E mail A dvanced S torage

1. Email Advanced Storage ENTER

2. EAS The objective of this presentation is to familiarise you with the storage and search options in EAS. Choose between these 2 options: Demo +/- 8 minutes automated presentation InterActive Use this presentation interactively

3. EAS Introduction > <

4. Introduction Presentation Functions • What is EAS?A utility to save Outlook items, reduce the sizeof your mailbox and permit you to easily search and retrieve these items from EAS • To use EAS, just start Outlook help > <

5. Introduction • Remember best practises • Remove obsolete items from Inbox and Sent Items • Regularly empty your Deleted Items folders • Store “personal” items in Personal Storage (PST) file • Use functional mailboxes for "service" items • EAS impact on existing Outlook functions • Forwarding an EAS-stored message (see further on) • Resending an EAS-stored message (see further on) Help > <

6. Introduction • Why store items in EAS? • Significant decrease of mailbox size (if attachments) • Very powerful search tool (also inside attachments) • Long-term storage possible • Which items should be stored in EAS? • All message, Calendar, Tasks and Contacts items concerning your daily work • Which items should not be stored in EAS? • All items that do not concern your daily work Help > <

7. Introduction Presentation Functions • The new buttons are • Force item to be stored in EAS • Prevent item to be stored in EAS • Search items that are stored in EAS • Retrieve item from EAS (Also possible via double-click) help > <

8. Header OriginatorSubject - Date / Time Header OriginatorSubject - Date / Time 1 KB Body TextSignature Body TextSignature 3 KB Attachments (Optional) Attachments (Optional) 250 KB Introduction Presentation Functions • How does it work? (step 1)All Mailbox items marked as «Read», that have not been modified during the last 10 days will be automatically copied to EAS Mailbox item Copy of item in EAS EAS EAS Copy after 10 days Total Size: 254 KB Help > <

9. Header OriginatorSubject - Date / Time Body TextSignature Attachments (Optional) Introduction Presentation Functions • How does it work? (step 2)5 days later (message items) or 50 days later (Calendar items), the mailbox item is replaced by a Stub(i.e. item copy without attachments) Stub in the Mailbox Copy in EAS Header OriginatorSubject - Date / Time EAS 1 KB Body TextSignature Link 3 KB Link 1 KB Total Size: 5 KB Help > <

10. Header OriginatorSubject - Date / Time Body TextSignature Attachments Introduction Presentation Functions • How does it work? (info)If the user removes an item (that has a copy in EAS) from the mailbox, its copy will remain available in EAS (for search and retrieval) Deleted Stub Copy in EAS Header OriginatorSubject - Date / Time EAS 1 KB Search in EAS Body TextSignature 3 KB Link 1 KB Total Size: 0 KB Help > <

11. EAS Storage Allow / Force / Prevent > <

12. Store • Automatic EAS storage • If item is marked as “read” and • has not been modified for 10 days and • has not been marked with by user • Result • A copy of the item is stored in EAS at next EAS run • 5 days (for messages) or 50 days (for Calendar) later, the attachments (if any) will be replaced by a link to EAS • This will result in an item (and thus mailbox) size decrease after 15 days, respectively 60 days Help > <

13. Store • Manually force EAS storage • By marking item with • If you don’t want to wait 10 days or • If you need immediate mailbox size reduction or • If you need your items to be fully searchable • Result • A copy of the item is stored in EAS at next EAS run and the item ’s attachments (if any) will be replaced by a link to their exact EAS location at the same time • This will result in a item (and thus mailbox) size decrease, 1 day later Help > <

14. Store • Manually prevent EAS storage • If you don’t want the item to be stored in EAS • By marking the item as “Unread” or with • Result • As long as the mark remains on the item, it will not be copied to EAS and its attachments (if any) will not be replaced by a link • Item (and thus mailbox) will not decrease in size Help > <

15. EAS Open item / attachment > <

16. Open An item An attachment Open an item • Like with a normal item Double click on the storeditem Help > <

17. Open An item An attachment Open an attachment • First open the item containing attachment(s) by double-clicking on it or by selecting it and using the button No difference with normal (non EAS) item Help > <

18. Open Save a stored item • Remark: After modifying an EAS item, it is possible to save it (with its attachments) in another folder • To save an attachment as a fileFILE / Save As • To save a copy of the complete item in an Outlook folderFILE / Copy to Folder Help > <

19. EAS Search > <

20. Search Presentation The EAS search utility gives you the possibility to find items that were stored. (automatically or manual) If needed, you can use the Outlook search option to find items that were notstoredin EAS: TOOLS / Advanced Find Help > <

21. Search Presentation Criteria Results Retrieve EAS Search Utility • OUTLOOKSearch results • Easy to use • Possibility to search in another mailbox • Possibility to search the contents of attachments • Possibility to search in all folders (even if deleted in Outlook) Criteria Help > <

22. 2 1 1. Choose the mailbox 2. Insert criteria 3 3. Click Search Presentation Criteria Results Retrieve Search EAS Click Steps Result Criteria Help > <

23. Search Some search examples 1. To replace a (part of a) word => use « * » in the criteria 2. To find a specific phrase => just insert the specific phrase 3. To find a Word document => use « .doc » in the attachment field 4. To find an item, coming from a specific person => insert a part or the complete address in From field Help > <

24. Search Presentation Criteria Results Retrieve Result of an EAS search Simply double-click to open the item (and again to open its attachments) Help > <

25. Search Presentation Criteria Results Retrieve Recover an item • Right click on the result of a search and choose « RestoreMessage(s)» To restore multiple items, select multiple items before the right click. Help > <

26. Name the folder Search Presentation Criteria Results Retrieve Recover an item • Choose a destination • Either use an existing folder and click or create a new folder via Help > <

27. EAS Help / FAQ > <

28. Help • Outlook Web Access (OWA) • OWA allows you to access the stubs inside your mailbox (without attachments) • OWA does not allow you to access the corresponding EAS storedcopies (with attachments) If you want to access the attachments via OWASimply restore the EAS copy into your mailbox and mark it with > <

29. Help • Forwarding an EAS stored item • With attachments: Open item first (double-click or retrieve) and then forward it • Without attachments: Select the item in its folder and then forward it (first opening is also possible, but not necessary) • Resending an EAS stored item • This is impossible > <

30. Help Questions FAQ • Who can help if I accidentally loose part of my mailbox?Your Local Help-Desk. • How do I move an item, that was copied to EAS and then deleted, to an Outlook folder?Use the EAS search to find the item in EAS, right-click on it and choose «Restore Message(s)». • When a person receives access permissions onto a functional mailbox, will he/she also have access to the mailbox’s stored EAS items? Yes, Outlook permissions are also used for stored EAS items. Help > <

31. Help FAQ • Why do I not find a specific item in EAS?- either because it is not (yet) storedin EAS- or because your search criteria are incorrect- or because you do not have permission to access the item try the Outlook search • How do I transfer an EAS item to an Outlook folder ? Find the item via the EAS search, open it, and choose “FILE / Copy to folder”. Help > <

32. Help FAQ • Is it possible to find an item, based on text in its attachment?Yes, insert the text that you want to use as a criteria in the field « contents ». EAS will check the text of the following file types: .rtf, .doc, .pdf, .ppt, .txt, .xls. Except files that were zipped or protected. • Is it possible to get the original Outlook icons back?Only when you restore the items from EAS. Help > <

33. Help FAQ • I don’t recognise the icons in my mailboxOnce items are stored in EAS, their icons in the folder will look like this: • What happens when I move an item from one Outlook folder to another?EAS automatically updates its database. For you nothing changes! Help > <

34. Help FAQ • What happens when I open and modify an EAS item?Because EAS items are Read Only, a new item will be created in Outlook as soon as you save your changes.This new item will (after 10 days) also be copied to EAS (unless you prevent it).However, EAS does not replace the originally item by this updated version. Therefore, if you search for these items, you will get back two versions with a different date.Advantage Version-control of the changed items Help > <

35. EAS - END Presentation map FAQ Restart Glossary Support Help DEMO INTERACTIVE FINISH <

36. Presentation Map Introduction EAS, Storage, Functions to store Storage Not to store An item Open Retrieve An attachment EAS Outlook Search Criteria, Result, Restore Criteria Result Help Questions Help <

37. Help Naviagation in the presentation Glossary Support Return to the presentation <

38. Glossary ITEM EAS Storage STUB RETRIEVE RESTORE Help <

39. Included Not Included • Calendar items • Contact items • Message items • Task items • Deleted items • Drafts items • Journal items • Notes items • Outbox items • Public Folders items (*) GLOSSARY ITEM An « item » is an Outlook item and/or folder that is taken into account by the EAS process of storage, search and retrieval. (*) Will be included after complete mailbox migration Help <

40. EAS creates a stub 15 or 60 days You delete or you don ’t « stub » GLOSSARY EAS Storage Timeline: EAS stores Today 10 days OUTLOOK EAS server Stored item After 10 days the « read » item will be stored automatically <

41. GLOSSARY STUB When EAS stores an item, the 3 parts are copied. 5 (or 50) days later, it replaces the original item with a « stub » The attachments are no longer in your mailbox, so its size will be reduced An item contains 3 parts: Header Sender, subject Date and time stamp Header Sender, subject Date and time stamp Body Text, closing, Signature, disclaimer = STUB Body Text, closing, Signature, disclaimer Attachments Any type or quantity A stub is a copy of the original item but without its attachments.An item without attachments is therefore completely equal to its STUB. Help <

42. GLOSSARY RETRIEVE This operation is used to recover the different parts of the item from EAS and reconstruct the complete item (with attachments). Header Sender, subject Date and time stamp STUB Header Sender, subject Date and time stamp Body Text, closing, Signature, disclaimer Body Text, closing, Signature, disclaimer Attachments Any type or quantity Help <

43. GLOSSARY RESTORE This operation is used to recover an EAS stored item from EAS and copy it into the folder structure of the mailbox. Multiple items can be restored simultaneously, by using the SHIFT or CTRL keys before activating the restore. Help <

44. > < < Navigate in the presentation Navigation bar to the chapters NextSlide Finish the presentation Previous Slide <

45. Support EAS Website Help <