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Barracuda Message Archiver

Installing and Configuring Barracuda Archive Search for Outlook

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If you are using Windows Defender Antivirus, you must disable the Block Office applications from creating child processes policy to use Archive Search for Outlook.

This article refers to the Barracuda Message Archiver firmware 5.2 or higher, and Barracuda Archive Search for Outlook version 5.2 or higher. Archive Search for Outlook supports Outlook versions 2010, 2013, 2016, and 2019.

Verify the Archive Search for Outlook version (available for download on the USERS > Client Downloads page in the Barracuda Message Archiver web interface) is the same major revision as the Barracuda Message Archiver firmware for proper functionality.

Archive Search for Outlook is not supported on the Microsoft App Store version of Outlook.

If your Archive Search for Outlook was deployed via GPO, you cannot manually upgrade the tool. The upgrade must be deployed in the same manner as the original GPO software deployment.

To test an update before deployment, use one of the following methods:

  • Exempt a domain-joined workstation from the software deployment policy, that is, use GPO to uninstall the previous version before installing the new version; or
  • Test the upgrade on a machine that is not joined to the domain such as a laptop or virtual machine.

Secure Connectivity
Archive Search for Outlook requires secure (HTTPS) connectivity to the Barracuda Message Archiver. If an insecure (HTTP) connection is attempted the tool is redirected to use https: with the configured secure port (the default port is 443). The URI scheme automatically uses HTTPS. You can enter just the Barracuda Message Archiver hostname or IP address and optional port.

Message Archive and Search
For Search and Archive options, refer to How to Search and Archive Messages Using Barracuda Archive Search for Outlook.

Mobile Applications
For details on using the tool on mobile devices, refer to Barracuda Message Archiver Mobile Applications.

Archive Search for Outlook allows you to perform various functions with messages that are stored on your organization's Barracuda Message Archiver, including:

  • Synchronization of your archived folders with Outlook
  • Search for archived messages and other Microsoft Outlook data, such as Contacts
  • View and interact with (forward, reply to, etc.) all of your archived Outlook items
  • Access stubbed attachments
  • Archive messages

These functions are available directly from within Outlook, allowing transparent access to your messages and attachments, all with no browser interaction required. All that is needed is a network connection to your organization's mail server and to the Barracuda Message Archiver.

Locale

The language for Archive Search for Outlook options is determined by your Microsoft Office installation locale; supported languages include:

  • DE-German
  • US-English
  • ES-Spanish (Continental)
  • FR-French
  • IT-Italian
  • JP-Japanese
  • NL-Dutch
  • PL-Polish
  • CN-Chinese

Installation

As the Barracuda Message Archiver administrator, you can deploy Archive Search for Outlook for both 32- and 64-bit versions of Outlook. For more information, refer to the Barracuda Archive Search for Outlook Deployment Guide.

Important
If your organization configures local users on the Barracuda Message Archiver, each user receives a Barracuda Message Archiver User Rollout email. If the login credentials differ from your email address, use the account information provided in the Rollout email to log into the system.

Individual users can install the Outlook in the following way:

  • Barracuda Archive Search for Outlook Installer – Go to the USERS > Client Downloads page, and click Download Now to download an executable for installing the tool on a system to enable access to the Barracuda Message Archiver directly from inside either a 32- or 64-bit version of Outlook.

Install Barracuda Archive Search for Outlook

Before installing the tool, you must close Outlook.

  1. Log in to the Barracuda Message Archiver.
    1. If you are an administrator, navigate to the USERS > Client Downloads page, and click Download Now to the right of the installer name to download the executable file to your local system.
    2. If you are a user, navigate to the BASIC > Client Downloads page, and click Download Now to the right of the installer name to download the executable file to your local system.
  2. Run the .exe file to launch the Barracuda Archive Search for Outlook Setup Wizard.
  3. Follow the onscreen instructions to install Archive Search for Outlook.

Configure Archive Search for Outlook

  1. Log in to Outlook, and go to File > Barracuda Networks:
    configure_tool.png
  2. Click Configure. The configuration dialog box displays:
    config_dialog.png
  3. Click Log On. In the dialog box, select Barracuda Message Archiver, and enter your Barracuda Message Archiver URI, for example: https://archiver.company.com:443
  4. Enter your Email Address and associated domain (LDAP) Password:
    select_bma.png
  5. Click OK.
  6. In the Archive Stores section, click Add to retrieve Archive stores (Mailboxes) you have access to; once retrieved, the Mailbox Sync Options dialog box displays. Specify the desired synchronization settings:
    mailbox_sync_options.png

    Specify the number of days in the Sync a range of items field to govern how often messages are deleted and the period of time messages are stored. Messages older than this value are deleted, and messages newer than this value are synchronized and saved. Set this value to a lower number to reduce synchronization time and reduce the size of the store.

  7. Click OK.

    To remove an Archive Store, click on the Archive Store, and click Remove. To modify synchronization settings for an Archive Store, click on the Archive Store, and click Options to open the Mailbox Sync Options dialog box.

  8. In the Optional Features section, select the options you want to enable:

    1. Select Check for updates automatically to automatically update Archive Search for Outlook.
    2. Select Enable Outlook Instant Search integration to search in your Outlook search box based on All Mailboxes or All Outlook Items.

      See How to Use Instant Search for more information.

  9. In the Message Stubbing section, specify message stubbing options:
    1. Select Automatically stub attachments when archiving to allow all messages containing attachments to be stubbed when an email is manually archived through Archive Search for Outlook Archive (ArchiveIcon.png) icon.
    2. Select Enable offline access to store a copy of stubbed attachments locally on your system. Specify the associated options:
      1. Maximum size of cache (in MB) – Select maximum amount of disk space, specified in megabytes (MB), on your local computer to use for caching stubbed attachments
      2. Maximum age of messages to include (days) – Select the maximum age (number of days) of mail to be copied to the local workstation's stub cache
      3. Synch Offline Stubs Now – Click to initiate a connection to the Barracuda Message Archiver to update your local cache of stubbed messages immediately instead of waiting for the next scheduled synchronization
        select_features.png 

  10. Click OK to complete the configuration.

Once you complete the configuration, Outlook automatically remembers your login credentials and there is no need to enter this information again. If you forget your password or are unable to access Archive Search for Outlook, contact your system administrator.

Change the URI (Location)

If you need to change the location of your Barracuda Message Archiver, first contact your system administrator for the correct URI, and then use the following steps.

  1. Log in to Outlook, and go to  File Barracuda Networks.
    In the Barracuda Message Archiver Options dialog box, click Change to display the dialog box:
    select_bma.png
  2. Replace the Barracuda Message Archiver URI with the new location provided by your system administrator, for example: https://archiver.newcompanyname.com:443
  3. If your email address or password has changed, enter your email address and password in the associated fields.

    If you received a Barracuda Message Archiver User Rollout email, enter the credentials provided in the email.

  4. Click OK. Outlook automatically remembers your login credentials.

Attachment and Whole-Message Stubbing

Message stubbing options are defined by the Barracuda Message Archiver administrator on the MAIL SOURCES > Exchange Integration page.

To require users to log in to the Barracuda Message Archiver web interface to open an attachment from a stubbed message, go to the USERS > Client Downloads page, and in the Client Access section, set Require Login to View Mail to Yes. Click Save at the top of the page to save your setting.

When a message attachment is stubbed, the attachment is removed from the message and is replaced with an attachment indicator and a link to the preserved attachment:

stubbed_msg.jpg
When an entire message is stubbed, the message body is replaced with a text excerpt and contains a link to the original message:
whole_msg_stub.png 

Message Stubbing Options

Use the Barracuda Message Archiver Options dialog box to specify message stubbing options.

Automatically Stub Attachments when Archiving

This option allows all messages containing attachments to be stubbed when a user manually archives an email through Archive Search for Outlook Archive (ArchiveIcon.png) icon. All attachments are still accessible directly from within the actual message; the only difference is that the attachment itself is stored on the Barracuda Message Archiver instead of your organization's Outlook server. Click on the attachment name to view and download the attachment directly from the Barracuda Message Archiver to your local system.

Enable Caching of Stubbed Messages for Offline Access

This option allows a copy of stubbed attachments to be stored locally on your system. This allows you to retrieve the attachment when you do not have direct access to the Barracuda Message Archiver.

Maximum Age of Messages to Include (Days)

Maximum age (number of days) of mail that will be copied to the local workstation's stub cache.

Maximum Size of Cache (in MB)

Use this option to specify the maximum amount of disk space, specified in megabytes (MB), on your local computer to use for caching stubbed attachments. When the cache is full, the oldest items in the cache are removed from your local system in order until there is enough space for the newest items. Note that these attachments are still stored on, and accessible from, the Barracuda Message Archiver.

Synchronize Cache Now

When selected, initiates a connection to the Barracuda Message Archiver to update your local cache of stubbed messages immediately instead of waiting for the next scheduled synchronization (as determined by your system administrator).

For example, if you are accustomed to downloading your messages from your mail server before leaving on a road trip, you can synchronize your cache immediately to ensure that any attachments associated with your messages can always be retrieved.

Important
You can click Synchronize cache now to verify connectivity to the Barracuda Message Archiver.

Restore Stubbed Content to Microsoft Exchange

To restore stubbed content to your Microsoft Exchange Server, click the Restore (Restore.png) icon in the Outlook toolbar. When clicked, the selected stub content is restored to the Exchange Server and persists on the Server for 30 days.

Folder Synchronization

When items are syncing, a system tray icon displays until synchronization is complete. When synchronization is successful and is scheduled, there is no notification and no further action is needed. However, if a problem is encountered, or if the user clicks the Sync Archive Stores (SyncArchiveStores.png) icon on the toolbar, a tooltip displays additional information.

Store synchronization occurs when either the user clicks the Sync Archive Stores (SyncArchiveStores.png) icon, after nightly synchronization jobs are complete, or shortly after Outlook is started.

Manual Folder Content Synchronization

To manually synchronize all folder content on the Barracuda Message Archiver, click the Sync Archive Stores (SyncArchiveStores.png) icon in the Outlook toolbar.

 

 

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