Mimecast for Outlook: Using Archive Folders

Document created by user.oxriBaJeN4 Employee on Sep 3, 2015Last modified by user.oxriBaJeN4 Employee on Oct 20, 2017
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If your administrator has enabled you to view your archived folders, you can access messages in them as they appear in your Microsoft Outlook mailbox. This is the case even if your mail server is unavailable, or the message has since been deleted from Microsoft Outlook. Mimecast will display the current location for each message, and if a message has been deleted from your mail server, it will be displayed in the last known location before it was deleted.

 

See the Mimecast for Outlook v7.0 or Later section below for a video demonstrating how to use your archive folders.

 

Mimecast for Outlook v7.0 or Later

 

 

Archive FoldersAccessing Your Archive Folders

 

To access your archive folders in the Mimecast for Outlook client:

  1. Click on the Archive Folders tab. A list of your archived folders is displayed.
    If the Mimecast for Outlook client isn't open, click on the Mimecast ribbon and click on the Archive Folders icon in the Archive section.

    Archive Folders
  2. Click on the required folder to display its contents. This can be a:
    • Inbox folder
    • Folder added to your Favorites.

 

Including Deleted Folders (v7.2 or Later)

 

Archive Search - Include Deleted FoldersYou can view folders that have been deleted, either because of your mailbox retention rules, or your administrator undertaking some mailbox management.

 

To include archived folders that have been deleted in your search:

  1. Click on the Include Deleted Folders option.

 

This option enables you to see:

  • Your current folder structure (i.e. you can see folders that have been deleted).
  • All messages in a folder.
This option offers an additional benefit to users who've accidentally deleted a folder. Being able to switch between your current folder structure (which doesn't display the folder) to a view that does, allows you to recover the deleted folder.

Filtering Your Archive Folders

 

Archive Folder FilterYou can filter the archive folders to help find the folder you need. This is useful as it looks for folders and sub folders, regardless of whether the folder is displayed (e.g. a sub-folder exists in a folder that is in a collapsed state).

 

To filter your archive folders:

  1. Click in the Filter Archive Folders box.
  2. Start typing the name of a folder.
  3. Results are displays, as you type, below the filter field.
  4. Click on the required folder to display its contents.

 

Adding / Removing an Archive Folder as a Favorite

 

You can mark an archive folder as a favorite. Favorite folders are displayed directly below any filter results, but directly above your Microsoft Outlook folder hierarchy.

 

Example of Favorite IconsTo add / remove an archive folder to / from your list of favorites:

  1. Hover over the folder in the folder hierarchy.
  2. Either click the:
    • Add Favorite Icon icon to add the folder to your favorites.
    • Remove Favorite icon icon to remove the folder from your favorites.
      Alternatively hover over the folder in your Favorites list and click the Remove Favorite Icon icon.

Searching an Archive Folder

 

See the Mimecast for Outlook: Searching Folders article for further information.

 

Exporting an Archive Folder

 

You can export the messages in an archive folder into one of your Microsoft Outlook folders.

  1. Right click the folder to be exported. A popup menu is displayed.
  2. Click on the Export Folder menu item. The Export panel is displayed.
  3. Select the Microsoft Outlook folder to place the messages by clicking the arrow to the left of your email address.

    Export Archive Folder Selection
  4. Click the OK button.

 

The export starts with progress notifications displayed in the bottom right hand corner. For example:

 

Export Archive Folder Notification

 

A further notification is displayed when the export is complete.

Folder exports are limited to 1000 messages.

Mimecast for Outlook v6.3 and Before

 

Accessing Your Archive Folders

  1. You can select Archive Folders from the Mimecast Tab in the Archive section or you can switch tabs from the Search Editor.
  2. In the left hand panel use the grey arrows to expand the synchronized folder list.
    If delegate mailboxes have been assigned, additional mailboxes will also be available in the left-side panel.
  3. Select a folder to view the contents.
  4. Select an email to preview in the right hand panel.
    All emails that were ever present in this folder will be displayed if they have been archived by Mimecast.
  5. Use the Sort Messages By field at the top of the screen to change the sorting order of the emails displayed in the middle panel.

 

Adding an Archive Folder as a Favorite

 

Frequently used folders can be marked as favorites so that they are easy to find and access in future.

  1. Right click one of the folders in the list and select the Add to favorites option to enable this feature.
  2. Once enabled, you can access the favorite when you open the Archive Folders window, or you can use the drop-down menu from the Mimecast tab to access the folder in one click.

 

Searching an Archive Folder

 

See the Mimecast for Outlook: Searching Folders article for further information.

 

Exporting an Archive Folder

 

To export an archive folder:

  1. When in the Archive Folders view select the relevant folder from the left hand panel.
  2. Right click over the folder to bring up the context menu.
  3. Select Export Folder from the context menu.
  4. In the pop up window select the Outlook folder to which the Archive Folder should be exported.
  5. Select OK to begin exporting.
  6. The Mail Export view will open and display the progress of the export, once complete select Close.
    Folder exports are limited to 1000 messages.

See Also...

 

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