How to Search and Archive Messages Using Barracuda Archive Search for Outlook

Search Archived Items

To search archived items, click the Search Archive () icon to open the Barracuda Message Archiver Search dialog box:

• Look for drop-down menu – Select the type of item you wish to search for; select Any type of Item, Appointments, Contacts, Messages, Notes, Social Media, or Tasks
• In drop-down list – Select the search location:
  • All data – Search everywhere in the selected item type
  • Specific folders – Click Specific folders, or click Browse to select one or more folders across all of your Archive stores in which to search; click OK to save your selections
• Search for – Enter the search criteria; use logic operators and keyword search to further refine your search
• In drop-down list – Select the search location:
  • Entire message
  • Subject or body
  • Subject only
  • Body only
  • Keyword expression

Logic Operators

Build search queries using AND, OR, NOT, and -term.

When including more than one logic operator in a query, the order in which these terms are placed is important. For example,

1. Add the first term "A", and then add term "and B"; the query searches as: (A AND B)
2. Add a term "OR C"; the query searches as: ((A AND B) OR C)
3. Add a term "AND D"; the query searches as: (((A AND B) OR C) AND D)
4. Add a term "NOT E", the query searches as: ((((A AND B) OR C) AND D) NOT E)

Typically, you first build a population of results by using "OR" or "NOT", and then subtract items from that population by using "AND".

To force a different order of operations, place parentheses yourself using Keyword expression.

Keyword Expressions

When you enter a logic operator or a keyword expression in the Search for field, the rest of your search criteria is AND'd with the query. For example, if you enter "A AND -B" you can still specify a recipient in the Sent To field.

Table 1. Commonly Used search_field Keyword Expression Values.

You may specify other search_field values as long as the correct name for the field is used. Consult Barracuda Networks Technical Support if you are unsure of the exact syntax.

The phrase can only contain a single item. However, that one item can be any one of the items described in Table 2.

Table 2. Phrase Values.

Table 3. Sample Keyword Expressions.

Table 4. Sample Proximity Syntax.

For the keyword proximity syntax form, each keyword must be in a single Text-based string. Enter the keyword proximity syntax as search_field:"keyword keyword"~NumericValue, where search_field is the part of the email to search through.

Table 5. Sample Fuzzy Search Syntax.

Fuzzy search allows you to find words that are similar to a specified search term. For the fuzzy search syntax, enter a single keyword followed by the tilde (~). For the fuzzy search syntax form, the keyword must be in a single Text-based string.

Search Criteria

The available search criteria differs based on the selected searched item type.

Table 6. Search Criteria.

Table 7. Wildcards.

Advanced Search Criteria

Click the Advanced tab in the Barracuda Message Archiver Search dialog box to specify additional search criteria based on attachments and tags, and save your search criteria.

Table 8. Advanced Search Criteria.

Message Results

All messages that match the specified criteria are returned in the search window. Double-click an item to open it in Outlook, or right-click to select an action to perform on the selected item, as described in Table 9.

Table 9. Available Actions.

Archive Messages

Archive Search for Outlook includes an option to immediately archive a selected item(s) to the Barracuda Message Archiver. Additionally, if the Automatically stub attachments when archiving option is turned on, and you click the Archive Attachments () icon:

• A copy of the complete selected item(s) is stored on the Barracuda Message Archiver
• On your mail server, any message attachments that are in the body of an original message(s) are replaced with references to the archived attachment on the Barracuda Message Archiver

This process is known as "attachment stubbing" and helps to reduce the size of both your personal inbox and mail server storage.

To archive a message,

1. Select the desired item(s) in Outlook, and click the Archive Attachments () icon; a progress window displays while the item(s) are archived.
2. Once the item(s) are successfully archived, any message attachments display as hyperlinks in the Outlook message preview. Click on a hyperlink to view the attachment.
3. Double-click the archived message to open it in the message view; attachments display with icons as they normally would in Outlook.
4. When you click the attachment hyperlink or double-click the archived message, the attachment is retrieved form the Barracuda Message Archiver, allowing you to view or save it in the same manner as an attachment in any other message.
   
   

Apply a Category to Archived Items

If enabled by your administrator, a category is applied to all mail archived from the Archive Search for Outlook. For example, before archival, an item displays similar to:

After the item is stubbed with a category, in this example Archived, it appears similar to:
 

Restore Stubbed Content to Microsoft Exchange

To restore stubbed content to your Microsoft Exchange Server, click the Restore () icon in the Outlook toolbar. When clicked, the selected stub content is restored to the Exchange Server and persists on the Server until the next stubbing job runs.