termination. LEGATO may terminate this EULA, without notice,
upon Licensee's breach of any of the provisions hereof.
8.3 Effect of Termination. Upon termination of this EULA, Licensee
agrees to cease all use of the Software and to return to LEGATO or destroy
the Software and all Documentation and related materials in Licensee's
possession, and so certify to LEGATO. Except for the License granted
herein and as expressly provided herein, the terms of this EULA shall
survive termination.
9. MISCELLANEOUS
9.1 Governing Law. This EULA shall be governed by the laws of the
Commonwealth of Massachusetts, without regard to the principles of
conflict of laws or the United Nations Convention on Contracts for the
International Sale of Goods.
9.2 Government Restricted Rights. Any Software which is acquired
directly or indirectly for or on behalf of the United States of America, its
agencies and/or instrumentalities ("U.S. Government"), is provided with
Restricted Rights. Use, duplication, or disclosure by the U.S. Government
is subject to restrictions as set forth in subparagraph (c)(1)(ii) of the Rights
in Technical Data and Computer Software clause at DFARS 252.227-7013
or subparagraphs (c)(1) and (2) of the Commercial Computer Software Restricted Rights at 48 CFR 52.227-19, as applicable. Manufacturer is
LEGATO Software, a division of EMC Corporation, 2350 W. El Camino
Real, Mountain View, CA 94040. The Software is a commercial software
product, licensed on the open market at market prices, and was developed
entirely at private expense and without the use of any government funds.
9.3 Export and Import Controls. Regardless of any disclosure made by
Licensee to LEGATO of an ultimate destination of the Products, Licensee
may not directly or indirectly export or transfer any portion of the
Software, or any system containing a portion of the Software, to anyone
outside the United States (including further export if Licensee took
delivery outside the U.S.) without first complying with any export or
import controls that may be imposed on the Software by the U.S.
Government or any country or organization of nations within whose
jurisdiction Licensee operates or does business. Licensee shall at all times
strictly comply with all such laws, regulations, and orders, and agrees to
commit no act which, directly or indirectly, would violate any such law,
regulation or order.
9.4 Assignment. This EULA may not be assigned or transferred by
Licensee without the prior written consent of LEGATO, which shall not be
unreasonably withheld. LEGATO may assign or otherwise transfer any or
all of its rights and obligations under this EULA upon notice to Licensee.
9.5 Sole Remedy and Allocation of Risk. Licensee's sole and exclusive
remedies are set forth in this EULA. This EULA defines a mutually
agreed-upon allocation of risk, and the License price reflects such
allocation of risk.
9.6 Equitable Relief. The parties agree that a breach of this EULA
adversely affecting LEGATO's intellectual property rights in the Software
may cause irreparable injury to LEGATO for which monetary damages
may not be an adequate remedy and LEGATO shall be entitled to equitable
relief in addition to any remedies it may have hereunder or at law.
9.7 No Waiver. Failure by either party to enforce any provision of this
EULA will not be deemed a waiver of future enforcement of that or any
other provision, nor will any single or partial exercise of any right or
power hereunder preclude further exercise of any other right hereunder.
9.8 Severability. If for any reason a court of competent jurisdiction finds
any provision of this EULA, or portion thereof, to be unenforceable, that
provision of the EULA will be enforced to the maximum extent
permissible so as to effect the intent of the parties, and the remainder of
this EULA will continue in full force and effect.
10. ENTIRE EULA
10.1 This EULA sets forth the entire understanding and EULA between the
parties and may be amended only in a writing signed by authorized
representatives of both parties. No vendor, distributor, reseller, dealer,
retailer, sales person, or other person is authorized by LEGATO to modify
this EULA or to make any warranty, representation, or promise which is
different than, or in addition to, the warranties, representations, or
promises made in this EULA. No pre-printed purchase order terms shall
in any way modify, replace or supersede the terms of this EULA.
Contents
Preface ........................................................................................................... 9.
Audience............................................................................................................................ 9.
Product Documentation ..................................................................................................... 9.
Conventions..................................................................................................................... 10.
Information and Services................................................................................................. 11.
General Information .................................................................................................. 11.
Technical Support ..................................................................................................... 11.
Licensing and Registration........................................................................................ 12.
Customer Feedback ........................................................................................................ 12.
Chapter 1: Introduction............................................................................... 13.
Choosing a Search Tool .................................................................................................. 14.
Search Types .................................................................................................................. 15.
Searching Your Own Mail ......................................................................................... 15.
Searching Other People's Mail.................................................................................. 16.
Administrator Search .......................................................................................... 16.
Supervisor Search .............................................................................................. 17.
Directed Search .................................................................................................. 18.
Legal Discovery Search...................................................................................... 18.
Corporate Search ............................................................................................... 19.
Search Tool Concepts ..................................................................................................... 19.
Configuration Options ............................................................................................... 19.
Creating a Search ..................................................................................................... 19.
Email Address Search Criteria ........................................................................... 20.
Keyword Search Criteria..................................................................................... 20.
Advanced Search Settings ................................................................................. 21.
Working With Search Results ................................................................................... 21.
EmailXtender Search, Release 4.7
User’s Guide
5
Contents
Chapter 2: Web Search................................................................................23.
Starting EmailXtender Web Search ................................................................................. 23.
Configuring Web Search Options..................................................................................... 26.
Creating a Search ............................................................................................................ 27.
Working With Search Results .......................................................................................... 31.
Viewing Search Results............................................................................................. 32.
Restoring Messages.................................................................................................. 34.
Troubleshooting Search Result Appearance ............................................................. 34.
Blank Body or Subject......................................................................................... 34.
Missing $Reader Field Data................................................................................ 35.
Chapter 3: Search Plug-in ...........................................................................37.
Starting the Search Plug-in .............................................................................................. 38.
Configuring Search Plug-in Options................................................................................. 39.
Authentication............................................................................................................ 40.
Server ........................................................................................................................ 41.
Search ....................................................................................................................... 43.
Container File Options............................................................................................... 44.
Creating a Search ............................................................................................................ 46.
Working With Search Results .......................................................................................... 51.
Viewing Search Results............................................................................................. 53.
Printing Messages ..................................................................................................... 53.
Restoring Messages to a Folder................................................................................ 54.
Restoring Shortcut Messages ................................................................................... 54.
Exporting Messages to a Container File.................................................................... 55.
Copying Messages to a Tab Separated Values File ................................................. 57.
Removing Messages From the Search Results ........................................................ 57.
Deleting Messages From the Archive........................................................................ 57.
Troubleshooting Search Result Appearance ............................................................. 58.
Message Subject Line Includes (Archived) Text ................................................. 58.
6
EmailXtender Search, Release 4.7
User’s Guide
Contents
Message Body Fails to Appear........................................................................... 58.
Missing $Reader Field Data ............................................................................... 59.
Chapter 4: Entering Email Address Search Criteria ................................ 61.
Email Address Search Criteria Tips................................................................................. 62.
Entering Addresses Using Wildcards .............................................................................. 62.
Wildcard Address Search Guidelines........................................................................ 63.
Wildcard Searches on SMTP Addresses .................................................................. 64.
Wildcard Searches on Canonical Address Information............................................. 65.
Chapter 5: Entering Keyword Search Criteria .......................................... 67.
Keyword Search Criteria Tips.......................................................................................... 68.
Boolean Operators .......................................................................................................... 69.
Boolean Operator Examples ..................................................................................... 70.
Positional Operators ........................................................................................................ 71.
Positional Operator Examples................................................................................... 73.
Multiple Words................................................................................................................. 74.
Multiple Word Usage Examples ................................................................................ 74.
Wildcards......................................................................................................................... 74.
Wildcard Examples ................................................................................................... 75.
Tense Conflation ............................................................................................................. 75.
Tense Conflation Examples ...................................................................................... 76.
Characters ....................................................................................................................... 76.
Character Usage Examples ...................................................................................... 78.
Reserved Words.............................................................................................................. 79.
Controlling Search Processing Order .............................................................................. 80.
Parenthesis Examples .............................................................................................. 80.
Chapter 6: Advanced Search Criteria........................................................ 81.
Index ............................................................................................................. 85.
EmailXtender Search, Release 4.7
User’s Guide
7
Contents
8
EmailXtender Search, Release 4.7
User’s Guide
Preface
This guide provides information on how to install and use the LEGATO
EmailXtender® Web Search and Search Plug-in software.
Install the software on the appropriate server and clients according to the
procedures in this guide.
Post-release information is contained in the Release Notes for this product.
Audience
The information in this guide is intended for system administrators who are
responsible for installing software and maintaining the servers and clients on
a network. It is also intended for end users who need to search their email.
Product Documentation
For a complete list of documentation related to this product, refer to the
EmailXtender installation CD. Most of the documents are Adobe Acrobat
PDFs, and can be viewed by downloading and installing the Adobe Acrobat
Reader. The Reader is available directly from Adobe. To install and use the
Reader on the preferred platform, refer to the instructions at the Adobe web
site.
EmailXtender Search, Release 4.7
User’s Guide
9
Preface
Conventions
This document uses the following typographic conventions and symbols to
make information easier to access and understand.
Convention
Indicates
Example
boldface
Names of line commands,
daemons, options,
programs, or scripts
The nsradmin command starts the
command line version of the NetWorker
Administrator program.
italic in text
Pathnames, filenames,
computer names, new terms
defined in the Glossary or
within the chapter, or
emphasized words
Displayed messages are also written to
/nsr/logs/daemon.log.
italic in
command line
A variable that must be
provided in the command
line
nwadmin -s server_name
fixed-width
Examples and information
displayed on the screen
media waiting: recover waiting for
8mm 5GB tape volume name
The specifications are created, one for each
swap file, in c:\pagefile.sys.
fixed-width, Commands and options that nsr_shutdown -a
boldface
must be entered exactly as
shown
Menu_Name>
Command
A path or an order to follow Volume>Change Mode>Appendable
for making selections in the
user interface
Important:
Information that must be
read and followed to ensure
successful backup and
recovery of data
10
Important: Use the no_verify option with
extreme caution.
EmailXtender Search, Release 4.7
User’s Guide
Preface
Information and Services
LEGATO offers a variety of methods (including e-mail, telephone, and fax
support) to obtain company, product, and technical information.
General Information
The LEGATO web site provides most of the information that customers might
need, including technical bulletins and binary patches from its FTP site. For
specific sales or training needs, e-mail or call LEGATO.
Service or Resource
Company
Technical Binary and Product
Bulletins Patches Information Training
www.legato.com
Yes
Yes
ftp.legato.com
(log in as anonymous)
Yes
Yes
LEGATO Sales
(650) 210-7000 (option 1)
[email protected]
LEGATO Education
Services
(650) 842-9357
[email protected]
Yes
Yes
Yes
Yes
Technical Support
The LEGATO web site provides contact information, software patches,
technical documentation, and information about available support programs.
•
Customers with an active support agreement have access to the LEGATO
integrated product knowledge base. Help with software issues is also
available through Technical Support.
•
Customers without an active support agreement can contact Support Sales
and Renewal to purchase annual software update subscriptions, or
technical support services for per-update/per-incident assistance.
Note: LEGATO Software technical support and update subscription services
apply only to (i) LEGATO price-listed software that LEGATO supplies to its
customers; and (ii) customers that have entered into an authorized LEGATO
technical support agreement.
EmailXtender Search, Release 4.7
User’s Guide
11
Preface
Licensing and Registration
To license and register products, go to the licensing web site at www.legato.com.
To change contact information, transfer licenses, or ask questions about
licensing, contact LEGATO by using one of the following methods.
Licensing and Registration
Contact
Telephone number
(650) 812 6000 (option 3, option 2)a
+31 23 554 8881b
Fax number
(650) 745-1477a
+31 23 554 8808b
E-mail
[email protected]
[email protected]
a. Contact information for the Americas, Asia, and the Pacific.
b. Contact information for Europe, the Middle East, and Africa.
Customer Feedback
LEGATO welcomes comments and suggestions about software features, the
installation procedure, and its documentation.
12
•
To comment on a particular guide, complete the Comments form at
www.legato.com. Navigate to the documentation page and click the
Comments link beside the name of the guide. All comments are reviewed
and acted upon, usually within one business day.
•
To help improve our documentation in general, complete a brief survey at
www.legato.com. Navigate to the documentation page and click the link to
the survey.
•
To provide other suggestions and comments, send e-mail to
[email protected]. Although LEGATO cannot respond personally to
every request, all comments and suggestions are considered during
product design.
EmailXtender Search, Release 4.7
User’s Guide
Chapter 1: Introduction
LEGATO EmailXtender (EX) is a comprehensive, policy-based system that
automatically collects, organizes, retains, and retrieves email messages and
attachments. EmailXtender automatically copies email and attachments into
an enterprise Message Center and generates a full-text index of the messages
and attachments. EmailXtender provides fast access to archived emails,
enables quick email restoration after virus attacks, and helps reduce server
backup time.
When the EmailXtract component is installed with EmailXtender, the system
can also collect other item types, such as public folders, appointments, tasks,
and notes.
EmailXtender then archives the data to low-cost and high-capacity storage
devices, reducing email server stress and bottlenecks by minimizing the size
of message stores. EmailXtender also helps save on email storage space by
capturing only a single copy of each message sent or received. For example, if
a message is sent to a distribution list, EmailXtender archives only a single
copy of the message instead of a copy for each recipient on the list.
Once EmailXtender begins archiving messages, you can conduct intelligent
search and retrieval of the messages. All users have access to their own
historical email from a central archive, and authenticated administrators or
supervisors can quickly and easily retrieve messages from an hour ago or
years ago to ensure compliance with an existing email policy or to help reduce
the cost of discovering email during litigation, audit, investigation, or any
other discovery event.
Note: EmailXaminer™, an add-on component to EmailXtender, offers
additional advanced surveillance capabilities designed specifically for
compliance with email regulations and policies, including message sampling,
customizable automated procedures, intelligent cross-mailbox searching,
purging, and more. For more information, refer to the EmailXaminer
documentation.
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Chapter 1: Introduction
Using EmailXtender for email record-keeping also helps maintain compliance
with United States federal regulations. For example, as part of U.S. Securities
and Exchange Commission (SEC) compliance, regulated financial
organizations should keep records of all email communications between their
members/employees and customers, as required by the U.S. Code of Federal
Regulations. EmailXtender rules and retention periods allow the collection,
tracking, and retention of specific messages or types of messages.
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There are two ways to search the EmailXtender archive for messages:
•
Using the Web Search Client
When EmailXtender is installed, the software publishes a web site (located
at http://localhost/EmailXtender, where localhost is the IP address or server
name of the EmailXtender server). You can access this web site to search
the EmailXtender archive at any time.
•
Using the Search Plug-in
You can install the EmailXtender Search Plug-in on any computer with a
Microsoft Outlook or Lotus Notes client installed. The Search Plug-in
offers EmailXtender search functionality from within these programs.
This chapter identifies key terminology and concepts. For more information,
see the following sections:
•
"Choosing a Search Tool" on page 14
•
"Search Types" on page 15
•
"Search Tool Concepts" on page 19
Choosing a Search Tool
Both the Web Search Client and the Search Plug-in allow you to perform basic
searches and view the results. You can search for messages from a particular
sender or to a particular recipient, as well as for messages that contain certain
keywords in the Subject field, message body, or attachments. You can also
search for messages on a particular date, only those messages with
attachments, or messages with a certain Importance or Sensitivity level.
The Search Plug-in provides additional, more robust functionality, however,
for complex searches and sophisticated manipulation of search results. Using
the Search Plug-in, you can:
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•
Search for a messages sent both to and from a particular user
•
Use wildcards to search for messages from a particular sender or to a
particular recipient (if you have administrator search privileges)
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•
Search for a particular message using its message identifier
•
Print the messages from the search results
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•
Restore a message in the search results list to a folder in the mailbox
•
Export messages in the search results list to a .pst or .nsf container file
•
Copy messages in the search results list to a tab separated value (.tsv) file
•
Remove messages from the search results list
•
Delete messages from the EmailXtender archive (if you have
administrator privileges)
For more information on using the Web Search Client and the Search Plug-in,
see "Chapter 2: Web Search" on page 23 and "Chapter 3: Search Plug-in" on
page 37.
Search Types
Once EmailXtender begins archiving messages, you can conduct intelligent
search and retrieval of the messages using either the Web Search Client or the
Search Plug-in. When the EmailXtract component is used to archive additional
item types, such as public folders, appointments, tasks, and notes, you can
search for and view these items as well.
EmailXtender allows you to search your own mail. If you have the correct
privileges, you can also search other users’ mail.
For more information, see the following sections:
•
"Searching Your Own Mail" on page 15
•
"Searching Other People's Mail" on page 16
Searching Your Own Mail
All users have access to their own historical email from a central archive,
including items received as part of a distribution list. You can search for
messages from a particular sender or to a particular recipient, as well as for
messages that contain certain keywords in the Subject field, message body, or
attachments. You can also search for messages on a particular date, only those
messages with attachments, or messages with a certain Importance or
Sensitivity level. For more information on creating a search, see "Creating a
Search" on page 19.
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Searching Other People's Mail
Authenticated administrators or supervisors can quickly and easily retrieve
messages from other users to ensure compliance with an existing email policy
or to help reduce the cost of discovering email during litigation, audit,
investigation, or any other discovery event.
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EmailXtender allows system administrators to tightly control access to the
mail archive so that users can access only those messages for which they have
authorization.
In addition, the EmailXtender Audit component discourages unauthorized
viewing of messages by tracking when supervisors and administrators view
and access messages sent to other users. For more information on installing
and using EmailXtender Audit, refer to the EmailXtender Installation Guide and
the EmailXtender Administrator’s Guide.
Depending on the privileges assigned to you by the EmailXtender system
administrator, there are several different ways you can search other people’s
mail. For more information, see the following sections:
•
"Administrator Search" on page 16
•
"Supervisor Search" on page 17
•
"Directed Search" on page 18
•
"Legal Discovery Search" on page 18
•
"Corporate Search" on page 19
Note: If you are using EmailXtender Archive Edition, you can only install the
Search Plug-in on the EmailXtender server or use the Web Search Client for an
administrator search. User searches, supervisor searches, and directed
searches are prohibited. In addition, EmailXaminer and EmailXtender Audit
functionality is not available. You must upgrade to a full EmailXtender license
to have access to these features.
Administrator Search
If you are assigned administrator search privileges by the EmailXtender
system administrator, you can search all messages in the EmailXtender
archive. Administrators can also delete messages they retrieve through a
search. (For more information on assigning administrator search privileges,
refer to the EmailXtender Administrator’s Guide.)
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This is useful, for example, in cases where mail system administrators may be
asked to recover messages from the archive that contain important
information for users who are no longer with the company or whose roles may
have changed.
To perform an administrator search, simply select Admin from the Search Type
drop-down list in the Search window of either the Web Search Client or the
Search Plug-in.
The Search Plug-in provides advanced options for manipulating and
exporting search results. If you need to take advantage of this functionality -for example, if you are a compliance officer conducting a legal discovery
search and you want to export search results for further review -- you should
use the Search Plug-in.
Administrator search activity may be monitored through the EmailXtender
Audit utility. For more information on EmailXtender Audit, refer to the
EmailXtender Installation Guide and the EmailXtender Administrator’s Guide.
Supervisor Search
If you are assigned supervisor search privileges, you can search for messages
from a group of users defined by the EmailXtender system administrator. (For
more information on assigning supervisor search privileges, refer to the
EmailXtender Administrator’s Guide.)
Typically, this is used for corporate searches, where human resources
personnel, managers, and supervisors need to access the messages for their
employees.
To perform a supervisor search, simply select the name of the supervisor
group from the Search Type drop-down list in the Search window of either the
Web Search Client or the Search Plug-in.
Supervisor search activity may be monitored through the EmailXtender Audit
utility. For more information on EmailXtender Audit, refer to the EmailXtender
Installation Guide and the EmailXtender Administrator’s Guide.
Note: If you are using EmailXtender Archive Edition, supervisor searches are
not available. You must upgrade to a full EmailXtender license to access these
features.
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Directed Search
If the EmailXtender Message Center has been configured so that certain types
of messages are filtered into specific cabinets or folders, a directed search
allows you to search for messages in a particular cabinet or folder. For more
information on EmailXtender cabinets and folders, refer to the EmailXtender
Administrator’s Guide.
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Like supervisor searches, directed searches are typically used for corporate
searches, where human resources personnel, managers, and supervisors need
to access the messages for their employees and those messages have been
filtered into a specific cabinet or folder.
To perform a directed search, simply select the name of the cabinet or folder
from the Search Type drop-down list in the Search window of either the Web
Search Client or the Search Plug-in.
Directed search activity may be monitored through the EmailXtender Audit
utility. For more information on EmailXtender Audit, refer to the EmailXtender
Installation Guide and the EmailXtender Administrator’s Guide.
Note: If you are using EmailXtender Archive Edition, directed searches are not
available. You must upgrade to a full EmailXtender license to access these
features.
Legal Discovery Search
Compliance officers and legal investigators can use EmailXtender search tools
to conduct legal discovery searches to support compliance requirements or
investigate legal matters.
Legal discovery searches are typically conducted using administrator
privileges, which allows the compliance officer or investigator to search all
items sent or received by any user. However, the scope of the search can be
limited using supervisor or directed search privileges. For more information,
see "Administrator Search" on page 16, "Supervisor Search" on page 17, and
"Directed Search" on page 18.
Legal discovery searches typically require the discovery of inbound and
outbound messages associated with one or more users for a specified period
of time. The search criteria can be further refined prior to executing the search
using keywords and other filtering information.
The resulting message set can then be viewed, sorted, edited, printed, and
exported to capture the appropriate set of messages to fulfill the search
objectives.
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Corporate Search
Corporate users such as human resources personnel, managers and
supervisors can use the EmailXtender search tools to access the messages for
their employees. The scope of these searches is typically limited using
supervisor and directed search privileges. For more information, see
"Supervisor Search" on page 17 and "Directed Search" on page 18.
Search Tool Concepts
Once you start either the Web Search Client or the Search Plug-in, you can
configure search options, create a search, and then view and manage the search
results. For more information, see the following sections:
•
"Configuration Options" on page 19
•
"Creating a Search" on page 19
•
"Working With Search Results" on page 21
Configuration Options
Before you begin a search, you should configure search options to define the
way search results should appear. These options include whether to remove
duplicates from the search results and the maximum number of search results
that should appear.
If you are using the Search Plug-in, search options also control the
authentication method used, the EmailXtender servers you want to search,
and settings for automatically exporting search results to a Microsoft Outlook
.pst or Lotus Notes .nsf container file.
For more information on configuring search options, see "Configuring Web
Search Options" on page 26 and "Configuring Search Plug-in Options" on
page 39.
Creating a Search
You can search for messages from a particular sender or to a particular
recipient, as well as for messages that contain certain keywords in the Subject
field, message body, or attachments. You can also search for messages on a
particular date, only those messages with attachments, or messages with a
certain Importance or Sensitivity level.
If you are using the Search Plug-in you can also search for messages using the
message identifier.
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For more information on entering search criteria, see the following sections:
1
•
"Email Address Search Criteria" on page 20
•
"Keyword Search Criteria" on page 20
•
"Advanced Search Settings" on page 21
Email Address Search Criteria
When you search the EmailXtender archive, you can search for messages to or
from a certain email address or distribution list.
If you are using the Web Search Client, you can enter the email address or
distribution list in the From or Sent To text boxes.
If you are using the Search Plug-in, you can enter the email address in the
drop-down list, select an email address from the address book, or expand the
drop-down list to select a previous email address search. The Search Plug-in
also allows you to enter partial address information using wildcards.
For more information on entering email address search criteria, see
"Chapter 4: Entering Email Address Search Criteria" on page 61.
Keyword Search Criteria
When you search the EmailXtender archive, you can search for keywords that
appear in the Subject field, message body, attachments, or a combination of the
fields. If you are using the Search Plug-in, you can also search for a specific
message by entering the message identifier.
If you are using the Web Search Client, enter the keyword in the Search for the
Word(s) text box and then choose the field in which you want to search for the
words from the In drop-down list.
If you are using the Search Plug-in, enter the keyword in the Search for the
Word(s) drop-down list, or expand the drop-down list to select a previous
keyword search. Then choose the field in which you want to search for the
words from the In drop-down list.
You can expand the search using Boolean operators, wildcards, and other
criteria.
For more information on entering keyword search criteria, see
"Chapter 5: Entering Keyword Search Criteria" on page 67.
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Advanced Search Settings
Advanced search criteria allow you to further refine a search so that you can
improve the chances of finding the message(s) you want. Advanced search
criteria include:
•
Whether to restrict the search to messages with attachments
•
Whether to search for messages of a certain importance level, such as
high priority messages, or sensitivity, such as Confidential
•
Whether to search for a specific attachment
•
Whether to restrict the search to messages that have been archived to
storage media that is currently online
•
Whether to search for messages of a certain size
If you are using the Web Search Client, you can enter advanced search criteria
using the Advanced Settings dialog box. To open the Advanced Settings dialog
box, click Advanced Settings on the Web Search Client window.
If you are using the Search Plug-in, you can enter advanced search criteria on
the More Choices tab.
For more information on entering advanced search criteria, see
"Chapter 6: Advanced Search Criteria" on page 81.
Working With Search Results
Once you perform a search, there are a number of ways to manipulate the
search results for easier viewing. You can sort the results by any of the column
headings, display the results in a grid, wrap column text, remove duplicate
results, limit the number of results that are returned, and configure whether all
names are displayed for each result.
If you are using the Web Search Client, you can view the messages in the search
results and forward a message from the search results to an email address. For
more information on working with search results using the Web Search Client,
see "Working With Search Results" on page 31.
If you are using the Search Plug-in, you can view and print the messages in the
search results, as well as restore a message to a folder in the mailbox, export
messages to a .pst or .nsf container file, copy messages to a tab separated value
(.tsv) file for viewing through a spreadsheet program, remove messages from
the search results list, and delete messages from the EmailXtender archive (if
you have administrator privileges). For more information on working with
search results using the Search Plug-in, see "Working With Search Results" on
page 51.
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Once EmailXtender begins archiving messages, you can conduct intelligent
search and retrieval of the messages using the Web Search Client. The Web
Search Client is a web site that allows you to search the EmailXtender Message
Center.
EmailXtender allows you to search your own mail. If you have the correct
privileges, you can also search other users’ mail. When the EmailXtract
component is used to archive additional item types, such as public folders,
appointments, tasks, and notes, you can search for and view these items as
well.
For more information, see the following sections:
•
"Starting EmailXtender Web Search" on page 23
•
"Configuring Web Search Options" on page 26
•
"Creating a Search" on page 27
•
"Working With Search Results" on page 31
Starting EmailXtender Web Search
To start the EmailXtender Web Search Client:
1. Verify that the browser you are using meets the following requirements:
•
Microsoft Internet Explorer 5.5 Service Pack 2 or 6.0 with Sun Java
Virtual Machine (JVM) 1.4.2
•
Netscape Navigator 6.23 or 7.01 with Sun Java Virtual Machine (JVM)
1.4.2
Depending on security settings, you may also need to add the
EmailXtender Web Search web site, http://Server (where Server is the name
of the EmailXtender server) to the list of trusted web sites for the browser.
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2. To search for East Asian words on an English language version of a
Windows computer, change the default system locale of the Windows
computer to the language you want to search in and then restart the
computer.
3. Enter http://Server/EmailXtender (where Server is the name or IP address of
the EmailXtender server) in the browser address text box and then press
[Enter].
4. If this is the first time you are launching EmailXtender Web Search, the Set
Language page appears. Otherwise, skip to step 8.
2
Figure 1. EmailXtender Web Search - Set Language Page
5. From the drop-down list, select the language you want to use.
The Set Language page creates a cookie, username@EmailXtender(1).txt
where username is the name of the local user, on the local computer, so that
the page appears only the first time you start the EmailXtender Web
Search.
To change the language after you initially select it, close the web browser,
delete the cookie (which is in the Cookies directory usually found in
C:\Documents and Settings), and then re-open the web browser. You can
then choose a new language on the Choose Language page.
6. Click Set Language. The User Authentication page appears.
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Figure 2. EmailXtender Web Search - User Authentication Page
2
7. From the Verify identity using drop-down list, choose the type of
authentication you want to use. You have the following choices:
•
To authenticate with a Microsoft Exchange mailbox, choose MAPI.
•
To authenticate as a Lotus Notes user, choose NOTES.
•
If you are using applications such as Outlook Express or Eudora Mail,
choose POP3 or IMAP4.
•
To authenticate with administrator privileges, choose ADMIN. For
more information on administrator privileges for searches, refer to
the EmailXtender Administrator’s Guide.
8. In the Email Address text box, enter the appropriate email address or
username.
•
To authenticate with a Microsoft Exchange mailbox, enter either the
email display name (such as Joe Smith) or the SMTP address (such as
[email protected]).
•
To authenticate as a Lotus Notes user, enter either the email display
name (such as Joe Smith) or the username/domain format (such as
Joe Smith/Domain).
•
If you are using applications such as Outlook Express or Eudora Mail,
enter either the email display name or the SMTP address. If you are
using POP3 authentication, the SMTP address must match the POP3
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login. In other words, if the POP3 login is JoeSmith, then the SMTP
address must be similar to [email protected] (where server
represents the name of the POP3 server).
•
To authenticate with administrator privileges, enter the Windows
username.
9. In the Password text box, enter the appropriate password.
Note: If you plan to use Notes authentication, use the Internet password
and not the standard mailbox password.
2
10. Click Login.
Configuring Web Search Options
Before you begin a search, you should configure the EmailXtender Web Search
options to define the way search results should appear.
To configure EmailXtender Web Search options:
1. Once you start the Web Search Client, click the Options menu item. The
EmailXtender Search Options dialog box appears.
Figure 3. EmailXtender Search Options Dialog Box
2. Choose whether to remove duplicate messages returned in the results list.
(Duplicate messages are not, however, deleted from the server.)
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•
To remove duplicates, leave the Remove Duplicates check box
selected.
•
To view duplicate messages in the search results, clear the Remove
Duplicates check box.
3. Choose whether to view all names in the search results.
•
To view all names in the search results, select the Show all Names in
Fields check box.
•
To shorten the names in the search results to fit the column, leave the
Show all Names in Fields check box clear.
4. In the Max Search Results text box, enter the maximum number of
messages that should appear in the search results. The maximum should
be between 10 and 10,000.
Note: To maximize the return of search results, you should not set the
value below the default of 50.
5. Choose whether to display search results in a grid format, where the
messages are separated by gray lines.
•
To improve readability by displaying search results in a grid, leave
the Use results grid to improve readability check box selected.
•
To leave search results in a list, clear the Use results grid to improve
readability check box.
6. Choose whether to wrap the text in the search results to fit within each
column.
•
To wrap search results to fit within each column, leave the Wrap text
to fit the column width check box selected.
•
To view only the text that can fit within the column without
wrapping, clear the Wrap text to fit the column width check box.
7. Click Set Options.
Creating a Search
The EmailXtender Web Search Client supports basic and advanced search
queries that provide quick access to stored messages. EmailXtender
automatically scans all messages received by the EmailXtender Message
Center and creates a full-text index. When a search query is received, it then
compares the search criteria to the existing index and finds the location of each
message that matches the given criteria.
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Note: During the indexing process when EmailXtender archives a message, all
words (including text strings such as email addresses) are truncated to 20
characters. To find long words, search for the truncated term or the beginning
portion of the term followed by the asterisk (*) wildcard character.
You can search for messages from a particular sender or to a particular
recipient, as well as for messages that contain certain keywords in the Subject
field, message body, or attachments. You can also search for messages on a
particular date, only those messages with attachments, or messages with a
certain Importance or Sensitivity level.
2
The following figure is an example of how to enter basic search criteria in the
Web Search Client.
Figure 4. Example: Basic Search Criteria in the Web Search Client
To create a search:
1. From the Search Type drop-down list, select the type of search you want
to perform. You have the following choices:
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•
To perform a user search (of your own mail), select User.
•
To perform an administrator search, select Admin. (If you logged in
to the Web Search Client as an administrator, Admin is the only type
of search available.)
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•
To perform a supervisor search, select the name of the supervisor
group.
•
To perform a directed search, select the name of the cabinet or folder.
For more information on the types of searches, see "Search Types" on
page 15.
2. Enter the remaining search criteria.
•
Keyword -- To search for certain keywords, enter the following:
a. In the Search for the Word(s) text box, enter the words you want
to search for. You can expand the search using Boolean operators,
wildcards, and other criteria. For more information, see
"Chapter 5: Entering Keyword Search Criteria" on page 67.
b. From the In drop-down list, choose the field in which you want
to search for the words. You can search in the Subject field,
message body, attachments, or a combination of the fields.
•
Email Address -- To search for message to or from a user or
distribution list, enter the following:
–
To search for messages from a user or distribution list, enter the
display name or email address in the From text box.
–
To search for messages to a user or distribution list, enter the
display name or email address in the Sent To text box.
To find messages to or from more than one person, separate the
entries with semicolons. By default, this creates an OR search (in
other words, searching for [email protected];
[email protected] finds each message sent to or from either user,
but not both).
For tips on entering email address search criteria, see "Entering Email
Address Search Criteria" on page 61.
•
Date -- To search for messages based on a certain date, enter the
following:
a. From the Date drop-down list, choose whether to search for
messages since a certain date, between certain dates, or before a
certain date.
b. Enter the date(s) in the text boxes. You can double-click in a text
box to select a date from a calendar.
Note: Since the EmailXtender index is organized by months, you can
improve search performance by limiting the search to the narrowest
useful date range.
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Note: The date is normalized to GMT and may differ from the local
date.
3. To enter advanced search criteria, click Advanced Settings. Advanced
search criteria include:
2
•
Whether to restrict the search to messages with attachments
•
Whether to search for messages of a certain importance level, such as
high priority messages, or sensitivity, such as Confidential
•
Whether to search for a specific attachment
•
Whether to restrict the search to messages that have been archived to
storage media that is currently online
•
Whether to search for messages of a certain size
For more information, see "Chapter 6: Advanced Search Criteria" on
page 81.
Note: The advanced search criteria are saved for all future search functions
in the current browser session. Once the web browser is closed, the
advanced search criteria are cleared. To clear the advanced search criteria
without closing the browser, open the Advanced Search Settings dialog
box and click Clear, then click Set Options.
4. Click Basic Search (or, if you entered advanced search criteria, click
Advanced Search).
The status bar indicates the progress of the search and how many search
results have been found. Search results appear in the bottom half of the
window, with 20 messages per page. You can view the messages and other
items that appear in the search results, including attachments. You can also
forward a message to an email address, effectively restoring the message to a
mailbox. If there are problems with the way the search results appear, you can
troubleshoot them. For more information, see "Working With Search Results"
on page 31.
When you perform a search and corrupt indexes are discovered, a message
appears to notify you that there is a problem with the indexes and to ask
whether you want to continue.
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Figure 5. Corrupt Index Message for EmailXtender Web Search Client
Click OK to continue the search, and then contact the EmailXtender system
administrator so that the corrupt indexes can be repaired. For more
information on repairing corrupt indexes, refer to the EmailXtender
Administrator’s Guide.
Working With Search Results
Search results appear in the bottom half of the Web Search Client window, with
20 messages per page. If more than 20 matching results are found, you can
scroll through pages of search results using the page arrows. Alternatively, to
jump to a specific page number, you can enter a page number in the first page
number text box, and then click the Page hypertext link. To sort the search
results, click a column heading.
Depending on the EmailXtender environment in which you are searching, the
Web Search Client can return several different types of messages. The type of
message is indicated by the icon associated with the message.
Table 1. Search Result Icons
Icon
Description
An email message for Outlook or Notes.
An offline, unavailable message. Unavailable messages are
located in volumes that are either offline or currently unavailable.
You cannot open unavailable messages; however, selecting an
unavailable message displays an identification number for the
message. You can give the message ID to the EmailXtender system
administrator so that the message can be restored.
A delivery report message for Outlook or Notes.
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Table 1. Search Result Icons
Icon
Description
A report message for Outlook or Notes that is not a delivery
report or a read receipt report.
An Outlook journal entry.
2
An appointment or calendar entry for Outlook or Notes.
A contact for Outlook or Notes.
An unidentified message type.
A note for Outlook or Notes.
A read receipt report for Outlook or Notes.
An Outlook meeting request or a Notes meeting notice message.
An Outlook task entry or a Notes To Do entry message.
A message posted in an Exchange public folder.
You can view the messages and other items that appear in the search results,
including attachments. You can also forward a message to an email address,
effectively restoring the message to a mailbox. If there are problems with the
way the search results appear, you can troubleshoot them. For more
information, see the following sections:
•
"Viewing Search Results" on page 32
•
"Restoring Messages" on page 34
•
"Troubleshooting Search Result Appearance" on page 34
Viewing Search Results
If the search results contain a message or other item you want to view, you can
open the item. You can also open any attachments associated with a message
or item.
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To open search results:
1. In the search results list, you have the following choices:
•
Select the check box for the message or item and then click View.
•
Click the To or From hyperlink for the message or item.
Figure 6. Viewing a Message
2
Note: In EmailXtender Web Search View, the bodies of some UTF-8/UTF-7
encoded East Asian messages may not display correctly even when you
are using an appropriate language version of Windows. This is only a
display issue; the original message is archived correctly and can be
accessed from the attached .msg file.
2. If the message contains attachments (listed at the bottom of the message
window), select the hyperlink for the attachment to open it.
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Restoring Messages
You can forward messages found during a search to a specified mailbox. This
can be useful if you would like to restore the message to a mailbox.
Note: This is a different process than restoring shortcut messages. If a message
has been replaced with an EmailXtract shortcut, opening the message
automatically returns it to the inbox.
Note: Multi-byte characters (such as Japanese or Simplified Chinese
characters) in a subject, message body, or attachment name do not display
correctly in messages you forward using the Web Search Client. However, the
original message is archived correctly and is attached in the forwarded
message.
2
To restore a message:
1. In the search results list, select the check box for the message and then click
Forward.
2. Enter the email address to which you want to forward the message.
Although you can enter the display name, you should enter the full SMTP
address (such as [email protected]) if possible.
3. Close the prompt. The message is forwarded to the specified mailbox.
Troubleshooting Search Result Appearance
If the search results appear improperly in the Web Search Client, the following
sections may assist you in troubleshooting the problem:
•
"Blank Body or Subject" on page 34
•
"Missing $Reader Field Data" on page 35
Blank Body or Subject
The Web Search Client renders a Lotus Notes message by examining the most
common fields in the message, such as To, From, Subject, Body and so on. If
one of those fields is not present, such as the Body or the Subject, the Web
Search Client renders that portion of the message as blank.
This occurs most often when a stored form created by a Notes application is
used in a message in place of the message body. Because stored forms are not
processed by the Web Search Client, the body appears blank.
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Missing $Reader Field Data
When a Lotus Notes message containing the $Reader field is returned in a
search result list by the Web Search Client, you may not be able to see the
contents of the $Reader field message if you are not authorized to view it.
$Reader messages are only visible in mail files derived from Lotus
Notes/Domino version 5.x or earlier. To view a $Reader field message using
version 6.x or later, make sure the mail template is version 5.x or earlier and
that the Notes database is local.
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2
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Once EmailXtender begins archiving messages, you can conduct intelligent
search and retrieval of the messages using the EmailXtender Search Plug-in.
The Search Plug-in is an add-on module for use with Microsoft Outlook and
Lotus Notes that allows you to search the EmailXtender Message Center.
When you install the Search Plug-in for use with Microsoft Outlook, the
installation adds a button to the Outlook toolbar and a menu item to the Tools
menu. When you install the Search Plug-in for use with Lotus Notes, the
installation adds a command to the Action menu. For more information on
installing the Search Plug-in, refer to the EmailXtender Installation Guide.
EmailXtender allows you to search your own mail. If you have the correct
privileges, you can also search other users’ mail. When the EmailXtract
component is used to archive additional item types, such as public folders,
appointments, tasks, and notes, you can search for and view these items as
well.
For more information, see the following sections:
•
"Starting the Search Plug-in" on page 38
•
"Configuring Search Plug-in Options" on page 39
•
"Creating a Search" on page 46
•
"Working With Search Results" on page 51
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Starting the Search Plug-in
The way you start the Search Plug-in depends on the type of mail client you
are using. In addition, you can open multiple instances of the Search Plug-in
on a single computer if necessary.
The first time you open the Search Plug-in, you are prompted to configure
Search Plug-in options, such as the authentication method you want to use and
the EmailXtender server you want to search. You can also set default
parameters for search results. If you are using Microsoft Outlook, you may also
be prompted to select a MAPI profile.
Note: To search for East Asian words on an English language version of a
Windows computer, you must change the default system locale of the
Windows computer to the language you want to search in and then restart the
computer before using the Search Plug-in.
3
To start the EmailXtender Search Plug-in:
•
If you are using Microsoft Outlook, open the Tools menu and then select
EmailXtender Search, or click the EmailXtender Search icon on the
Microsoft Outlook toolbar.
Figure 7. Search Plug-in Toolbar Icon for Microsoft Outlook
•
If you are using Lotus Notes, open the Action menu and select Launch
EmailXtender Search.
One of the following occurs:
•
38
If you are using Microsoft Outlook and this is the first time you are
starting the Search Plug-in, the Choose Profile dialog box appears.
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Figure 8. Choose Profile Dialog Box
From the drop-down list, select the MAPI profile you want to use to
perform searches, or click New to create a profile. Then click OK. The
profile also indirectly provides information about the type of searches you
are authorized to perform.
Note: The MAPI profile you configure when opening the Search Plug-in is
a default setting. You may choose a different profile at any time from the
Search Plug-in -- for example, to authenticate searches for a different user
-- by opening the Tools menu and then selecting Select MAPI Profile.
When you finish selecting a MAPI profile, configure Search Plug-in
options. For more information, see "Configuring Search Plug-in Options"
on page 39.
•
If you are using Microsoft Outlook and you have already selected a MAPI
profile, the Configuration Options dialog box appears. For more
information, see "Configuring Search Plug-in Options" on page 39.
•
If you are using Lotus Notes, the Configuration Options dialog box
appears. For more information, see "Configuring Search Plug-in Options"
on page 39.
Configuring Search Plug-in Options
Before you begin a search, you should configure Search Plug-in options to
control the authentication method used, the EmailXtender servers you want to
search, settings for automatically exporting search results to a Microsoft
Outlook .pst or Lotus Notes .nsf container file, and miscellaneous other search
options. You can configure Search Plug-in options using the Configuration
Options dialog box.
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Note: If multiple instances of the Search Plug-in are open when you modify
configuration settings, then the settings of the last closed instance are the ones
that are saved.
The Configuration Options dialog box appears automatically when you open
the Search Plug-in. You can also open the Configuration Options dialog box
from within the Search Plug-in by opening the Tools menu and selecting
Options.
Figure 9. Configuration Options Dialog Box
3
The Configuration Options dialog box has the following tabs:
•
"Authentication" on page 40
•
"Server" on page 41
•
"Search" on page 43
•
"Container File Options" on page 44
When you finish configuring options, click OK.
Authentication
The Authentication tab of the Configuration Options dialog box allows you to
specify the authentication method to use.
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Figure 10. Configuration Options Dialog Box - Authentication Tab
3
On the Authentication tab, you have the following choices:
•
If you are using Microsoft Outlook, MAPI is selected by default. The
username and password are automatically provided by the specified
MAPI profile.
•
If you are using Lotus Notes, Notes is selected by default. The username
and password are automatically provided based on the ID you entered
when logging into the Notes client.
•
If you want to use POP3 or IMAP4 authentication, select the option and
then enter the email account’s username and password in the Username
and Password text boxes.
Server
The Server tab of the Configuration Options dialog box allows you to identify
the EmailXtender servers you want to search. To maximize the chances of a
successful search, ensure that you select the appropriate number of
EmailXtender servers.
You can add EmailXtender servers to the list, remove them from the list, view
the properties for the servers in the list, and then choose which EmailXtender
server to search as a default. (The Default Server Only option on the Search tab
of the Configuration Options dialog box allows you to choose whether to
search only the default EmailXtender server or all EmailXtender servers in the
list. For more information, see "Search" on page 43.)
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Figure 11. Configuration Options Dialog Box - Server Tab
3
On the Server tab, you have the following choices:
•
To add an EmailXtender server to the list so that you can search its
Message Center, perform the following steps:
1. Click Add. The EmailXtender Server Definition dialog box appears.
Figure 12. EmailXtender Server Definition Dialog Box
2. Click Discover EmailXtender Servers to build the list of available
servers.
3. From the drop-down list, select the server you want to add.
4. Click Test Client Authentication to confirm that you have the
privileges to access the server.
5. If the test is successful, click OK.
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•
To remove an EmailXtender server from the list, select the server and then
click Remove.
•
To view the properties of an EmailXtender server in the list, select the
server and then click Properties.
•
To set an EmailXtender server as the default, select the server and then
click Set as Default.
Search
The Search tab of the Configuration Options dialog box allows you to define
search and result properties. You can choose the number of keyword searches
saved in the Search for the Word(s) drop-down list, the maximum number of
search results, whether to search all EmailXtender servers or only the default
server, and the sound you should hear when a search is complete.
Figure 13. Configuration Options Dialog Box – Search Tab
On the Search tab, make the following selections:
1. In the Query List History Size text box, enter the number of words or
phrases saved in the Search for the Word(s) drop-down list on the
Messages tab.
2. In the Max Search Results text box, enter the maximum number of
messages that should appear in the search results.
Note: To maximize the return of search results, you should not set the
value below the default of 500.
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3. Choose whether to search only the default EmailXtender server or all
EmailXtender servers listed on the Server tab of the Configuration Options
dialog box.
•
To search only the default EmailXtender server, select Default Server
Only.
•
To search all EmailXtender servers, select All Defined Servers.
For more information on selecting EmailXtender servers, see "Server" on
page 41.
4. From the Search Completion Sound drop-down list, choose the sound you
want to hear when a search is complete.
Container File Options
3
The Container File Options tab of the Configuration Options dialog box allows
you to define settings for automatically exporting search results to a Microsoft
Outlook .pst or Lotus Notes .nsf container file. The type of container file is
selected automatically depending on the mail client from which you launched
the Search Plug-in.
Once you configure the container file options, you can activate the automatic
export of search results to container files according to these options by
selecting the Export Results check box when you conduct a search. For more
information, see "Creating a Search" on page 46.
Alternatively, you can choose to export search results after you conduct a
search by leaving the Export Results check box clear and manually configuring
the export settings. For more information, see "Exporting Messages to a
Container File" on page 55.
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Figure 14. Configuration Options Dialog Box – Container File Options Tab
3
On the Container File Options tab, make the following selections:
1. Choose whether to export search results that include more than one owner
to a separate container file for each owner.
•
To separate the results, select the Separate messages by Owner check
box.
•
To export the results to a single container file, regardless of whether
there are multiple owners, leave the Separate messages by Owner
check box clear.
Note: If EmailXtender archives messages from two different owners with
the same name who reside in different domains, and you export search
results from the Search Plug-in and choose the Separate by Owners option,
the resulting container files are named using the owner name found in the
local address book of the computer on which the search is performed.
2. From the Maximum Container Size drop-down list, choose the maximum
size a container file of exported results should reach. In a Microsoft
Exchange environment, .pst container file size is limited to 4 GB for
Outlook 2003 and 2 GB for Outlook 2000. In a Lotus Domino environment,
.nsf container file size is limited to 2 GB for Notes 5.x and is unlimited for
Notes 6.x.
3. From the Maximum Messages drop-down list, select the maximum
number of messages that can be exported to the container file.
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4. To specify a file prefix (text that should appear at the beginning of the
container file name), enter the prefix in the File Prefix text box.
5. In the Output Directory text box, enter or browse to the directory to which
you want the container file saved.
Creating a Search
The EmailXtender Search Plug-in supports basic and advanced search queries
that provide quick access to stored messages. EmailXtender automatically
scans all messages received by the EmailXtender Message Center and creates
a full-text index. When a search query is received, it then compares the search
criteria to the existing index and finds the location of each message that
matches the given criteria.
3
Note: During the indexing process when EmailXtender archives a message, all
words (including text strings such as email addresses) are truncated to 20
characters. To find long words, search for the truncated term or the beginning
portion of the term followed by the asterisk (*) wildcard character.
You can search for messages from a particular sender or to a particular
recipient, as well as for messages that contain certain keywords in the Subject
field, message body, or attachments. You can also search for messages on a
particular date, only those messages with attachments, or messages with a
certain Importance or Sensitivity level.
The following figure is an example of how to enter basic search criteria in the
Search Plug-in.
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Figure 15. Example: Basic Search Criteria in the Search Plug-in
3
To create a search:
1. From the Search Type drop-down list, select the type of search you want
to perform. You have the following choices:
•
To perform a user search (of your own mail), select User.
•
To perform an administrator search, select Admin.
•
To perform a supervisor search, select the name of the supervisor
group.
•
To perform a directed search, select the name of the cabinet or folder.
For more information on the types of searches, see "Search Types" on
page 15.
2. Enter the remaining search criteria.
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•
Keyword -- To search for certain keywords, enter the following:
a. In the Search for the Word(s) drop-down list, enter the words you
want to search for or expand the drop-down list to select a
previous keyword search. You can expand the search using
Boolean operators, wildcards, and other criteria. For more
information, see "Chapter 5: Entering Keyword Search Criteria"
on page 67.
b. From the In drop-down list, choose the field in which you want
to search for the words. You can search in the Subject field,
message body, attachments, or a combination of the fields. You
can also search for the message identifier number.
•
3
Email Address -- To search for message to or from a user or
distribution list, enter the following:
–
To search for messages from a user or distribution list, enter the
display name or email address in the From drop-down list. You
can also click From to select an email address from the address
book or expand the drop-down list to select a previous email
address search.
–
To search for messages to a user or distribution list, enter the
display name or email address in the Sent To drop-down list. You
can also click Sent To to select an email address from the address
book or expand the drop-down list to select a previous email
address search.
–
To search for messages to and from a user or distribution list,
enter the display name or email address in the Mailbox
drop-down list. You can also click Mailbox to select an email
address from the address book or expand the drop-down list to
select a previous email address search. (You can only enter search
criteria in the Mailbox drop-down list if you leave the From and
Sent To drop-down lists blank.)
To find messages for more than one person, separate the entries with
semicolons. By default, this creates an OR search (in other words,
searching for [email protected]; [email protected] finds each
message sent by either user, but not both).
If you have administrator search privileges, you can also enter partial
address information in the From and Sent To drop-down lists using
wildcards. For more information, see "Entering Email Address Search
Criteria" on page 61.
Note: When you enter a specific email address, search results include
messages associated with a distribution list in which the address was
a member for the specified date range.
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For more information on entering email address search criteria, see
"Entering Email Address Search Criteria" on page 61.
•
Date -- To search for messages based on a certain date, enter the
following:
a. From the Date drop-down list, choose whether to search for
messages since a certain date, between certain dates, or before a
certain date.
b. Enter the date(s) in the text boxes. You can double-click in a text
box to select a date from a calendar.
Note: Since the EmailXtender index is organized by months, you can
improve search performance by limiting the search to the narrowest
useful date range.
Note: The date is normalized to GMT and may differ from the local
date.
3. If you want to automatically remove duplicates from the search results,
open the View menu and then select Remove Duplicates. Duplicate
messages may occur if the same message is archived to more than one
message volume in EmailXtender. When you remove duplicates from the
search results, they are removed only from the search results list; they are
not deleted from either the mail server or the EmailXtender archive.
4. Choose whether to export search results to a Microsoft Outlook .pst or
Lotus Notes .nsf using the settings you configured on the Container File
Options tab of the Configuration Options dialog box. For more
information, see "Container File Options" on page 44.
•
To export search results, select the Export Results check box.
•
If you do not want to export search results, leave the Export Results
check box clear.
5. To enter advanced search criteria, click the More Choices tab. Advanced
search criteria include:
•
Whether to restrict the search to messages with attachments
•
Whether to search for messages of a certain importance level, such as
high priority messages, or sensitivity, such as Confidential
•
Whether to search for a specific attachment
•
Whether to restrict the search to messages that have been archived to
storage media that is currently online
•
Whether to search for messages of a certain size
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For more information, see "Chapter 6: Advanced Search Criteria" on
page 81.
Note: The advanced search criteria are saved for all future search functions
in the current browser session. Once the web browser is closed, the
advanced search criteria are cleared. To clear the advanced search criteria
without closing the browser, open the Advanced Search Settings dialog
box and click Clear, then click Set Options.
6. Click Find Now.
The status bar indicates the progress of the search and how many search
results have been found. Search results appear in the bottom half of the
window, with 20 messages per page. You can view the messages and other
items that appear in the search results, including attachments. You can also
print messages, restore them to a folder, restore them if they are shortcuts,
export them to a container file, copy them to a tab-separated values file,
remove them from the search results. If you have administrator search
privileges, you can delete messages from the EmailXtender archive. If there are
problems with the way the search results appear, you can troubleshoot them.
If there are problems with the way the search results appear, you can
troubleshoot them. For more information, see "Working With Search Results"
on page 51.
3
When you perform a search and corrupt indexes are discovered, a message
appears to notify you that there is a problem with the indexes and to ask
whether you want to continue.
Figure 16. Corrupt Index Message for EmailXtender Search Plug-in
Click OK to continue the search, and then contact the EmailXtender system
administrator so that the corrupt indexes can be repaired. For more
information on repairing corrupt indexes, refer to the EmailXtender
Administrator’s Guide.
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Working With Search Results
Search results appear in the bottom half of the Search Plug-in window. To sort
the search results, click a column heading.
Figure 17. Search Plug-in Search Results
3
Depending on the EmailXtender environment in which you are searching, the
Search Plug-in can return several different types of messages. The type of
message is indicated by the icon associated with the message.
Table 2. Search Result Icons
Icon
Description
An email message for Outlook or Notes.
An offline, unavailable message. Unavailable messages are
located in volumes that are either offline or currently unavailable.
You cannot open unavailable messages; however, selecting an
unavailable message displays an identification number for the
message. You can give the message ID to the EmailXtender system
administrator so that the message can be restored.
A delivery report message for Outlook or Notes.
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Table 2. Search Result Icons
Icon
Description
A report message for Outlook or Notes that is not a delivery
report or a read receipt report.
An Outlook journal entry.
An appointment or calendar entry for Outlook or Notes.
A contact for Outlook or Notes.
An unidentified message type.
3
A note for Outlook or Notes.
A read receipt report for Outlook or Notes.
An Outlook meeting request or a Notes meeting notice message.
An Outlook task entry or a Notes To Do entry message.
A message posted in an Exchange public folder.
You can view the messages and other items that appear in the search results,
including attachments. You can also print messages, restore them to a folder,
restore them if they are shortcuts, export them to a container file, copy them to
a tab separated values file, remove them from the search results. If you have
administrator search privileges, you can delete messages from the
EmailXtender archive. If there are problems with the way the search results
appear, you can troubleshoot them. For more information, see the following
sections:
52
•
"Viewing Search Results" on page 53
•
"Printing Messages" on page 53
•
"Restoring Messages to a Folder" on page 54
•
"Restoring Shortcut Messages" on page 54
•
"Exporting Messages to a Container File" on page 55
•
"Copying Messages to a Tab Separated Values File" on page 57
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•
"Removing Messages From the Search Results" on page 57
•
"Deleting Messages From the Archive" on page 57
•
"Troubleshooting Search Result Appearance" on page 58
Viewing Search Results
If the search results contain a message or other item you want to view, you can
open the item. You can also open any attachments associated with a message
or item.
To open search results, double-click the message. You can open multiple
messages by holding down the [Shift] or [Ctrl] key while you select the
messages, then right-clicking the selection and choosing View Selected
Message(s) from the shortcut menu.
3
The message or other item appears in the mail client. You can open any
attachments as you normally would.
Important: Do not close the Lotus Notes client until after all messages you
have selected for viewing in the Search Plug-in have been displayed. Closing
the Notes client prematurely can cause the Notes client to become unstable.
Printing Messages
To print messages from the results list, select the messages in the results list,
right-click the messages, and then select Print Selected Messages from the
shortcut menu. The messages are printed on the default printer selected for the
computer.
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Restoring Messages to a Folder
If you are using Microsoft Outlook, you can restore a message from the search
results to any folder in your inbox.
If you are using Lotus Notes, you can restore a message from the search results
to the Inbox.
To restore messages from the search results, select the messages in the results
list, right-click the messages, and then select Restore Message(s) to Folder from
the shortcut menu.
Restoring Shortcut Messages
When the EmailXtract component is installed with EmailXtender, the system
can remove messages from the mail server and replace them with pointers
(shortcuts) to copies of the archived messages. Shortcuts save space on the mail
server while maintaining access to the messages.
3
Depending on how the shortcuts are created, shortcut messages may appear in
the search results list with the term (Archived) at the beginning of each
message subject title. Alternatively, only the message header for a shortcut
message may appear; the message body does not appear in the preview pane
and is replaced with the text Removed by EmailXtract.
Figure 18. Shortcut Message in Microsoft Outlook
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For more information about EmailXtract settings, refer to the EmailXtender
Administrator’s Guide.
To restore a shortcut message, double-click the message to open it. If you are
using Microsoft Outlook or Outlook Web Access (OWA), the message is copied
from the EmailXtender archive to the mail server and then read from the mail
server. If you are using Lotus Notes or iNotes, the message is read directly
from the EmailXtender archive.
If you receive an error while attempting to open a shortcut message, contact
the mail system administrator. There are a number of steps the administrator
must take to ensure shortcut support from within a mail client. For more
information, refer to the EmailXtender Installation Guide.
Exporting Messages to a Container File
After you perform a search, you can export the search results to a Microsoft
Outlook .pst or Lotus Notes .nsf container file. The type of container file is
selected automatically depending on the mail client from which you launched
the Search Plug-in.
Alternatively, you can automatically export search results by configuring the
options on the Container File Options tab of the Configuration Options dialog
box and then selecting the Export Results check box when you conduct a
search. For more information, see "Container File Options" on page 44 and
"Creating a Search" on page 46.
To manually export messages to a Microsoft Outlook .pst or Lotus Notes .nsf
container file:
1. In the search results list, select the messages you want to export to a
container file.
2. Right-click the messages and then select Restore Selected Messages to
PST/NSF Files from the shortcut menu. The Container Options dialog box
appears.
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Figure 19. Container Options Dialog Box
3
3. Choose the export settings. The settings on the Container Options dialog
box are identical to the settings on the Container File Options tab of the
Configuration Options dialog box. For more information, see "Container
File Options" on page 44.
4. Click OK. Once processing is complete, the Copy to Container Results
dialog box appears.
Figure 20. Copy to Container Results Dialog Box
The Copy to Container Results dialog box displays the processing results,
including statistical information about the items processed, whether the
processing was successful, the number of container files created, and the
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elapsed time in which the processing was completed. The Container Files
section lists the filepath and filename for the successfully created container
files, and the Failed Items section lists any items that were not processed.
5. Click OK.
Copying Messages to a Tab Separated Values File
You can copy messages returned in the search results list to a tab separated
values (.tsv) file, which can then be imported into any spreadsheet application
that supports the .tsv format.
To copy messages from the search results list to a .tsv file, select the messages
in the results list, right-click the messages, and then select Copy Messages to
TSV File from the shortcut menu. A Save As dialog box appears so that you can
choose the name and location for the file.
Removing Messages From the Search Results
To narrow the number of search results in the list for easier scanning of the
results, you can remove individual messages from the search results list.
Note: Removing messages from the search results list does not remove them
from the mail server or the EmailXtender archive. To remove messages from
the archive, you must have administrator search privileges and use the
instructions in "Deleting Messages From the Archive" on page 57.
To remove messages from the search results list, select the messages in the
results list, right-click the messages, and then select Remove Message(s) from
Hits List from the shortcut menu.
Deleting Messages From the Archive
If you have administrator search privileges, you can delete messages listed in
the search results from the EmailXtender archive. For more information on
administrator search privileges, see "Administrator Search" on page 16.
When you delete a message from the search results, the message is deleted
from all volumes to which it has been archived; the message becomes
unavailable for search and retrieval.
Note: You cannot delete messages from volumes that are stored on write-once
media; delete requests to these media types fail.
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Note: Administrator search activity, including deletion of messages from the
archive, may be monitored through the EmailXtender Audit utility. For more
information on EmailXtender Audit, refer to the EmailXtender Installation Guide
and the EmailXtender Administrator’s Guide.
To delete messages from the EmailXtender archive:
1. Log into the Search Plug-in using an account with administrator search
privileges. For more information, see "Starting the Search Plug-in" on
page 38.
2. When you create a search, select ADMIN from the Search Type drop-down
list.
3. From the search results list, select the messages in the results list,
right-click the messages, and then select Delete Message(s) from Archive
from the shortcut menu.
3
Troubleshooting Search Result Appearance
If the search results appear improperly in the Search Plug-in, the following
sections may assist you in troubleshooting the problem:
•
"Message Subject Line Includes (Archived) Text" on page 58
•
"Message Body Fails to Appear" on page 58
•
"Missing $Reader Field Data" on page 59
Message Subject Line Includes (Archived) Text
Messages that appear in the search results list with the term (Archived) at the
beginning of each message subject title are shortcut messages. For more
information on restoring shortcut messages, see "Restoring Shortcut
Messages" on page 54.
Message Body Fails to Appear
Messages that appear in the search results list with only a message header (in
other words, the message body does not appear in the preview pane and is
replaced with the text Removed by EmailXtract), are shortcut messages.
For more information on restoring shortcut messages, see "Restoring Shortcut
Messages" on page 54.
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Missing $Reader Field Data
When a Lotus Notes message containing the $Reader field is returned in a
search result list by the Web Search Client, you may not be able to see the
contents of the $Reader field message if you are not authorized to view it.
$Reader messages are only visible in mail files derived from Lotus
Notes/Domino version 5.x or earlier. To view a $Reader field message using
version 6.x or later, make sure the mail template is version 5.x or earlier and
that the Notes database is local.
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Criteria
When you search the EmailXtender archive, you can search for messages to or
from a certain email address or distribution list.
If you are using the Web Search Client, you can enter the email address or
distribution list in the From or Sent To text boxes.
If you are using the Search Plug-in, you can enter the email address in the
drop-down list, select an email address from the address book, or expand the
drop-down list to select a previous email address search. The Search Plug-in
also allows you to enter partial address information using wildcards.
Regardless of the search tool you are using, you can enter multiple email
addresses by separating the email addresses with semicolons. By default, this
creates an OR search (in other words, searching for [email protected];
[email protected] finds each message sent by either user, but not both).
Note: Do not enter a display name that uses multi-byte characters (such as
Japanese or Simplified Chinese characters). You must use an SMTP address if
you want to use multi-byte characters. Otherwise, the search returns no
results. In addition, EmailXtender indexes Hankaku-Katakana (single-byte
Katakana) Japanese characters as one word instead of as separate characters.
You can search Hankaku-Katakana characters by entering a whole sentence
(divided by space); however, you cannot search by a single character or
characters. You should use wildcard (*) searches when searching for a
Hankaku-Katakana word.
For more information, see the following sections:
•
"Email Address Search Criteria Tips" on page 62
•
"Entering Addresses Using Wildcards" on page 62
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Email Address Search Criteria Tips
The following tips can assist you in improving search results by entering
effective email address search criteria:
•
If you are using the Search Plug-in, select email addresses from the
address book (clicking the From, Sent To, or Mailbox buttons) if possible
rather than entering them manually to ensure that the names are accurate.
•
If you enter an email address in both the From and Sent To boxes, all
messages that match the email address in both fields are returned in the
search results. For example, if you enter Joe Smith in the From and the
Sent To boxes, the search results contain only those messages that Joe
Smith sent to himself, and not all messages sent to or from Joe Smith.
•
During the indexing process when EmailXtender archives a message, all
words (including text strings such as email addresses) are truncated to 20
characters. If an email address is longer than 20 characters, enter only the
first 20 characters of the email address as search criteria.
If you are using the Search Plug-in and you have administrator search
privileges, you can also use a wildcard. For more information, see
"Entering Addresses Using Wildcards" on page 62.
4
•
If you are searching for a message with an email address in a BCC field,
consider the following:
–
Messages journaled from Microsoft Exchange servers do not show
BCC recipients.
–
Generally, SMTP mail from the Internet does not contain BCC
information.
–
Email journaled by EmailXtender from Domino mail servers does
contain BCC information, and the search should be successful.
Entering Addresses Using Wildcards
If you are using the Search Plug-in and you have administrator search
privileges, you can enter a wildcard character (*) as part of the email address
search criteria in the Sent To or From drop-down lists. (You cannot use
wildcard characters in the Mailbox drop-down list.)
Wildcard characters can help ensure all variants of a user’s email address are
captured in a search. In many environments, email address information for a
user can change over time due to name changes, company mergers and
acquisitions, the use of aliases, and other factors. You can use wildcards to
search on several variants of a user’s email address at the same time.
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Administrators can search on partial information in SMTP and canonical
address formats. However, there are a number of considerations that apply
regardless of the format you enter.
Note: As with any wildcard-based search functionality, search processing time
and resource utilization is directly related to the specific information you
provide in the search expressions. You should attempt to provide as much
specific information as possible to narrow the result set.
For more information, see the following sections:
•
"Wildcard Address Search Guidelines" on page 63
•
"Wildcard Searches on SMTP Addresses" on page 64
•
"Wildcard Searches on Canonical Address Information" on page 65
Wildcard Address Search Guidelines
The following general rules apply when you use a wildcard as part of email
address search criteria:
•
Searches are not case-sensitive.
•
You can use multiple wildcard characters within one address
specification.
•
An expression inside quotation marks (") is treated as a display name
search expression.
•
If you enter both a display name and an email address, enclose the
address expression in angle brackets (< >).
•
Performing a wildcard search on both SMTP and canonical forms of a
user’s address at the same time is the best way to ensure that the search
results include all emails for that user for the selected date range and
other search criteria.
•
If you enter a user name or display name, you must use at least three
valid characters (excluding the wildcard characters). However, you can
use a single wildcard character in place of a user name or display name
(for example, to display messages from all users in a domain).
•
If you enter more than one address, separate each address by a semicolon
(;).
•
If you are using Microsoft Exchange, you have more than one
Administrative Group configured on separate Exchange servers, and
both Administrative Groups use the same journaling mailbox, wildcard
searches may retrieve all messages that pass through the journaling
mailbox.
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You can exclude messages sent to a journaling mailbox from being
returned in wildcard search results by creating and maintaining the
ExcludeEmails.txt file on the EmailXtender server in the \bin subdirectory
of the EmailXtender installation directory. The ExcludeEmails.txt file
identifies any journaling mailboxes that should be excluded from the
result set of a wildcard search, and should contain the following syntax
(which includes an optional comment that identifies the purpose of the
file):
; The following email addresses are excluded from domain
; search matching results. Entries are not case
; sensitive
/o=org/ou=admin group/cn=recipients/cn=journal mailbox
Wildcard Searches on SMTP Addresses
You can use the wildcard character to search on the display name, user name,
and domain name of an SMTP address. Searches against SMTP addresses must
contain the @ symbol. You can use the wildcard character (*) for the user name
preceding the @ symbol and the domain expression following the @ symbol.
4
The following examples show valid search syntax for wildcard searches on
SMTP addresses:
•
*user*@*smtp domain*
Table 3. *user*@*smtp domain* Wildcard Search Results
64
This example:
Finds items associated with:
*@emc.com
All users in emc.com, such as [email protected],
[email protected], etc.
*@*.emc.com
All users in sub-domains of emc.com, such as
[email protected], [email protected],
etc.
*@emc.*
All users in any top-level domains of emc, such as
[email protected], [email protected], [email protected],
[email protected], etc.
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Table 3. *user*@*smtp domain* Wildcard Search Results
•
This example:
Finds items associated with:
*@*emc*
All users in any top-level and sub-domains of emc,
such as [email protected], [email protected],
[email protected], [email protected],
etc.
*joe*@*
All SMTP user names containing joe in all domains,
such as [email protected], [email protected],
[email protected], etc.
"*display name*"<*@*smtp domain*>
If you enter "*doe*"<*@emc*>, the Search Plug-in finds items associated
with display names that contain doe, in domain names beginning with emc.
Wildcard Searches on Canonical Address Information
You can use the wildcard character in one or more of the fields in a canonical
address. Canonical address information can include a display name, canonical
name, and information about the organization to which the user belongs.
The canonical address is expressed as follows for Microsoft Exchange:
/o=organization/ou=admin group/cn=recipients/cn=user
where o is the organization name, ou is the administrative group, and cn is the
user name.
The canonical address is expressed as follows for Lotus Domino:
cn=user/o=organization/ou=org unit/ou=org unit 2/c=country
where cn is the user name, o is the organization name, ou is the organizational
unit, and c is the country.
Canonical addresses can also include "display_name", the display name of the
user within quotation marks.
Each field is separated by a forward slash (/). The wildcard character can
precede or follow the term within each field.
The following examples show valid search syntax for wildcard search
expressions on canonical addresses:
•
"*display name*"
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If you enter"*jones*", the Search Plug-in finds all items associated with
display names containing jones.
•
cn=*username*/o=*org
If you enter cn=*jones*/o=*, the Search Plug-in finds all items
associated with the user name jones across all Organizations.
•
"*display name*"<cn=*username*/o=*org*>
If you enter "John Smi*"<cn=jsmi*/o=emc*>, the Search Plug-in finds
all items associated with display names beginning with John Smi and user
names beginning with jsmi in all organizations beginning with emc.
•
"*display name*"<cn=*username*/o=*org*/ou=*org unit*>
If you enter "John Smi*"<cn=jsmi*/o=emc*/ou=*atl*>, the Search
Plug-in finds all items associated with display names beginning with John
Smi and user names beginning with jsmi in all Organizations beginning
with emc, and all administrative groups (Exchange) or organizational units
(Domino) containing atl.
In Lotus Domino environments, you can also search on a second
Organizational Unit field and a Country field, as shown in the following
syntax examples:
4
•
"*display name*"<cn=*username*/o=*org*/ou=*org unit1*
/ou=*org unit2*>
If you enter "*jones*"<cn=*jones*/o=emc*/ou=atl/ou=nas*>, the
Search Plug-in finds all items associated with all of the following:
•
–
A display name and a user name that contains jones
–
Any organization beginning with emc
–
Any organizational unit containing atl
–
Any secondary organizational unit ending in st
"*display name*"<cn=*username*/o=*org*/c=*country*>
If you enter *jones*"<cn=*jones*/o=*/c=*land*>, the Search Plug-in
finds all items associated with display names and user names containing
jones in any organization and in any country containing land.
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When you search the EmailXtender archive, you can search for keywords that
appear in the Subject field, message body, attachments, or a combination of the
fields. If you are using the Search Plug-in, you can also search for a specific
message by entering the message identifier.
If you are using the Web Search Client, enter the keyword in the Search for the
Word(s) text box and then choose the field in which you want to search for the
words from the In drop-down list.
If you are using the Search Plug-in, enter the keyword in the Search for the
Word(s) drop-down list, or expand the drop-down list to select a previous
keyword search. Then choose the field in which you want to search for the
words from the In drop-down list.
You can expand the search using Boolean operators, wildcards, and other
criteria. For more information, see the following sections:
•
Boolean operators, such as AND, OR, and NOT, help combine and
separate message content based on the presence or absence of words in a
message. For more information, see "Boolean Operators" on page 69.
•
Positional operators, such as ... (Far Follow), .. (Near Follow), and IN,
allow you to specify the proximity-based relationship of search terms to
each other. For more information, see the "Positional Operators" on
page 71.
•
Multiple words, when entered as part of a search expression, allow you
to find exact phrases in a message. For more information, see "Multiple
Words" on page 74.
•
Wildcards (*), when entered as part of a search expression, allow you to
broaden search possibilities by searching for any number of significant
characters. For more information, see "Wildcards" on page 74.
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•
Tense conflation (~), when entered as part of a search expression, allows
you to broaden the possibilities for results by searching for variants of a
root verb that begin or end with the same word stem. For more
information, see "Tense Conflation" on page 75.
•
Characters, such as significant characters, insignificant characters, and
punctuation, are indexed differently by EmailXtender. Understanding the
way that EmailXtender indexes different types of characters, as well as
how the search tool processes them, allows you to build more effective
search expressions. For more information, see "Characters" on page 76.
•
Reserved words, which are reserved by the search tool for certain
operations, may produce unintended results when used in a search
expression. To search for a reserved word, precede the word with an
insignificant character, such as a single quote, to indicate that the word
should be processed as ordinary text and not processed as an operator.
For more information, see "Reserved Words" on page 79.
•
Parentheses, and an understanding of operator precedence, allows you to
control search processing order. For more information, see "Controlling
Search Processing Order" on page 80.
For additional tips on entering keyword search criteria, see "Keyword Search
Criteria Tips" on page 68.
Keyword Search Criteria Tips
The following tips can assist you in improving search results by entering
effective keyword search criteria:
5
68
•
When searching for two words together in a message, they must both be
together in the same section of the message to be a match. In other words,
both must appear together in the message subject, a message attachment,
or the message body to be returned as a result. A message with one of the
words in the message body and the other word in an attachment would
not be returned as a result.
•
Because the construction of complex search strings requires a thorough
understanding of both indexing and searching, you should build and test
search expressions term-by-term to ensure that they work as intended.
•
Unintentional use of reserved keywords (such as AFTER, AND, BEFORE,
EXCEPT, GE, IN, LABEL, LE, NOT, OR, TO, XOR) can lead to unexpected
results. Always use an insignificant character such as a single quote
before reserved keywords when you want to search for them as ordinary
text. For more information, see "Reserved Words" on page 79.
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•
During the indexing process when EmailXtender archives a message, all
words are truncated to 20 characters. If keyword is longer than 20
characters, enter only the first 20 characters of the word as search criteria,
or use a wildcard. For more information on wildcards, see "Wildcards" on
page 74.
•
The entire body of a message is aggregated into a single paragraph for
indexing purposes (the original paragraphing remains in the actual
archived email). Because of this, searches using the paragraph proximity
operator ( \\ ) in the message body can lead to unexpected results and
should not be used. The paragraph proximity operator works as expected
when searching attachments.
•
Use of a wildcard (*) is relatively efficient at the end of a word, and much
more computer-intensive if used at the beginning or in the middle of a
word. Although you can use tense conflation, you should use the
wildcard (*) character instead because its function is simpler and more
predictable with EmailXtender.
Boolean Operators
You can use Boolean operators to help combine and separate message content
based on the presence or absence of words in a message. These are all binary
operators; that is, they are positioned between two phrases or expressions.
•
AND - This operator can be used in a search expression to find messages
that include both of the terms.
•
OR - This operator can be used to set up an exclusive search expression.
•
NOT - This operator can be used in a search expression to find messages in
which one term occurs but not the other.
•
XOR - This operator can be used in a search expression to find messages
that must contain either the first search term or the second, but not both
terms.
•
EXCEPT - This operator can be used in a search expression to find
messages that must contain the first search term, but only if the second
term is not in the same paragraph as the first. Both terms can appear in
the document; but not in the same paragraph.
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Boolean Operator Examples
The following table contains examples of search expressions using Boolean
operators:
Table 4. Boolean Operator Examples
Search Expression
Result
*.pdf AND *.doc
Messages containing both a .pdf attachment and a .doc
attachment, or messages containing any word ending
in .pdf and any word ending in .doc.
trade AND closed Messages containing the words trade and closed.
Note: Simply entering trade closed as a search
expression does not find messages where the words
trade and closed both occur. It only returns
messages that include the exact phrase trade
closed.
trade AND closed Messages containing the words trade and closed
AND management
and management.
5
trade OR closed
Messages containing either the word trade or the
word closed, as well as messages that contain both
words
trade OR closed
OR management
Messages containing either the word trade or the
word closed or the word management, or any
combination of the three words
Note: This example can be changed through the use
of parentheses to alter the order of how it is
processed. For more information, see "Controlling
Search Processing Order" on page 80.
trade NOT closed Messages where the word trade appears but the
word closed does not.
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given XOR taken
Messages containing the word given or the word
taken but not both.
written EXCEPT
contract
Messages containing the word written, as long as
the word contract is not in the same paragraph.
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Positional Operators
Positional operators allow you to specify the proximity-based relationship of
search terms to each other.
Table 5. Positional Operators
Operator
Written
As
Meaning
FAR
FOLLOW
...
This operator can be used in a search expression to
find messages that must contain both terms, and
where the second term must follow the appearance
of the first. The second term can be anywhere in the
message as long as it is after the first.
CLOSE
FOLLOW
..
This operator can be used in a search expression to
find messages that must contain both search terms
occurring in pairs. That is, if one term appears on its
own without the second, the message is not
retrieved.
IN
IN
This operator can be used in a search expression to
find messages that must contain the first term in a
paragraph beginning with the second.
LABEL
LABEL
This operator can be used in a search expression to
find messages that must contain a paragraph
beginning with the specified search term.
The indexer recognizes as a label any word at the
beginning of a paragraph that is followed
immediately by a colon.
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Table 5. Positional Operators
Operator
Written
As
IN PARAS
\\
Meaning
This operator can be used in a search expression to
find messages in which both search terms must
occur within the specified number of paragraphs of
each other. The order of appearance within the
paragraphs is not relevant.
No number between the \\ means the paragraphs
must be consecutive. Other options include:
• Single number (for example, \5\). Search terms
must occur within five paragraphs of each other.
• Number separated by comma (for example,
\5,10\). The second search term must appear
within five to ten paragraphs of the first.
• Negative numbers (for example, \-5,+10\). The
paragraphs may begin before the appearance of the
term. That is, the second term may appear up to
five paragraphs before and up to ten after the first.
NEAR BY
5
//
This operator can be used in a search expression to
find messages in which both search terms must
appear within the same paragraph. The order of
appearance within the paragraph is not relevant.
Placing a number between the lines indicates the
number of words separating phrases.
Options include:
• Single number (for example, /5/). This can also
be written as W/5. The two search terms must
appear within five words of each other. Order of
appearance is not relevant.
• Number separated by comma (for example,
\5,10\). The search terms must appear in no
fewer than five words and no more than ten words
of each other.
• Negative numbers (for example, \-5,+10\). The
paragraphs may begin before the appearance of the
term. That is, the second term may appear up to
five paragraphs before and up to ten after the first.
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Positional Operator Examples
If a message contains the following content:
Hi Joe,
Got your message today. I think we’re looking at the tip of
the iceberg here. That’s just the way the stock market has
been lately. I hope you can be patient.
Give me a call today and we can discuss further.
then the examples in the following table would yield the results listed:
Table 6. Positional Operator Examples
Search
Expression
Results
stock /10/ tip
This NEAR BY positional search expression would find
all occurrences of the terms stock and tip within ten
words of each other in the same paragraph. This search
expression would find this message.
stock \2\ tip
This IN PARAS positional search expression would
find all occurrences of the terms stock and tip within
two paragraphs of each other. This search expression
would find this message.
stock ... tip
This FAR FOLLOWS positional search expression
would find all occurrences of the terms stock and tip
within the entire message. However, because the terms
stock and tip must be in that order, this search
expression would not find this message.
stock .. tip
This CLOSE FOLLOWS positional search expression
would find all occurrences of the term stock tip
within the entire message. Because the terms must be
adjacent, this search expression would not find this
message.
Note: The CLOSE FOLLOWS positional search
expression would generate the same result as the
multiple word search expression ’stock tip’. For
more information on multiple word search expressions,
see "Multiple Words" on page 74.
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Multiple Words
You can search for exact phrases by creating search expressions consisting of a
maximum of 300 characters. You are not required to enclose phrases in single
quotes, but doing so is also valid in the ISYS query language. Punctuation
characters are treated as white space, so matches may be found where
punctuation characters are substituted for spaces and vice versa.
Multiple Word Usage Examples
The following table contains examples of search expressions using multiple
words:
Table 7. Multiple Word Examples
5
Search Expression
Result
find a new
broker
Messages containing exact matches of the phrase
financial advi*
Messages containing financial advice, financial
adviser, etc.
‘abc def’
Messages containing abc def but not abcdef
‘a b c’
Messages containing a b c or a=b=c but not abc
Wildcards
You can insert the wildcard character (*) into search expressions to broaden
the possibilities for results by searching for any number of significant
characters.
Important: This section details the use of wildcard characters when entering
keyword search criteria. For more information on using the wildcard character
to enter address search criteria, see "Entering Addresses Using Wildcards" on
page 62.
The following guidelines apply:
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•
End of a word – If you enter a wildcard at the end of a word, the search
finds all words that start with the letters appearing before the wildcard
character. For example, manage* finds management, manages, managed,
manager, and so forth.
•
Middle of a word – If you enter a wildcard in the middle of a word, the
search finds all words that begin and end with the specified letters. For
example, d*ing finds dying, divorcing, dividing, diving, and so
forth.
•
Beginning of a word – If you enter a wildcard at the beginning of a word,
the search finds all words that end with the specified letters. (This option
may significantly increase the search time required.) For example, *ock
finds stock, clock, dock, mock, and so forth.
Wildcard Examples
The following table contains examples of search expressions using wildcards:
Table 8. Wildcard Examples
Search Expression
Result
*.doc
Messages with a Microsoft Word (.doc) attachment or
words ending with doc.
manage*
Messages containing words that begin with manage,
such as management, manager, manages, managed,
etc.
trade NOT manage* Messages that include the word trade but not any
variant on manage
Tense Conflation
You can insert tense conflation into search expressions to broaden the
possibilities for results by searching for variants of a root verb that begin or
end with the same word stem.
•
Trailing conflation involves the use of a ~ at the end of a word.
•
Leading conflation involves the use of a ~ at the beginning of a word.
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Note: Although you can use tense conflation, you should use the wildcard (*)
character instead because its function is simpler and more predictable with
EmailXtender. For more information on using wildcards, see "Wildcards" on
page 74.
Tense Conflation Examples
The following table contains examples of search expressions using tense
conflation:
Table 9. Tense Conflation Examples
Search Expression
Result
manage~
Messages containing tenses of the verb manage. For
example, messages containing managed and
managing would be returned.
~install
Messages containing words that have install as
the ending verb root. For example, messages
containing uninstall and reinstall would be
returned.
manage~ AND tools Messages containing both tools and any variant of
manage.
5
Characters
Understanding the way that EmailXtender indexes different types of
characters, as well as how the search tool processes them, allows you to build
more effective search expressions.
•
Basic characters
Basic characters are always indexed by EmailXtender. The basic character
set includes:
a b c d e f g h i j k l m n o p q r s t u v w x y z A B C
D E F G H I J K L M N O P Q R S T U V W X Y Z
•
Significant characters
Significant characters are indexed as standard alphanumeric characters.
You can search for these characters if they are included as part of a word,
or if they are a word by themselves. The significant character set includes:
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$ % & - 0 1 2 3 4 5 6 7 8 9 @ _ Š Œ š œ Ÿ À Á Â Ã Ä Å Æ Ç
È É Ê Ë Ì Í Î Ï Ð Ñ Ò Ó Ô Õ Ö Ø Ù Ú Û Ü Ý Þ ß à á â ã ä å
æ ç è é ê ë ì í î ï ð ñ ò ó ô õ ö ø ù ú û ü ý þ ÿ
Important: If you use numbers in search expressions, results can include
content such as date and time information. You should not create search
expressions that consist only of simple numbers.
•
Insignificant characters
Insignificant characters are not indexed by EmailXtender and are
automatically removed from a search string. You cannot enter an
insignificant character alone as a search expression; the search returns no
results in this case. When searching for a word that includes one of these
characters, the same result occurs regardless of whether you include the
character in the rule syntax since the search does not differentiate between
these characters. The insignificant character set includes:
' / ` ‘ ’
•
Punctuation
Punctuation characters are not indexed; they are treated as white space.
The period is treated as a punctuation character, and produces the same
search results as other punctuation characters, unless a period occurs
within a word. When a period occurs within a word, it is treated like an
alphanumeric character. The punctuation character set includes the
following characters:
< > ( ) { } [ ] | \ , ; : "
•
Reserved characters
The following table lists the characters that have special meaning in search
expressions. Using any of these unintentionally in a search expression may
produce unintended results.
Table 10. Reserved Characters
Reserved Characters
Usage
*
!
Wildcard characters
(
)
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Table 10. Reserved Characters
Reserved Characters
Usage
\\
Positional operators
'
//
/
`
...
‘
..
+
Insignificant characters, escapes
’
Note: Using double quotation marks ( " ) around a search string does not
specify that a search string is to be matched exactly. You must precede each
reserved word with an insignificant character, such as the single quote
( ' ).
Character Usage Examples
The following table contains examples of search expressions using different
types of characters:
Table 11. Character Search Expressions
Search Expression Result
5
78
5%
Messages containing 5% but not 15%
p&l
Messages containing p&l but not gap&loss
$
Messages containing $ but not $5
P/l or pl
Messages containing pl and p/l and p'l but not "p
l"
Profit/loss or
profitloss
Messages containing profitloss and profit/loss
and profit_loss but not "profit loss"
Cents/share or
centsshare
Messages containing centsshare and cents/share
and cents'share but not "cents share"
a+b or "a b"
Messages containing a+b, a~b, or "a b"
company.com
Messages containing company.com, but not "company
com" or company~com
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Reserved Words
There are a number of words that are reserved by the search tool for certain
operations. Using any of these terms in a search expression as a search term
may produce unintended results. To search for a reserved word, precede the
word with an insignificant character, such as a single quote, to indicate that
the word should be processed as ordinary text and not processed as an
operator.
The following table lists the reserved words that should be preceded by an
insignificant character if you want to process them as ordinary text.
Table 12. Search Reserved Words
Reserved Word Category
AFTER
Range keyword
AND
Boolean operator
BEFORE
Range keyword
EXCEPT
Boolean operator
GE
Range keyword
IN
Positional operator
LABEL
Positional operator
LE
Range keyword
NOT
Boolean operator
OR
Boolean operator
TO
Range keyword
XOR
Boolean operator
5
For more information on Boolean and positional operators, see "Boolean
Operators" on page 69 and "Positional Operators" on page 71.
Note: Although the range keywords (AFTER, BEFORE, GE, LE, or TO) are
reserved, EmailXtender does not support search expressions containing range
keywords.
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Controlling Search Processing Order
The precedence of operators, combined with the functionality provided by
using parentheses, determines the order in which complex search expressions
are processed.
•
Precedence of operators
For searches that use more than one search phrase or word, the order in
which words and operators are processed is as follows:
1. Phrases
2. //
LABEL
IN
EXCEPT
TO
BEFORE
AFTER
3. \\
4. ...
..
AND
OR
NOT
Where a search expression, or part thereof, contains several operators of
the same precedence, the system processes from left to right.
•
Parentheses
Parentheses (or brackets) allow you to control and define the order of
search in complex search expressions, as using them overrides the default
search order. Parentheses are not necessary in searches of two terms, but
with three or more, they can be valuable in ensuring the search engine
does exactly what you want it to.
Parenthesis Examples
The following table contains examples of search expressions using different
types of parentheses:
5
Table 13. Search Expressions Using Parentheses
Search Expression Result
\trade AND
(closed OR
management)
Messages and attachments containing both trade and
closed, as well as those containing trade and
management.
*.pdf NOT (*.doc Messages with .pdf attachments, as long as there are
OR *.txt)
not also .doc or .txt attachments. In addition, messages
with only .doc or .txt attachments are not found.
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Chapter 6: Advanced Search Criteria
Advanced search criteria allow you to further refine a search so that you can
improve the chances of finding the message(s) you want. Advanced search
criteria include:
•
Whether to restrict the search to messages with attachments
•
Whether to search for messages of a certain importance level, such as
high priority messages, or sensitivity, such as Confidential
•
Whether to search for a specific attachment
•
Whether to restrict the search to messages that have been archived to
storage media that is currently online
•
Whether to search for messages of a certain size
If you are using the Web Search Client, you can enter advanced search criteria
using the Advanced Settings dialog box. To open the Advanced Settings dialog
box, click Advanced Settings on the Web Search Client window.
Figure 21. Web Search Client - Advanced Settings Dialog Box
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If you are using the Search Plug-in, you can enter advanced search criteria on
the More Choices tab.
Figure 22. Search Plug-in – More Choices Tab
To enter advanced search criteria:
1. To restrict the search to messages with attachments, select the Only Items
With check box and then choose the restriction from the drop-down list.
2. To search for messages of a certain importance level, select the Whose
importance is check box and then choose the priority (Normal, High, or
Low) from the drop-down list.
3. To search for a specific attachment, select the Attachment Names check
box and then enter the name of the file. You can search for all files of a
certain type by entering *.doc, for instance. You can also use search
operators, such as *.doc AND *.pdf.
6
4. To search for messages of a certain sensitivity level, select the Sensitivity
check box and then choose the sensitivity level (Normal, Personal, Private
or Confidential) from the drop-down list.
5. To restrict the search to messages that have been archived to storage media
that is currently online, select the Online Only check box.
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6. To search for messages of a certain size, choose the size option from the
Size drop-down list. You have the following choices:
•
Doesn’t matter
•
Equals (approximately) ± 1 MB
•
Between
•
Less than
•
Greater than
Then enter the size in KB in the text box(es).
7. If you are using the Web Search Client, click Set Options to save the
changes and return to the Web Search Client window. The advanced
search criteria are saved for all future search functions in the current
browser session. Once the web browser is closed, the advanced search
criteria are cleared. To clear the advanced search criteria without closing
the browser, open the Advanced Search Settings dialog box and click
Clear, then click Set Options.
8. When you are finished entering search criteria, execute the search.
•
If you are using the Web Search Client, click Advanced Search.
•
If you are using the Search Plug-in, click Find Now.
6
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Index
$Reader field data 35, 59
* (asterisk) wildcard. See wildcard
.nsf file. See NSF file
.pst file. See PST file
.tsv file. See TSV file
A
address book 20, 48, 62
administrator search 16, 18, 25, 28, 47, 57, 62
advanced search settings 21, 30, 49, 81–83
AFTER in a search expression 79
AND in a search expression 69, 79
appointments 13, 23
Archive Edition, EmailXtender. See EmailXtender
Archive Edition
Archived prefix on messages 58
asterisk (*) wildcard character. See wildcard
attachments
opening from search results 32–33, 53
restricting the search to messages with 21,
30, 49, 82
searching for 21, 30, 49, 82
searching for keywords 20, 29, 48, 67–68
audit utility 17–18, 58
authentication
administrator 25
IMAP4 25, 41
MAPI 25, 38, 41
Notes 25, 41
POP3 25, 41
Search Plug-in 40
Web Search Client 24
B
basic characters 76
BCC recipients 62
BEFORE in a search expression 79
blank message subject or body 34, 58
Boolean operators 20, 29, 48, 67, 69, 79
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AND 69
examples 70
EXCEPT 69
NOT 69
OR 69
XOR 69
C
cabinet search 18, 29, 47
canonical email address format 63, 65
case sensitivity 63
characters 68, 76
basic alphabet 76
examples in search expressions 78
insignificant 68, 77
numeric 76
punctuation 77
reserved 77
significant 76
column, wrapping text 21, 27
comparison of search tools 14
compliance 13–14, 18
configuration options 19
Search Plug-in 39–46
Web Search Client 26–27
container file options 44, 55
copying messages to a TSV file 21, 57
corporate search 17–19
corrupt index notification 30, 50
criteria
advanced 21, 30, 49, 81–83
date 29, 49
email address 20, 29, 48, 61–66
keyword 20, 29, 48, 67–80
D
date criteria 29, 49
deleting messages from the archive
directed search 18–19, 29, 47
21, 57
85
Index
E-M
directory, output 46
discovery, legal. See legal discovery
display name 29, 48, 63, 65
distribution list 13, 20, 29, 48
duplicates, removing from the results list
H
history, query list size
19,
I
21, 26, 49
E
email address criteria 20, 29, 48, 61–66
EmailXaminer 13
EmailXtender
product overview 13
server configuration 41, 44
EmailXtender Archive Edition limitations
16–
icons
Search Plug-in 38
search result 31, 51
identifier, message 20, 48, 67
IMAP4 authentication 25, 41
importance level search criteria 21, 30, 49, 82
IN in a search expression 71, 79
insignificant characters 68, 77
18
EmailXtract 13, 23, 34, 54
examples
Boolean operators 70
canonical email address wildcard search
character usage 78
multiple words 74
parentheses 80
positional operators 73
SMTP address wildcard search 64
tense conflation 76
wildcard 75
EXCEPT in a search expression 69, 79
exporting
to a PST file 19, 21, 39, 44, 49, 55
to a TSV file 21, 57
to an NSF file 19, 21, 39, 44, 49, 55
F
43
K
keyword criteria
20, 29, 48, 67–80
66
L
LABEL in a search expression 79
language support 24, 33–34, 38, 61
LE in a search expression 79
legal discovery 13, 17–18
length, word 28, 46, 62, 69
limit, search results 19, 21, 27, 43
Lotus Notes
authentication 25, 41
missing $Reader field data 35, 59
NSF file, exporting to 19, 21, 39, 44, 49, 55
restoring shortcut messages 55
M
file prefix 46
folder search 18, 29, 47
forwarding search results
21, 34
Index
G
GE in a search expression 79
grid, displaying search results in
86
21, 27
mailbox search (Search Plug-in) 48
MAPI
Search Plug-in authentication 38, 41
Web Search Client authentication 25
maximum
container file messages 45
container file size 45
number of search results 19, 21, 27, 43
media 21, 30, 49, 82
message
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N-S
identifier 20, 48, 67
size 21, 30, 49, 83
Microsoft Outlook
MAPI authentication 25, 38, 41
PST file, exporting to 19, 21, 39, 44, 49, 55
restoring shortcut messages 55
Search Plug-in icon 38
monitoring searches. See audit utility
more choices tab 49, 82
multiple words, searching for 67–68, 74
N
names, showing in results list 27
NOT in a search expression 69, 79
notes 13, 23
NSF file, exporting to 19, 21, 39, 44, 49, 55
O
online storage media 21, 30, 49, 82
options, search. See configuration options
OR in a search expression 69, 79
order, search processing 68, 80
output directory 46
P
parentheses 68, 80
examples 80
POP3 authentication 25, 41
positional operators 67, 71, 79
examples 73
IN 71
prefix, container file 46
printing search results 21, 53
priority level, searching messages for
21, 30,
49, 82
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query list history size
43
R
range keywords 79
requirements, Web Search Client 23
reserved
characters 77
words 68, 79
restoring
messages to a folder 21, 54
messages to a mailbox 34
shortcut messages 34, 54
results
appearing in the Search Plug-in 50
appearing in the Web Search Client 30
deleting messages from 21, 57
displaying in a grid 21, 27
forwarding 21, 34
going to a specific page 31
icons 31, 51
maximum number of 19, 27, 43
printing 21, 53
removing duplicates from 19, 21, 26, 49
removing messages from 21, 57
restoring to a folder 21, 54
scrolling through 31
Search Plug-in 51–59
sorting 21, 31, 51
troubleshooting display 34, 58
viewing 21, 32, 53
viewing all names for 27
Web Search Client 31–35
working with 21
wrapping column text 21, 27
S
Index
processing order, search 68, 80
profile, MAPI 38
PST file, exporting to 19, 21, 39, 44, 49, 55
public folders 13, 23
punctuation in search expressions 77
Q
sample search expressions. See examples
search completion sound 44
Search Plug-in 37–59
authentication 40
configuring 39
container file options 44
87
Index
T-X
installing 14, 37
mailbox search 48
results 51–59
search options 43
server configuration 41, 44
starting 38
toolbar icon 38
troubleshooting results display
vs. Web Search Client 14
sensitivity, searching messages for
user search
15
U
user search
15, 28, 47
V
58
21, 30, 49,
viewing search results
21, 32, 53
82
separate messages by owner 45
server configuration 41, 44
settings, search. See configuration options
shortcut messages, restoring 34, 54
significant characters 76
size
message 21, 30, 49, 83
query list history 43
SMTP email address format 63–64
sorting search results 21, 31, 51
sound, search completion 44
spreadsheet, viewing search results in 21, 57
starting
Search Plug-in 38
Web Search Client 23
storage media 21, 30, 49, 82
supervisor search 17–19, 29, 47
Index
T
W
Web Search Client 23–35
authentication 24
browser requirements 23
configuring 26–27
results 31–35
starting 23
troubleshooting results display 34
vs. Search Plug-in 14
web site 14, 24
wildcard
examples 75
in email address criteria 20, 48, 62–66
in keyword criteria 20, 29, 48, 67, 69, 74
X
XOR in a search expression
69, 79
tab separated value (TSV) file. See TSV file
tasks 13, 23
tense conflation 68–69, 75
examples 76
TO in a search expression 79
tool comparison 14
troubleshooting search results 34, 58
truncated words 28, 46, 62, 69
TSV file, exporting to 21, 57
types of searches 15–19
administrator 16, 18
choosing in the Web Search Client 28, 47
corporate 17–19
directed 18–19
legal discovery 18
supervisor 17–19
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